1. Workday Project Understanding Roles & Role Assignments Managers Engagement Group October 19, 2012

2. Understanding Roles in Workday
Agenda for Today’s Session
Understanding Roles in Workday
How Roles and Business Processes Work Together
Definitions of Workday Roles
Approach to Role Assignments at Go-Live
Defining the Finance Partner Role
The ORGANIZATION concept in Workday is different that what we traditionally think of
More than just a department structure
Offers a mechanism to group and track positions in many ways, to view the workforce from different dimensions
Different kinds of orgs can be defined
Any position can be a member of any number of orgs
– challenge is to find the best choices AND keep it manageable
Today we are often limited on how and what we can see and do because of our department tree structure (2D view).
Workday’s organization give us different perspectives. (upgrading to 3D view)?

3. Supervisory Organizations
The Workday application requires that everyone in the system be associated through this foundational structure:
Position-to-Position, hierarchical structure
Single, direct, primary relationship
Functionality in the system is directly based upon this position-to-position relationship
Access to a person’s data (security)
Participation in business processes (initiation/review/approve)
Additional “matrix” relationships can be defined
The ORGANIZATION concept in Workday is different that what we traditionally think of
More than just a department structure
Offers a mechanism to group and track positions in many ways, to view the workforce from different dimensions
Different kinds of orgs can be defined
Any position can be a member of any number of orgs
– challenge is to find the best choices AND keep it manageable
Today we are often limited on how and what we can see and do because of our department tree structure (2D view).
Workday’s organization give us different perspectives. (upgrading to 3D view)?

4. An Example of Supervisory Organizations
Who:
Why: Provide overview of workday data access based upon primary org
What:
This is a conceptual view of a position-to-position hierarchical association.
YELLOW positions are MEMBERs of the GREEN manager’s supervisory organization. PINK are MEMBERs of this YELLOW.
Using Craig Higgins’ as an example again, we see, as the incumbent of the Assistant Dean position, he is a member of the College of HE supervisory org and the manager of HE Admin.

5. Check-in
All of the following are true about Supervisory Organizations in Workday except:
They create a position-to-position hierarchical association.
There is one manager role per supervisory organization.
They mimic our HR department tree.
A position can be both a member of one supervisory organization and a manager of another supervisory organization.
They are a foundational structure in Workday.
Before we move to the next concept, let’s check-in again.

6. What are Workday Roles? Roles:
When linked with organizations, roles determine:
What you can see & what you can do
Provide access to appropriate data within the assigned organizational structure
Determine functional responsibilities and routing of actions in a business process
Default roles: “Employee” , “Manager”,
Assigned roles: “HR Partner”, “Management Partner” et. al.
Offer opportunity for flexibility and increased functionality
Who: Lyman
What:
Let’s move on to the concept of ROLEs in Workday
Role, when linked with organizations:
What you can see: access to a data on what positions, persons
What you can do: defines your participation in business processes – responsibility, routing
Some roles are defaulted by virtue of your position – You’re a MANAGER
Some roles are assigned according to your administrative function – You’re an HR Partner, Benefits Partner, or a CU custom role MANAGEMENT PARTNER
As you gain more familiarity with Workday, I think you’ll see that role assignment offers us possibilities for flexibility that we’ll show a little of in a few minutes.

7. Role Assignment Facts
Facts: Roles can be inherited or assigned (by supervisory organization); Assignments are designated at the position level
Inherited
Mgmt Partner
Position XYZ
Susan Stone
Mgmt Partner
Position XYZ
Susan Stone
Assigned
Mgmt Partner
Position ABC
Diego Vasquez
Who: Lyman
Why: Provide overview of workday roles and how they can be assigned to orgs
What:
We’ve depicted a conceptual model of a small supervisory organization
Showing POSITIONs rather than People since Roles are assigned or inherited to the Position, not the person
CLICK
Several of these positions automatically default to the MANAGER role by virtue of their associated subordinate positions
Other functional roles are assigned. Assignment is to a designated point in the “supervisory organization”
For example an HR PARTNER is assigned to the top of this supervisory organization
-- enabling the partner to view data for that organization
– designating functional responsibilities to be performed in business processing
This model suggests that the responsibility would be for the entire org
The orgs below inherit from above where no assignment is specifically made
A position can be assigned functional responsibility for multiple organizations
Assignments can be designated at other points in the organization
In this case HR PARTNER POSITION 21 would serve the shaded portion of the organization
Multiple positions can be assigned to serve an organization simultaneously – not true of the MANAGER role
Offering the option of having a team of individuals serving an org
AGAIN – the Role, when linked to the organization
Determines What you can see: access to a person’s data
What you can do: participation in business processes Which we’ll take a look at now.

