Supervisory Organization Structure Findings and Recommendations May 31, 2019

Supervisory Organization Structures As a result of multiple Workday tickets and concern from several areas of the College, a huddle group was formed: Starting April 16, 2019 Completed 20 huddles, one deep-dive process mapping session and two follow-up meetings completed by end of May Participants (huddles/providing feedback): Cresdelle Zubrycki Ruben Sanchez Paula Neumann Julie Viau Christopher Janzen Elizabeth Tyrie Penny Dockrill Why are SOS’s so important? If information is incorrect, transactions stall and remain incomplete, pay errors increase as time is not approved, expenses not approved, budget items in limbo, recruiting competitions and approvals go to wrong people and need to be manually re-routed – results in workarounds and time delays potentially costing us money or candidates.

Identified Gaps In the Process Mapping session, the group identified several gap areas: Education/Training Communication Security Education/Training: Importance of Supervisory Org Structures Overall Process, Definitions & Scenarios Coupling organizational knowledge (policies, collectives agreements and past practice) with system requirements and capability Available Reports

Identified Gaps Communication: Lacking transparency – organizational changes occurring without notification to HR/Finance and Workday teams Security: Supervisory Org Structure &/or Cost Center not automatically created when new manager hired Positions migrated from HRIS need further security changes Transactions stall without an assigned manager Delegation concerns Other: Three individuals on two teams who currently complete all Supervisory Org Structure & Cost Center work have limited or no back-up, technical resource(s) to support these roles is required

Completed Work Education/Training: Define Process Who is involved and what is being requested Information required Tasks to be completed Approvals Communication Create definitions and scenarios Create Form(s) to gather required data

Recommendations ACET approves communication to appropriate HR/Finance and Workday contacts to enact organizational changes Explore automating workflow in Workday Implement communication and training for managers and timekeepers on importance of Supervisory Org Structures Dedicated website space (on Workday site) for Supervisory Org Structure information Additional resources/or back-up for one-deep positions related to Supervisory Org Structure with technical skill set to complete tasks and responsibilities who have knowledge of HR/Finance and Workday

Other Opportunities Provide hard copies of Supervisory Org Structure information at Workday Office Hours Finance Support Working group – info session on Supervisory Org Structure/Cost Center Hierarchies Use DMC’s, user groups, and other meetings to reinforce impact on employees, pay and trust when Supervisory Org Structure or Cost Center Hierarchy incorrect (ie - transactions stall and remain incomplete, likelihood of pay errors increase, issues missed because done quickly/retro-actively, manual processes and workarounds are needed)

Supervisory Organization Structure Process Mapping Information

Supervisory Organization Structures Process Mapping Session What Information is needed to: Create a new Supervisory Organization Structure &/or Cost Center (hierarchy) Change an existing Supervisory Organization Structure &/or Cost Center (hierarchy) Sub-questions: Where does the process start? Who is involved? What tasks need to be completed, by whom? Are there dependencies upon other systems?

Finance – Creation of Cost Centre (hierarchy) Receive form (from Finance website) from Client Open Workday and initiate creation of new Cost Centre Research if new Hierarchy is required before creating cost centre Fill out all fields in Workday from Form and submit Consideration: If all information not received – requires follow-up with client Consideration: If Program related – also needs to be created in GenSIS Finance notifies HR/Workday team of the new Cost Centre and if it associated with a person, so it can be added to their SOS 2nd request to WD team to add security roles within the reporting structure to cost centre Finance notifies department of cost centre creation and number Document the new cost centre in the FDM workbook

Workday – Creation of Supervisory Organization Structure Either receives ticket from website, or request from HR to create an SOS Client needs to fill out form from website (to be created with fillable fields) and send to WD Verify if employees have same cost centre as SOS Fill out all fields in Workday from Client Form and submit Consideration: If owner (manager) not identified, SOS will roll up to the next level Information Required for form: Name of Supervisory Org Cost centre associated with SOS Manager of the SOS Timekeeper of the SOS Consideration: If employees have different cost centre, need to add or create new and move employees to match NOTE: ALL approvals tied to cost centre in SOS, owner of the cost centre will receive requests for approvals Consideration: Retro-moves should never happen as anything in process falls into error mode and remain incomplete until WD is notified and can re-route Security roles are set up for the Manager and Timekeeper of the SOS Once SOS is created, client is notified and ticket is closed

Workday – Assigning an Existing SOS or Re-organization of unit/department Client needs to fill out form from website (to be created with fillable fields) and sent to Workday team Superior Organization Structure needs to be changed to align with new owner/Manager Makes changes in Workday system Informs client of changes completed and closes ticket