1. Supervisory Organization Structure
Findings and Recommendations
May 31, 2019

2. 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.

3. 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

4. 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

5. 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

6. 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

7. 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)

8. Supervisory Organization Structure
Process Mapping Information

9. 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?

10. 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

11. 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

12. 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