A Better Workday for HR Course # 301

Lets get to know each other better Please share some details about yourself: Name Location Title Business Role Course Expectations Ice-Breaker exercise: If you were an animal, what would you be and why? What is one goal you’d like to accomplish during your lifetime? When you were little, who was your favorite super hero & why? If they made a movie of your life, what would it be about and which actor would you want to play you? Discuss Have a quick round of Introduction to know everybody better. For course expectations - indicate that we will be flip charting the learner responses here so we go back to visit them at various points during the training to ensure we are covering what the learners want to get out of this training.

Ground Rules Abide by the class timing Sign the attendance sheet Turn off your cell phones Take Breaks When Scheduled Explain Basic information regarding logistics aspects of the training (depending on the localization, classroom conditions etc.) The ground rules to be followed during the session in order to benefit from the whole training. Feel free to ask questions Actively participate in class

Contents Course Introduction Lesson 1 - Expectations for your roles Lesson 2 - Data Accuracy and Data Integrity Lesson 3 - Support / help resources Exercise Discuss Discuss the contents of the course and various lessons that will be covered in it. Giving a one line brief of what will be covered in each lesson will be helpful to set the right tone for the session and participants will have an idea of what to expect in the coming slides. Course Recap

Course Introduction This course will help HR understand their role in Workday, what is changing and why and the expectations from them. Users will also learn about Data Privacy, Integrity and information on where to go for help in using Workday. By the end of this course, you will be able to: Demonstrate an understanding of the change and why the change is happening Identify the expectations from your role as HR in Workday Explain Start with an overview of the Workday implementation, its need to the organization and how it will be effecting the HR function immensely. The presenter can talk a little about Workday as a product just as a refresher to the audience who would have already gone through course # 101 for details like what is Workday and why has Delphi brought this change into the organization. Discuss Discuss the course objectives in detail and set the right expectations from the course. Explain the importance of Data Accuracy and Data Integrity List where to get the support you need in using Workday

Expectations for your roles A Better Workday for HR Lesson 1 Summary Expectations for your role as HR The Change and Empowerment of HR functions Overview of the various Workday HR transactions and roles Talent Profile and its Significance Provide a quick overview of what will be covered in this lesson. No discussion required here on this slide. Development Plans

Expectations for your role as HR Roles Workday has specific settings for its users that determine the data that can be viewed and the actions that can be performed on the data. Workday calls these settings ‘roles’. Responsibilities Based on their assigned role, users have responsibility for managing information and performing various actions in Workday. You Your role as HR will require you to access and support workforce data management and execute various HR transactions. Explain Explain the link between Roles and Responsibilities and what is expected out of HR when the new system and processes are in place. Discuss Discuss the following points regarding Workday Roles: When linked with organizations, roles determine what you can see & what you can do. Roles provide access to appropriate data within the assigned organizational structure. They determine functional responsibilities and routing of actions in a business process. Take each point and explain the relevance of them to the participants so that they are able to understand their role as HR and responsibility of accessing and supporting workforce data management and processes in a better way.

The Change and Empowerment of HR functions Pre-Workday Challenges Repetitive & duplicate administration Lack of ability to respond quickly No standard processes and technologies Lack of visibility Fragmented Data Systems Discuss Connect with the audience better using this slide where you can discuss the challenging points in the current situation. Trainer should ask questions to engage the audience. Some examples: What was the biggest challenge that HR faced till now? How efficient has HR been in providing useful inputs to the top management for better decision making? We should be thinking about good questions the Delphi Trainers can ask to engage the audience. Keep in mind that the Delphi Trainers are not necessarily master trainers by trade, so we need to help them as much as we can with questions they can ask to keep the sessions engaging. Lack of visibility to important data has been a cause of inability to predict workforce requirements, trends, employee needs and other important statistics which could help the organizations strategically. Lack of ability to respond quickly with accurate information because of the unavailability of single source of organized information. Multiple sources have the same information maintained in a very inefficient manner. No single source of truth. Lack of standardization in processes and technology results in inefficiencies. Fragmented (many non-integrated) Data Systems cause data management cumbersome and inefficient. Maintaining these systems results in high resource utilization.

