Workday Training Job Change

Understand terms and concepts Training Objectives Four Main Objectives: Explain Job Change Understand terms and concepts Compare processes Perform Job Changes Record Updated: Required For: 09 - WD18 Configuration & Unit Testing Record ID: 1554 Category: HCM Status: x - Closed Priority: 2 - Critical Type: Task Short Description: CURP for Phased Retirement Start Date: Sep 20, 2012 Entered By: Bonnie Douglas Assigned To: Running Notes: 12/11/12 BMC due to all the different situations of phased retirements, it has been decided it's best to have an audit report that is run on a payperiod basis (semi & biweekly), look at all phased retirements for central to establish the correct CURP contribution and possibly set up a cross company job to establish CURP for contract college phased retirees.  Requesting the audit report via CD issue.  Closing this item.   11/6/12 BMC The central HR Data role takes care of CURP issue.  Scheduling meeting this week to walk thru BP to ensure we have the necessary steps, to dos and procedure for phased retirements for contract college ees, after which this item can be closed. 11/5/12 - LEC  - Bonnie, can you update this item?  Do we need an additional role or is this already taken care of by  the HR Data role?  Need to let Dane know asap if we need something additional. 9/20/12 LF - yes, it sounds like a central responsibility (at least at go-live) but I have questions. First, a "bogus" job is always a bad idea for the future as they will show up in delivered metrics etc. if we aren't careful -- need to think about a special orphaned org. Is there no way that benefits eligibility rules can't be defined to allow just these special cases, based on something about the phased retirement data? yes, we are going to need at least another additional role for central to be used by our support and data integrity functions -- to be assigned to BP's. 9/20/12 BMC - A CURP contribution has to be manually set up centrally for all employees going on phased retirement.  Calculation of CURP and monitoring of academic phased retirees is a must by central due to comp changes and changes.  Contract college phased retirees must have a "bogus job" set up in order to establish the CURP contribution.  Lyman, I believe this is a central responsibility and the CURP allowance plan is setup as such.  1st - do you agree?  2nd the only "central" role we have at this point is the benefits mgr & benefits partner.  Should there be another central role developed?  Please reassign back to me as we need to add a "to do" on the BP and test the entire process. 

Agenda Expectations, Overview, and navigation General Job Changes Transfers, Lateral Moves, & Promotions Primary Job Switch Phased retirement

Workday Job Change Access Roles affect workflow Ownership Expectations Processes and procedures will be different in Workday. Some will be easier, some will be more challenging. Focus on trying to understand how to complete BPs in Workday, not “what ifs” or “they’ll never do this the right way.” Keep comments constructive and positive. Shift in culture – continue quality, however, since “data-at-source” there is more emphasis – quality checks, accountability. HRIS will continue to support quality control, via audits, reports, etc.

Overview: Types of job changes Information Changes Transfers Lateral Moves Promotions Primary job changes Phased Retirements Change Job (a.k.a. not a transfer, promo or lat move) is any general change to the job – see reason codes list: Scheduled Weekly Hours, for example. Transfer – always out of your org. Typically you Request Transfer - you’re “pulling” someone into your org. An “inbound” transfer so to speak. Lat Move – always w/in your org. Promo – in or out. Always up in grade/pay. Prefills: when a new person is hired into a position that is still full, follow these steps: Step 1: Create the same position with exact same attributes, with the prefill end date Step 2: Go to flip board? to record the details of the position created in WD and enter fields Step 3: Transfer current employee to the newly created position Step 4: Hire new person in the existing position (may need a new Job Req) Backfills: I think that a backfill means that the position will be filled once the current employee moves to a different position. Does transfer create the need for a new Job Req for the existing/backfill position? Overview of the Request Compensation Change BP. Define key terminology related to the module. Determine the appropriate reason code. Define and determine the appropriate earnings code for each Allowance situation (related to Costing Allocation.) Select the correct Effective and End Dates based on each situation. Understand impact of Comp End Dates (will stop pay for exempt employees, NOT hourly) Explain allowances (additional pay/one-time payments) Initiating Additional Pay outside of your department. That org/dept has to create a job, Add Job for the employee, and initiate the payment.

