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Workday Leave Partner Training September 8, 2016
Billie Sue Wolfe, RN COHN-S/CM Sr. Consultant Total Rewards Benefits & Well-Being
Russell Geier PWC Experienced Associate
Tammie Hansen, RN COHN-S
Manager, Total Rewards Benefits & Well-Being
For he shall be as a tree planted by the waters, and that spreadeth out her roots by the river, and shall not see when heat cometh, but her leaf shall be green; and shall not be careful in the year of drought, neither shall cease from yielding fruit.
Jeremiah 17:8
3 ©2016 Trinity Health - Livonia, Mich.
Reflection - Tammie Hansen
Agenda and Training Components:
towerswatson.com
4
HR BPs
• Welcome • Reflection
• Purpose and Objectives • Foundation info • Absence Basics
• Security roles • “Leave Type” Codes •Business process maps • Navigation demo • Manager emails • Transition of existing leaves
• Reports • Q & A • Resources/Job aids available
Session 1: Purpose & Objectives
Objectives: Session 1 – At the end of this session, you will be able to: • Identify support materials in your toolkit
• Explain Workday foundational information (e.g., what is Workday, key decisions, business processes, etc.)
• Define what a security role is/is not
• Explain transition of existing leaves at Go-Live
• Perform simple navigation tasks in Workday
Purpose/Goal of this session:
• Prepare you to use Workday in the role of “Leave Partner”
We are Complex What We Learned About Ourselves - We are too complicated!
8
Examples of our Complexity & Variation • 33,000 Job Codes (to approximately 20,000)
• 7 Payroll Systems (integrated with 22 Timekeeping Systems)
• 200+ Integrations
• Pay Practices *
• Time off programs and rules *
• Benefit plan elements * (complexity based on rate structures and eligibility rules)
• 130 (to approximately 107) Federal Employer Tax IDs (FEINs)
• Payroll cycles (every variation – weekly, bi-weekly, monthly)
*= Transforming Operations Recommendation/Dependencies
9 © 2015 Trinity Health - Livonia, MI
.
East
• SuccessFactors • In-House
• Position Manage • Manual
• PeopleSoft • SMS MedSeries • PCE • Lawson • ADP
• SMS • PeopleSoft • ADP • Lawson
Simplifying Work through NEW Technology
• Lawson • Sage • CPSI
Core HCM and Payroll
Benefits
• Lawson • Meditech • Sage HRMS • Manual
Talent Acquisition
• Position Manager • Kenexa • HireEase • HR Logix • Cyber Recruiter
Talent Management
• SuccessFactors • Performance Manager
Workday
• Core HCM • Payroll • Compensation • Benefits • Recruitment
o Applicant Tracking o Job Requisitions o Onboarding
• Talent Management o Performance Management o Succession Planning
• Absence Management • Reporting • Employee / Manager Self Service
Current Systems West
Time
Learning
• Kronos • API • ADP • Power Time
• HealthStream • HealthStream
• Gen 21 • Net Smart
• Sharepoint
• ePath
• Time Keeping / Scheduling (Kronos)
• Learning (HealthStream)
*Solutions yet to be finalized
Extended HR Systems (Outside of project scope) Retained Legacy Systems
• Kronos • API
• Time Trac
Workday …
©2014 Trinity Health - Livonia, MI 10
Trinity Health’s future
Human Resource/Payroll
system.
A major cornerstone for
our transformation to a
people-centered health
system
Will provide a single system for most HR processes including:
• Talent acquisition
• Talent management
• Compensation
• Administration
• Benefits
• Administration
• Core HR transactions
• Payroll
Workday – Key Facts
• First phase of 5-year Transforming Operations plan for HR
• Future enterprise-wide Human Resources and Payroll system
• Replaces all major HR and Payroll systems
• Cloud-based, simple to use, visually appealing application
• Will not replace our time and attendance systems (e.g., Kronos and API) or our learning management system HealthStream
• Directly supports our People-Centered 2020 strategy to deliver operational excellence, effectively steward our resources and engage our colleagues.
11
• Workday Tenant 7 is the Workday "version" that will used for training purposes.
• The link for Tenant 7 is : https://impl.workday.com/trinityhealth7/d/home.htmld
• Sign in to Workday Tenant 7 is your Novell single sign in (what you use every time you log in to your Trinity Health computer).
