1. Workday | Information Helpguide
Version 1: Angela Smit (Lourenco)
23 May 2014

2. What is Workday?
Workday is a leading edge HR Information system (HRIS) used to manage our HR data and processes.
Workday continuously evolves their product, providing new enhancements and functionality every four months.
UTi Workday Link:
Mobile Application information:
Tenant: uti
URL:
PNG_Overview Slides

3. The Workday Interface – The Eight Buttons
Managers only
Managers only
All About Me– Access to your personal information – benefits, performance, payroll and more.
Inbox– Click this button to complete an assigned task in Workday.
My Team – Access to direct /indirect reports – employee details, org charts, job management and more.
Dashboard– Quick access to organizational metrics – headcount, performance, one time payments, etc.
Managers only
Online Training Guides for Employee – Quick Reference Guides to task you complete as an employee.
Online Training Guides for Manager – Quick Reference Guides to task you complete as a manager.
Directory– Search for employees, locations, create organization charts and more.
Favorites– Add links to your most frequently completed tasks.

4. Employee’s Functions on Workday
ESS – Employee Self Service
Access to your personal data including Compensation & Benefits info.
Update your personal information & Contact information
Update Banking Details/ Payment Elections Options. (US, Canada & ZA)
Updating Emergency Contact Info
Update Benefits (US, Canada & ZA)
The Directory – View Related Reports
**Coming soon with Performance Management** Enter your performance goals and do online Performance reviews with your manager Create a Career profile.
Employee’s Home Page
Remember: You have Online Training Guides to help you Navigate through all these tasks

5. Manager’s Functions on Workday
MSS – Manager Self Service Tasks
Create requisitions for replacement positions and creating new positions
Initiating terminations
Approve new hires that are in your supervisory organization (compensation section)
Initiate payroll changes for your employees (compensation, promotions, locations, one-time payments)
Transfer people to a different manager on another team
Approving tasks on Workday daily or as required and ensuring payroll-cutoffs are adhered too.
Delegating your approvals/tasks should you go on leave or not be available. This will prevent any delays with information not reaching the payroll department.
Remember: Workday is the Primary system from which Payroll will process these transactions. If the transaction is not in Workday, it cannot be actioned by the Payroll Department.
Manager’s Home Page
Remember: You have Online Training Guides to help you Navigate through all these tasks

6. Your HR Team’s Role in Workday
HRTP Tasks
Hiring New Employees
Reviewing all Transactions for accuracy & correctness.
Still have access to Job Changes, Terminations & Org Assignment Changes.
Aiding with the correction of Data Errors where necessary
Manage Requests for new Locations, Cost centres, Supervisory Orgs
First line of Support to Managers & employees
Important Info
As a manager, you need to ensure that a job requisition is available in order for HR to hire your new employee into Workday.
Your new employee’s Workday login information & Workday ID will either be sent to you as the manager directly, or will be provided to you by the HRTP.
Manager’s will need the Workday ID to request for any Computer system access for their employees.
Employee’s should login as soon as possible to verify their information is correct and amend their Primary work address to prevent any problems with future password reset requests.
Once successfully hired on Workday, the employee will automatically also be loaded on ESS within 24 hours.

7. General Information Performance management
Why are only some employee’s using Workday for Performance Management and others are paper based?
Performance Management is currently being rolled out in stages to different target groups. Currently HR and Senior Management are piloting the initial rollout of Workday performance management. This allows HR and management to be fully onboarded with the Performance Management Process through Workday, and thus allowing an opportunity to improve the process, prior to rolling out to the wider group of all employees. The goal is to have all employees on Workday Performance Management in the very near future.
Brower support Issues.
I am getting an error that my browser is not supported for Workday. Who do I contact?
Workday requires Adobe Flashplayer, IE9 or higher or Google Chrome or Mozilla Fox. Contact your EIT helpdesk for assistance updating your software.
Africa ESS vs Workday (AFRICA REGION ONLY)
Why do we have 2 systems?
ESS currently handles the submission of Leave claims & Expense claims. These are currently not administrated through Workday, however we are looking at trying to move these over to Workday in the future. We currently do not have the Modules to support our Full Leave Administration requirements and expense claims through Workday.
I submitted my leave as a manager on ESS and assigned an approving manager. Do I need to setup my delegation on Workday then?
Yes. Workday and ESS are 2 different systems. Assigning an approving while leave on ESS will reassign claims on ESS only. Manager’s will need to set up their delegations on Workday separately.

8. Useful Manager Reports
Job Requisition Reports
Job Requisition Change History
My Open Job Requisitions
My Recent Job Requisitions
View Position Restrictions
Remember Workday has a Powerful Search Tool

9. Useful Manager Reports
Some More Common Reports
Active Employees
Headcount Report
Open Position Summary
Turnover Analysis
Terminations
Compensation Summary
Worker Changes
Turnover Summary
Bonus Payment History
Employment Demographics
A number of these reports and more can be found on you’re my Team Page
You can print these reports, export to excel and some reports can be viewed in a chart format too.

10. Manager Dashboards The Dashboards provide some great information
to help manage your workforce

11. Did you know you can print your Org Chart Directly out of Workday?
Printing Org Charts
Did you know you can print your Org Chart Directly out of Workday?

12. Resources –What Tools are Available to Me?
Your Human Resource Transaction Partner (HRTP) can assist with any support you may need to help you navigate through Workday.
Responses provided within 1 business day
Your Local Help Desk (EIT-most areas)
Provide support on desktop issues
Online Training Guide Buttons
Quick Reference Guides

13. HR Helpdesk The HR Helpdesk can be found at www.go2uti.com/hr-helpdesk
You can continue to submit questions and issues via and and it will generate a ticket in the HR Helpdesk
   
The HR Helpdesk also has UTi HR Knowledgebase that contains helpful information on a wide range of topics from Workday to Online Academy, ESS, Payroll and much more.

14. Passwords & Data Privacy
Passwords should have a minimum of eight characters
Must not be easily guessable combinations
Do not share your password with any other employees
If you feel that your password has been compromised,
change it immediately
Failure to comply with this Password & Authentication Policy may, at the full discretion of UTi, result in the suspension of any or all technology use and connectivity privileges, disciplinary action, and possibly termination of employment
Workday contains the personal data of UTi employees. In many jurisdictions around the world, UTi is subject to privacy laws that strictly limit the use and disclosure of personal data.
Visit to see more info on UTi’s full privacy statement.
Please refer managers to the Password and Authentication Policy – this slide gives you a summary of the most important points.

15. Password Assistance & Language Preferences
Forgotten Passwords:
Select the Forgot Password Link and answer your Password
Challenge questions to receive an with a new Temporary
password.
Full Login Resets/ Request for Login Info:
Please Log a ticket through the HR Helpdesk.
***HINT on Forgotten User Names: User Names are the first initial and first 5 letters of the last name***
Remember to setup your Password Challenge Questions
Did you know that you can also
setup your preferred
Language display on
Workday?
Please refer managers to the Password and Authentication Policy – this slide gives you a summary of the most important points.

16. Workday & UTi Always on the Go