May 2021
Workday Monthly Newsletter: Manager Edition
Manager Self-Service

Manager Self-Service in Workday will allow you to access all of your tasks and reports in one organized place. Through applications on your configurable Workday home page, you’ll be able to view a variety of information about your direct reports, such as employee job details. You’ll also be able to review and approve timesheets and time off requests, and view your team's time off calendar and leave balances. Additionally, you can initiate job changes, view worker history, provide feedback, and perform many other tasks and processes related to managing your team.
Recruiting Process
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 hiring team. 

All ACC jobs will be posted and hired in Workday, rather than e-Hire. This includes hourly employee postings, now referred to as “temporary” employees or positions. Work-study hiring, however, will remain separate from Workday until Workday Student is implemented in the future.

All new positions will require creating and posting new requisitions, which managers will be able to create themselves. This process will be streamlined and less time-consuming for managers. Managers will have notifications in their Workday dashboard when a job requisition related to their team has been posted. These notifications will no longer require manual inquiries to HR, and won’t clutter your inbox. 

Education screening and reference checks will be initiated in Workday. Managers will receive notifications as each process progresses. Applicants will receive automatic notifications letting them know the status of their application, increasing efficiency. 

Recruiting is an application linking you to common recruiting actions and views, and a list of recent requisitions. Depending on your role, you can find candidates, invite candidates to apply, create a job application on behalf of an individual, open your job requisitions, search for requisitions by their status, or search for all requisitions by name and search for referrals.
Position Management
Position Management will replace the Personnel Authorization (PA) System. Today, the PA System is used to create hourly and work-study positions and create stipends. Position Management will also eliminate two different types of paper forms used to either create a new position outside of the budget process or modify an employee assignment or a non-vacant position. 

Position Management will be used to hire, promote, demote, contract, or transfer an employee in Workday. A single position must be created, approved, and made available for an employee to be hired or transferred into it. Think of a position as the “chair” that the employee will fill when they are hired. When that employee moves to a different job or leaves the college, that chair remains.

Key Benefits of Position Management:

  • Ability to track unfilled, filled, closed and frozen positions.
  • Ability to define aspects of a position, such as employee type and default compensation, prior to filling the position.
  • Ability to track position history (i.e., who has held that position, when, and for how long).
  • Easier and more efficient management of security because Workday security role(s) (what an individual can see and do in Workday) are tied to each position and not to the person.
Workday provides numerous standard reports which can be adjusted to fit your needs. These reports can be exported in 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).​ 

Reporting related to recruiting and hiring will now be far more robust. It will include reports on time to hire, number of days the candidate takes to accept an offer, the total cost of a hire, first-year turnover rates versus total turnover, first-month turnover, and more.
Terms to Know
  • Dashboard – An application containing key management reports and actions. 
  • I-9 – An employment eligibility verification. A document all workers must complete to verify the identity and employment authorization of each employee.
  • Recruiting – An application linking you to common recruiting actions and views, and a list of recent requisitions. Depending on your role, you can find candidates, invite candidates to apply, create a job application on behalf of an individual, open your job requisitions, search for requisitions by their status, or search all requisitions by name and search for referrals.
  • 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.
  • 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 HR. 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 – Employees hired on a project basis to substitute for employees on approved leave or when the workload exceeds the ability of the regular staff to accomplish work in a timely manner and on a quality basis. 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.