Overview: Terms & Procedures General changes Job change Edit position Edit restrictions Moves: in/out (prefill) Lateral move Transfer Promotion Primary job change Make an additional job the primary job Note: in the pilot training, the pre-fill procedures sparked a lot of discussion and generated some push back. We should determine whether campus MUST do it the way we teach or whether campus can move the incumbent into some temp position. Need to clarify. Also, Issue with Academic transfers vs promotion

http://impl.workday.com/cornell3 Overview: Navigation Ask questions to ensure that the trainees can accomplish these objectives: find the job-change BP: search by employee, by BP, or by supervisory org. ensure the sup org has open positions for transfers: look at the staffing tab on the supervisory org.

Agenda Expectations, Overview, and navigation General Job Changes Transfers, Lateral Moves, & Promotions Primary Job Switch Phased retirement

General Changes General Changes Transfers Lateral Moves Promotions Job Changes General Changes Transfers Lateral Moves Promotions Switch Primary Job Phased Retirement Change Job (a.k.a. not a transfer, promo or lat move) is any general change to the job – see reason codes list: Scheduled Weekly Hours, for example. Transfer – always out of your org. Typically you Request Transfer - you’re “pulling” someone into your org. An “inbound” transfer so to speak. Lat Move – always w/in your org. Promo – in or out. Always up in grade/pay. Prefills: when a new person is hired into a position that is still full, follow these steps: Step 1: Create the same position with exact same attributes, with the prefill end date Step 2: Go to flip board? to record the details of the position created in WD and enter fields Step 3: Transfer current employee to the newly created position Step 4: Hire new person in the existing position (may need a new Job Req) Backfills: I think that a backfill means that the position will be filled once the current employee moves to a different position. Does transfer create the need for a new Job Req for the existing/backfill position? Overview of the Request Compensation Change BP. Define key terminology related to the module. Determine the appropriate reason code. Define and determine the appropriate earnings code for each Allowance situation (related to Costing Allocation.) Select the correct Effective and End Dates based on each situation. Understand impact of Comp End Dates (will stop pay for exempt employees, NOT hourly) Explain allowances (additional pay/one-time payments) Initiating Additional Pay outside of your department. That org/dept has to create a job, Add Job for the employee, and initiate the payment.

Change Schedule Weekly Hours General Job Changes Change Employee Type Change Schedule Weekly Hours Data Correction Extend Appointment* Biggest mistakes made here with: Empl Class (WD=Empl Type) and Extension dates. Change Job (a.k.a. not a transfer, promo or lat move) is any general change to the job – see reason codes list: Scheduled Weekly Hours, for example - Note: a change in location or business title (the Job Change pick list is incorrect in 3 as of 12/9/12, and should not show these) should be done as/in Edit Position. Note: Extensions for Contract College - "Change Benefit Elections" should be a required step in the BP. CC temp extension.pdf Background: Contract College temporaries who are extended multiple times need to be handled differently than Endowed Temps that are extended. Employee types for CC temps who are extended may have to be changed retroactively to meet waiting periods set up by the State - and possible need to be handled by Central. Business decision? Prefills: when a new person is hired into a position that is still full, follow these steps: Step 1: Create the same position with exact same attributes, with the prefill end date Step 2: Go to flip board to record the details of the position created in WD and enter fields Step 3: Transfer current employee to the newly created position Step 4: Hire new person in the existing position Backfills: I think that a backfill means that the position will be filled once the current employee moves to a different position. Overview of the Request Compensation Change BP. Define key terminology related to the module. Determine the appropriate reason code. Define and determine the appropriate earnings code for each Allowance situation (related to Costing Allocation.) Select the correct Effective and End Dates based on each situation. Understand impact of Comp End Dates (will stop pay for exempt employees, NOT hourly) Explain allowances (additional pay/one-time payments) Initiating Additional Pay outside of your department. That org/dept has to create a job, Add Job for the employee, and initiate the payment.

Job Change: Workflow of BP Management Partner Initiates the Job Change Proposes compensation Compensation Finance Partner Assigns costing (Labor Distribution) HR Partner *Reviews/Approves the initiation Assign Organizations Assign Pay Group Consolidated Review/Approval Note that Primary Job Switch will be Approved by the Benefits Partner.

