Powered by Workday. Manager Guide January 15, 2021 Version 3.1

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Manager Guide

January 15, 2021 Version 3.1

Powered by Workday

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VERSION DESCRIPTION UPDATED BY DATE

1.0 Initial Release C. Wilkinson 12.13.19

2.0 Major Revision C. Wilkinson 05.07.20

2.1 Minor Updates J. Paszkiewicz 06.23.20

2.2 Minor Updates C. Wilkinson 07.28.20

2.3 Minor Updates C. Wilkinson 08.13.20

2.4 Changed “My Team with Time Entered but Not Submitted” report name to “Unsubmitted Time”.

Changed “My Team with Time Submitted but Not Approved” report name to “Unapproved Time”.

C. Wilkinson 08.19.20

2.5 Updated “Choosing the Right Business Process for Job Changes” Added “Creating a Job Requisition for an Additional Job”

J. Paszkiewicz 08.26.20

2.6 Added: “Worker Position Budget FTE by Organization” report C. Wilkinson 09.01.20

2.7 Added: “Accessibility Interaction Overview” and other Minor Updates J. Paszkiewicz 09.28.20

2.8 Added: “Completing a Manager Evaluation” J. Paszkiewicz 10.07.20

2.9 Updated: “Setting Up Contingent Workers” C. Wilkinson 11.23.20

2.91 Added: “Reviewing Requests of Your Direct Reports” Added: “Reviewing Requests Requiring an Action from You”

J. Paszkiewicz 12.04.20

2.92 Added: “Rescinding One-Time Payments” J. Paszkiewicz 12.09.20

2.93 Updated “Entering Mileage for an Employee” C. Wilkinson 12.20.20

3.0 Added: “Approving an Expense Report” and “Acting as a Delegate for Expenses”

C. Wilkinson 01.01.21

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Accessing HR On-Demand: Powered by Workday

From the SSM Health Intranet home page:

1. Click HR On-Demand: Powered by Workday:

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My Manager Home Page

As a manager, your home page includes everything you see as an employee - plus additional applications for managing your team.

Returning to My Home Page

You can return to your home page at any time by clicking the SSM HEALTH logo in the top left corner of the screen.

Searching

Searching for a Task

1. Click inside the SearchBox. 2. Begin typing the name of the task.

As you type, search results will appear. 3. Click on the task you want to initiate or view.

Searching for a Colleague

1. Click inside the SearchBox.

2. Begin typing the colleague’s name. As you type, search results will appear.

Note: When searching a colleague with a Preferred Name by Legal Name, that colleague will not appear in search results until you press Enter.

3. Click the colleague’s name whose profile and contact information you want to view. MANAGER APPLICATIONS

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Finding Workers

1. Click inside the SearchBox. 2. Type Find Workers, press ENTER.

The Find Workers interactive report will appear.

3. Use the filters on the left side of the screen to narrow down your search result. NOTE: Data on the Find Workers report cannot be exported to Excel.

My Inbox

The Workday Inbox contains two tabs:

• Actions – Contains tasks that require your attention. Tasks

will remain in your inbox until they are completed. Once completed, tasks

will move to your Archive. Use the Viewing or Sort By options to filter your inbox.

• Archive – Stores tasks you previously initiated and/or completed.

IMPORTANT: Complete all Inbox tasks daily!

Viewing Actions I Must Complete

1. Click Inbox in theupper right corner.

All Actions will appear on the left side of the screen.

2. Click an Action to view details on the right side of the screen.

Viewing Actions

I’ve Already Co

mpleted

1. Click Inbox in theupper right corner.

2. Click the Archive tab. All completed actions will appear

Cancelling a Business Process

1. Click Inbox in the upper-right corner.

2. Click Archive near the top to view SubmittedActions on the left side of the screen. 3. Click a SubmittedAction to view details on the right side of the screen.

4. On the details page of the Submitted Action you would like to cancel, click . 5. Hover your cursor over Business Process. Click Cancel.

6. Click Submit.

Note:Cancelling a Business Process is not always possible, depending on where it is in its Approval Process.

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Reviewing and Approving Time from My Inbox

When an employee submits their time for your approval, you will receive a task in your Workday Inbox. You can review and approve their time directly from your desktop or mobile Workday Inbox. From your home page:

1. Click on the time approval task in your Inbox. 2. Review the employee’s time.

3. If everything looks accurate, click APPROVE. If you want the employee to make a correction before you approve, click SEND BACK and provide details on what needs to be corrected in the Comments field.

Changing the Frequency of Outlook Emails Received from Workday

1. Click the cloud icon (or your photo) in the upper right corner of the screen. 2. Click My Account.

3. Click Change Preferences.

4. Scroll down to the Email Channel sections.

5. Go through each section (Alerts, Business Processes, etc.) and change the Frequency to the appropriate value either “Immediately” or “Daily”

6. Click OK.

Creating an Inbox Filter

You can create a custom Inbox filter to view Workday tasks that meet your specific criteria. 1. From your home page, click the Inbox icon.

2. Under the Actions tab, click Viewing: All. 3. Click Edit Filters.

4. Click Create Inbox Filter.

5. In the Description field, type a descriptive name for your filter.

6. The Maximum Row Limit is set to 200 by default. If you want to return more or less rows, enter a different number.

7. Select one or more of the scenarios below to setup a filter:

• I want to see all business processes that require an approval or a to do.

• I only want to see a specific business process that requires an approval or a to do. • I want to see all business processes

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9 Business Process Options

9. Under the View Definition section, select one of the following Business Process options: • Click For all Business Processes if you want the filter to include all business process

types. - OR -

• Click Business Process Type(s) and then specify which business processes you want to include in your filter by placing a check next to one or more types.

