OSPS E-News ~ FW: Workday Oregon Monthly Update - Last 30/Next 30 Days

[Announcements from OSPS to the users of the Oregon State Payroll Application]

Forwarded on behalf of Workday:




Good afternoon,



Below is our Workday Oregon update for this month. We have been very busy on multiple fronts. The 30 days lists (both completed and in progress) are primarily for informational purposes, questions or comments. We hope you find this information valuable. This list is not all inclusive, but provides you with as much detail as possible as to our efforts on the support team.



In partnership,

Twyla





Last 30 Days (Completed):

Enhancing the User Experience

a)    Added better error messages for Agencies so they do not place a worker in a position the worker did not apply for.

b)    Creating a position must have the required organizational assignments and default compensation before it is considered complete - we now prevent it from completing until they are included.

c)    Agencies are now prompted to change a worker's service dates (if needed), after a change job is complete.

d)    Agencies now receive the compensation step on all hires. This means if there are discrepancies between the offer and finding out that the worker is PERS eligible, the agencies can make adjustments just before the hire is complete.

e)    Improved the help text displayed for employees on leave accrual rate screen.

Integration

a)    Added more flexibility to change SSN's. Our current payroll integration can now handle both ways to change a social security number.

b)    Agencies are prevented from performing multiple change job actions for an employee with the same effective date (ex. cannot laterally transfer and promote the person with the same effective date).

Seasonal Enhancements

a)    All seasonal enhancements are now in PROD and live. This includes enhancements to Creating Requisitions, Re-Hiring Seasonals, Terminating Off-Season Seasonals, and Seasonals Changing Jobs. Additional information, including job aids, will be shared by the end of next week.

Recruiting

a)    External candidates now display on the candidate grid if they were a prior worker.  This is based on their response to the application question, "Have you worked for the state in the last 3 years?"

Compensation

a)    All workers in eligible compensation grade profiles that have finalized COLAs as of 10/4 have now been updated in Workday, and the information has fed to our payroll system. This includes all active workers on 7/1, hires after 7/1, workers with change jobs, terminations, and seasonal workers.

b)    Changed Compensation action in Hire to send to both HR Partner and Compensation Partner at the same time. This would be after the pay equity would have occurred as that is prior to offer.

Position Budgeting

a)    Finalized the PICS Roll process with SABRS.

b)    Added a refinement of a check box for SABRS to notify the agency when a position was abolished and one for the agency to mark a position as pending budget approval - since they could have created the position originally for a different purpose. We moved the reason data we had on positions designated as created for pending budget approval to have their box checked for them. All agencies have to do is get the PPDB position number right and check the box on the non-budgeted position. SABRS will get the Budget on the position. We are assisting agencies with batch updates.



The following list of agencies that have been processed through PICS Roll and have been loaded into Workday by SABRS, as of 10/4/2019.



Dept. #            Department Name

10900              Oregon Department of Aviation

11400              Long Term Care Ombudsman

12000              State Board of Accountancy

12300              Oregon Business Development Department

12400              State Board of Licensed Social Workers

14200              Legislative Council Committee

14300              Legislative Policy and Research Committee

15500              Legislative Assembly

19600              District Attorneys and their Deputies

19900              Oregon Government Ethics Commission

25500              State Board of Parole and Post-Prison Supervision

39900              Psychiatric Security Review Board

42500              Commission on Indian Services

44000              Department of Consumer & Business Services

54300              State Library

58400              Teacher Standards & Practices Communication

66200              Land Use Board of Appeals

69100              Watershed Enhancement Board, Oregon

81100              Oregon Board of Chiropractic Examiners

83400              Oregon Board of Dentistry

86000              Public Utility Commission

86200              Racing Commission, Oregon

91900              Real Estate Agency



Absence

a)    Created a custom business process for employees to request a vacation payout.

b)    Created ACA Measurement Period report.

c)    Added short and long term disability insurance data fields in worker additional data.

d)    Added Absence Partner report worklet.

Security

a)    Security Partner Training was completed successfully on Sept 18th. This included rolling out the new Security Partner Agreement.

b)    Created custom business processes to have security partner, and appointing authority added to agency supervisory organizations and allow the necessary documentation and approvals.

c)    Created custom business process to have requests by employees for security role changes route to the agency's security partner and allow the necessary documentation and approvals.

Reporting

a)    Made the reports created for DHS, in their urgent surge hire process, available for the entire enterprise. The reports are REC - Candidate Stage for Hire Tracking & REC - Candidate Stage for Hire Tracking (Including Dates)

b)    Improved reporting on transactional data as we discovered the automation of union (benefit code) assignment made in June impacted the transactional reporting.

WD 33 Release

a)    Competed regression testing to ensure current configuration was not negatively impacted by the enhancements.





