Workday Wednesday - City and County of Denver Official Site · Workday Wednesday Episode #25 18...

Workday WednesdayEpisode #25

18 October 2017

Please Mute Your Phone/Microphone and Close Your Video Window

Episode #25 Topics

•Welcome to Workday Wednesday: Jeff Allen

• System Status: Troy Bettinger

• Performance Reviews Update: Marla Trevor

• Report Rundown – Personnel Reports: Jeff Allen

• PII On Reports: Top Secret or Openly Shared

• Who has the bilingual differential?

• Scheduling and cancelling a scheduled report

•Workday Rising Readout: Jessie Craney/Troy Bettinger

• Search Efficiency (from Rising): Jessie Craney

• Live Questions from Listeners

Workday RisingWorkday Rising is Workday’s annual conference/training event. Workday Rising gives customers a chance to connect and collaborate with each other, interact with partners, and spend time with Workday teams including Product Managers, partners and Workday Founders Dave Duffield and Aneel Bhusri.

Rising 2017 was held in Chicago on October 9-12

Dave Aneel

System StatusTroy Bettinger

End Date For Tenants

Most Test Tenants Expire on 31 October 2017

Workday

Test Tenants

Aren’t Free.

Pay To

Renew

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

System Updates in Oct 2017SUN MON TUES WED THUR FRI SAT

8 9 10 11WW

Break

12 13 14 Qtrly

Maintenance

All Tenants

15 16ClosePayroll

17 18Workday

Wednesday

19 20 Agency

Analyst

Certification

21 Weekly

Update12 Mid-4AM

22 23 24 25WW

Break

26 27 28 Weekly

Update 12 Mid-4AM

29 30ClosePayroll

31 1Workday

Wednesday

2 3 4 Weekly

Update12 Mid-4AM

5 6 7 8WW

Break

9 10 11Weekly

Update12 Mid-4AM

https://community.workday.com/maintenance/all

Recent System Changes

New Since Last Time:

• Three I-9 Processes updated

• PDF Viewer (don’t need to download to see attachment)

Updated Last Time:

• Merit Process Changes

• Benefits - Open Enrollment Changes

• Changing Integrations

Work In Progress:

• Open Enrollment

• End of Year Performance Reviews

• Individual Worker Location Updates

• Workday Recruiting

• HR Dashboards and Scorecards Testing

• Safety LMS

• Workday 30 (in March 2018)

PDF File PreviewerSlides by Benson Hong, UX Product Management, Workday

PDF Previewer Overview

• Automatically available – All PDF files will automatically render the inline file preview widget when the file name is clicked

• Users can still download the file by clicking the “Download” icon in the preview widget

•Only supports PDFs in W29 – Non-PDF files will continue to download when the file name is clicked

Why Did Workday Do This

Expected

Secure

Efficient

Known Issues 10/18/17Troy Bettinger

Known Issues 10/18/17 p1

•Worker Search Results “Misspelled Worker”

• Problem: When you search for a Worker’s partial name or misspell the Worker name, the search results return with an entry that states 'Misspelled Worker’.

• Workaround: Correct spelling and try again. Workday fixing this soon.


• User Issues with Outlook Titles

• Fix: Expect User should edit their Business Title. Once Manager approves, OIM integration will replace the old title (Supervisory Org) with Agency & Business Title.


• Additional Locations added to Location Table not automatically added to Position/Employee

• Workaround: Check and Update Location:

• When vacant, change with Edit Position Restrictions

• When filled, change with Edit Position

• 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


•Working Out of Class is 8% not 8¢

• Issue: Staff viewing the Working Out of Class Variable Comp screen mistake the rate change for a cash change.

Performance Reviews Marla Trevor

Performance Review

• Optional Employee Self-Evaluation launches on Monday, October 23.

• Throughout the Performance Review period, the Performance Worklet will be unavailable.

• Employees can still see their goals through their profile.

• This keeps employees from seeing their rating until after they’ve talked with their manager.

Performance Review

•Manager still has access to the Team Performance Worklet

• This does not affect any visibility for HR security roles

•Questions about Self-Evaluations Performance Reviews should be directed to the Service Center

• Visit the Performance Management website:https://www.denvergov.org/content/denvergov/en/office-of-human-resources/manager-resources/performance-management.html

https://www.denvergov.org/content/denvergov/en/office-of-human-resources/manager-resources/performance-management.html

Performance Management Page

Reporting RundownJeff Allen

Today’s Reporting Topics

1. This report seems to have Personally IdentifibleInformation (PII). Can I send it?

2. Report identifying who has a language differential.

3. Scheduling reports and cancelling a scheduled report.

Personally Identifiable Information


What is it?

• Any information that (alone or when used in combination with other information within an organization's direct control) can be used to identify, locate or contact an individual. This affects personal information whether stored on paper, electronically or by other means.


What are some relevant examples?

• Social Security or tax ID number

• Full home address

•Date of birth

•Government issued ID number

• Telephone number

• Login credentials

• Employee number

• Personal email address

• Compensation information

• Background checks

• Criminal convictions

• Racial or ethnic origin

• Immediate family information


What should I do if I have to a report with PII?