Task Options

10. To filter on specific tasks, click Task(s), select the appropriate submenu, and then place a check next to one or more tasks you want to include in the filter.

Condition Options

You can also setup one or more “Condition(s)” for your filter that, when configured, will only return Inbox tasks that meet the specified condition(s). While there are many ways to setup conditions, the following are the basic steps for setting up a simple condition:

11. Click to add a condition.

12. In the And/Or field, leave the word “And” as is. This will return tasks for the options you selected above AND the conditions you setup below.

13. Click inside the Source External Field, click a Sub Menu, and then select a specific field you want your filter to focus on.

14. Click inside the Relational Operator field, click Frequently Used and select one of the options.

Depending on the Condition options you select, you may need to select a value in the Comparison Type field, as well as the Comparison Value field.

15. When you are finished setting up your filter, click OK, click DONE.

Using an Inbox Filter

From your home page: 1. Click the Inbox icon.

2. Under the Actions tab, click Viewing: All.

3. Click the appropriate filter. Results will appear based on the filter you selected.

My Notifications

Notifications alert you when a task you initiated has been completed and/or approved. Notifications are FYI only and do not require action.

1. Click Notifications in the upper right corner.

All notifications will appear on the left side of the screen. 2. Use the Viewing or Sort By options to filter notifications.

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Navigating Workday

Hyperlinks

Throughout Workday you will see blue hyperlinks.When you click a hyperlink, you will jump to another area within Workday related to the hyperlink. You can always click BACK on your browser to go back to the previous page.

Related Actions

The Related Actions icon appears next to an employee’s name and tasks. Click the Related Actions icon to view additional menu options related to the name or task.

Errors / Alerts

When you receive an Error or Alert message, click on the message to view details.

• Red error messages indicate the task cannot be completed until you fix the error:

• Orange alert messages notify you of important information but do not prevent you from completing the task:

Favorites

Creating a Favorite

Navigate to the page you want to favorite:

1. Click at the top of the screen near your name. 2. Click Favorites > Add.

3. On the CONFIRM page, click OK to add the link to your favorites or click CANCEL.

Using Favorites

1. Click the Cloud or your photo in the upper right corner. 2. Click FAVORITES. A list of your favorites will appear.

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Shortcuts

From your Workday home page:

1. Click in the top-right corner of your screen.

2. To the right of My Shortcuts, click Edit toenter the Configure Shortcuts page. 3. Click .

4. Choose the appropriate shortcut type:

• External Link

• Task/Report

5. Search for and select the desired External Link/Task/Report.

6. Click OK. When you next click , a new Shortcut will appear under My Shortcuts.

Note: To remove a Shortcut, click in the Configure Shortcuts page and Remove.

Accessibility Interaction Overview

This overview provides guidance on navigating Workday when using assistive technologies, including screen readers and keyboards, and tips on how to interact with Workday.

1. Click inside the Search box at the top of the screen.

2. Begin typing the name of the Accessibility Interaction Overview.

3. Click on Accessibility Interaction Overview Task. From here, you may read additional instructions on how to make Workday fully accessible to you.

Workday Icons

Icon Description

Control your settings.

*

Indicates a REQUIRED field.

Download report data into Excel. Filters data on reports.

View the page as a pdf file that you can save or print. Toggle full screen viewing mode

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Tracking Your Request

Tracking by Business Process

After clicking Submit, the business process you initiated is saved in your Workday Inbox under the

Archive tab.

1. Click Archive, then click the request or task you want to track. 2. Locate and click the Process tab.

3. Review the Status column to determine which steps are awaiting action and by whom. 4. Repeat steps 1-3 at any time to check the status of the request or task.

Tracking by Employee

After clicking Submit, the task you initiated for the employee will appear in the employee’s “Worker History.”

1. Search for and select the employee by name. The employee’s profile will appear. 2. Click the Actions button under the employee’s name.

3. Point to Worker History and then click View Worker History. 4. Use the Initiated On date to locate the appropriate task.

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Approving an Expense Report

Approving an

Employee’s

Expense Report

From your Workday Inbox:

1. Click the Expense Report on the left side of the screen:

Expenses and details for each Expense Line will appear:

2. Review the details of each Expense Line, including the receipt.

3. Once all Expense Lines have been reviewed, click one of the following:

• Approve: Approves the expense report. Approved expense(s) are automatically sent to JP Morgan (for credit card transactions) or ACH (for reimbursement to employee).

• Send Back: Sends the expense report back to the Requestor for additional information. Make sure you enter a reason for sending the expense report back.

• Deny: Cancels request entirely. Once a request is Denied, the Expense Report cannot be further processed. The requestor will need to start over by creating a new Expense Report.

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Approving an Expense Report Created By Your Delegate

NOTE: Only the following can have delegates for expense reporting:

• Vice Presidents and above

• Isolated Physician groups

• Health at Home Managers

1. Once your delegate submits your expense report, you will receive an “Acknowledge and Approve Expense Report Created by Delegate” task in your Workday Inbox.

2. Review and approve the expense report. The expense report will route to your leader for approval.

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My Manager Apps

As a manager, your home page has additional apps to help you manage your employees, contingent workers, and/or positions:

• My Team Management

• Time and Absence

• Team Performance

• Compensation

My Team Management App

The My Team Management enables you to:

• View your team

• View you team’s certifications/licenses

• View your team’s upcoming time off

• Setup an employee’s fixed cost allocation

• Transfer, Promote or Change an employee’s job profile

• Change an employee’s location

• Terminate an employee

• End an employee’s additional job, if applicable

• End a contingent worker’s contract

• Create a job requisition

• View organization directory

• View your org chart

• View your headcount

• View your management chain

Viewing My Team

The My Team section displays your direct reports:

• Click on an employee’s name to view a summary of the employee’s job and history.