• It is possible that your access to Workday Tenant 7 is not yet available
• Once you do have access to Workday Tenant 7, please explore how to navigate by locating your own information, clicking open widgets on the home page, etc.
13 ©2016 Trinity Health - Livonia, Mich.
Workday Tenants (Versions)
In Workday Absence is split (i.e., time off and leave of absence).
• Time Off is a transactional event such as PTO and sick
• Leave of absence is a more durational event where the employee will be absent from work for an extended period of time or approved for duration/frequency of an intermittent time away
14 ©2016 Trinity Health - Livonia, Mich.
What is “Absence” in Workday?
©2014 Trinity Health - Livonia, MI 15
Leave submitted manually in WD ABS Management
Direct Entry of Leaves into Workday
Standard
leave codes
and hours
entered
Leave Event created
Leave codes create Time Off events to decrement entitlements
ALL Time Keeping Systems
Reporting for FMLA type, length, and duration
Automated balance tracking on a rolling 12 month period
What is the importance of using Workday Leave Type Codes?
Which Leave Type Codes (Disability, FMLA, etc.) must be entered into Kronos?
Do non-pay codes like FMLA need to be entered in Kronos?
• Timekeeping codes will match the Workday Leave Type Codes that have been tested
• Timekeeping codes will pass from Kronos to Workday to decrement the buckets (FMLA, etc.)
• The PTO codes are already going to the Time Off section of Workday. The new codes take care of the "counting" for FMLA and all of our other data needs.
Why do we need to enter non-FMLA leave codes (Elective Leaves, Workers Comp Leaves) into Kronos, when there is no bucket to decrement in Workday?
• We enter FMLA leaves in Kronos and the FMLA entitlement balance is decremented.
• We enter non-FMLA leaves in Kronos to better understand:
o absence types, durations and patterns throughout the ministry
o each ministry’s staffing needs to enable supporting the needs of our colleagues and the patients they serve
How will short term disability be paid via Workday?
• STD will be paid via pay codes
Are Leave Administrators going to become Timekeepers?
• Martha Murphy is identifying “Time Off” Partners. Roles and responsibilities will be identified for Time Off partners.
16 ©2016 Trinity Health - Livonia, Mich.
“Leave Type Codes”
WorkDay Leave Types Description/Usage
STD/LTD LV LTD Unpaid Cnt LTD- on continuous leave
LV LTD Unpaid Partial Colleague is receiving LTD (or has returned to work after leave of 6 months or greater) and is working reduced hours or off hours/days due to condition - intermittent or continuous
LV Salary Cnt Elim
First continuous 7 calendar days off for a leave of absence for self-care - use for colleagues in management plan
LV Salary Cnt STD
After first continuous 7 calendar days off for a leave of absence for self-care. At most ministries, results in colleague initiating STD claim with STD vendor, medical case management, and advise to pay from STD vendor - use for colleagues in management plan
LVSTD Elim Period
Used for STD elimination period (example 7,14 days). At most ministries, results in colleague initiating STD claim with STD vendor, medical case management, and advise to pay from STD vendor. Non-paid code. Use PTO if available - use for colleagues in non-management plan.
