Workday Wednesday - Denver · Workday document, roadmap, blog, our website, press release or public statement that are not ... •On-Call / Intern / Seasonal hires are different *

Workday WednesdayEpisode #41

15 August 2018

Please Mute Your Phone/Microphone and Close Your Video Window

1

Welcome to Workday Wednesday Episode #41

Marla Trevor

Please Mute Your Phone/Microphone and Close Your Video Window

2

Today’s WDWD Team

3

Stef

Troy

Marla

We’re Here to

Answer Your

Questions

Episode #41 Topics

•Greetings: Troy Bettinger

•Welcome: Marla Trevor

• System Status: Troy Bettinger

•Workday 31 coming 9/8: Troy Bettinger

• Service Center Update: Stef Chis

• Update on Recruiting Coordinator: Troy Bettinger

• Reporting Roundup: Troy Bettinger

• Interactive Question & Answer Session: Stef Chis

4

System StatusTroy Bettinger

5

Sandbox Tenant refreshes at 7:00 PM MDT on Fridayhttps://community.workday.com/extended-maintenance-events

Dates & Updates August 2018SUN MON TUES WED THUR FRI SAT

12 Job

PostingFreeze

13 14 15Workday

Wednesday

16 17 Class

for Agency

Analysts

18 Weekly

Update12 Mid-4AM

19 Hiring Freeze

20ClosePayroll

21 22WDW Break

23 24 25 Weekly

Update12 Mid-4AM

26 27 WDR

Go-Live

28 29Workday

Wednesday

30 31 1 Weekly

Update12 Mid-4AM

2 3 4ClosePayroll

5 WDW Break

(WD 31)

6 7 8 WD 31

All Tenants

9 Civic

No-Freeze Day!

10 11 12Workday

Wednesday

13 14 15 Weekly

Update12 Mid-4AM

6

https://community.workday.com/extended-maintenance-events

Recent System Changes

New Since Last Time:

• Nothing!

• (Did you forget that we’re in a freeze?)

Works In Progress:

• Workday Recruiting

• Multiple Agency Reorgs

• HR Dashboards and Scorecards Testing

• Workday Beautification

7

Known Issues 8/15/18Troy Bettinger

8

Known Issues 8/15/18 pg 1

• Agency Analysts Are Not Able to Initiate Comp Changes for Cell Phone Stipends

• Workaround: Ask Manager to Initiate Comp Change

• Follow the Job Aid for full instructions

• Location can’t be changed from Job Requisition

• Workaround: Change on Position, then open Job Req

Location on position is Webb Building, changed on req

9

Coming Attractions:Workday 31

Troy Bettinger

10

Upgrade Coming 8 September

11

Upgrade Coming 8 September

12

Workday’s Themes for the 31 Upgrade:

This presentation may contain forward-looking statements for which there are risks, uncertainties,

and assumptions. If the risks materialize or assumptions prove incorrect, Workday’s business results

and directions could differ materially from results implied by the forward-looking statements.

Forward-looking statements include any statements regarding strategies or plans for future

operations; any statements concerning new features, enhancements or upgrades to our existing

applications or plans for future applications; and any statements of belief. Further information on risks

that could affect Workday’s results is included in our filings with the Securities and Exchange

Commission which are available on the Workday investor relations

webpage: www.workday.com/company/investor_relations.php

Workday assumes no obligation for and does not intend to update any forward-looking

statements. Any unreleased services, features, functionality or enhancements referenced in any

Workday document, roadmap, blog, our website, press release or public statement that are not

currently available are subject to change at Workday’s discretion and may not be delivered as planned

or at all.

Customers who purchase Workday, Inc. services should make their purchase decisions upon services,

features, and functions that are currently available.

Safe Harbor Statement

5 Changes Coming in Workday 31

1. Inbox Worklet retired

• Left Denver’s tenants with the new interface in June

2. National ID Masking (for the US this means SSN)

• XXX-XX-XXXX visible

3. Change Organization Assignments on workers with a future dated termination

4. Not Eligible for Hire and Not Eligible for Rehire check boxes replaced with new Eligible for Hire and Eligible for Rehire prompts

5. Single Field Phone Number

14

WD31 - Single Field Phone Number

BENEFITS

• Prevents Incomplete and Invalid Phone Number

•Offers Improved Validations and Formatting

• Prevent Integration Issues

•Offer ability to fix existing invalid Phone Numbers

• Consistent Phone Number experience across Workday application

15

From “Single Field Phone Number” presentationby Shweta Jain, Workday Sr. Product Manager

https://community.workday.com/articles/365789

https://community.workday.com/articles/365789


Key Enhancements Summary

1. User Experience

• Country Phone Code is required

• Area Code is removed. There is Single Phone Number field to capture Area Code + Phone Number