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Viewing My Team’s Certifications/Licenses

You are responsible for monitoring your employees’ professional licenses and certifications. If an employee’s license or certification is expiring soon, you must follow-up with the employee to ensure appropriate action is being taken.

From your home page:

1. Click the My Team Management app.

The My Team’s Certification/Licenses section displays your employees’ certifications and

licenses, along with the status and expiration date:

Viewing My Team’s Upcoming Time Off

The My Team’s Upcoming Time Off section displays time off requested via Workday.

Viewing an Employee’s Home Cost Center

From your Workday home:

1. Click My Team Management.

2. Under My Team, click an employee’s name. 3. Click Pay on the left side of the screen.

4. Click Costing Allocations on the top right side of the screen. 5. Click the blue arrow next to

6. The employee’s Company, Cost Center and Location will appear:

NOTE: If the employee’s home cost center is not correct and you want to move them to one of your other cost centers, follow the steps under Job Change: Organization Assignments.

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Viewing a Fixed Cost Allocation

From your Workday home:

2. Under My Team, click an employee’s name. 3. Click Pay on the left side of the screen.

4. Click Costing Allocations on the top right side of the screen. The employee’s costing allocations will appear.

NOTE: If the employee’s cost allocations need to be modified or ended, follow the steps for

Modifying or Ending a Fixed Cost Allocation.

Setting Up a Fixed Cost Allocation

2. On the left side of the screen, under My Team, select the appropriate employee. 3. Click the Actions button.

4. Click Payroll.

5. Click Assign Costing Allocation. The Worker Costing screen will appear. By default, the employee’s primary position will appear in the Position field:

• If your employee holds only one position, click OK

(no other action needed on this screen), continue to step 6 below.

• If your employee holds multiple positions, click in the Position field and select the position you are assigning the allocation to, then click OK

(no other action needed on this screen), continue to step 6 below.

*Do NOT make any changes in the “Include Existing Allocations” or “Position Restrictions Costing” sections.

6. Click the calendar icon in the Start Date field and select the date you want the allocation to begin. This date must be at the beginning of the current pay period or the beginning of a future pay period.

7. Scroll down to the costing allocation table.

• If the employee has not previously had a fixed allocation setup, the first row will show their home cost center being charged 100% of their time.

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• If the employee has had a previous fixed allocation that has since ended, click the

MINUS sign next to each row of the old allocation until the table is empty. Continue with step 8 below.

8. Click the PLUS sign on the left side of the screen to add a new row.

9. In the new row, enter the 8-digit cost center in the Cost Center field, press ENTER. If the cost center is valid, it will populate the field. If the cost center is not valid, “No matches found” will appear. Repeat step 8 and step 9 to insert a new row for each additional cost allocation.

10. Once all cost center rows have been added, enter the appropriate percentages in the

Distribution Percent fields. All values combined must equal 100% of the employee’s time. NOTE: If you are not allocating any percentage of the employee’s time to their home cost center, you must click the MINUS sign to remove that row.

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Modifying or Ending a Fixed Cost Allocation

NOTE: If an employee is moving to a new job or a different manager, the receiving manager will receive a task in their Inbox to review the employee’s cost allocations.

2. On the left side of the screen, under My Team, select the appropriate employee. 3. Click the Actions button.

4. Click Payroll.

5. Click Assign Costing Allocation. The Worker Costing screen will appear. By default, the employee’s primary position will appear in the Position field:

• If your employee holds only one position, click OK (no other action needed on this screen), continue to step 6 below.

• If your employee holds multiple positions, click in the Position field and select the position you are assigning the allocation to, then click OK (no other action needed on this screen), continue to step 6 below. *Do NOT make any changes in the

“Include Existing Allocations” or “Position Restrictions Costing” sections.

6. Select the appropriate option below:

• Are you modifying the existing allocation? Scroll down to the costing allocation table and make the appropriate adjustments.

• Are you ending the existing allocation? Click the calendar icon in the End Date field and select the date you want the allocation to end. This date must be the last day of the current pay period or the last day of a future pay period.

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Choosing the Right Business Process for Job Changes

Answer the following questions to determine which Job Change process you should follow:

• Are you promoting or demoting an employee (with or without a change in their base pay)? Will you continue to be this employee’s manager? Will their FTE (full time equivalent hours worked per pay period), and Management Level remain the same? If you answered YES to all of these questions, follow the steps under “Job Change: Change Job”.

• Are you moving the employee AND their position to another manager? This means you will no longer have their position on your team. If you answered YES, follow the steps under “Job Change: Transfer”.

• Are you moving the employee to another manager, but you want to keep the position?

STOP. You cannot accomplish this through the job change process. Your employee must apply to an open position on the other manager’s team.

• Are you moving your employee from one of your work locations to another one of your work locations? If you answered YES, follow the steps under “Job Change: Location”.

• Are you moving your employee from one of your cost centers to another cost center you manage? If you answered YES, follow the steps under “Job Change: Organization

Assignments”.

• Are you changing an employee’s FTE or doing an employee swap? If you answered YES, follow the steps under “My Requests App” and select EmployeeFTE Change.

• Do you need to make any of the above changes to a vacant position? If you answered YES, follow the steps under “My Requests App”, select Additional Request Types > Other and describe the change you need to make.

