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REIMAGINING OUR WORKDAY Workday Project Understanding Roles & Role Assignments Managers Engagement Group October 19, 2012.

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Presentation on theme: "REIMAGINING OUR WORKDAY Workday Project Understanding Roles & Role Assignments Managers Engagement Group October 19, 2012."— Presentation transcript:

1 REIMAGINING OUR WORKDAY Workday Project Understanding Roles & Role Assignments Managers Engagement Group October 19, 2012

2 REIMAGINING OUR 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

3 REIMAGINING OUR WORKDAY 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

4 REIMAGINING OUR WORKDAY An Example of Supervisory Organizations

5 REIMAGINING OUR WORKDAY All of the following are true about Supervisory Organizations in Workday except: Check-in A.They create a position-to-position hierarchical association. B.There is one manager role per supervisory organization. C.They mimic our HR department tree. D.A position can be both a member of one supervisory organization and a manager of another supervisory organization. E.They are a foundational structure in Workday.

6 REIMAGINING OUR WORKDAY 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

7 REIMAGINING OUR WORKDAY Role Assignment Facts Facts: Roles can be inherited or assigned (by supervisory organization); Assignments are designated at the position level Mgmt Partner Position XYZ Susan Stone Inherited Mgmt Partner Position XYZ Susan Stone Assigned Mgmt Partner Position ABC Diego Vasquez

8 REIMAGINING OUR WORKDAY 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

9 REIMAGINING OUR WORKDAY Role Assignment Facts Fact: One position could be assigned to different roles. HR Partner 1. Position CCC Carmen Campos 2. Position BBB Benny Lee Finance Partner 1. Position CCC Carmen Campos 2. Position BBB Benny Lee

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

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

13 REIMAGINING OUR WORKDAY If…thenStepRoleOptionalComplete a Request Compensation Change - Initiation Management Partner No bShare Costing (Labor) Distribution Finance PartnerNO c Review/Approve Request Compensation Change HR Partner Compensaton Partner NoYes if step d not necessary. dBase Pay Proposed >= 245000? Approve Request Compensation Change Executive Comp Partner NoYes Compensation BP

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

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

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

17 REIMAGINING OUR WORKDAY 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

18 REIMAGINING OUR WORKDAY 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

19 REIMAGINING OUR WORKDAY Finance Lookup Role  Finance Lookup role currently under development  We need your help!  Review proposed definition and provide your feedback  Once role is developed, assist in testing


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