Transcript
Page 1: Getting Started Job Aid Employeeit.snhu.edu/hr/training/GettingStartedJobAid10_7.pdf · Getting Started Job Aid Employee 2 Getting Started General Overview ... Employee enters changes

Getting Started Job Aid Employee

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Welcome to

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Getting Started

Timeframes

November -HCM Release

11/3 Workday release: Log in and view your personal information, emergency

contact, and manage absence (salaried employees/pink sheets)

11/3-12/3 Open labs available

11/17-12/3 Benefits open enrollment

January 2015– Payroll and Time Entry Release

1/5 Payroll release (Log in and view your pay information)

1/5 Time tracking release: Log in and start tracking your time (hourly)

1/5-1/15 Live trainings for time tracking

Why Workday?

Workday provides SNHU with the critical system elements that allow for the

automation and collaboration of business processes within an efficient and

secure model.

Workday supports critical elements necessary in today’s business environment

such as; access 24/7, real time data, reporting and analytic capabilities.

Workday is designed to provide employees and managers easy to navigate

self-service options.

Workday’s foundation is based on flexible business processes which allow SNHU

to design workflows according to how we conduct business.

General Overview SNHU Workday Portal Page Workday Home Page Worklets

Benefits: Add Beneficiary

Personal Information: Add Emergency Contacts

Enter Time Off: Exempt/Salaried Employees

(Replacing pink sheets) Appendix: Symbols and Workflow

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SNHU Workday Portal Page

Click on the SNHU Portal Workday login link www.my.snhu.edu/staff/workday

Note: Bookmark my.snhu.edu/staff/workday

1. Click on the Workday Log-in link

2. For best compatibility please use Google Chrome or Mozila Firefox.

3. Your username and password will be emailed to you on November 3rd,

via a secured digital transaction through Docusign.

Every Friday night, at 9:00PM EST, Workday goes down for routine maintenance and updates.

For best results do not use the back button in the Workday site

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Workday Home Page

Search Bar

Use the Search box to locate your own personal

information including tasks, reports, and views

you can access.

Your Inbox

Your Inbox includes notifications of tasks,

approvals, due dates, etc., that are sent to you

as a result of business processes.

View Your Inbox

1. Click the Inbox icon next to your name, in

the upper right hand corner.

2. Click View Inbox to expand your viewable options.

3. Click the Actions tab to view your business process tasks, approvals, and to do’s.

4. Click the Notifications tab to view alerts and reporting notifications.

5. Click the Archive tab to access the status of any business process you have been involved in.

Note: The Archive tab only displays in full screen mode.

Sign Out

1. Click on your View Profile.

2. Click Sign Out

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Directory Campus directory information

University Links Links to important information such as the Benefits Lounge

Personal Information View/edit your personal information

Benefits View/edit your benefits (full time employees)

Time Off View and Request absences for exempt, salaried employees

Time (time tracking Jan 5, 2015) Time tracking for non-exempt, hourly employees

Pay (coming in Jan 2015) View your payroll information

Worklets

The Workday Home Page displays worklets. Worklets provide access to groups of related tasks,

reports, and links. Worklets are organized by functional category and represent different kinds

of tasks or work that you can easily perform using self-service functionality.

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Add Life Beneficiary (Full-Time)

1. From the Benefits worklet:

2. Click change Benefits.

3. Under the Benefit Event Type click

Change Beneficiaries.

4. Enter the current date as your Benefit Event Date.

5. Click Submit.

6. Open the Up Next change benefit election.

7. Click Open.

8. Review your life insurance coverage and click Continue.

9. Click the plus symbol to add a beneficiary.

10.Click the Prompt and then click Create and Add Beneficiary or Add Beneficiary

from existing Contact.

11.Fill in the persons information. Click OK.

12. Indicate the Primary Percentage at 100%

or add another Beneficiary to the plan.

13. Click Continue.

14. Read the Legal notice and click I agree.

15. Click Submit.

16. Print and/or click Done.

Please note: If you want to use a person already loaded as a dependent on your insurance coverage please use Create Beneficiary from existing Contact.

