Workday Core

Concepts
Training for all Employees
 Training Guidelines

§ This session is recorded and will be available on Workday Learning

§ Close your Email, logout of IM, and turn cell phones off or put them away

§ This session includes demonstrations in a training environment and information

has been staged so that no personal or sensitive data is shown

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 Your
Instructors

Tammy Srom Sam Wynn

Organizational Change & Training Organizational Change & Training

Senior Principal Consultant with Consultant with Collaborative
Collaborative Solutions Solutions

Tampa, FL Chicago, IL

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 Agenda § Workday Overview & Key Changes
§ General Navigation
§ Core Concepts
§ Supervisory Organizations
§ Position Management vs. Job Management
§ Business Processes
§ Finance
§ Overview of Changes
§ Foundation Data Model (FDM) Overview
§ Banner to Workday Crosswalk Report
§ Employee Self-Service and Manager Self-Service
Examples
§ Support Resources

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 Our Objectives What we will accomplish by the end of this training

§ Review key changes

§ Understand Workday Core Concepts

§ View demonstrations of Workday basic navigation and other helpful

processes

§ Know where to locate resources and support

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 Support Resources

On-Demand Help Training Questions & Technical Support

Workday Help
Project Webpage: HRSTM IT Service Desk
FAQs 240-567-5353 240-567-7222
Job Aids & Reference Guides hrstm@montgomerycollege.edu itservicedesk@montgomerycollege.edu
Videos
OBS Finance
Workday Learns: 240-567-5292
Training Recordings procure@montgomerycollege.edu
finance.obs@montgomerycollege.edu

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 Project
Website

• Houses all project

information,
communications,
FAQs and Training
Materials

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 Sponsor Message Sherwin Collette
SVP for Administrative and Fiscal Services
Welcome to Your Workday Training! Workday Executive Sponsor

As of January 2022, Workday is officially the

Human Resources and Financial Management
system at Montgomery College.

By taking today’s training, you will be one step

closer to full self-service functionality that
provides the ability to access and manage your
personal HR and finance-related information. As
an integral part of our institutional success, we
thank you for your participation. We are
confident it will ensure your personal success
and allow you to take full advantage of all that
Workday has to offer.

Enjoy your training session and have a good

Workday!
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 What is Workday?

§ Cloud-based solution for HR, Finance,

and Payroll management

§ One unified system

§ Business processes and tasks

designed for Montgomery College

§ Increased Self-Service features

§ Optional mobile functionality to help

you view information and complete
tasks “on the go”
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 Vision

EXCELLENCE * INTEGRITY * INNOVATION * EQUITY & INCLUSION * STEWARDSHIP * SUSTAINABILITY

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 Benefits for Montgomery College

One system that integrates Access and update your own

with many other systems and data using applications
reduces time to perform work

View statuses of initiated Initiate actions using search

tasks and get notified on or applications and complete
completed tasks tasks from your Workday
Inbox

Quickly search for and find (Optional) Mobile device

information such as access to manage information,
organizational charts and your anytime, anywhere
personal information

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 Workday Project Overview

§ Workday is the system of record for all Human Resources, Finance, and Payroll data.

Workday
• Payroll • Budget (excluding Adaptive
• All Tracking for Time Entry, Planning)
Time Off, and Leave • Procurement
• EAP • Expenses
• Recruiting • Projects/Capital
• Compensation • Business Assets
• HCM • Banking & Settlement
• Benefits • Grants Management &
• Learning Contracts
• Talent & Performance • Supplier Accounts
• Financial Accounting

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 Overview of Key Changes

System Personal
of Data Pay
Record
Banner is the current In Banner, HR Currently, MyMC is
system of record, and updates employee used to view paystubs
some transactions are personal information. and complete direct
entered in Workday. deposit forms.

As of 1/3/22 Workday In Workday, payslips

is the system of record In Workday, are accessible, and
for all Human employees use self- employees use self-
Resource, Finance, service to update service to manage
and Payroll data (not personal information. direct deposit
Student or Financial accounts and payment
Aid). elections.

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 Overview of Key Changes

Period Time Work

Activity Tracking Schedule
Pay Currently, Academic Time, time off, and
Aides assign course in leave are tracked in a Schedules are not
Banner to faculty and different system. required for time entry
enter costing Hourly exempt and leave purposes.
allocation. Workload is employees enter time.
entered in SIAASGN.

In Workday, the Only non-exempt

workload is still employees enter and Managers must enter
entered in SIAASGN submit time in work schedules in
then integrates to Workday. order for Employees
Workday in Fall and to enter time and time
Spring. Updates are off correctly and be
entered by Academic Exempt and non-
exempt enter time off paid accurately.
Aides and WDCE
Partners. and leave in Workday.