• Do you need to close a position? If you answered YES, follow the steps under “My Requests App”, select Additional Request Types > Close Position.

• Are you creating a new position or filling a vacant position? If you answered YES, you may need to create one of the Requisitions listed below:

o Are you replacing or backfilling the exact position of a current or previous employee? Do you want to keep your department’s headcount the same? If you answered YES to both, follow the steps under “Creating a Job Requisition for an OPEN Position (Backfill)”. o Is this for a new position? Are you adding to your department’s headcount? If you

answered YES to both questions, follow the steps under “Creating a Job Requisition for a NEW position”.

o Does your employee need an alternate pay rate? Does your employee need an

additional job/secondary position? If you answered YES to all questions, see “Creating a Job Requisition for an Additional Job.” You may need to follow the steps under

“Creating a Job Requisition for a NEW position”. Are you the manager over the Additional Job?

▪ If yes, you need to submit a Requisition for the additional job.

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Job Change: Transfer

Before you begin, answer the following question:

• Are you moving the employee AND their position to another manager? This means you will no longer have the employee, their seat and the Position ID.

(DO NOT Transfer if you plan to backfill the Position ID.)

If you answered YES,follow the steps below to transfer the employee to another manager. If you answered NO, review “Choosing the Right Business Process for Job Changes” earlier in this chapter.

Transferring an Employee to Another Manager

2. Under Actions, click Transfer, Promote or ChangeJob.

3. Click inside the Worker field > click My Team >select the appropriate employee, click OK. 4. When do you want this change to take effect?

By default, the first day of the next pay period is selected. If you need to future date this change, you must select the first day of a pay period.

5. Why are you making this change?

Click inside the field, click Transfer > click Move to Another Manager. 6. Who will be the manager after this change?

Click X next to your name, click inside the field and search for and select the other manager by name.

7. Which team will this person be on after this change?

By default, the new manager’s supervisory org will appear. If the new manager has more than one supervisory org, click inside the field, search for, and select the appropriate supervisory org.

8. Where will this person be located after this change?

By default, the current location will appear. If the employee will be located at a different location, click inside the field and select the appropriate location.

9. Click START. The Move screen will appear.

10. What do you want to do with the opening left on your team?

Click NEXT to accept the default of Move this headcount to the new manager.

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22 12. Click NEXT. Review the changes you made.

13. Click SUBMIT to submit this change to the receiving manager.

14. Once the receiving manager approves, you will receive an Inbox task to Assign Organizations for the employee, click SUBMIT.

15. If the employee currently has a Fixed Cost Allocation, the Assign Costing Allocations task will appear in the Inbox of the receiving manager.

Note: If you receive a Manager BP for Worker task after transferring an employee who is in a Manager role to another manager, and those tasks should remain with that employee after the transfer is complete, click OK for the task. This will allow all tasks listed under your employee to remain with that employee after the transfer. If the tasks listed should not remain with the employee, you may reassign at that time.

Tracking Your Request

From your Inbox:

1. Click Archive, then click the request you want to track. 2. Locate and click the Process tab.

3. Review the Status column to determine which steps are awaiting action and by whom.

Receiving Manager Tasks

Follow the steps below if an employee is being transferred to you and they have an existing costing allocation.

You will receive a task in your Inbox. 1. Click OPEN.

2. Click the down arrow in the Costing Allocation Level field, select Worker and Position. 3. If changes are needed, enter the appropriate Start Date and allocation. If no changes are

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Job Change: Job Change

Before you begin, answer the following questions:

• Are you increasing or decreasing an employee’s job responsibilities (with or without an increase in their base pay)?

• Will you continue to be this employee’s manager?

• Will the employee’s FTE (full time equivalent hours worked per pay period), and Management Level remain the same?

If you answered YES to all the questions above,follow the steps below to change the employee’s job profile (job description).

If you answered NO to one or more of the questions above, review “Choosing the Right Business Process for Job Changes” earlier in this chapter.

Changing an Employee’s Job Profile

2. Under Actions, click Transfer, Promote or ChangeJob.

3. Click inside the Worker field > click My Team > select the appropriate employee, click OK. 4. When do you want this change to take effect?

By default, the first day of the next pay period will appear. If needed, click the calendar icon and select the appropriate date.

Click inside the field, click Change Job > click Change Job. 6. Who will be the manager after this change?

Leave this field as is.

7. Which team will this person be on after this change?

Leave this field as is.

8. Where will this person be located after this change?

By default, the current location will appear. If the employee will be located at a different location, click inside the field and select the appropriate location.

9. Click START. The JOB page will appear displaying the employee’s current job profile. 10. Click inside the Job Profile field, search for, and select the employee’s new Job Profile. 11. Click NEXT. Location Details will appear.

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24 12. Click NEXT. On the Attachments screen, click Add to upload supporting documentation

(optional).

13. Click NEXT. Review the changes you made. 14. Click SUBMIT to submit this change.

15. Click OPEN to adjust the employee’s cost center, if needed, click SUBMIT.

Click OPEN to review and/or propose a compensation change for the employee (optional), click SUBMIT. Up next in the approval process: HR Analyst > Compensation Partner.

From your Inbox:

Job Change: Location

Before you begin, answer the following question:

• Are you moving your employee from one of your work locations to another one of your work locations?

If you answered YES,follow the steps below to change the employee’s location.

If you answered NO, review “Choosing the Right Business Process for Job Changes” earlier in this chapter.

Changing an Employee’s Location

2. Under Actions, click Change Location.

3. Click inside the Worker field > click My Team > select the appropriate employee, click OK. 4. When do you want this change to take effect?