View Dependents

A best practice before creating a beneficiary is to view dependents

recorded in Workday, as they can be selected during the add life

beneficiary process. (See below)

1. From the Benefits worklet:

2. Click Dependents.

3. View your current dependents.

Benefits: Add Life Beneficiary

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To find more job aids on editing personal information

please visit: my.snhu.edu/staff/workday

Add or Edit Emergency Contacts

1. Click the Personal Information worklet.

2. Under Change click on Emergency Contacts.

3. Click the Edit button.

4. Add or edit your emergency contacts.

- Be sure to use a phone number where the person is most likely to be available

- This information will be viewable by your manager in case of an emergency

5. Click Add Alternative emergency contact and enter their information.

6. Click Submit.

Personal Information: Add Emergency

Contacts

Add at least 2 emergency contacts

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Time Off: Add October Time Off

And Request Future Time off

View Time Off Balances

From the Time Off worklet:

1. Click the Time Off Balance link under the View section. The Time

Off Balance worklet displays with today’s date in the As Of field.

2. Click OK to view your balance as of today’s date.

3. In Workday balances are now tracked in hours. Select the Accrued Year to Date value

to view more details.

Submit Time Off Requests

1. From the Time Off worklet:

2. Click Time Off under Request.

3. Select the day(s) you wish to

take time off. Click Cancel to

deselect days.

4. Click Request Time Off.

5. Enter the Type of time off

requested.

6. Enter the time the Daily Quantity

amount in hours. (In the comments section please make note of the time of day you are

requesting if it is a partial day.)

7. Click Submit.

The request will be submitted to your manager for ap-proval. You will be able to view the process of your re-

quest in your calendar.

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Appendix: Symbol Glossary

Error and Alert Messages

Error and alert messages display in the upper

right-hand section of the page. They identify the

specific field or fields where information is missing,

entered incorrectly, or in conflict with a rule

established by SNHU. Errors must be fixed in order

to submit the change.

Alerts notify you of potential problems on a page,

but do not prevent the task from being completed.

Use Related Actions and the Menu Icon

The Menu icon contains links to the Home page, and documentation.

The Related Actions icon displays next to an object when there are actions relevant to

the object. For example, the Related Actions icon next to your name accesses tasks and

data pertaining to your worker record.

A Prompt or drill down menu is located within edit features to help

select an appropriate answer.

Other Important Tools

The symbol at the top of the page will always lead back to your home page.

The submit button is the save button when making changes within workday.

You will also be able to click Save for Later button if you would like to

save the changes to finish at a later date.

The Cancel button is used to stop the process when used in your in box or can

be used to end a process you have initiated.

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Getting Started Job Aid Employee

Current Process Workday Process

Time Off request: Exempt, Salaried Employee requests

time off with manager via email or

verbal request. Manager approves request either

verbally or email response. At the end of the month, employee

enters time off on “Pink Leave sheet” and obtains manager signature for approval.

Once manager approves leave sheet,

the form is submitted to Payroll Department.

Payroll Department enters time into

Access database. Employees receive a leave report, 2-3

weeks following month end .

Time Off request: Employees view their accrued time off

balances in Workday. Employee requests time off in

Workday. Manager approves request in Workday Managers will have access to view

team time off information. Employees may access 24/7 their time

off balance and upcoming approved time off.

Appendix: Business Process Comparison

Changing Benefit Dependents

Exempt/Salaried Time Off

Current Process Workday Process

Benefits dependent (birth) change: Employee Submits Anthem paperwork

to Benefits Department. Employee submits Delta Dental

paperwork to Benefits Department. Employee submits Premium

Authorization paperwork to Benefits Department.

Benefits Department contacts both

Anthem and Delta Dental and enroll participants.

Benefits Department submits

paperwork to Payroll to change benefits deduction.

Benefits dependent change: Employee enters changes online in

Workday. The Benefits Department receives

notification of this business process while the transaction is electronically submitted from Workday to appropriate vendor and payroll. All transactions are paperless.

Employee may now view current

benefit elections and benefit change

history.


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