Next 30 days (in-progress - may take longer than this period to complete)

Compensation

a)    Salary Selectives and other compensation changes that have been approved for implementation across the enterprise (goal is to have all these completed by the 11/1 payday).

Data

a)    Workers with Missing Counties - we need to update these workers to provide for better reporting.

b)    Work with agencies to address data missing on employees who have not completed their EEO and require visual data be entered per Federal EEO reporting requirements.

c)    Make progress on gender identity options available for applicants and employees.

d)    P&F Budgeting Coding change to ensure agencies do not incorrectly select these if they are not an eligible agency.

Enhancing Integrations

a)    Payroll - Allowing agencies to return a worker from a leave of absence and change the service dates in the same day instead of spreading across multiple days.

b)    Payroll - Allowing agencies to make changes to ACA Unions instead of managing it centrally.

c)    PEBB - Making enhancements to allow for protected worker information to be handled accurately. Right now the pseudo names go to PEBB.

d)    CPERS - Designing a new report to account for seasonal workers, but begin development and requirements to better meet the needs of the CPERS team.

Security

a)    Complete the removal of Compensation Auditor role and add the security view the role provided for pay equity to the Compensation Partner and HR Executive roles.

b)    Improving the Help Desk role used for supporting agencies with the system.

c)    Full review of individuals with security roles on conversion termination organization.

d)    Create an Agency Head Security Role to allow for specific reports to be delivered to them as the agency head.

Recruiting

a)    Finish configuration to display an individual as a prior worker

b)    Job Posting Locations - ready for testing.

c)    Recruiter HUB - This was released in 32 and enhanced further in 33. This is expected to improve the recruiters overall work space in Workday (will require a small workgroup and significant testing).

d)    Self-Scheduling - This was released in 32 and enhanced further in 33 (will require a small workgroup and significant testing).

e)    Issue with previously awarded Veterans' Preference Points report in regards to security

Absence

a)    Position based leave continues to not be configured on the app. We are continuing to explore what Workday 33 updates provided in this area and hope to have more information to share next month on the possibility of this.

b)    Update holiday calendars within Workday.

Position Budgeting

a)    The budget template has not been created for 19-21. We will be creating the Budget Template for 19-21, for positions. This is the area on the position restrictions that holds budget data (in addition to the additional data area). This is the last step after the PICS roll process is complete. Until this is complete, you will not see the budget on the position restrictions.

Reporting

a)    Working with the Governor's Affirmative Action Manager to assist the Diversity Inclusion/Affirmative Action Representatives to be able to access information and understand it better within Workday.

b)    Create manager and agency head dashboards.

c)     LFO IT Workforce Information Reports.

d)    Continuing training with the Reporting Community of Practice.

e)    Conducting a review of required workets and how reports are delivered best to different roles.

f)     Create a Report to filter for PSU Students with special rights for DHS.

Talent

a)    Opt-in option. Added step to have appraisals go to up done managers for review.

b)    Review Ability to Tag an employee into a Talent Pool Functionality

c)     Creating a simplified optional seasonal performance review for seasonal agencies.

Improving how we support you overall

a)    A few staff are attending the annual Workday conference this month to learn more about how we can better support Workday and their plans for future enhancements.

b)    Working on tools and information to help support our Workday support staff.  This will give them the ability to more efficiently and effectively respond to your requests of us.

c)    We are continuing to refine our process for tracking all enhancement requests and releases.

d)    Developing a process to request enhancements or assistance from Workday Helpdesk through Request Framework

e)    On our website (Workday.Oregon.gov) you can now use the Control "F" function to search the job aids on the screen.

f)     We have updated the https://www.oregon.gov/das/HR/pages/wd-team.aspx.

Personal Data

a)    Working on improved business process to require the entry of county on home address.

Misc.

a)    Making a new company and creating workers for Oregon Safety Patient Commission.



At least 30-60 days out

1.    Finalize and implement an integration with Voya Financial, LLC ("Voya") for the Oregon Savings Growth Plan ("OSGP").

2.    Average Overtime Report for PERS Reporting.

3.    Executive Boards and Commissions Configuration is being redesigned/completed. This is slightly delayed due to the COLA and Roll effort currently in progress.

*         The final configuration of this area had to be put on hold during session - we were working with what we had.

*         We are working through the process flow, roles, etc. to make this far better than it currently is.

*         Further roll-out of the overall committee functionality will be done after these configurations are completed.

4.    Efforts continue to select a formal ticketing system and an automated testing tool.  Both will take several months, but when implemented are expected to greatly enhance our ability to better support all of our users.



Thank you,


The Workday Oregon team
https://www.oregon.gov/das/HR/pages/wd-team.aspx

[Workday Oregon signature line]
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