Workday Working for Denver Manager Lab Trainers can add their agency/department logo to the title page. Please do not remove the City or Workday logos.

Agenda Why Workday? What’s in it for you? Your role Workday hands-on tour Resources beyond today

Enable us to be faster, smarter, and more efficient in the way we work Reduce manual workloads and streamline business processes while maintaining accurate data Provide a friendly, easy to access user experience Permit employees to securely manage their personal and work information anytime, from anywhere, and on any device. The city has selected Workday to replace PeopleSoft and manage our human resources, payroll, and financial business processes. Workday delivers innovative technology that will help the city to be faster, smarter and more efficient in the way we work. Workday will help reduce paper/manual work by roughly 75%.

Why Workday? Built in analytics across Financials, HR & Payroll Streamline business processes based on industry best practice Reduce paper and manual processes Always on the current version of software User friendly and intuitive software Business driven with less oversight by TS Key reasons that Workday was chosen over other software including talking points on slide and: Every customer that uses Workday is on the same version- that allows for better support by Workday and makes sure we are using the most up to date functionality. If participants question data security due to Workday being a cloud-based system (refer to FAQ): Security and privacy of customer data is a top priority for the city and was a major selling point for our choosing Workday. Workday follows strict policies and procedures regarding access, use, disclosure, and transfer of data that have been evaluated and approved by our Information Security team.  Workday is one of the most secure vendors that the city works with and regularly passes additional compliance audits, and they continually monitor and review controls to ensure that our data is safe.  Our Information Security team will continue to audit and work with Workday to ensure that our security standards are upheld." --James Stoner, Information Security Manager, Technology Services

Managers and Workday Use real time analytics, with dashboards and reports Approve and initiate steps within business processes Leverage talent information for succession planning These are some key ways that managers will interact with Workday. Be aware that throughout 2017, the OHR Analytics Team will be focused on expanding the reporting and dashboard capabilities within Workday. You have an important role to play in this transition: Be a champion for change and Workday Encourage your employees to complete the City U CCD Workday Employee Training Coach your employees as they write their performance/development goals in the system

Employees and Workday Access pay information Maintain appraisal information including goals Update personal information, including benefits Key ways that employees will interact with Workday. That’s right, not only will your employees be able to see their own performance and development goals, but they’ll help to create and manage them. This will be covered in greater detail later in the training.

Workday Lab You drive Guided tour Ask Questions Learn through doing Reinforcement through exercises Training tenant Attendees will learn by doing Please ask questions as we go. It’s important that we move at roughly the same pace. So if your computer isn’t cooperating, or if I get ahead of you, please let me know. They’ll be guided through a series of Workday activities, with either the trainer as their tour guide, or relying on the job aid to guide them. By actually getting into Workday, they’ll have a chance to familiarize themselves with the system, and figure out what it’s capable of. The “training tenant” is a frozen snapshot in time in Workday, not the live system. So whatever changes they make today, won’t affect their real data or that of their employees’.

Workday Objectives Accessing Workday Navigation Position Management Termination Talent/Performance Management Here are the aspects of Workday we’ll explore together Once you access Workday and have a chance to navigate the system to see what you have access to as a manager we’ll Follow the life cycle of a City employee once they retire: Position Management including Editing position restrictions Creating a job requisition Managing employee performance including Establishing goals with an employee Updating goals Evaluating Performance From here lead managers into actual Workday system through . . .

Accessing Workday for Training Training environment: https://impl.workday.com/denver3 Username: City email address Password: City password Direct participants to login to URL provided, using their usual their Network id and City password.

Logging in When Workday Goes Live Username: City email address Password: City password Emphasize that when Workday goes live, managers and employees will login using: City email address as username/City password.

Home Page Employee 1 Employee 2 Employee 3 Employee 4 Employee 5 These are the standard worklets that will be on a manager’s Workday home page. Switch to live system to demo My Team worklet and My Org Chart. Click to show-> Example of Dashboard – Direct Compensation Summary. Dashboard reports will evolve throughout 2017. Click to point -> Denver D logo to navigate to home page from any screen.

Workday Security Roles HR Analyst = HR Business Partners and Agency HR Techs HR Partner = HR Records Recruiting Coordinator = OHR Talent Acquisitions Coordinators and Recruiters Agency Approver = (New role) Person designated within agency to approve job requisitions BMO Partner = BMO Analyst Comp Partner = HR Classification/Compensation Analyst HR Administrator = Member(s) of HR Information Systems Team Security Roles determine: What information is visible to the employee What tasks an employee can initiate What business processes will be routed for approval to that employee (Inbox) When the employee will receive notifications

Position Management Create Position Edit Position Restrictions Change Organizational Assignment Create Job Requisition Close Position Edit Position Slide shows Position Management functions in WD that follow the career life cycle of an employee. Point to job aids in packet related to Position Management (totaling 7). Training will go into Edit Position Restrictions and Create Job Requisition in greater detail than the other business processes related to Position Management.

Terminate an Employee - Notification After lead manager through WD process of terminating an employee who has submitted a resignation letter to let their manager know they plan to retire the following month. This is the Notification that manager receives to confirm employee’s termination has been reviewed and finalized.

Notification Details: Edit Position Restrictions Notification manager receives once position restrictions have successfully been edited. Point out that notifications have both a Details tab as well as a Process tab. This is the Details view. Point out series of actions are detailed at bottom of screen.

Notification Process: Edit Position Restrictions Notification manager receives once position restrictions have successfully been edited. This is the Process view. Point out process steps are detailed at bottom of screen with date stamp and responsible party identified.

Notification: Job Requisition Approved Notification manager receives once job requisition has successfully been completed. Details will include all the information entered by the hiring manager including: Recruiting Information, and Job Details

Notification Process: Job Requisition Approved Notification manager receives once job requisition has been successfully completed. This is the Process view.

Talent: Goal Setting – Employee Begins This is the Inbox “To Do” that the Employee receives alerting them to enter goals into their Goal Setting Template.

Talent: Goal Setting – Manager’s Action You can show this slide or guide participants to their Inbox to find a similar screen. This is the Inbox notification that the Manager receives once their employee enters their goals into the Goal Setting Template and submits it to the manager.

Talent: Goal Setting – Manager’s Notification You can show this slide or guide participants to their Inbox to find a similar screen. Once the Manager has clicked Done, this is the view of the Archived Inbox item, displaying the Process.

Talent – Evaluating a Transferring Employee Screen shot of manager’s Inbox when their employee gets transferred, alerting them to evaluate the employee’s goals. Point out: Manager must click Submit to advance the process and avoid delaying the employee’s transfer.

Updating Goals of Transferring Employee Screen shot of new manager’s Notification when an employee transfers to their team, alerting them to review and update the employee’s goals.

Information at Your Fingertips Denvergov.org/workday http://www.denvergov.org/workday Frequently Asked Questions Job Aids Additional Resources City U CCD Manager Workday Training Click-by-click navigation Downloadable job aids Trainers: Go to the website and show the key points. Point to the FAQs especially as there are key questions there that most people are probably asking.

Agency Support Roles Can show or guide participants to open their own profiles: > Support Roles tab

Thank you!