Workday 101 for HR and Managers

Vision Statement

Implement a modern human resources management system (HRMS) to

provide self-service tools with an intuitive and user-friendly design. The support
team and new standardized processes will provide customers with the service,
guidance, and partnering needed to drive success for the State of Maine. The
team will anticipate, develop, and provide services to meet the evolving needs
of our stakeholders, assisting them in providing excellent public service while
maintaining transparency, accountability, and compliance.

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 Guiding Principles

• Executive Sponsorship and Engagement Throughout the Project

• Be Forward Thinking and Adapt to the Iterative Nature of Implementing New

• Technology
Executive Sponsorship and engagement throughout the project
• Commissioner level engagement
• Executive
• Adopt Steering
Streamlined, CommitteeIndustry-best Business Practices
Simplified,
• Senior leadership participation in project team meetings

• Foster an Environment of Collaboration

• Proactively Engage the agencies through Change Management and

Communication

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 What is Workday?

A global human resources system that is used to manage

and coordinate all the resources, information, and functions
of an organization. System capabilities include managing
resources, accessing and viewing personal, job, pay
information in one centralized platform.

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Workday Maine Project Scope

Recruiting

Onboarding
HCM
Onboarding

Time
Benefits Tracking

Absence
Compensation

Payroll

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 Benefits to Employees

Vision: Employee experience will be Simple, Intuitive and Responsive

Opportunities Objectives

• Elongated on-boarding process • 100% Reduction in Paper

• Subjective policy interpretations

• Single Source for Updates
• Multiple systems – multiple user
• 1 system; 1 sign-on
names

Creating a simpler, better HR EXPERIENCE for the Internal Customer

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 Benefits to Managers

Vision: Empowering managers to see and act on their employee matters

Opportunities Objectives

• Multiple approval channels • Single approval channel

• Disparate HR systems • Single HR system of record

• Inconsistent global HR processes • Visible global and local processes

Creating a simpler, better way…for the Internal Customer

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 Benefits to HR

Vision: Enabling smarter and faster people decisions

Opportunities Objectives

• Stale data • Comprehensive HR picture

• Manual/Convoluted data “pulls” • Simplified real time reporting

• Incomplete HR “picture” • 100% predictive data analytics

Creating a simpler, better way…for the Internal Customer

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 Key Workday Terms
Supervisory Organization Supervisory organizations group workers into a management hierarchy and
are the primary organization type in Workday HCM. All workers are hired
into a supervisory organization. Organization assignments such as
company, cost center, and region can be configured for supervisory
organizations, and unique business processes can be configured for them
as well.
Position Where a person or opening is in the organization
Most attributes are tied to the position directly (e.g. cost center and location)

Job Profile Classifies the work/task to be done in a position

Role A collection of permissions in Workday that determine what can be

seen and done in Workday.

Worker Any person brought into the organization to do work

• Employee: Someone paid by payroll and can have comp data stored
in Workday
• Contingent worker: Someone that is not an employee and not paid
directly by SOM.
Requisition In Workday, job requisitions contain specific attributes about the
position, as well as desired applicant characteristics and
recruiting instructions. You can create a job requisition for an
existing position, or create a new position.
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Supervisory Organizations
 Supervisor Organizations

A Supervisory Organization is a type of Organization. In Workday, it is an

organizational unit in which a Manager supervises other Positions/Jobs.
Supervisory Organizations are arranged in a hierarchy.

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 Supervisory Organizations (continued)

• Supervisory organizations describe the organizational structure of the

company

• They are a fundamental building block of the Workday system

• Workday organizes employees in supervisory organizations

• Employees are hired into jobs or positions associated with a supervisory

organization

• Every position must be located in a supervisory organization

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Supervisory Organization Example In Workday

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Workday Business Processes
 Workday Business Processes

• A business process is a set of tasks that people initiate, act upon and
complete in order to accomplish a desired business objective.

• Once a business process is initiated Workday

‒ routes the tasks to the responsible roles (users who are capable of
completing the tasks based on their membership in security groups)
‒ and enforces security and business rules throughout the business
process.

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 Business Processes Determine

Who What
approves Who Who additional
or denies AND needs to AND needs to AND system
something do know events
that additional something need to be
happened tasks happened initiated

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 Business Process Terms

Term Definition
Event is a transaction that occurs within the application (e.g.
Hire, Terminate, Create Position)
Task is an activity (to do, action, approval) that the user needs
to complete because it is a step in a business process

Action allows either the assignee to update (enrich) the

transaction or triggers a sub-process
Approval allows the assignee to view information but not change
it. The assignee may approve, deny, and sometimes
send back for revision
Approval Chain is used for approvals that travel up the organization
hierarchy until a defined stopping point
To Do’s and are tasks that are performed outside or inside of
Checklist
Workday. To Do is a manual task that can be assigned
to a role. Checklist is a collection of To Dos.

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 Actions, Approvals, To Do’s

• Business processes are created using a combination of Actions, Approvals,

Approval Chains, To Dos and/or Checklist

• The difference between Actions, Approvals and To Dos:

‒ Action – Tasks or Events within Workday

‒ Approvals – Approval of a Task or event within Workday

‒ To Do – Reminder to do something inside or outside of Workday

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Workday Roles
 Workday Roles: Who Does What

Workday ROLES:
▪ Are assigned to Positions
▪ Determine function in a business process (i.e. initiate,
approve, etc.)
▪ Determine what you can see and do in Workday
▪ Provide access to data within the assigned cost center

POSITIONS:
Workers are hired into Positions and
▪ A Position is the “seat” that a specific Worker
occupies
inherit the Workday role(s) of the
Position
▪ A Position does not refer to a job title
▪ May be assigned one or many Workday roles

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 HR Business Process Landscape

Recruiting to Onboarding Lifecycle

Job
Position Requisition Offer Hire Onboard
Application

• Recruiting • Recruiting • Core HR • Core HR

• Recruiting • Recruiting
• Compensation • Compensation
• Compensation

Core HR is about capturing and

Employee Data sharing employee data

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 Positions in Workday

• Positions are built within the context of a Supervisory Organization

• All staffing transactions including hires, promotions, and transfers,

take place within or between supervisory organizations
• Before a supervisory organization can be staffed, an open position
must be available

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 Position Management

Characteristics of Position Management

Position 1 Position 2
• Single positions are created for each
job
• To hire, promote, demote, or transfer,
a position must be available
(approved) as of the initiation of the
action
• Positions remains open after transfer,
Position 3 Position 4
promotion, or termination (until
closed)
• Positions can be frozen to retain
position but not allow hiring into it

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HR Processes – Recruiting to Hire
 Recruiting in Workday

In Workday, a position is a seat in a supervisory organization, and a

requisition is the permission to put an individual in that seat.
Seats can be filled for new positions, editing positions (e.g., one FT
to two PT) or refilling a vacating/vacated position.

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 Hiring in Workday

• In Workday, the Hire process becomes more seamless because most of the
attributes are defaulted from the requisition.
• HR staff have the opportunity to review information for accuracy during the
Hire process.
• Information needing updates may be edited prior to being sent for approval.

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 Workday Reports

• Access to reports in Workday is dependent upon your Security Role.

• Reports are either Workday delivered or customized to meet
requirements.

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Thank You for Viewing this Presentation.
Send questions or inquiries to:
WorkdayTraining@maine.gov