• Phone Number is validated and auto-formatted on tab out

• When viewing Phone Number formatted number is displayed (if the Phone Number is valid)

2. Validations & Formatting

• Improved Validation and Formatting based on Country Code

3. Web Services


• Area Code is removed. There is Single Phone Number field to capture Area Code + Phone Number

• Introducing new formatted phone number

• Improvement to Phone Number Validation

• Versioned and earlier version will work as current

4. Configuration

• Edit Tenant Setup - System: Introducing options to set default phone number display format as National, International or E164

16


User Experience


• Area Code is removed

• Single field Phone Number to capture Area Code + Phone Number

• On tab out Phone Number will be validated and formatted. Phone Validation must be turned on in Tenant Setup for the country

• Displays formatted Phone Number if valid. Phone Number stored without formatting.

• No Validation if Phone Device is “VOIP” (same as current)

17

Old…

New…


Class Report Fields (CRF)

• Phone Number CRF will contain Area Code + Phone Number

• Instance-based Phone Number CRF will display in format as set in tenant setup (recommended to use)

• In WD31 Text-based Phone Number CRF will continue to display in old format. Plan to update in future.

Area Code

• It is recommended not to use Area Code for reporting in future instead use Phone Number CRF only

• Area Code will be serialized as attribute in XML if required for integrations.

18

Audience Questions

•Use the Skype IM Feature

19

HR Service CenterStef Chis

2020

Service Now—Assignment Group

HR Service Center

HR Workday Admin

HR Analytics

HR Learning and Development

HR Classification and Compensation

HR Marcomm

Svc Ops—Service Desk

FIN Workday Admin

21

Manager’s Approval

•Approval: security role changes and agency access must be requested in ServiceNow by manager

• Alternative: the approval can be submitted via email

Service Center Assistance - Timeframes

Update Contingent Worker End Date

Create Contingent Worker Contract

Create Position and Job Req

Edit position and Job Req

Move Workers

Cancelling all the above business processes

23

EXPECT IMMEDIATE ASSISTANCE ON

Example of a Great SupportNow Ticket

Short Description: Workday Manager Assignment

Description: Please assign Christopher Conner, in position [Position#], as the manager of the "DRH Denver's Road Home" org (OrgID#). Please also remove the manager assignments for vacant positions [Position#] and [Position#], which are currently both assigned as manager to this org.

Item: Workday

Requester: Gillian Witherspoon

Update on Recruiting Coordinator

Troy Bettinger

25

Recruiting Coordinator Security Role

• Recruiting Coordinator = a helper in the recruiting process.

26

RecruiterHiring

ManagerRecruiting

Coordinator

R.C. Training Schedule

Training and Certification Schedule:

27

MON TUES WED THUR FRI

AM

20Train the

Trainer v2

9a-11a

21RC in 1.F.7

9a-12nDPR Only

22RC @ DHS

9a-12n

DHS Only

23RC @ DEN

9a-12n

DEN Only

RC in 1.F.7

9a-12n

Open

24

PM

RC in 1.F.7

1p-4p

Open

RC in 1.F.7

1p-4p

PW Only

AM

27 WDR

Go-Live

28 29RC in 1.F.7

9a-12n

Open

30 31

PM

RC in 1.F.7

9a-12n

Open

Certification Requirements

Receiving Certification requires

1. Signing & Submitting Confidentiality Form

2. Attend Training Class

3. Pass Practical Exam

4. Pass Written Exam

NOTE: If you are considered for this role before go-live, you have been invited to attend a training.

28

Rule 3 in <100 Words

Ye Hiring Authority Must:• Reinstate First!

• Accommodation Placement

• Rehire/City Internal Movement (CIM); OR

• Use a Competitive Merit Process:• Assess applicants for ranking *

• Refer the top applicants *

• Interview at least 3 applicants

• Person hired must have been 1 of 3 interviewed

• On-Call / Intern / Seasonal hires are different *

* Exceptions exist!

Reporting RoundupTroy Bettinger

30

Worker Change History Report

A Workday-delivered standard report that shows changes to workers, including hires, promotions, transfers, etc.

