WORKDAY TUTORIAL This Workday Tutorial talks about the basic functionalities, features and offerings of Workday software.
WORKDAY OFFERINGS Workday is building a complete suite of on-demand products to help you run your business.
Human Capital Management- Workday’s HCM suite includes Staffing, Absence, Benefits, Performance, Compensation, and Development. Payroll – Workday is delivering a powerful new payroll product that allows you to group employees, manage payroll calculation rules, and pay employees according to their organizational, policy and reporting needs. We also offer the ability to integrate with leading outsourced payroll providers such as ADP Payforce. Financial Management – Workday delivers all the core financial management processes including Financial Accounting and reporting, Resource management (procurement, asset management), Supplier accounts, customer accounts, cash management, and revenue accounts. Worker Spend Management – Worker Spend Management gives you ability to track expenses, spending on contingent labor, and handle desktop procurement.
Workday Benefits Network – Delivers pre-built integrations to over 70 benefits providers. Learn from Mindmajix experts with Real Time Scenarios, Curriculum, Free Demo for: >> Workday Training >> Workday Integration Training >> Workday Payroll Training
WORKDAY ARCHITECTURE Workday’s applications run entirely in-memory, in a highly object-oriented structure. Persistence is mainly for the sake of data safety …but not entirely. In earlier releases, Workday kept absolutely everything in RAM. However, certain things are kept only on disk, such as: • •
Audit files. Certain documents (notably resumes)
The main components of Workday Architecture include :
UI Server provides the following: • • • • •
Entry point for end users Flash/Flex based Wide Browser Support UIs will be automatically generated for iPhone
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Mobile HTML PDF export Excel export
Object Management Server(OMS) is responsible for the following : • •
main processing engine services UI and data requests that comes from the UI server and Integration Servers.
Integration Server : Workday only talks to the outside world via web services.
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Workday is heavily into SOAP (Simple Object Access Protocol). It translates SOAP into whatever else might be needed for integration, and also does reliable delivery. All that said, Workday sees integration among various SaaS offerings as an area needing significant future attention. It also provides transformation services according to the data formats that it is integrating with.
Persistent Strore : • •
All the workday application changes will be captured in Database. Workday uses GPLed MySQL/InnoDB.
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This is responsible for data replications and Data backups.
Core concepts and Navigation Basics Core Concept: Workday Foundation • • • • •
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supervisory organization :The Foundation of Workday HCM. This type organization groups worker into a management hierarchy. Staffing Model: Defines how jobs and position are created and filled in a supervisory organization Job Profiles: Defines generic features and characteristics of a job and a position that is built off that profile. Compensation: The umbrella term for compensation packages grades grade profile and plans. Security: A security group is a collection of user or a collection of objects that are related to users. Allowing a security group access to a securable item in a security policy grants access to the users associated with the security groups. Business Process: A sequence of one or more tasks that accomplishes a desired business
BUSINESS OBJECTS, FIELDS & INSTANCES •
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Data Source: Data sources are defined and delivered by Workday. Workday delivers different data sources for the key primary business objects. Each data source associated with a primary business object has its own security. Business Object :Workday stores your data as business objects – organizations, workers, positions, and so on- which can be thought of as database tables or worksheets in Excel.
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Fields & Instance: Instances of a business object in Workday are like rows in a table or spreadsheet. A business object is composed of a set of related fields, similar to how a table or spreadsheet is composed of a set of related columns. Workday automatically links related business objects together
Organizations in Workday
Location: • • • •
In the Workday system a location can be created as either a business site or as a business work or work space. Used to account for the physical location of workers, and provides a page to enter time profile, time zone and locale information. Minimum of one location must be entered into the system prior to creating a Supervisory Organization. It represents Time Profile Physical Address and Contact information Locale
Steps to Create Location 1. Search Create Location Task 2. Enter the Location specific details.
Supervisory Organization: • • • •
Primary Org Structure in HCM They group workers into a management hierarchy. Supervisory Orgs track workers and enable business process approvals Key characteristics which are unique to Supervisory Organization: Positions are only created within Supervisory Orgs Employees must be hired into open positions in a Supervisory Org
Steps to create supervisory organization: • • •
Search Create Supervisory Organization task Enter the Reorganization event. Enter the Supervisory Organization details
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Maintaining Supervisory Organization Workday facilitates easy changes to the supervisory orgs Changes include: • • • •
Adding a subordinate org Dividing an org Changing a superior org Moved the entire structure, including all positions or headcount groups and workers plus all subordinate orgs • Inactivating an organization • Move Workers • Allows workers to be moved in or out of the Supervisory org • Not a business process • Not a staffing activity, but rather as part of reorganization Custom Organization: •
Company
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Cost center Region Supervisory Organization Hierarchy Cost Center Hierarchy Location Hierarchy Region Hierarchy Company Hierarchy Custom Org [Type and Sub type]
Company • •
Primary organization type used by Workday Financials Base currency can be specified for each Company
Steps to create Company: 1. Search Create Company task 2. Enter the Reorganization event 3. Enter the Company details
Cost Center Organization An organization used for financial reporting, such as a financial department, to track revenue and expenses.