8. Role Assignment Facts
Fact: More than one position can be assigned to a role (Management Partner, Hr Partner)
HR Partner
1. Position CCC
Carmen Campos
2. Position BBB
Benny Lee
Who: Lyman
Why: Provide overview of workday roles and how they can be assigned to orgs
What:
We’ve depicted a conceptual model of a small supervisory organization
Showing POSITIONs rather than People since Roles are assigned or inherited to the Position, not the person
CLICK
Several of these positions automatically default to the MANAGER role by virtue of their associated subordinate positions
Other functional roles are assigned. Assignment is to a designated point in the “supervisory organization”
For example an HR PARTNER is assigned to the top of this supervisory organization
-- enabling the partner to view data for that organization
– designating functional responsibilities to be performed in business processing
This model suggests that the responsibility would be for the entire org
The orgs below inherit from above where no assignment is specifically made
A position can be assigned functional responsibility for multiple organizations
Assignments can be designated at other points in the organization
In this case HR PARTNER POSITION 21 would serve the shaded portion of the organization
Multiple positions can be assigned to serve an organization simultaneously – not true of the MANAGER role
Offering the option of having a team of individuals serving an org
AGAIN – the Role, when linked to the organization
Determines What you can see: access to a person’s data
What you can do: participation in business processes Which we’ll take a look at now.

9. Role Assignment Facts
Fact: One position could be assigned to different roles.
Finance Partner
1. Position CCC
Carmen Campos
2. Position BBB
Benny Lee
HR Partner
1. Position CCC
Carmen Campos
2. Position BBB
Benny Lee
Who: Lyman
Why: Provide overview of workday roles and how they can be assigned to orgs
What:
We’ve depicted a conceptual model of a small supervisory organization
Showing POSITIONs rather than People since Roles are assigned or inherited to the Position, not the person
CLICK
Several of these positions automatically default to the MANAGER role by virtue of their associated subordinate positions
Other functional roles are assigned. Assignment is to a designated point in the “supervisory organization”
For example an HR PARTNER is assigned to the top of this supervisory organization
-- enabling the partner to view data for that organization
– designating functional responsibilities to be performed in business processing
This model suggests that the responsibility would be for the entire org
The orgs below inherit from above where no assignment is specifically made
A position can be assigned functional responsibility for multiple organizations
Assignments can be designated at other points in the organization
In this case HR PARTNER POSITION 21 would serve the shaded portion of the organization
Multiple positions can be assigned to serve an organization simultaneously – not true of the MANAGER role
Offering the option of having a team of individuals serving an org
AGAIN – the Role, when linked to the organization
Determines What you can see: access to a person’s data
What you can do: participation in business processes Which we’ll take a look at now.

10. Quick Review: How Do Roles Work?
HR Partner 1
Hayley Harris
HR Partner
Hayley Harris
HR Partner 2
Cyndi Morris
HR Partner
Hayley Harris
HR Partner
Kristie Lamb
All are true statements except:
Roles can only be designated at the top level (the college/unit).
More than one position can be assigned to a role (ex. HR Partner).
One position can hold more than one role (ex. Mgt Partner and Finance Partner).
Who:
What:

11. The same position (person) cannot initiate and approve a HR event;
Role Assignments – Checks & Balances
The same position (person) cannot initiate and approve a HR event;
If a position (person) is assigned both the management partner and HR partner for a supervisory organization, an additional person(s) should be assigned to the HR partner.