Who Can Run:

•HR Partner

•HR Analyst

• Agency Approver

• Agency Analyst

•Manager as Self


Prompts:

• Organizations: Supervisory or Agency (required)

• Option to include subordinate organizations

• Date Range

43 Columns in Report

• Employee ID

• Legal Name in General Display Format

• Effective Date

• Business Process Type

• Business Process Reason

• Position - Current

• Position - Proposed

• Job Code - Current

• Job Code - Proposed

• Manager(s) - Current

• Manager(s) - Proposed

• Cost Center - Current

• Cost Center - Proposed

• Region - Current

• Region - Proposed

• Companies - Current

• Company - Proposed

• Fund - Current

• Fund - Proposed

• Grant - Current

• Grant - Proposed

• Program - Current

• Program - Proposed

• Gift - Current

• Gift - Proposed

• Business Unit - Current

• Business Unit - Proposed

• Job Profile - Current

• Job Profile - Proposed

33

• Location - Current

• Location - Proposed

• Compensation Grade -Current

• Compensation Grade -Proposed

• Time Type - Current

• Time Type - Proposed

• Job Exempt - Current

• Job Exempt - Proposed

• Base Pay - Current

• Currency

• Base Pay - Proposed

• Currency

• Base Pay Change - Amount

• Base Pay Change - Percent

Report Display

Filters

• Business Process Type

• Displays both main business process and associated sub business processes (commonly Change Org Assignments & Propose Compensation Change)

• Filter by removing sub business processes

• Business Process Reason

• Specific reason codes for the business process

• Filter based on needs

Filters

Business Process Type Business Process Reason


Shows completed business process actionsEmpID

Legal Name in General Display Effective Date Business Process Type Business Process Reason Position - Current

Position -Proposed

Job Code -Current

Job Code -Proposed Manager - Current

Manager -Proposed Cost Center - Current Cost Center - Proposed

Annemieke Lagerwaard 12/26/2016 Contract Contingent Worker Contract Contingent Worker > Contract Contingent Worker > Hire Contingent Worker

XXXXX Contingent Worker

WW1111 Timothy Blair 7029100 Golf Enterprise Operations

Annemieke Lagerwaard 12/26/2016 Change Organization Assignments for Worker



WW1111 WW1111 Timothy Blair 7029100 Golf Enterprise Operations

3512410 Investigations -Uniform (inactive)

Annemieke Lagerwaard 3/14/2017 Change Organization Assignments for Worker



WW1111 WW1111 Timothy Blair Timothy Blair 3512410 Investigations -Uniform (inactive)

3512400 Major Crimes

Jane Prancan 12/26/2016 Contract Contingent Worker Contract Contingent Worker > Contract Contingent Worker > Hire Contingent Worker


WW1111 Marcus Fountain 7021900 Parks Planning, Design & Construction

Jane Prancan 12/26/2016 Change Organization Assignments for Worker



WW1111 WW1111 Marcus Fountain 7021900 Parks Planning, Design & Construction

3512320 Special Operations -CSA (inactive)

Jane Prancan 3/14/2017 Change Organization Assignments for Worker



WW1111 WW1111 Marcus Fountain Marcus Fountain 3512320 Special Operations - CSA (inactive)

3512300 Special Operations Division

David McArdle 12/26/2016 Contract Contingent Worker Contract Contingent Worker > Contract Contingent Worker > Hire Contingent Worker


WW1111 Troy Ortega 3071200 Technology Services Operations- Client Computing

David McArdle 12/26/2016 Change Organization Assignments for Worker



WW1111 WW1111 Troy Ortega 3071200 Technology Services Operations-Client Computing

3512210 Patrol/Districts -Uniform (inactive)

David McArdle 3/14/2017 Change Organization Assignments for Worker



WW1111 WW1111 Troy Ortega Troy Ortega 3512210 Patrol/Districts -Uniform (inactive)

3512200 Patrol/Districts

David McArdle 12/20/2017 Edit Position Edit Position > Edit Position > Location Change



WW1111 WW1111 Charles Jones 3512200 Patrol/Districts

3512200 Patrol/Districts

Amanda Bryer 12/26/2016 Contract Contingent Worker Contract Contingent Worker > Contract Contingent Worker > Hire Contingent Worker


WW1111 David Quinones 3071010 Technology Services -Security Operations

Amanda Bryer 12/26/2016 Change Organization Assignments for Worker



WW1111 WW1111 David Quinones 3071010 Technology Services - Security Operations

3511220 Administration - CSA (inactive)

Amanda Bryer 3/14/2017 Change Organization Assignments for Worker



WW1111 WW1111 C. Longshore C. Longshore 3511220 Administration - CSA (inactive)

3511200 Police Department Administration - Financial Services

Next Workday Wednesday

Wednesday,

29 August 2018@ Noon

Episode #41 Credits: Thanks to the following

staff for helping craft Workday Wednesday:

Marla TrevorJessie “Infamous in Hatch, NM”

CraneyStef Chis

CJ LongshoreTroy Bettinger

Special Shout Out to:Russ Johnson;

PHISH and Jeff Allen;Tony G & the HRSC;

Diane Vertovec, Tyson Martens& Wade Balmer

Happy Birthday Wade!

38

Documents

Workday Wednesday - Denver · Workday document, roadmap, blog, our website, press release or public statement that are not ... •On-Call / Intern / Seasonal hires are different *