By default, the first day of the next pay period will appear. If needed, click the calendar icon and select the appropriate date.

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Click X to remove the employee’s current location.

7. Click inside the field, search for, and select the new location. 8. Click START. The Location screen will appear.

9. Click NEXT. Review the changes you’ve made. 10. Click SUBMIT.

11. Click OPEN to adjust the employee’s cost center (optional), click SUBMIT. You have successfully changed the employee’s location.

Changing an Employee’s

Organization Assignments (Cost Centers)

If you are the manager of more than one cost center and need to move an employee from one of your cost centers to another, you can do it without submitting an employee data correction. NOTE: The cost center change can only be made in Workday in the current or a future pay period. If, for productivity reasons, you need the employee to show in a cost center in the past, please contact People Services at 1-844-776-6947 or submit an AskHR question via the Workday Help app. From your home page:

2. Under My Team, click the employee you want to move to the other cost center. 3. Click Actions.

4. Click Organization, then click Change Organization Assignments.

5. Click the Calendar and select the first day of the next pay period, then click OK. 6. Scroll down to Organizations, then click inside the Cost Center field.

7. Search for the other cost center by name or cost center number. 8. Click SUBMIT.

Note: If you change an employee Organization Assignment and choose a Cost Center that does not match your 4-digit ministry code, you will receive an error.

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Terminating an Employee

NOTE: If your employee has an additional (secondary) job, you cannot terminate the employee until after the other manager over the additional job ends the additional job first. Then you can terminate the employee.

1. Click My Team Management. 2. Under Actions, click Terminate.

3. Click inside the Worker field > click My Team >select the appropriate employee, click OK. 4. Click inside the Primary Reason field, click Involuntary or Voluntary,andselect the

appropriate reason.

5. Click inside the Termination Date fieldand enter the last day the employee is active as an employee. NOTE: The termed employee will have limited access to their employment record in Workday for 62 weeks after their Termination Date.

6. The Last Day of Work field will populate with the termination date. If the last day the employee worked is different than the termination date, click inside the field and enter the last day the employee worked. NOTE: The Last Day of Work date determines when the employee’s access to Active Directory and other systems will be cut off.

7. The Pay Through Date field will populate with the termination date. This is the last day the employee will be included in payroll calculations. This date is typically the same as the Termination Date, and/or the Last Day of Work, but could be different if the employee receives payment after their termination date.

8. Click SUBMIT. You may receive a reminder alert asking if corrective action has been completed for the employee.

Click SUBMIT. Up next in the approval process: HR Analyst.

NOTE: If you click Save for Later, you can return to your Workday Inbox, locate the task and click

Submit at any time. Or, if you no longer want to make the change, click the Gear icon in the top-right corner of the task and select Delete Incomplete, then click OK. The task will be deleted. Also, if the task was sent back to your Inbox, you can click the Gear icon in the top-right corner of the task and select Cancel to cancel the task, then click OK.

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Complete Termination Checklist

After terminating an employee, you will receive the following Termination Checklist in your Workday Inbox. Please confirm the below items have been collected or completed:

- Ensure the employee has updated their Home Contact information

- Ensure all time blocks from post-termination on the time card are removed - Ensure all absences from post-termination on the absence calendar are removed - Collect ID Badge

- Collect Corporate Pcard, destroy and inform SSM Health Credit Card Manager - Collect Keys - Collect SSM Tools/equipment issued

- Collect Parking card/placard

- Cancel any subscriptions in employee's name - Return uniform (if applicable)

- Inform internal Committees on which employee serves - Inform external Boards, etc. upon which employee serves

- In situations of high security risk, change locks and/or key pad access numbers

Tracking Your Request

From your Inbox:

Managing a Terminee’s Inbox

NOTE: After the termination process has been completed, you will receive an Action in your Inbox to Manage Business Processes for the terminated employee IF the employee had outstanding Tasks or Actions in their Inbox.

1. To reassign a task, click Action >click Reassign and complete the Reassign To field. 2. Click Submit.

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Ending an Employee’s Additional Job

1. Click My Team Management. 2. Under Actions, click End Job.

3. Search for the employee in the Employee field.

4. Select the employee’s secondary additional job in the Job field. 5. Enter the End Date of the additional job.

6. Select a Reasonfor ending the additional job. 7. IMPORTANT! Always check Close Position.

Click SUBMIT. Up next in the approval process: HR Partner > Benefits Partner.

From your Inbox:

Ending a Contingent Worker’s Contract

2. Under Actions, click MORE, click End Contingent Worker Contract.

3. In the Contingent Worker field, click My Team and select the appropriate contingent worker, click OK.

4. Enter the Contract End Date. 5. Select the appropriate Reason:

• Involuntary – Breach of Contract

• Voluntary – Contract Ended

• Voluntary – Project Completed

6. Check Close Position if you no longer need this position.

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Creating a Job Requisition for an Open Position (Backfill)

1. From your home page, click My Team Management. 2. Under Actions, click More, click Create Job Requisition.

3. Carefully read the instructions at the top of the screen. You must complete the Required Justification Checklist before proceeding.

a. Click the link to download the Justification Checklist. The file will appear in the lower-left corner of your screen.

b. Click the file to open it in Excel. A list of required information will appear. c. Click the BUDGETED-REPLACEMENT link or the UNBUDGETED link.

The Checklist will appear.

d. Enter a value in Column B for each row of data.

e. Once all fields are complete, copy the entire Checklist and then return to Workday. 4. Click For Existing Position, search for, and select the position you want to fill.