The Change and Empowerment of HR functions What Workday will do for HR? Eliminate redundant requests for data Streamlined and standardized business processes across the organization provide automated workflow for approvals of transactions HR can initiate and track progress of each process in Workday, with easy access to accurate information for decision making Enhanced usability, accountability, and real-time information availability Empowers employees to access their own information Explain Explain each point in detail to make the participants understand the importance of this change and how it will empower them to perform not just better, but to elevate the strategic impact HR can have on the organizations as well. Discuss Discuss their role as Strategic HR in this new environment at Delphi where the HR will not just perform day to day workforce data management and execute HR processes but also play a key role in making available key information which can be utilized by senior management in taking strategic decisions. Enables managers to access their employees’ information reducing the volume of ‘traffic’ to HR Frees up HR time to work on strategic and important talent development and capability management of Delphi’s human capital

Overview of the various Workday HR transactions and roles Workday will be the single location for current HR data (and some historical) which will be used to complete the following transactions: Hire Job Changes Compensation Security and Employee Data Management Off-boarding Absence Management, Time off and Leave of Absence Delegation Performance Review (Salaried Employees) Reporting Talent Management Succession Planning Workforce Planning Discuss HR already performs most of these transactions. Discuss further how they can work with these transactions better thanks to Workday, what will change and what significance this change will have for them. Note: Greyed out transactions will be effective from Wave 4.

Overview of the various Workday HR transactions and roles Various Workday HR Roles HR Representative Has a more Strategic Role in Delphi Review and Approve HR transactions. Examples include new hires, job changes, organizational assignments, performance reviews, personal data changes, positions and headcount, recruiting, staffing, and time off. HR Analyst Create (data entry), maintain, view, and report on all HR operational data. Explain Explain the various HR roles and give some examples in each. Discuss Discuss an example from each role taking a real life situation/scenario. The instructor needs to clarify what these roles are. A brief discussion on Workday HR Roles v/s HR Organization Roles can be done for more clarity to the audience.

Talent Profile and its Significance HR needs to highlight the importance of filling Talent Profiles and ensure that employees have their profiles updated in Workday. One of HR's important roles should be to ensure this information in Workday is correct and current. Talent Management will be released in Wave 4. Having all employees populate the talent profiles now will enable HR to gain insights into the whole Delphi workforce when that time comes. Note: Talent profile information available to Managers and HR is strictly in accordance to Delphi Privacy Policies Explain Explain the importance of filling Talent Profiles and how a completed profile helps both the Employee as well as the Organization. Discuss Discuss the benefits so that the audience understands the importance of filling these profiles. Highlight that Talent Management will be released in Wave 4 only but the importance of filling the profiles still holds. Make them aware of the fact that all information available for viewing is safe and in accordance to privacy and sensitivity standards in the company.

Development Plans As part of Wave 4's talent management rollout, Delphi employees will have standardized development plan templates to map out their development areas and growth paths. Delphi employees will have tailored development plans to map out their development areas and growth paths. Talent Review Profile (TRP) “High Performance Successors” (HPS) will also have an additional development plan These development plans ensure that high-potential employees, including those on succession plans, are progressing through their development plan They help further to motivate, reward, and develop talent based on individual, team, and business performance As part of Wave 4's talent management rollout, Delphi employees will have standardized development plan templates to map out their development areas and growth paths. Explain Explain the two development plans that Delphi has in place. Briefly give an overview of the difference between the two. Discuss Discuss development plans in general and explain how they help in identifying the high-potential employees. Based on an employee’s performance, the right mapping to a development plan helps in developing the right skills, which also helps to motivate and reward the employee.

Data Accuracy and Data Integrity Lesson 1 Lesson 2 Summary A Better Workday for HR Data Accuracy and Data Integrity Live data and importance of first time correct entry Accessing historical data Handling sensitive data Provide a quick overview of what will be covered in this lesson. No discussion required here on this slide.

Live data and importance of first time correct entry As Workday is the system of record for HR information, it is important to follow best practices to ensure data accuracy: Double Check Ensure that you enter accurate data for employees – double check your keying Monitor Monitor your email and Workday inbox daily. Review/Action Review/action all requests in a timely manner to support continual progression of process workflows and maintain accuracy Discuss Discuss the importance of entering correct data in the first attempt. Compliment this discussion with the best practices HR should involve themselves in on a daily basis to maintain accuracy and consistency of data. Discuss the important of double checking. An additional round of review is always very useful in avoiding human errors. Discuss the importance of monitoring the email and Workday inbox on a regular basis to avoid any miss of important tasks and crucial deadlines. Highlight the importance of reviewing and taking action on workflows to maintain business continuity and timely execution of processes. This is a big factor in employee motivation and therefore a good turn around time is needed from HR. Support Support Employees and Managers with their queries to effectively manage the approval process in Workday

Accessing historical data Within Workday, you can view historical data such as job, compensation and position history. This will be available according to the below table: Data Object Scope Absence Management No Balances Compensation 3 Years History Performance (Final Score) 2 Years History Succession Planning None Transactional History Calendar + 1 Year History from Previous System Data Object Scope Benefits (Mexico and U.S) Current Enrollment Organization Data Current Structure Position Current Position Terminations Current + 1 Full Year Worker Job History Calendar + 1 Year History from Previous System Training and Certifications All history for Active employees Explain Explain what all historical information can be accessed. Discuss There is no need to get into the specifics of where to find data that is not in scope. Anything not captured in Workday will be captured in existing systems/processes at the site level.

