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Workday training for_employees
- 1. 1 WORKDAY HRIS SYSTEM Training Manual
- 2. 2 Contents Basic Navigation........................................................................................................................................3 Employee Initiated Changes .....................................................................................................................5 Manager Initiated Changes.......................................................................................................................7 Transfer, Promote or Change Job .........................................................................................................8 Workfeed ..............................................................................................................................................9
- 3. 3 Basic Navigation 1. Log into the Workday test instance by clicking on the following url < prod url> userid : domainnetwork username pw : network password 2. After you log into Workday, click on your name on the right side of the screen. This will display your job details and also provide icons and tabs to view your compensation information, manager history, organization info and other details.
- 4. 4 3. Click on ‘All About Me’ on the right side of the screen. This will bring various icon options as follows. 4. The options that you see will vary based on whether you are an employee or a manager. Each option takes you to a set of operations that you could do. 4.1 Workfeed : This icon when clicked will list out any notifications that are pending your review and approval. You can click on each of the notifications, review them and take action accordingly. 4.2 Personal Information : This option allows you to change your personal information (contact info, emergency info, legal name, business title etc.) 4.3 Directory : This option gives you ability to see your organization and its members in various ways. 4.4 Process Status : If you are a reviewer/approver of a process to change someone’s information (personal, job, transfer, promotion, compensation change etc) then this option gives you ability to see the current status of the process along with the approval chain. 5. Clicking on Sign Out on the top right corner of the screen will log you out of Workday.
- 5. 5 Employee Initiated Changes As an employee, you can initiate certain changes to your personal information in the HRIS system. Based on the type of change, an approval hierarchy is dynamically built by the tool. When once all the approvers review and take action, the change takes into effect in the system. 1. Click on All About Me. Then click on the icon Personal Information. 2. This will bring options to change contact information, personal information, emergency contacts, legal name, preferred name and business title. You can also view your email addresses, address history etc. 3. As an example, click on Personal Information. This will open up a screen as below.
- 6. 6 4. You can update your personal information (like date of birth, marital status etc) by clicking on the pencil icon next to each field. When done, add comments and click Submit. 5. This will bring you to the screen as below which confirms your submission. It gives details of who the next approver is going to be. By expanding on the ‘Details and Process’ and going to ‘Process’ tab, you can view the whole hierarchy of approvers who should approve to make this change happen. 6. You can always go to All About Me and then click on Process Status icon to check on the status of your change.
- 7. 7 Manager Initiated Changes 1. If as a manager you log in, apart from the options available for an employee, you will see the link ‘My Team’ 2. Click on ‘My Team’ on the right side of the screen. This will bring various icon options. Click on ‘My Team’ icon. 3. From here you can view your team’s headcount, management chain, org chart etc. You can also see the list of your direct reports and upon clicking each employee’s name can see their information. 4. You will also see the options to take actions like Transfer, Promote or Change Job, Change Location, Business Title Change and Terminate. As a manager who has one or more direct reports, you can initiate these changes to your team members in the HRIS system. Based on the type of change, an approval hierarchy is dynamically built by the tool. When once all the approvers review and take action, the change takes into effect in the system.
- 8. 8 Transfer, Promote or Change Job 1. As an example, click on ‘Transfer, Promote or Change Job’ under Actions. 2. The system will ask you to name the worker to whom you want to initiate this change. In this example, the employee by name ‘Testing Employee’ is selected. 3. The system then asks questions like the type of change you are planning to do with various options available and if there is any change in the manager etc. Click on the pencil icon and make appropriate selections.
- 9. 9 4. Based on the type of change, the system will further ask relevant questions on location, cost center, compensation, allowances etc. Please furnish the information accordingly. When done click Submit. 5. This will bring you to the screen as below which confirms your submission. It gives details of who the next approver is going to be. By expanding on the ‘Details and Process’ and going to ‘Process’ tab, you can view the whole hierarchy of approvers who should approve to make this change happen. 6. You can always go to All About Me and then click on Process Status icon to check on the status of your change. Workfeed 1. As a manager you might be part of an approval hierarchy to take action on an employee in your organization chain. Also, there are changes like compensation and one-time compensation which can be initiated only by HR partner. In these cases, you have to review the change being proposed and take necessary action by going into the Workfeed. 2. In order to do that, click on Workfeed and you will see the list of all changes waiting for your review. Take the mouse on the name of the employee and you will be provided with an option to Review/Approve. Take action accordingly.