5. Select the appropriate Worker Type.

6. Click OK. The Recruiting Information screen will appear.

7. Click inside the Reason field. NOTE: You may need to wait a moment while the system gathers and presents information about your job openings.

8. In the Reason field, click Existing Position, click Exact Replacement. The Recruiting Start Date fieldwill populate withtoday’s date. 9. Enter today’s date in the Target Hire Date field, click NEXT. 10. The Job Details page will appear pre-populated.

11. Type your Justification for this requisition. NOTE: If you are uploading supporting documentation for your justification, enter “See attached”.

IMPORTANT:Do not make any changes to the Job Description Summary or Job Description fields! Doing so will cause an error and you will have to start the requisition over. If you have additional details about the job that you want to include in the requisition, let your recruiter know and they will add them for you.

12. Click inside the Work Shift field and select the appropriate shift for this position. 13. Click NEXT. The Qualifications page will appear.

14. Click NEXT. The Organizations page will appear.

15. On the Attachments screen, click Add to upload supporting documentation (optional).

IMPORTANT:Do NOT attach the Justification Checklist in this field! 16. Click NEXT. The Cost Information page will appear.

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30 18. In the Role field, select Primary Recruiter.

19. In the Assigned To field, search for and select the recruiter by their last name. NOTE: If this requisition is for a contingent worker, select the Staffing Resource Center recruiter instead of the recruiter you normally work when recruiting employees.

20. Click NEXT. Review a summary of the requisition.

21. Click SUBMIT. Up next in the approval process: Your Manager > Your VP > Workforce Management.

From your Inbox:

Creating a Job Requisition for a New Position

2. Under Actions, click More, click Create Job Requisition.

3. Carefully read the instructions at the top of the screen. You must complete the Required Justification Checklist before proceeding.

a. Click the link to download the Justification Checklist. The file will appear in the lower-left corner of your screen.

b. Click the file to open it in Excel. A list of required information will appear. c. Click the BUDGETED-REPLACEMENT link or the UNBUDGETED link.

The Checklist will appear.

d. Enter a value in Column B for each row of data.

e. Once all fields are complete, copy the entire Checklist and then return to Workday. 4. Click Create New Position.

5. Select the appropriate Worker Type, click OK.

6. Click inside the Reason field. Wait a moment while the system gathers and presents information about your job openings. You may close the popup.

7. In the Reason field, click New Position, click Budgeted or Unbudgeted.

8. By default, today’s date will appear in the Recruiting Start Date field. Enter the same date in the Target Hire Date field and click NEXT. The Job Details screen will appear.

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31 9. Skip down and click inside the Job Profile field first.

10. Click inside the Job Profile field, search for the job profile by name or use one of the other search options listed.

11. Select the job profile and watch as the Job Description Summary and Job Description fields are auto populated.

IMPORTANT:Do not make any changes to the Job Description Summary or Job Description fields! Doing so will cause an error and you will have to start the requisition over. If you have additional details about the job that you want to include in the requisition, let your recruiter know and they will add them for you.

12. Scroll up to the Job Posting Title field and enter the same title as the Job Profile you selected.

13. Enter Justification for this requisition. If using supporting documentation for your justification, enter “See attached”.

14. Scroll down to the Worker SubType field, click Worker Types, and select the appropriate worker type.

15. In the Time Type field, select Full or Part Time.

16. In the Primary Location field, search for and select the primary location for this position. The Primary Job Posting Location field will auto-populate.

17. By default, 40 appears in the Scheduled Weekly Hours fields. If you are filling a part time position, adjust down to the appropriate number of hours worked in one week.

18. Click inside the Work Shift field and select the appropriate shift for this position. 19. Click NEXT. A read only summary of Qualifications will appear.

20. Click NEXT. The Organizations screen will appear.

21. Verify the Company, CostCenter, Region and Ministry orgs are correct. If not, click inside the field to change them.

22. Click NEXT. The Attachments screen will appear.

23. Click Add to upload supporting documentation (optional).

IMPORTANT:Do NOT attach the Justification Checklist in this field! 22. Click NEXT. The Assign Roles screen will appear.

23. Click ADD. In the Role field, select Primary Recruiter.

24. In the Assignedto field, search for the recruiter you work with by name. NOTE: If this requisition is for a contingent worker, select the Staffing Resource Center recruiter instead of the recruiter you normally work with to recruit employees.

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32 25. Click NEXT. A summary of your Job Requisition will appear. Review all sections, making

corrections as needed.

26. Click SUBMIT. Up next in the approval process: Your Manager > Your VP > Workforce Management.

Creating a Job Requisition for an Additional Job

An Additional Job is for employees that often work shifts with a different job description (with appropriate pay). To work in a position that has a different job description than their primary responsibilities, the employee needs another position, or an Additional Job, which requires the manager of the Additional Job to follow the Create Job Requisition process listed above.

Employees cannot have a total FTE to exceed 1.0 or 100% (meaning employees cannot be expected to work more than 40 hours every week) across all positions. Examples:

• Employees with an FTE of 0.5 may have up to a 0.5 FTE Additional Job

• Employees with an FTE of 1.0 may only have a 0 FTE Additional Job, or a PRN position

From your Inbox:

Cancelling an Unapproved Job Requisition

While a job requisition is moving through the approval process, you can cancel it at any time. From your home page:

1. Go into your Inbox. 2. Click the Archive tab.

3. Locate and click on the job requisition you want to cancel.

4. Click Cancel. The job requisition has been cancelled and will not move forward through the approval process.

5. Was the job requisition for a new position or a replacement position (a position that is already created in the system)?

• New budgeted/unbudgeted position: the new position will not be created. No further action is needed.