LV STD 50 Pct STD - 50%
LV STD 60 Pct STD - 60%
LV STD 66.67 Pct STD - 66 2/3%
LV STD 70 Pct STD - 70%
LV STD 90 Pct STD - 90%
LV STD Unapproved Colleague remains on leave (i.e.-FMLA approved leave) but STD is denied or discontinued by STD vendor- intermittent or continuous
Elective LV ELE Administrative Colleague placed on paid administrative leave per Human Resources (i.e - investigational leave or related to fitness for duty concerns) - continuous
LV ELE Educational Educational leave - continuous
LV ELE Non FMLA Family Cnt Leave for non- FMLA qualifying family member (i.e.-sister, brother, grandparent), if ineliligible for FMLA for qualifying family member, or FMLA has been exhausted - continuous
LV ELE Non FMLA Self Cnt Leave for self that is not FMLA or if FMLA has been exhausted-continuous (or intermittent may be approved if related to an ADAAA qualifying condition)
LV ELE Personal Elective leave that is approved for personal reasons that are not applicable for other elective leave types. (i.e.- house fire, natural disaster, life stress, divorce, etc.) - continuous
LV ELE Provisional Collegue has been released to work but position is no longer available and/or if colleague has been released to return to work but needs to complete required Health Stream classes, renew CPR, or update certifications, etc.-continuous
LV ELE Public Service Unpaid/voluntary work in order to benefit a community (i.e.- mission or relief efforts) - continuous
LV ELE Unapproved Request for leave is not approved but colleague does not report to work.- continuous
FMLA LV FMLA Ch Baby Bonding Cnt Care of newborn per FMLA guidelines - continuous
LV FMLA Ch Placement Cnt
Care of needs for placement of child related to adoption or foster care per FMLA guidelines - continuous
LV FMLA Family Child Cnt Care of child (includes adult child as per FMLA guidelines) - continuous
LV FMLA Family Loco Prnt Cnt
Care of adult who acted in place of a parent during childhood by providing day-to-day care or financial support-continuous
LV FMLA Family Parent Cnt Care of parent - continuous
LV FMLA Family Spouse Cnt Care of spouse - continuous
LV FMLA Self Cnt Care of self. Including maternity disability leave - continuous
LV FMLA Mil SrvcMem Care Cnt Care of a qualifying servicemember or veteran - continuous
LV FMLA Mil Exigency CNT Qualifying exigency related to a qualifying family member during covered active duty - continuous
LV FMLA Ch Placement Int
Care of needs for placement of child related to adoption or foster care per FMLA guidelines - intermittent
LV FMLA Family Child Int Care of child (includes adult child as per FMLA guidelines)- intermittent
LV FMLA Family Loco Prnt Int
Care of person who acted in place of a parent during childhood by providing day-to-day care and/or financial support - intermittent
LV FMLA Family Parent Int Care of parent - intermittent
LV FMLA Family Spouse Int Care of spouse - intermittent
LV FMLA Self Int Care of self (including maternity/prenatal needs) - intermittent
LV FMLA Mil SrvcMem Care Int
Care of a servicemember or qualifying veteran (Up to 26 weeks rolling forward from first day of leave) - intermittent
LV FMLA Unapproved
FMLA Leave is applied for but colleague is not eligible for FMLA or FMLA is denied - intermittent or continuous
LV FMLA Mil Exigency Int
Qualifying exigency related to a qualifying family member during covered active duty - intermittent
Military Service LV Mil Duty Active Short or long term active duty - continuous
LV Mil Duty Reserve Short term reserve training/duty - continuous
LV Mil Duty Unapproved Leave applied for but delayed/denied but colleague does not report to work
State or Municipality LV ST CA CFRA SrvcMem Care CRFA Military Care of Servicemember
LV ST CA CFRA Exigency Up to 10 days during military spouse's leave
LV ST CA CFRA CRFA Non Military
LV ST CA PFL CA Paid Family Leave
LV ST CA PDL CA Pregnancy
LV ST CA SDI CA State Disability leave
LV ST IA Mat Iowa Pregnancy Disability Leave
LV ST NJ FLI Employees of all private and governmental employers subject to the New Jersey Unemployment Compensation Law are covered
LV ST NJ STD New Jersey Short Term Disability leaves
LV ST NY STD New York Disability leaves
LV ST OR FLA Oregon Family Leave Act
LV ST Unapproved Leave applied for but delayed/denied but colleague is off work - intermittent or continuous
Workers Compensation
LV WC Cnt Worker's compensation continuous leave
LV WC Int
Worker's compensation leave and working reduced hours or days due to condition - intermittent
LV WC Unapproved
Worker's compensation is delayed/denied but employee is off work - intermittent or continuous
Return to Work Program
RTW Prog Home Dept RTW participating in temporary transitional/light duty in department in which employment resides (Hours worked)
RTW Prog Non Home Dept RTW participating in temporary transitional/light duty in department other than that in which employment resides (Hours worked)
Other LV Other Use this code ONLY if the appropriate leave type is not included on the list of leave types (i.e- state leaves, municipality leaves, etc.) Note applicable leave type in comments section. Notify Tammie Hansen at email: [email protected] to request additional leave type to be added to future environments of WorkDay.
17 ©2016 Trinity Health - Livonia, Mich.
LEAVE TYPE CODES (Attachment)
• How will STD hours be brought into Workday?
• Examples:
• 10 days of 60% STD benefit
• 10 days of Salary Continuation
• 5 days of 70% STD benefit
18 ©2016 Trinity Health - Livonia, Mich.