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Agenda Expectations, Overview, and navigation General Job Changes Transfers, Lateral Moves, & Promotions Primary Job Switch Phased retirement

Transfers, Lateral Moves, and Promotions Job Changes General Changes Transfers Lateral Moves Promotions Switch Primary Job Phased Retirement Change Job (a.k.a. not a transfer, promo or lat move) is any general change to the job – see reason codes list: Scheduled Weekly Hours, for example. Transfer – always out of your org. Typically you Request Transfer - you’re “pulling” someone into your org. An “inbound” transfer so to speak. Lat Move – always w/in your org. Promo – in or out. Always up in grade/pay. Prefills: when a new person is hired into a position that is still full, follow these steps: Step 1: Create the same position with exact same attributes, with the prefill end date Step 2: Go to flip board? to record the details of the position created in WD and enter fields Step 3: Transfer current employee to the newly created position Step 4: Hire new person in the existing position (may need a new Job Req) Backfills: I think that a backfill means that the position will be filled once the current employee moves to a different position. Does transfer create the need for a new Job Req for the existing/backfill position? Overview of the Request Compensation Change BP. Define key terminology related to the module. Determine the appropriate reason code. Define and determine the appropriate earnings code for each Allowance situation (related to Costing Allocation.) Select the correct Effective and End Dates based on each situation. Understand impact of Comp End Dates (will stop pay for exempt employees, NOT hourly) Explain allowances (additional pay/one-time payments) Initiating Additional Pay outside of your department. That org/dept has to create a job, Add Job for the employee, and initiate the payment.

Transfers, Lateral Moves, and Promotions Different position but same supervisor Pay band is same level or lower Transfers Best Practice: Request transfer New supervisor for the employee Promotions Pay band increases with new position: same or diff supervisor is fine. Promotions vs Reclassification Academic Transfers vs Promotions Transfers - generally a Job Change/Request Transfer (for someone outside your org). First go to employee record, then off Actions/Job Change. And… *Big mistakes with Academic Transfers vs promotion (business decisions being made in diving deeper 12/14). Some departments may want to reclasify the position to keep the job history with the position, rather than creating a new position and moving the academic into the position. Transfer – always out of your supervisory org. Typically you Request Transfer - you’re “pulling” someone into your org. An “inbound” transfer so to speak. Lat Move – always w/in your supervisory org. Promo – in or out. Always up in grade/pay. * No such thing as a “demotion” - transfer to a position w/lower pay.

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Agenda Expectations, Overview, and navigation General Job Changes Transfers, Lateral Moves, & Promotions Primary Job Switch Phased retirement

Switch Primary Job General Changes Transfers Lateral Moves Promotions Job Changes General Changes Transfers Lateral Moves Promotions Switch Primary Job Phased Retirement Change Job (a.k.a. not a transfer, promo or lat move) is any general change to the job – see reason codes list: Scheduled Weekly Hours, for example. Transfer – always out of your org. Typically you Request Transfer - you’re “pulling” someone into your org. An “inbound” transfer so to speak. Lat Move – always w/in your org. Promo – in or out. Always up in grade/pay. Prefills: when a new person is hired into a position that is still full, follow these steps: Step 1: Create the same position with exact same attributes, with the prefill end date Step 2: Go to flip board? to record the details of the position created in WD and enter fields Step 3: Transfer current employee to the newly created position Step 4: Hire new person in the existing position (may need a new Job Req) Backfills: I think that a backfill means that the position will be filled once the current employee moves to a different position. Does transfer create the need for a new Job Req for the existing/backfill position? Overview of the Request Compensation Change BP. Define key terminology related to the module. Determine the appropriate reason code. Define and determine the appropriate earnings code for each Allowance situation (related to Costing Allocation.) Select the correct Effective and End Dates based on each situation. Understand impact of Comp End Dates (will stop pay for exempt employees, NOT hourly) Explain allowances (additional pay/one-time payments) Initiating Additional Pay outside of your department. That org/dept has to create a job, Add Job for the employee, and initiate the payment.

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Agenda Expectations, Overview, and navigation General Job Changes Transfers, Lateral Moves, & Promotions Primary Job Switch Phased retirement

Phased Retirement General Changes Transfers Lateral Moves Promotions Job Changes General Changes Transfers Lateral Moves Promotions Switch Primary Job Phased Retirement

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Case Study A department you support was recently reorganized, and an Administrator position needs to be filled. * You have already created the position, and completed any related steps (e.g., created a job requisition, if necessary.) The manager just called and identified someone in another organization that would add value to the department and has accepted the position. The manager has already worked out the details with the employee’s current manager and has given you compensation and other related information to make this happen. *Assume the manager has given you dates, comp, and costing guidelines. Please enter appropriate/accurate data when completing these transactions. Have the trainees pick any employee in a supervisory org outside of their MP role.

You have completed Workday Job Change training! Summary Congratulations! You have completed Workday Job Change training!