• Replacement position: if you are not filling the position in the future, follow the steps found under “Using the Requests App” and submit a request to close the position.

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Viewing a Position

1. Enter your name in the Search field at the top of the screen. 2. Click the Supervisory Organization with your name in parentheses:

3. Click the Staffing tab. All active positions assigned to your Supervisory Org will appear, sorted into one of the following groups:

• Positions with Open Job Requisitions: Displays positions currently being recruited for (vacant or scheduled to be vacated with a term or job change). NOTE: Workday does not allow positions tied to a requisition to be edited.

• Positions without Job Requisitions: Displays positions currently vacant and not being recruited for. NOTE: If the position attributes are incorrect or no longer valid, you must use the Job Requisition process to Create a New Position,select the Reason: Existing Position > Exact Replacement, and select the existing position number in the

Replacement For field.

• In Progress Requisition Actions: Displays pending job requisitions currently being created.

• In Progress Position Actions: Displays pending positions currently being created.

• In Progress Staffing Actions: Displays incoming or future dated hires, job changes, terminations, etc.

4. Click the Unavailable to Fill tab. Displays closed or frozen positions where the Availability Date hasn’t been met, or one with a future-dated Fill, sorted into one of the following groups:

• Unavailable: Displays positions currently vacant but will be filled in the future or positions currently occupied but will be filled with a new occupant in the future.

• Future Staffing Actions: Displays future-dated hires.

• Frozen Positions: Displays positions that have been frozen.

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Closing a Position

From your home screen: 1. Click the Requests app. 2. Click Create Request.

3. In the Request Type field, select Additional Request Types.

4. In the Describe your Request field, enter I want to close a position and include the position number(s).

5. Complete all remaining fields.

6. Select Close Position in the Type of Request field.

IMPORTANT: If more than 10 positions need to be closed, select Mass Upload Request of 10+ Workers in step 3 above and then attach a list of Positions to close in an Excel spreadsheet.

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Designating an Employee as a Smart Square User

If your team uses Smart Square for scheduling, you are responsible for maintaining your employees’ Smart Square designation.

2. In the My Team section, click the employee you want to designate as a Smart Square user. 3. Click Actions, hover your cursor over Additional Data, click Edit Effective-Dated Custom

Object.

4. Click the Calendar icon and select the effective date for the Smart Square designation, click

OK.

5. Click Edit Additional Data.

6. In the Smart Square table, click the plus sign to add a row.

7. Click the calendar and select the effective date for the Smart Square designation. 8. In the center of the table, check the Smart Square Eligibility box.

9. Select the appropriate Smart Square User Type.

10. Click Submit. The employee will flow over into Smart Square overnight.

Requesting Computer Access for Employees or Contingent Workers

You must request access to software applications, programs, equipment, etc. for your Employee(s) or Contingent Worker(s) through the Service Portal.

From your Intranet home page:

1. Hover your cursor over IHT Tools near the top of the page. 2. Click Service Portal.

3. Click Request Access.

4. Search for the appropriate access needed.

Note: For system/software access, click Requestor Change Access for New and Existing Users. Keep in mind other access may be needed, such as Badge Access.

If you need more assistance requesting access, call the Technology Service Center at 1-866-776-4357 for assistance.

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My Team Management Reports

Upcoming Time Off Report

1. Click the My Team Management app. Your My Team Managementdashboard will appear displaying your team’s Upcoming Time Off:

2. Click View More at the bottom to open the data selection screen where you can select a different organization you supervise or a different time frame.

3. Click OK. The full report will appear:

Key Fields

• Time Off Date

• Time Off Type

• Units/Units of Time Employee Name Employee Name Employee Name Employee Name Employee Name 111111 111111 111111 111111 111111 Employee Name Employee Name Employee Name Employee Name Employee Name 111111 111111 111111 111111 111111

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My

Team’s C

ertifications/Licenses Report

1. Click the My Team Management app. Your My Team Management Dashboard will appear displaying your team’s Certifications/Licenses:

2. Click View More at the bottom to open the full report.

Key Fields

• Status: Stoplight showing certifications active and expiring

• Expiration Date Employee Name Employee Name Employee Name Employee Name Employee Name Employee Name Employee Name

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Organization Directory Report

1. Click the My Team Management app. 2. Under View, click Organization Directory.

3. Enter the last name of the person whose supervisory organization directory you want to view.

4. Select the appropriate supervisory organization. 5. Select one or both of the following options:

• Include Subordinate Organizations

• Include Managers

6. Click OK.

The Directory by Organization report will appear:

Employee Name Employee Name Employee Name Employee Name Employee Name

Employee Work Email Employee Work Email Employee Work Email Employee Work Email Employee Work Email

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Org Chart Report

2. Under View, click My Org Chart. The interactive Org Chart will appear starting in your supervisory org:

3. Scroll up or down to view the next level in the hierarchy. 4. Click an employee’s box to view their contact information.

5. Point your mouse in the upper right corner of the org chart to view the leadership chain. Employee Name

Employee Name

Employee Name Employee Name Employee Name Employee Name

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Headcount Report

1. Click the My Team Management app. 2. Under View, click Headcount Report.

3. If desired, modify the following data selections fields:

• View As Of

• Organization

• Include Subordinate Organizations

4. Click OK. The Headcount Report will appear:

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Management Chain Report

2. Under View, click More, then click Management Chain.

3. The Management Chain report will appear displaying your management chain from the top down:

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My Open Job Requisitions Report

2. Under View, click More, then click My Open Job Requisitions.

3. The My Open Job Requisitions report will appear displaying data for your open requisitions:

Key Fields

• Job Requisition: Unique ID for each job requisition

• Recruiter: Name of recruiter

• Recruiting Start Date

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Headcount and Open Position Analysis Report

2. Under View, click More, then click Headcount & Open Position Analysis. 3. The report will appear displaying data in a chart format:

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Timeline Report

1. Click the My Team Management app. 2. Under View, click More, then Timeline. 3. Enter an employee’s name in the Name field.