How do “Leave Type Codes” Impact Current Process?
Security Roles: Basic Building Blocks for Our Business Processes & Security
19
Security Roles:
• Determine what a person can see and do in Workday regarding the business processes
• Think of them as Hats you wear
Security Roles are NOT:
• Job titles or job definitions
Security Role Comparison
20
Trinity Health Job Type Workday Transactional Security Role
(roles define what a person can see and do in Workday; colleagues may have multiple roles)
HR Business Partner / Consultant HR Partner
Associate Resource Center / RHM Operations
HR Partner
HR Representative
HR Shared Services Representative
Centers of Expertise Leave Partner
Benefit Partner
Compensation Partner
Retiree Partner
Time Off Partner
Manager Manager, Support Manager
Colleague Employee As Self
HRIS Administrator roles
Payroll Payroll Partner
Payroll Partner Lite
Direct Access Users (Employee Self Service)
No Approval Needed (by HR/HR Reps/Service Center/Management)
• Address Change – unless a geographical change which results in a health plan change
• Beneficiary designation
• Personal data change
• Personal Contact Information (address/phone/personal email)
• Work contact information (phone, address, email)
Approval Needed (HR/HR Reps/Service Center/Management/Centers of Expertise – Leave Partners )
• Personal Data (Gender, DOB, marital status, place of birth, race/ethnicity, citizenship)
• Photo
• Edit government ID
• Edit passport/visas
• Edit licenses/certifications
• Edit other ID
• Enter Leave (Leave Partner)
• Return from Leave (Leave Partner)
©2014 Trinity Health - Livonia, MI 21
Key Decisions Related to:
- Business Processes
- Security Roles
- Organizational Types & Descriptions
©2016 Trinity Health - Livonia, Mich. 22
• Correct Time Off
• Request Leave of Absence
• Request Return from Leave of Absence
24 ©2016 Trinity Health - Livonia, Mich.
Workday Absence Business Processes
Examples of Business Processes 1. Add Additional Job
2. Change Benefits
3. Change Benefits Life Event
4. Change Job
5. Close Position
6. Contact Change
7. Contract Non-Employee (Contingent Worker)
8. Convert to Employee
9. Create Position
10. Edit Government IDs
11. Edit Licenses
12. Edit Position
13. Edit Position Restriction
14. End Additional Job
15. End Non-Employee Contract (Contingent Worker)
16. Freeze Position
17. Hire
18. Legal Name Change
19. Maintain Collective Agreements
20. Organization Assignment
21. Personal Information Change
22. Preferred Name Change
23. Proposed Compensation Change
24. Request Compensation Change
25. Request Leave of Absence
26. Request One Time Payment
27. Request Return from Leave of Absence
28. Service Date Change
29. Switch Primary Job
30. Title Change
31. Termination
©2015 Trinity Health - Livonia, MI 25
Workday Demo Logging Into Workday
Basic Navigation
Worklets
©2016 Trinity Health - Livonia, Mich. 26
Adding Worklets To Your Home Page
©2015 Trinity Health - Livonia, MI 27
Click on the ‘Wheel’
Click on the plus (+) sign to add a new
worklet(s)
Adding Worklets To Your Home Page
©2015 Trinity Health - Livonia, MI 28
Search or enter the Worklet name. Click
on the plus (+) sign to add additional
Worklets
Leave Partners entering leave information directly into Workday
29 ©2016 Trinity Health - Livonia, Mich.
Transition of Existing Leaves to Workday
• EIBs are used to load data into Workday
• An EIB is a very basic integration that can be used to load data into Workday using a template
• It is quicker and easier to load a large amount of data into Workday using an EIB versus manual entry
• You must have the correct security roles assigned to be able to create and launch an EIB in Workday
30 ©2016 Trinity Health - Livonia, Mich.
Enterprise Integration Brokers (EIBs)
• New EIB templates can be exported from Workday
• EIB templates are created in .xml and need to remain in xml. Changing the format or adding or removing columns can corrupt the template
• Once a new EIB template is generated, you will be able to use it to load new, similar data
• You must use the correct EIB template to load your data type. For example:
• Time-Off or Leave must be loaded using an Absence EIB
• Earnings must be loaded using a Payroll EIB
31 ©2016 Trinity Health - Livonia, Mich.
