1. Workday information session for M&P’s and their Managers F&ES
RECAP- M&P Compensation Structures Proposal
6/3/2018
Workday information session for M&P’s and their Managers F&ES
June 30, 2015

2. Topics
1. Managers will be able to see salary and other information in Workday for the staff members who report to them. 
How to use and not use this information
How to answer questions from your staff members about
their salaries.
2. The M&P pay grades will be changing to a
one-digit numbering scheme on July 1. 
You’ll be able to see your preliminary new
job level on July 1 in Workday, but HR will be
adjusting the levels over the coming months, and
will still use the old pay grades also for a while.
All staff and faculty can use Workday to view and modify their benefits; to edit their profile information (including changes in their dependents, address, emergency contact, and marital status); to alter their tax withholdings; to set up or revise direct deposit; and to view their pay slips and print W-2 forms.
In addition, managers, those who supervise others, will be able to see more information about the people they manage.
Also, Yale is taking this opportunity to simplify the complicated M&P pay grade structure. You’ll be able to see your preliminary new job level in Workday.
First, a little information about how to log onto Workday.

3. "Not for Further Distribution"

4. Input report name or employee name here
Workday home page
Input report name or employee name here
That will take you to the Workday home page. These little icons are called worklets and you might not have this many of them, but you’ll have some. To see information about your employees you can input any report name or employee name in the search box on the upper left. The Manager’s Guide to Workday lists some reports you can view as a manager, and it also references an online guide with more report names. Or you can click on the My Team worklet.
Or click on My Team

5. My Team – actions not enabled
Clicking on the My Team worklet will take you to a page that shows a list of actions on the left that aren’t enabled for you as a manager, so just ignore them. They may be enabled down the road. If you click on My Org Chart, you’ll see your Supervisory Organization.

6. Supervisory Organizations
You’ll also be able to see all Supervisory Organizations for all of Yale.
"Not for Further Distribution"

7. Topic One: Viewing salary info: what’s new?
On July 1, in Workday, managers of staff who have employees assigned to their supervisory organization will be able to view salary information on those employees easily, with just a few clicks.
Not new:
The business standards for confidentiality of salary information and the compensation philosophy and practice at Yale have not changed with the ease of access to salary information available to managers in the Workday environment.
Now that you’ve had a crash course in navigating Workday, let’s discuss the information you’ll be able to see.

8. Viewing salary info: Key points
As a manager you may be seeing salary and other confidential information for the first time, or seeing it presented differently than what’s familiar to you, which might raise some questions
F&ES HR is your first best contact for guidance on understanding employee salary information and the University’s compensation policy and practice. Please or Sheila Daykin with any questions.
In addition to salary, there is some other sensitive info in Workday that you’ll be able to see as a manager: age, and emergency contact info. This should be treated the same as salary info.
Sheila Daykin is in charge of day-to-day HR operations in the HR Office while Kristin Welage is working behind the scenes on getting the Workday implementation right, as well as some other projects.

9. Viewing salary info: Key points
Confidentiality is of extreme importance!
Salary information is confidential, and should not be shared except as needed for a specific business reason, and then only with responsible individuals, and with care that the information remains confidential.
When salary information needs to be shared electronically, it should be transmitted via secure file transfer or on a secure server with controlled access.
Managers should follow the guidelines established under the Standards of Business Conduct, and refer to the “Compensation Principles, Policies and Practice for M&P Staff” in the Manager’s Toolkit.
The Manager’s Toolkit includes more information about salary ranges and bands, the annual salary review & merit process, how salaries are set at time of hire, assuring fairness & equity, and more.

10. Tips for salary conversations with staff
Employees may come to their managers with questions or concerns about their salary. It might be to seek a pay raise, or express a perception that others make more than they do, or that their position is not valued correctly, or any other number of thoughts about how their pay compares with others inside or outside of their department or the university.
It can be challenging to respond to employee concerns about salary issues, particularly if the manager is worried about the employee’s morale, or suspects there actually might be some basis to the issue they are raising.

11. Tips for salary conversations (cont.)
Trying to respond in the moment, or without good counsel, can present pitfalls for the manager, and result in inadvertently providing wrong information, or setting inappropriate expectations on the part of the employee.
In all of the above scenarios, it is appropriate to respond: “Thank you for bringing forth your concerns. Let me review with Human Resources and get back to you.”
Managers should not feel responsible for providing immediate responses to employees’ salary questions when an appropriate answer may be outside of their experience or expertise. Consulting ahead of time with HR, and then handling the conversation with the employee yourself maintains the best practice of responding to the employee directly and helps keep the relationship between the manager and employee strong and positive.
Questions so far about viewing confidential info?

12. Topic Two: New M&P Job Levels
Today Yale has four different systems to classify an M&P position
The Workday implementation is an opportunity to simplify and streamline this cumbersome structure
New job postings will have both old and new level numbers
No impact to C&T grade levels
Four different systems in use currently:
Grades 20 thru 31
Bands, e.g. M8, P5
Tri-bands, e.g. MU, PE
Ungraded

13. Consolidate multiple structures into one
RECAP- M&P Compensation Structures Proposal
6/3/2018
Consolidate multiple structures into one
Ungraded
New Job Levels
University Officer
University Executive
Senior Leader
Leader
Senior Manager;
Sr. Program Leader
Manager;
Program Leader
Supervisor;
Senior Associate
Associate
Bands (M8, P5)
One Compensation Structure
Tri-Bands (MU, PE)
Grades
20-31

14. New M&P job level assignments not final
All M&P grades have been mapped into the new job level, and you’ll be able to see yours in Workday on July 1
This is an initial assignment and may be adjusted after further review for comparability
Your job level has no impact on your salary
No one except you, your manager, and HR will be able to see your job level in Workday
The mapping from the old grades to the new job levels follows certain complicated translation rules. For example, if you’re a 23 or 24, OR a P5 or M5, OR a Manager or Program Leader, you’re level will be a “Manager/Program Leader” in the new system. More info to come on this, as the mapping is not final. But since you’ll see this in Workday, we wanted to let you know about it.

15. MyFES Human Resources home page
The MyFES Human Resources home page has been revised to provide more information and links.

16. Questions?