Steps to create Cost Center 1. Search Create Cost Center task 2. Enter Reorganization details 3. Enter Cost Center details
Matrix Organization • •
Allows and manage the dotted-line relationships between workers and managers Is assigned to the workers who are working in more than one group
Steps to create Matrix Organization 1. Search Create Matrix Organization task 2. Enter Matrix Organization details
Region Reflect the area of responsibility for a worker instead of work location Steps to create Region: 1. Search Create Region task 2. Enter Reorganization event 3. Enter Region specific details
Company Hierarchy Allows for multiple relationships of companies for reporting purposes. Steps to create Company Hierarchy: 1. Search Create Company Hierarchy task 2. Enter Reorganization event 3. Enter organization specific details
Cost Center Hierarchy Allows for multiple relationships of cost centers for reporting purposes. Steps to create Cost Center Hierarchy: 1. Search Create Cost Center Hierarchy task 2. Enter Reorganization event 3. Enter organization specific details
Region Hierarchy Allows for multiple relationships of regions for reporting purposes. Steps to create Region Hierarchy: 1. Search Create Region Hierarchy task 2. Enter Reorganization event 3. Enter organization specific details
Location Hierarchy Used to assign Locations and Organizational Roles that support them. Allows for multiple relationships of Locations for reporting purposes. Note: Locations are not organizations. Steps to create Location Hierarchy: 1. Search Location Hierarchy task 2. Enter Reorganization event 3. Enter organization specific details Custom Organization
Used to group workers into logical constructs that are not defined by Workdayprovided organization types
Steps to create Region Hierarchy: 1. Search Create Custom Organization task 2. Enter Custom Organization Type 3. Enter Reorganization event 4. Enter organization specific details
Custom Organization Sub-Type Used to define type of the Custom Organization Steps to create Region Hierarchy: 1. Search Maintain Organization Subtypes task 2. Click on +/- to add/delete Sub-type
Jobs and Position in Workday Position Management: • •
Provides the greatest control over hiring Provides ability to define separate hiring rules and restrictions for each position
Key Features • • • • • • •
You must specify the number of positions to fill An open, approved position is required before you can hire, promote, transfer, or demote workers Each position you create can have its own definition and hiring restrictions Specific positions can be closed if no longer needed Approve multiple positions at once Report on both open and filled positions Track overall position history
Job Management: • •
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Provides the least control over the definition of individual positions The hiring restrictions you define apply to all jobs in the supervisory organization, and you can define only one set of hiring restrictions per organization Specific limits on the number of jobs that can be filled are not required Useful for organizations that prefer to define broad job requirements and rely on staffing workflow and approvals to control the number of workers in a supervisory organization
Key Features • • • •
Hiring isn’t limited to a predefined number of openings You don’t need to create a separate, open position for each job you want to fill Any hiring restrictions you define apply equally to all jobs in the organization No ability to report on unfilled positions
Hiring Restrictions:
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Hiring restrictions define the rules and conditions for holding a job in a position, headcount, or job management organization and enable you to: Limit staffing to specific job families and job profiles Restrict the locations where a job or position can be filled Define the required qualifications, experience, and skill levels of workers hired into a job or position (position management organizations only) Limit staffing for a job or position to a specific worker type (employees or contingent workers) Limit staffing for a job or position to a specific time type (full or part-time workers)
Maintain Staffing Models: Assign a staffing model to a new parent organization: • • •
Access the Create Supervisory Organizationtask On the Staffing Model tab, select either Position Management Enabled, Headcount Management Enabled, or Job Management Enabled When you attach subordinate organizations to this organization using the Create Subordinate Organization task, the subordinate organizations automatically inherit the staffing model of the parent organization.
