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

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workday project understanding roles role assignments managers engagement group october 19 2012

Workday Project Understanding Roles & Role AssignmentsManagers Engagement GroupOctober 19, 2012

slide2

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
slide3

Supervisory Organizations

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
check in
Check-in
  • All of the following are true about Supervisory Organizations in Workday except:
  • They create a position-to-position hierarchical association.
  • There is one manager role per supervisory organization.
  • Theymimic our HR department tree.
  • A position can be both a member of one supervisory organization and a manager of another supervisory organization.
  • They are a foundational structure in Workday.
what are workday roles
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
role assignment facts

Facts: Roles can be inherited or assigned (by supervisory organization); Assignments are designated at the position level

Role Assignment Facts

Inherited

Mgmt Partner

Position XYZ

Susan Stone

Mgmt Partner

Position XYZ

Susan Stone

Assigned

Mgmt Partner

Position ABC

Diego Vasquez

role assignment facts1

Fact: More than one position can be assigned to a role (Management Partner, Hr Partner)

Role Assignment Facts

HR Partner

1. Position CCC

Carmen Campos

2. Position BBB

Benny Lee

role assignment facts2

Fact: One position could be assigned to different roles.

Role Assignment Facts

Finance Partner

1. Position CCC

Carmen Campos

2. Position BBB

Benny Lee

HR Partner

1. Position CCC

Carmen Campos

2. Position BBB

Benny Lee

quick review how do roles work
Quick Review: How Do Roles Work?

HR Partner 1

Hayley Harris

HR Partner

Hayley Harris

HR Partner 2

Cyndi Morris

HR Partner

Hayley Harris

All are true statements except:

  • Roles can only be designated at the top level (the college/unit).
  • More than one position can be assigned to a role (ex. HR Partner).
  • One position can hold more than one role (ex. Mgt Partner and Finance Partner).

HR Partner

Kristie Lamb

slide11

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.
slide12

What is a Business Process?

Hire Employee Example Business Process*

*Important note: This example is for demonstration purpose and does not indicate the steps for Cornell at go-live.

Steps

Orgs

HR Business Process roles can be assigned to different people across different organizations

slide14

Tie Back to Business Processes (ex. Comp Change)

Request Compensation Change Business Process

Steps

slide15

Tie Back to Business Processes (ex. Comp Change)

Request Compensation Change Business Process

Steps

slide16

Tie Back to Business Processes (ex. Comp Change)

Request Compensation Change Business Process

Steps

slide17

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
slide18

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
slide19

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