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 Overview of Key Changes

Education
Assistance Resignation
Program For EAP items, employees
(EAP) are reimbursed for certain No ability for employee to
additional benefits (e.g., submit resignation in Banner,
tuition outside of MC, gym resignations are submitted
membership, etc.), after via email
submitting paperwork to
HRSTM for processing via
email

In Workday, EAP items are Position Management

requested through an organization employees can
Expense Report, EAP submit resignation in
Requisition, or Supplier Workday. Job Management
Invoice Request. A reference organization employees
guide and related job aids contact their Manager. For
are available for guidance. retirement, contact HRSTM
to speak to your Benefits
Partner.

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 Account
Home Page Search Notifications Options

Quick Access Inbox

Return
to Home
Page

Inbox
Preview

Applications
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Workday
Demo
• Basic Navigation
Workday Core Concepts
 Workday Core Concepts

Supervisory Position Job

Organizations Management Management

Security Business
Roles Processes

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 Supervisory Organizations

§ Defines the managerial structure

of who-reports-to-whom

§ Drives security and transactions

in Workday

§ Everyone is a member of a
supervisory organization owned
by their manager

§ Managers do not reside in the

supervisory organization as the
team they manage

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 Staffing Models Position Management vs. Job Management

Position Management

• Position exists before the hire; employee fills Example:

the “seat”, and the “seat” still exists if they Staff
leave FT Faculty
• Position history is tracked
• Orgs do not have “JM” as part of the title; for
example, “Facilities – Central Admin”

Job Management

• Flexible and fast hiring; the job does not exist Example:
before the hire and is removed if the person Adjunct Faculty
leaves (unless they move with the same job to WDCE
another JM organization)
• No job history tracking Temp
• Orgs display with “JM” in the title; for example, Student
“JM – Admissions Services”
Contractor
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 Job/Position Data vs. Person Data

Open
Job/
Position

Job/Position Data Person Data

• Job/Position Title and Job Profile • Personal/Contact Info
• Supervisory Hierarchy and Orgs • Compensation and Pay History
• Employee Type and Time Type • Performance, Goals and Feedback
• Location • Talent Profile (e.g., Experience, Skills)
• Default Compensation (e.g., Pay • Worker History
Range)

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 Security

§ Impacts what you can see and do

in Workday

§ Role-based security assigned on

your position

§ Business process routing

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 Business Process
§ A sequence of one or more tasks that accomplishes a desired objective

Workday has been configured to route tasks to the responsible

role

Only users with an appropriate security role can take action on

a process (e.g., initiate, review, approve)

Condition rules ensure the correct process is followed every time

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 Business Process Flow

1 2 3 4
Steps outside of Initiate in Workday Review/Approval Process is Complete
Workday

• Examples: Conversations, • Enter the transaction • One or more people • Initiator receives
decisions, reasoning, etc. review/approve notification
• Inform relevant parties
(e.g., Manager speaks
with their employee)

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 Business Process Actions

Approves the proposed task Returns the step to the Denies the step and cancels Exits the task but it remains
and moves the process Initiator and pauses the the entire business process in your Inbox (saves the task
forward business process for later and may display as
Use with caution Save for Later)
(Comment required)

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 Errors vs. Alerts

Errors (Red): Alerts (Orange):

Process cannot be submitted Process can be submitted, but
until corrected proceed with caution

Example: A required field is blank Example: Information entered is

outside of the recommended range

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 Example Process Flow Request Time Off

Employee
Employee Manager Receives a
Submits Time Off Reviews and
Notification of
Request Approves
Approval

§ Note: Process for Staff, FT Faculty, Students, Casual Temp and PT Faculty if not Day
Before Sick Unpaid time off request. PT Faculty requesting day before sick or unpaid time
off types have an additional step to complete required forms and receive approval from
the ELR Leave Partner.

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Core Concepts for Finance
 Foundation Data Model (FDM)

Core of Workday Mark

Financials Multidimensional transactions and Worktags
business objects

• The Foundation Data • A multidimensional • A way to mark • Worktags are values, or

Model (FDM) is the framework to support transactions and dimensions, and are the
core of Workday accounting and business objects to building blocks of the
Financials and financial reporting in make them easier to COA (Chart of
impacts all financial Workday find, make their Accounts) in Workday
transactions business purpose
clear, and facilitate • Users can tag
reports and transactions with
summaries Worktags relevant to
their specific area of the
organization

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 The FDM gives a multidimensional view of your business
Foundation Data Model (FDM) operations. Think Slot Machine.