DO

• Share only with people who “need to know”

•Determine what PII recipients needs to see

• Redact all unnecessary PII before sending

• Encrypt the email before sending if possible

DO NOT

• Send reports containing PII to anyone who does not need them

• Store reports containing PII on your desktop or in unsecured drawers, file cabinets etc.

• Send unencrypted files containing PII


How do I encrypt an email?

• If you are sending an email from your denvergov email address to another denvergov email address, the email is already encrypted. No further action is necessary

• If you are sending an email from your denvergov email address to an EXTERNAL email address, type [encrypt] or [encrypted] in the subject line and Office 365 will encrypt the message for you

Who Has A Language Differential?

Name: Compensation Spreadsheet

Summary: Returns a list of workers within a supervisory org and some of their compensation data

Required Prompts: Organization

Optional Prompts: Effective as of Date and Include Subordinate Organizations

Compensation Spreadsheet

Outputs• Employee ID

• Employee

• Most Recent Hire Date

• Position

• Compensation Package

• Compensation Grade

• Compensation Grade Profile

• Compensation Range -Minimum

• Compensation Range - Midpoint

• Compensation Range -Maximum

• Total Salary & Allowances

• Total Base Pay

• Currency

• Frequency

• Compa-Ratio

• Base Pay Segment Name

• Range Penetration

• Compensation Plan

• Compensation Element

• Assignment Details


1. In the search bar, start typing Compensation Spreadsheet and select the report.

2. Enter the supervisory org for which you wish to see the report. Remember, supervisory orgs have a person’s name in their name.

Supervisory Org

Agency


3. If you like, include an Effective as of Date and choose whether to Include Subordinate Organizations. Click OK.

Compensation Spreadsheet – Locating Bilingual Differential Employees

1. Export the report to Excel. You can find this option in the upper right hand corner of the screen.

2. Add filters to the column headers.

3. Filter the “Compensation Plan” column by “Bilingual – CSA”.

Scheduling and Cancelling Reports

• Reports can be scheduled to run in the future

• You can schedule them to run once or on a recurring basis

•Once they are scheduled, you can cancel them if you need to

Scheduling Reports

1. Search for the “schedule a report” task in the search bar.

2. Select the report and the frequency. Click OK.

Scheduling Reports

3. If the report is built with prompts, you will fill out three tabs: Report Criteria, Schedule, and Output. If it does not have prompts, you will only see the Schedule and Output tabs.

Scheduling Reports –Run Once in the Future

4. To run a report just once in the future, select “Run Once in the Future” in the “Run Frequency” field. Click OK.


5. If the report has prompts, you can enter them now on the Report Criteria tab. You can either select from pre-set options or specify the value yourself.


6. On the “Schedule” tab, select the start date and start time. Time zone is also required but it will auto-populate with our time zone.


7. On the “Output” tab, select the desired format, Report Tags if you like, a number of days to keep the report, and you can check the “Do Not Output an Empty Report” if you like. Click OK.

Scheduling Reports – Recurring

8. To set up a report to run regularly, select the desired frequency in the “Run Frequency” field. The options are daily, weekly, or monthly.

Scheduling Reports – Recurring

9. The schedule tab will now have additional fields to define the frequency.

Locating the Report

10.You can find the report in your W:Drive or by viewing your notifications.

Deleting a Scheduled Report

1. In the search bar, type “Scheduled Future Processes” and select the report.

2. Locate your report in the listing of scheduled reports.


3. Hover over the related actions button, select “Schedule Future Process” and select “Delete”.


4. You will receive a confirmation screen. Confirm the details and click “OK”.

Workday Rising ReadoutTroy Bettinger & Jessie Craney

Safe Harbor Statement

Denver Staff Presented

• Chris Blackett (left) from DEN presented on Workday Finance for Airports

• The room was packed. Much interest internationally.

•DEN is the first major airport to go live with Workday.


•Karen Niparko was on a panel about Workday in the Public Sector

• Joined by staff from colleges.

•Denver is the biggest municipality that has deployed Workday.

Workday Efficiency: Search Prefixes

Jessie Craney

Search Prefixes

• Enter in “?” in the search bar

•Displays a list of prefixes

Common Prefixes

• Employee: worker

• Contingent Worker: worker

• Job Profile: job

• Job Requisition: position

• Position: position

• Pre-Hire: applicant

Defining Search Category

Next Workday Wednesday

Wednesday,

1 November 2017@ Noon

Episode #25 Credits: Thanks to the following

staff for helping craft Workday Wednesday:

Marla TrevorJeff Allen

Jessie CraneyCJ LongshoreTroy Bettinger

Special Thanks to:Aneel Bhusri & Dave Duffield

Sierra-Cedar Inc.The entire Dept. of Finance

Expense Reimbursement TeamDiane Vertovec

Tyson Martens &Wade Balmer

Workday Wednesday

Workday Wednesday - City and County of Denver Official Site · Workday Wednesday Episode #25 18...

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