Accessing historical data Workday history will build going forward, so more historical data will be available in Workday for reporting over time. Historical information will be available to Employees, Managers and HR. Within Workday, you can access historical data by clicking the Worker History tab on the View Profile Page for an Employee. This data is ‘view only’ for HR. Discuss Discuss reporting features associated with Historical Data - who gets access to what historical information and where to get this information from.

Worker History Screenshot Shows Job History on an employee on different effective dates Demonstrate Show from where a user can access Historical Information for an employee and how to look for a specific information using this page. Instruction to access the Job History page: Search for any employee using the Search box at the top left of the WD screen The profile page of the employee is displayed. Select the first Tab – “Job” and click on Menu Option “Job History” The instructor will also be required to demonstrate this further using a Job Aid at site trainings for better understanding of the audience.

Handling sensitive data As Workday holds sensitive employee and organization information, remember to follow some best practices to ensure data privacy. Give your suggestions on what you should do in relation to the following: When you move away from your computer Setting up your computer screen Password caveats Printing and storing documents Engage the participants by asking them there point of view of the four areas mentioned. This activity can be a good way to get away from the lecture mode.

Handling sensitive data Some of the best practices to ensure data privacy Lock your computer using <CTRL><ALT><DEL> every time you walk away from your computer Ensure that your computer screen is not viewable by anyone from a distance Do not write down passwords Do not share your login credentials (Login ID, password) with anyone Never leave documents with confidential information on your desk or at the printer Discuss Discuss the best practices HR should take in order to maintain data privacy and handling sensitive information. Some points can be complimented with examples of a situation where not following the best practice might result in adverse circumstances. Do not leave sensitive data in a location that is easily accessible by others Use the shredder for all used documents

Knowledge Checkpoint What will Workday implementation do for HR in Delphi? List out some of the benefits you can think of. The instructor should let the participants respond with all points they can think of.

Knowledge Checkpoint What will Workday implementation do for HR in Delphi? List out some of the benefits you can think of. Answers: Eliminate redundant requests for data Streamlined and standardized business processes across the organization provide automated workflow for approvals of transactions HR can initiate and track progress of each process in Workday, with easy access to accurate information for decision making Enhanced usability, accountability, and real-time information availability Empowers employees to access their own information Enables managers to access their employees’ information reducing the volume of ‘traffic’ to HR Frees up HR time to work on strategic and important talent development and capability management of Delphi’s human capital Recap of points discussed in Slide 10

Multiple Choice Question An employee has just completed 5 years in Delphi and his current manager wants to take a look at past Training and Certification data to assess the need before considering him for a higher role. What historical data will be available for Training and Certifications? Current + 1 Full Year 2 Years History 3 Years History All history for Active employees Explain Explain the scenario and how historical information will be useful in such a case. Further ask the audience if they remember how much History will be available for Training and Certifications.

Multiple Choice Question An employee has just completed 5 years in Delphi and his current manager wants to take a look at past Training and Certification data to assess the need before considering him for a higher role. What historical data will be available for Training and Certifications? Current + 1 Full Year 2 Years History 3 Years History All history for Active employees 4. All history for Active employees Explain Explain the scenario and how historical information will be useful in such a case. Further ask the audience if they remember how much History will be available for Training and Certifications.

Match the following Match the pre-Workday challenges to the advantages of using Workday: Pre-Workday Challenge What Workday will do for HR? Lack of visibility Frees up HR time to work on strategic and important talent development and capability management of Delphi’s human capital Lack of ability to respond quickly Streamlined and standardized business processes across the organization provide automated workflow for approvals of transactions Repetitive & duplicate administration HR can initiate and track progress of each process in Workday, with easy access to accurate information for decision making No standard processes and technologies Enhanced usability, accountability, and real-time information availability Ask the audience to match the two columns. Clicking the mouse will change the table to one with correct matches.

Match the following Correct answers: Pre-Workday Challenge What Workday will do for HR? Lack of visibility HR can initiate and track progress of each process in Workday, with easy access to accurate information for decision making Lack of ability to respond quickly Enhanced usability, accountability, and real-time information availability Repetitive & duplicate administration Frees up HR time to work on strategic and important talent development and capability management of Delphi’s human capital No standard processes and technologies Streamlined and standardized business processes across the organization provide automated workflow for approvals of transactions

Course Recap Questions? In this module you learned: About the change, why this change is happening and the expectations from your role as HR in Workday The importance of Data Accuracy and Data Integrity Where to get the support you need in using Workday Discuss Discuss with the participants what they learnt in this course. If there something which needs further clarification, invite them to ask questions. Questions?