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 The Value of FDM

Ability to report on Minimize ledger Flexible reporting

any/multiple accounts by using using combinations of
Worktags Worktags to provide Worktags and
detail dimensions

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 FDM Framework

FDM Dimensions

Worktags
Ledger
Accounts Ledger Accounts Worktags
Organizations Other

§ Ledger § Worktags facilitate

accounts managerial, operational,
drive financial and industry reporting by
reporting classifying transactions

§ Organization Worktags
§ The FDM allows users to tag their are building blocks for
transactions by business dimensions that managing information;
are relevant to each area of Montgomery they can be organized
College, while providing a framework to into hierarchies from
support financial and management which roles and security
reporting across the enterprise can be assigned

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 Banner Term Workday Term Description
Activity Code Activity Used for tracking department specific revenue or
Worktag expenses that are not already tracked utilizing other
FDM dimensions.
Examples Examples include New Staff Orientation, Fall Musical,
First Year Experience, and more.
Chart of Accounts Company Usually represents a legal entity and is the primary
entity for recorded business transactions and financial
reports. A Workday company equates to a single tax
Keywords assigned to ID within an enterprise. A company is a type of
each transaction to Workday organization.
indicate its College Organization Cost Center/ Represents “where” revenue or costs are being
purpose Specialization recorded. Cost Centers are generally used to identify
departmental budgets and typically identify defined
business segments.
Used to accurately Note: A Specialization is a sub-division of a Cost
categorize, classify, Center based on department’s needs.
and aggregate Fund Code Fund/Agency/Auxiliary Defines College activities restricted, unrestricted, and
transactions fund reserved for plant projects. Funds are also used
to group related activities for financial statement and
budget management purposes.
All Worktags listed on
Note: Agency Funds and Auxiliary Services are sub-
the FDM reference
divisions of funds in Workday. Allowed Funds are
guide assigned to each Cost Center, Grant and Project.
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 Worktags
in Workday

Example Worktags
when creating a
Procurement
Requisition

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 Report: Banner-to-Workday Crosswalk Query
§ Enter Banner FOAPA values to retrieve the corresponding Workday Worktags
§ You can enter multiple values (Fund, Org, Account, Program and Activity) at the same
time, or you may enter one or more of the values and leave the other fields blank
§ Read the instructions within Workday for guidance

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Workday
Demo
• Banner-to-Workday
Crosswalk Report
Self-Service Tasks
 Employee Self-Service Human Resources, Payroll, and Finance

§ View Paystubs/Payslips § Submit Resignation

§ Enter Time § Create Procurement Requisition
§ Request Time Off or Leave § Create Receipts and Supplier Returns
§ Complete Open Enrollment § Create Supplier Requests and Supplier Invoice
§ View/Manage Benefit Elections Requests
§ Apply for Internal Jobs § Create EAP Requisition
§ Submit Degree Attainment Request § Create Expense Report
§ Manage Personal Information § Verify P-Card Transactions (e.g., upload
documentation, Managers approve)
§ View Compensation, including Total
Compensation Statement (Total Rewards) § Create Spend Authorization
§ Make Payment Elections (Direct Deposit) § EAP options- Create Spend Authorizations,
Expense Reports, and/or EAP Requisitions
§ Make Tax Elections

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 Manager Self-Service HR, Payroll, and Finance

§ Approve Time Entry and Time Off § Approve Spend Authorizations, Expense
§ Request to Reclassify Position Reports, EAP Requisitions, and Procurement
Card Transactions
§ Complete Manager Tasks for Recruiting
§ Delegation (formerly “proxy”)
§ View Team information and related reports
§ Period Activity Pay replaces EPAF approval for
§ EPAF Approval for FLAC (will be replaced with
FLAC (approved by Chair for PT Faculty and
Workday)
HR Partner for WDCE)
§ Approve Time Entry and Time Off
§ Add/End Additional Jobs (AA and WDCE can
also initiate)
§ Assign Work Schedules
§ Request Framework for Equity Review, Special
Project Pay, and TSI

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 Verify your Information in Workday

§ Ensure the following information is up to date

§ Time off or leave requests
§ Your address, personal information, and emergency contacts
§ Benefit Elections
§ Direct Deposit and Payment Elections
§ Tax Elections

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 Support Resources

On-Demand Help Training Questions & Technical Support

Workday Help
Project Webpage: HRSTM IT Service Desk
FAQs 240-567-5353 240-567-7222
Job Aids & Reference Guides hrstm@montgomerycollege.edu itservicedesk@montgomerycollege.edu
Videos
OBS Finance
Workday Learns: 240-567-5292
Training Recordings procure@montgomerycollege.edu
finance.obs@montgomerycollege.edu

Confidential
 Session Audience 2022
Other Period Activity Pay for Academic Academic Aides Jan 20
Aides & WDCE Partner 2:00-4:00
Training WDCE Partner

Sessions Manager Self-Service Overview Managers Jan 19

12:00-2:00

On-demand Candidate Management Managers and Jan 24

recordings will be Recruiters 2:00-4:00
available in
Workday Learns Employee Self-Service for Employees Jan 25
Procurement & EAP Requisitions 2:00-4:00

Overview for Cost Center CCM and SCCM Jan 26

Managers (CCM) & Secondary 1:00-2:00
Cost Center Managers (SCCM)

Grants Overview for Principal Principal Investigators Jan 27

Investigators 2:00-3:00
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 Thank You

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Time for
a 5-Minute
Break