12. What is a Business Process?
Hire Employee Example Business Process*
*Important note: This example is for demonstration purpose and does not indicate the steps for Cornell at go-live.
Initiate Hire
Propose Comp
Review Hire
Edit IDs
Assign Pay Group
Steps
Roles
Management
Partner
HR Partner
On-boarding Partner
Payroll Partner
Orgs
HR Business Process roles can be assigned to different people across different organizations

13. Compensation BP If…then Step Role Optional Complete a
Request Compensation Change - Initiation
Management Partner No b
Share Costing (Labor) Distribution
Finance Partner NO c
Review/Approve Request Compensation Change
HR Partner Compensaton Partner
Yes if step d not necessary. d
Base Pay Proposed >= ?
Approve Request Compensation Change
Executive Comp Partner
Yes

14. Share Costing (Labor) Data
Tie Back to Business Processes (ex. Comp Change)
Request Compensation Change Business Process
Initiate
Event
Share Costing (Labor) Data
Review/Approve Event
Steps
Roles
Mgt Partner
Lyman Flahive
Finance Partner
HR Partner
Cyndi Morris

15. Share Costing (Labor) Data
Tie Back to Business Processes (ex. Comp Change)
Request Compensation Change Business Process
Initiate
Event
Share Costing (Labor) Data
Review/Approve Event
Steps
Roles
Mgt Partner
Cyndi Morris
Finance Partner
HR Partner

16. Share Costing (Labor) Data
Tie Back to Business Processes (ex. Comp Change)
Request Compensation Change Business Process
Initiate
Event
Share Costing (Labor) Data
Review/Approve Event
Steps
Roles
Mgt Partner
Cyndi Morris
Finance Partner
HR Partner
Hayley Harris

17. Definitions of Workday Roles
Major roles: Management Partner, HR Partner, Hire Initiator, Student Employment Roles
More limited roles: Compensation Finance Partner, Time-Away Partner, Academic Roles
Lookup Roles: HR and Finance Lookup
Functional Roles: Benefits Partner, Compensation Partner, Absence Partner
Security Roles: Security Partner, Org Owner
The ORGANIZATION concept in Workday is different that what we traditionally think of
More than just a department structure
Offers a mechanism to group and track positions in many ways, to view the workforce from different dimensions
Different kinds of orgs can be defined
Any position can be a member of any number of orgs
– challenge is to find the best choices AND keep it manageable
Today we are often limited on how and what we can see and do because of our department tree structure (2D view).
Workday’s organization give us different perspectives. (upgrading to 3D view)?

18. Role Assignments at Go-Live
Phased Approach: Major roles assigned within HR until the system has stabilized, then unit-specific plans to distribute roles more broadly
Roles a manager might have: Employee (Default), Manager (Default), Compensation Finance Partner, Finance Lookup
NOTE: All employees and managers will have access to required data via their default roles, regardless of whether they are assigned another specific role.
Role-specific training will be provided starting in November
The ORGANIZATION concept in Workday is different that what we traditionally think of
More than just a department structure
Offers a mechanism to group and track positions in many ways, to view the workforce from different dimensions
Different kinds of orgs can be defined
Any position can be a member of any number of orgs
– challenge is to find the best choices AND keep it manageable
Today we are often limited on how and what we can see and do because of our department tree structure (2D view).
Workday’s organization give us different perspectives. (upgrading to 3D view)?

19. Finance Lookup role currently under development We need your help!
Review proposed definition and provide your feedback
Once role is developed, assist in testing
The ORGANIZATION concept in Workday is different that what we traditionally think of
More than just a department structure
Offers a mechanism to group and track positions in many ways, to view the workforce from different dimensions
Different kinds of orgs can be defined
Any position can be a member of any number of orgs
– challenge is to find the best choices AND keep it manageable
Today we are often limited on how and what we can see and do because of our department tree structure (2D view).
Workday’s organization give us different perspectives. (upgrading to 3D view)?