4. Click OK. The employee’s timeline will appear displaying data in a timeline format:

5. Click View All to filter the report by:

• Job and Assignments

• Compensation Changes

• Talent and Performance

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Worker Position Budget FTE by Organization Report

This report is helpful when preparing your yearly budget. From your home page:

2. Under View, click More, then Worker Position Budget FTE by Organization Report. 3. Click OK. Your team’s FTE data will appear:

Key Fields

• Total FTE

• Primary Job

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My Team’s Time and

Absence App

The Time andAbsence app enables you to:

• Review, edit, and approve your team’s time

• Review your indirect reports’ time, if applicable

• View your team’s schedules

• View your team’s time off and leave calendar

• View an employee’s timeclock history

• Request absence for yourself

• Enter absence for an employee

• Correct your absence

• Correct an absence for an employee

• Enter time for an employee

Understanding the SSM Health Day and Week Divide

• The SSM Health Day Divide is 7:00 am. All time between 12:00 am midnight and 7:00 am belongs to the day prior.

• The SSM Health Work Week starts at 7:00 am Sunday and goes until 7:00 am the following Sunday. The Work Week is displayed on the Workday timesheet as Sunday to Sunday.

• If you need to enter time directly on an employee’s timesheet for Sunday between midnight and 7:00 am, you will need to enter the time in the prior week. Note: The SSM Health Time Clock will do this for the employee automatically. This is only when you have to enter time directly onto the employee’s timesheet.

• To enter time across the week divide, you will make two entries: One before 7:00 am on Sunday in the prior week, and another after 7:00 am on Sunday in the current week.

Understanding Meal Period Options for Shifts Equal To or Greater Than 14 Hours

There are 2 options for recording a second meal when the employee’s shift was equal to or greater than 14 hours: They can choose:

• Yes, 30 minute meal break: to record two 30-minute meal breaks automatically on their timesheet; one at the 5 hour mark and another at the 10 hour mark.

• Specify meal break tomanually record the start and end times for both meal periods.

IMPORTANT! If they only took one meal break, they should choose Specify meal break and then leave the Meal2 Begin field and Meal2 End field blank.

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Option 1: Reviewing and Approving from My Inbox

When an employee submits their time for your approval, you will receive a task in your HR On-Demand: Powered by Workday Inbox. You can review and approve their time directly from your Inbox. NOTE: As of October, 2020, Timekeepers will also receive an inbox task for absences entered via the Absence app.

From your HR On-Demand: Powered by Workday home: 1. Click on the time approval task in your Inbox. 2. Review the employee’s time.

3. If everything looks accurate, click APPROVE. If you want the employee to make a correction before you approve, click SEND BACK and provide details on what needs to be corrected in the Comments field.

Option 2: Reviewing and Approving from the Time and Absence App

From your HR On-Demand: Powered by Workday home:

1. Click the TIME AND ABSENCE app. 2. Under Tasks, click Review Time.

3. By default, today’s date will appear in the Date field, which will display the current work week. If needed, change the date using the calendar.

4. In the Show field, select which employees you want to show:

• All Workers

• Workers with Hours to Approve

• Workers with Unsubmitted Hours 5. Click OK.

Reviewing a High Level of Your Employees’ Time

a. Follow steps 1-5 above.

b. Compare Scheduled Weekly Hours against Total Reported Hours

c. Review the Breakdown of each employee’s time

Reviewing an Employee’s Time Details

a. Follow steps 1-5 above. b. Click on an employee’s name.

c. Review Daily Totals, Period Totals and details for each block of time.

d. Click the down arrow in the upper right corner of the screen to view the next employee’s time. Repeat this process until all employees’ time has been reviewed, then follow the steps under Approve Time below.

e. If needed, click Enter Time for Worker to go to the employee’s timesheet where you can enter time, edit clocked time, and submit and approve the employee’s time.

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Approving Time

a. Follow steps 1-5 above.

• To approve one or more employees (but not all), place a check next to the names of the employees you want to approve.

• To approve all employees, place a check in the box in the top left corner of the Time Period Summary table. b. Click APPROVE.

Reviewing and Approving Time for Indirect Reports

If you have indirect reports, by default, you will always have access to approve their time. However, you will not receive time tasks via your Workday Inbox. Instead, you will need to:

1. Click the Time and Absence app. 2. Click Review Time.

3. In the Date field, accept today’s date, which will show the current pay week, OR click the calendar and select a date in a prior pay week.

4. Uncheck Review my direct reports only.

5. In the Workers field, click Workers by Manager and select the appropriate manager. 6. In the Show field, select which employees you want to show:

• All Workers

• Workers with Hours to Approve

• Workers with Unsubmitted Hours

7. Click OK. Then follow the steps on the previous page for:

• Reviewing a High Level of Your Team’s Time

• Reviewing a Team Member’s Time Details

• Approving Time

Viewing

My Team’s Schedule

1. Click the Time and Absence app. 2. Under Tasks, click My Team’s Schedule.

3. By default, today’s date will appear in the Date field. If needed, change the date using the calendar.

4. Click inside the Workers field, check one or more employees whose schedule you want to view.

Powered by Workday. Manager Guide January 15, 2021 Version 3.1

Manager Guide