Update the staffing model of the organization: • • • •
Search for the organization As a related action on the organization, select Organization> Edit Staffing Model Specify either Position Management Enabled, Headcount Management Enabled, or Job Management Enabled Changing the staffing model of a parent organization does not automatically change the staffing model of existing subordinate organizations
Creating Position (Position Management): • • • •
Set the staffing model of the supervisory organization as Position Management Go to the related action of the supervisory organization Go to the staffing menu and click on Create Position Enter Position related information such as hiring restrictions and qualification details for the positions
Creating Job (Job Management): Navigate to the related action of the supervisory organization (Make sure that organization has Job Management staffing Model) Under the organization menu click on Set Hiring Restriction Enter hiring restriction for the jobs
Agenda • • • • • • • •
About Compensation Compensation Elements Compensation Structure Compensation Review Eligibility Rule Compensation Plans Compensation Grade Compensation Package
About Compensation: • • •
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Compensation in Workday tracks compensation at both the enterprise-wide and the individual worker level The compensation structure is comprised of grades and plans which are grouped together into a package Compensation Grades provide guidance with reference pay ranges, Grade Profiles allow localization, and Compensation Plans provide various types of pay components Compensation can be changed for an individual employee or as part of a mass event such as a Merit or Bonus event When a Merit event is launched, for example, any employee with the merit plan in their compensation will be included in the event This could apply to one person or thousands of workers
Compensation Structure: To establish a compensation structure in Workday you should: o Define compensation elements to make the link between compensation and payroll earnings
o Define guidelines (grades, grade profiles and steps) associated with compensation elements o Define compensation plans o Add the plans and guidelines that you want to bundle together into compensation packages o Create compensation eligibility rules to determine the groups of employees who are eligible for the different compensation plans o Assign those rules to compensation components (packages, grades, grade profiles and plans) to control which employees are eligible for them
Compensation Review:
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There are four main compensation components: Compensation Packages, Compensation Plans, Compensation Eligibility Rules, and Compensation Grades The Compensation Package is a container that holds the compensation grades, eligibility rules and plans The eligibility rules can be assigned to packages, plans, and grades If you are using compensation eligibility rules and defaulting compensation from a position, the default compensation will override the eligibility rules Remember, “pay grades provide ranges not a specific salary”
Eligibility Rules: Allow Employees to be eligible for specific compensation elements: o They are really just criteria. Example, people in this organization can have access, or people at a particular management level can have access o If you create an eligibility rule on a package or plan, it doesn’t automatically create eligibility, so you have to create the rule and then add it onto the package later o Determines the employee’s eligibility for compensation during staffing events o Can be overridden o Eligibility rules are needed on each compensation component • • • •
All Packages All Grades All Grade Profiles All Plans
Compensation Plan: o Salary. o Hourly. o Allowance. o Merit. o Bonus. o Future Payment.
o Commission. o Stock. o One-Time Payment.
Create Compensation Plan: • • •
Enter Create Salary Plan into the search box Navigate to Create Salary Plan task Enter today’s date as the Effective as of date. o Enter Plan Name. o Turn on check box for Apply FTE% o Select Compensation Element Click OK to save. Click Close. Enter Create Allowance Plan into search box Navigate to Create Allowance Plan task Enter today’s date as the Effective as of date Select Amount Based Plan Click OK to continue. o Complete Plan Name. o Complete eligibility rules o Complete compensation element. o Complete amount o Select currency o Select frequency o Turn on the check box for No Override. •
In the Allowance Plan Profiles area click on the plus to add a row. o Select the amount. o Select currency. o For eligibility rules select the correct location. • •
Click OK to save. Click Close.
Create Compensation Grade: • • • • •
Enter Create Compensation Grade into the search box. Select the Create Compensation Grade task Enter today’s date as the Effective as of date Leave 4 as the Pay Range Segments unless told otherwise Click OK to continue Enter the following: o Grade Name o Base pay element (standard base pay). o Minimum salary. o Segment 4 top salary. o Select the appropriate currency. o Select the frequency. o Turn on the check box to calculate the segments • • •
Select the Compensation Grade Profiles tab Enter the values and click OK to Save. Click Close
Create Compensation package: • • •
Enter Create Compensation Package into the search box. Select the Create Compensation Package task. Enter today’s date as the Effective as of date. o Select the package name. o Select the compensation grade. o Select the compensation plan. Click OK to save. Click Close. Assign Compensation components to rule: • • •
Enter Assign Compensation Components into the search box. Select the Assign Compensation Components to Rule task. Enter the following: o Effective as of date o Eligibility rule Click OK to continue. o Select compensation package
o Select compensation grade o Select compensation plans. Click OK to save. Click Close.
Agenda What is Business Process Business Process Framework Business Process Step Types Business Process Columns Business Process and Security. Business Process Elements Business Process :Hire
What is Business Process • • • •
A business process in Workday is a set of tasks that people initiate, act upon, and complete in order to accomplish a desired business objective. When a business process is initiated, Workday routes the tasks to the responsible roles. Any user with the appropriate role can initiate a business process. Once initiated, the business process at each step notifies users in the responsible roles and receives feedback when each step is complete.
Business Process Framework: Business Process determines:-
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Business processes are created using a combination of Actions, Approval Chains, Checklists or To Do’s. An action is a single task or it can be a sub process which further is a combination of Actions, Approval Chains, To Do’s etc. Business Process Framework uses roles to control who performs the activities that make up a business process.
Business Process Step Types: 1. Initiation :- Initiation is the first step in the business process 2. Action :- An action or event that occurs within Workday.For eg. Propose Compensation is an action or sub process in Hire Business Process 3. Approval :- An approval step gives the designated approver the opportunity to approve or deny the entire business process 4. Approval Chain :- An Approval Chain is a sequence of approvals, which goes from an individual to manager and to further higher level 5. Service :- A service provided by the Workday itself. 6. Consolidated Approval :- This enables you to combine multiple approvals for the same person into a single approval task notification 7. Integration :- It is a Workday system operation that transfers data to or from an external application. 8. Report :- It enables to run a report out of a step in a business process 9. Batch :- When we add this as a step, it simply means that the associated business process step will not complete until the job process completes
10. To Do :- It is an activity that the responsible person must do outside the Workday System. 11. Checklist :- A Checklist is a collection of To Do’s.
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