May 2021
Workday Monthly Newsletter: HCM Edition
It is important to note that the data you will have access to is determined by security roles (what you can see or do in Workday); your specific security roles are tied to your position, not to you as a person. Therefore, everyone with the same job role designation in Workday will have the same security roles and the same kind of access to data. 

Depending upon your security roles, you’ll be able to view data or reports, edit/modify data or initiate processes, or approve processes. Though some will only have view access, most security roles can perform a combination of view, do, and approve functions. More information regarding security roles (including types) will be provided in upcoming training.

Workday provides numerous standard reports which can be adjusted to fit your needs. These reports can be exported to Excel in order to work with the data or can be filtered and saved within Workday. Reports will appear on your dashboard using live data that can be drilled into. With Workday, you’ll always have access to real-time, accurate data.
By default, custom reports are only visible to the report owner.​ After you’ve created a custom report in Workday, you can share it with specific users, groups, or all authorized roles.​ You can also specify that certain roles run the report, provided the roles have access to the report’s data source(s).​ 
Onboarding & Offboarding
Workday will radically streamline the onboarding process at ACC. New hire documents will be delivered through Workday, rather than in orientation or email. All new hires may complete key forms in Workday and submit them for HR review prior to starting work, removing the manual email back and forth. And when onboarding is complete, employees will be notified through their Workday dashboard, keeping both the employee and HR in the loop at all times.

Additionally, I-9s will now live in Workday rather than Box, and can be batch printed for audits. If an I-9 isn’t completed, Workday will send an automatic notification to the employee and their manager.

Offboarding terminated employees (previously referred to as separations) now takes place in Workday and includes new reports and notifications. When an employee is terminated, notifications are triggered in Workday for HR to terminate benefits in ERS, rather than by email. The new HCM termination business process triggers a benefit termination event, terminating all benefit elections for that employee posted in Workday (note: does not affect ERS), rather than the current job change status report notifying Benefits.
Workday's recruiting solution helps organizations find, share, engage, and select the best internal and external candidates for their organization. It manages the entire recruiting lifecycle in one system and enables transparency and collaboration across the whole hiring team. Users can also analyze what positions are open or what specific types of candidates they're looking for and then create recruiting strategies based on real-time data.

Much of the current recruiting process will be updated with the implementation of Workday. ACC will be able to hire applicants directly, and the process of potential employees finding and applying to postings will be simplified. Temporary workers (formerly “hourly” employees) can now be hired through Workday, removing the paper process. HR staff and managers will be able to interact with job requisitions through assigned roles in Workday (e.g., Primary Recruiter) rather than only being able to view applications they are tied to. New reporting abilities will allow HR to view the number of applicants completing recruiting stages versus the total number entering a stage, as well as the drop rate of those who never finish an application.

Stakeholder managers in the hiring process will receive report notifications in their Workday dashboard that a requisition they have requested has been posted, rather than having to check-in with HR. The new reference check business process automatically sends a reference check form to a referee after an applicant submits their email address. Workday even includes an education column to screen applicants for education.
And now ACC employees can refer candidates to ACC jobs in Workday, a brand new process for the College. These are just a few of the benefits of the new Recruiting processes Workday offers.
Terms to Know
  • Dashboard An application containing key management reports and actions. 
  • Data Source A data source defines a set of business object instances for reporting purposes. Allows reporting access to all business objects related to those in the data source.
  • I-9 An employment eligibility verification. A document all workers must complete to verify the identity and employment authorization of each employee.
  • Roles A group of people with specific responsibilities and permissions. When a business process runs, the role for each step includes all of the workers in that role in the business process target organization.
  • Performance Improvement plans (PIPS) Precedes probation to allow employees to address their performance issues. 
  • Security Group A collection of users, 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 group.
  • Security Role Describes what a user can see and do in Workday.
  • Supervisory Organization Supervisory organizations group workers into a management hierarchy and are the primary organization type in Workday HCM. All workers are hired into supervisory organizations. 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.
  • Talent An application linking you to common actions and views related to talent, including managing a succession plan, assessing potential, and giving and getting feedback, and viewing a talent snapshot.
  • Temporary Worker Formerly known as “hourly employees.”
  • Worker An employee or a contingent worker.
Workday training is currently being developed. For updates on what training is available, refer to this section of the newsletter each month, and to the Training and Resources section of the ACC Workday Website. Training materials will include job aids, instructional videos, presentations, and instructor-led training. 
Help & Support
Along the journey to Workday’s launch in the Fall and even beyond go-live, support systems will be available to help if you run into any questions. First, consult the Workday website, which will be continuously updated with new Training and Resources materials. If you can’t find what you’re looking for, reach out to one of the Change Champions

The Change Champion Network is a grassroots effort to communicate, advocate for, and support organizational change, specifically the implementation of Workday. Members of the Change Network (referred to as Change Champions) meet monthly to review materials to share with their colleagues. 

If the website doesn’t cover your question or a Change Champion isn’t available, send your questions regarding specific process changes or other issues to Support is always available to all ACC employees.