Presentation is loading. Please wait.

Presentation is loading. Please wait.

Workday Training Job Change

Similar presentations


Presentation on theme: "Workday Training Job Change"— Presentation transcript:

1 Workday Training Job Change

2 Q and A from the Job Change trainings
Questions Answers Will the Phased Retirement business process have an age rule or other criteria, such as years of service? Employees will have to fill out a form when they want to go on a phased retirement; thus, all of the validation of whether a phased retirement should occur will take place before the transaction goes into Workday. As a result, Workday will not have rules that stop the business process. (CD issue 437) Why does Job Change have off-boarding procedures as part of the business process? Off-boarding is applicable for some of the many types of job changes, and so that step in the Job Change business process is a To Do, a task that, in this case, is for informational purposes, to remind the management partner offboard the employee for Job Changes such as transfers. Why does propose compensation change, a component of the Job Change business process, not stay with the initiator? The comp change DOES stay with the initiator, but the task does not come up immediately after the initiation, like it does in other business processes: instead, comp change will come back to the management partner after the HR partner does the initial review and the assign organization business processes.

3 Q and A from the Job Change trainings
Questions Answers How will the approval letters be generated for a phased retirement? Same as before Workday: each unit will handle the letters. If “Fixed Term with Benefits” is chosen as the employee type, will someone from benefits communicate with the department if the department made a mistake in choosing that employee type? Benefits may communicate with the department. For employees with multiple jobs, which job will pay for any overtime incurred during a pay period? Overtime will be charged to the job that causes the employee to go over 40 hours during the workweek.

4 Q and A from the Job Change trainings
Questions Answers Will the Workspace field be used for mailing? The Work Contact Information will drive mailing address. The Workspace field is to keep Workday data in sync with the Facilities Inventory System (CD issue 1173) For managing pre-fills using the work-around that trainees learn (i.e., create an identical position and move the person currently in the old position into the identical position so that the new-hire can take the old position), does Workday have a way to copy a position? No, Workday does not have a method to copy a position. But Workday 19 will have a new feature that Cornell can use to make the process easier than the work-around we will use at and just after go-live: the new feature is called Job Overlap. During the Transfer/Promote/Lateral or the Switch Primary Job business processes, will the changes cause any issues in KRONOS, such as affecting the KRONOS Home Job? Because Kronos will remain “as is”, the pay rep in the new org will have to do the normal set-up procedures in Kronos that would occur for any new employee. The new employee should “drop” into Kronos the day of the transfer effective date.

5 Q and A from the Job Change trainings
Questions Answers How should units, such as research and libraries, manage the supervisory structure for non-standard reporting relationships: e.g., a professor in Human Ecology supervises professors in CALS? What are the best practices for managing these relationships? Ann Spot and others will determine how we can use the supervisor-cross-unit or potentially use the Matrix Organizations to manage these relationships. Can the Notify-by date in Job Change be used for reporting? For example, academic dates in ALS? TBD Because the Compensation End Date, a component of the some Job Changes, is so important, can that field have help text or some other flag in Workday to remind campus to enter it?

6 Q and A from the Job Change trainings
Questions Answers During a Phase Retirement, Workday deleted a job-related allowance (e.g., cell phone allowance): currently, do such allowances end during a phased retirement? Kim Cassell is looking into this question. Will Phased Retirement business processes route to benefits to take care of the 2X retirement contributions change that occurs because the employee’s pay gets reduced by half? It is a CURP allowance that a central role would calculate and add to Workday. If the transfer is effective mid-pay period and all the appropriate changes are completed during the transfer action (Kronos Pay Rep Group, Timecard, Kronos set-up, etc.), will both orgs be able to view and approve the timecard? Yes, both orgs will be able to view and approve the timecard for that pay period, as long as all of the appropriate changes were made during the transfer: Kronos Pay Rep Group, time card, Kronos device group (if applicable).

7 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. 

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

9 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.

10 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.

11 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

12 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.

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

14 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.

15 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.

16 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.

17 Try it!

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

19 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.

20 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.

21

22 Try it!

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

24 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.

25 Try it!

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

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

28 Try it!

29 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.

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

31


Download ppt "Workday Training Job Change"

Similar presentations


Ads by Google