EIBs: Exporting and Generating
• Determining eligibility
• Discussion service date fields
• FMLA hours – utilized/remaining, rolling in and out
• *Request leave
• *Return from leave
• Extend leave
• Deny leave
• *Corrections to a leave
• Key Service Date Field Definitions
*Leave Partner Business Process
32 ©2016 Trinity Health - Livonia, Mich.
Demo
Key Service Date Fields
towerswatson.com
33
Date Description
Hire Date or Contract Start Date Automatically populated from the most recent Hire or Contract Contingent Worker
business process.
Original Hire Date Automatically populated from the earliest Hire Date. Enables you to track when a
worker was first employed by the organization. Used for COBRA eligibility, Form I-9,
and the Length of Service in Months from Original Hire Date report field.
Continuous Service Date Automatically populated from the most recent Hire Date. Enables you to give credit
for past employment. Used in benefit elections, compensation period basis behavior,
and length of service calculations.
Length of Service Automatically calculated from the Continuous Service Date to the current date or
termination date.Use the Service Length Type field in the Edit Tenant Setup - HCM
task to specify the display format.
Date Entered Workforce Supports statutory leave entitlements. Use the Edit Tenant Setup - Global task to
track for workers in specific countries.
Days Unemployed Used only for China. Impacts statutory leave eligibility.
Months Continuous Prior Employment Used only for China. Impacts statutory leave eligibility.
Benefits Service Date Enables you to track length of service for benefit programs. Example: Workers become
eligible for insurance after a 3-month probation period. Available for use in user-
defined calculations and eligibility rules.
Company Service Date Enables you to track an additional service date, such as date of acquisition. Available
for use in user-defined calculations and eligibility rules.
Time Off Service Date Enables you to track time off eligibility based on a different service date. Example:
Standard time off is 3 weeks per year, but some workers negotiate 4 weeks. Available
for use in user-defined calculations and eligibility rules.
Retirement Eligibility Date Enables you to track eligibility for retirement, such as when it is based on length of
service or age .Available for use in user-defined calculations and eligibility rules.
Expected Retirement Date Enables you to report on retirement for workers who announce their retirement date
in advance. Available for use in user-defined calculations and eligibility rules.
Seniority Date Automatically populated from the earliest Hire Date. Enables you to track seniority
based on a date other than Hire Date or Company Service Date. Used in the Length
of Service in Months from Seniority Date report field. Available for use in user-defined
calculations and eligibility rules.
Severance Date Enables you to track how long a worker receives severance pay. Also used in
compensation period basis behavior .Available for use in user-defined calculations and
eligibility rules.
Vesting Date Enables you to track when a worker is fully vested, when this differs from standard
vesting rules.
Trinity Health Reporting Strategy
©2015 Trinity Health - Livonia, MI 35
• Centralized reporting and governance model to avoid
performance impacts in the tenant • Roles that have access to run reports will be able to run
both delivered and custom reports • Custom reports will become part of a ‘Reports Library’
and will continue to grow
Accessing Workday Reports
©2015 Trinity Health - Livonia, MI 36
Additional worklets/reports libraries to be added soon:
Benefits
Payroll
RHM specific custom worklet
Regulatory/Compliance
Audit
Executive dashboard
Search here
Access reports via a
custom worklet
Accessing Workday Reports
©2015 Trinity Health - Livonia, MI 37
Standard (Delivered) Reports:
• Standard (delivered) reports are accessible by either searching for them or running two reports called ‘Workday Standard Reports I Can Run’ and ‘Workday Standard Xpresso Reports’
• Delivered reports come in two types: Report Writer or Xpresso
• Users can run any delivered report they have access to
• Users can NOT directly edit a delivered report
• Authorized users can COPY a delivered report if the type = Report Writer
Custom Reports:
• Users can run any custom report they have access to
• Custom reports are designed and built using the report writer tool
• They can be created new or as a copy of another standard or custom report
• Only authorized users can create custom reports
Key Messages:
• Leave Partner role is specific to business process related to leaves only
• Job Aids for unusual circumstances
• Reports can be obtained from WD (widgets- Espresso and Standard)
Follow Up:
• Any demos you would like to have repeated
• Any Job Aids that would be helpful
• Any other areas of review or discussion
38 ©2016 Trinity Health - Livonia, Mich.
Review and Requests