OSPS E-News ~ FW: [Wd_arc] Workday Progress: last 60 days, next 30 days, & at least 30-60 days out

Wed Aug 12 08:08:42 PDT 2020

Forwarded on behalf of Workday:

From: Wd_arc <wd_arc-bounces at omls.oregon.gov> On Behalf Of CHRO Workday * DAS via Wd_arc
Sent: Tuesday, August 11, 2020 5:12 PM
To: hrexec at listsmart.osl.state.or.us'; 'hrmgr-net at listsmart.osl.state.or.us'; 'Hrtech-net at listsmart.osl.state.or.us'; 'recruiters at listsmart.osl.state.or.us'; 'wd_arc at listsmart.osl.state.or.us'; 'wd_ch_ldr at listsmart.osl.state.or.us
Subject: [Wd_arc] Workday Progress: last 60 days, next 30 days, & at least 30-60 days out

Good afternoon,

Below is our regularly planned recap of items the Workday support team have completed related to the Workday system over the last 30 days (in this case it is for approximately 60 days), what is in progress for the next 30-60 days, and what we expect to accomplish between 60 or more days from now (or possibly put on hold).

Complete (Various categories)

Configured an enterprise process for requesting, approving and documenting working remotely (aka teleworking)
Updated leave payout process to add additional leave payout types requested
Classification/Compensation changes (all require agency validation/review once completed):
- SEIU Coalition changes that needed to be made for groups that moved coalitions, resulting in a change of representation (REPR). This included Agriculture, OWEB, and Water Resources. These changes were made effective March 1, 2020. These were completed between the monthly payroll cutoffs periods. This required us, on the agencies behalf, to update the employees through the following business processes: Manage Union Membership, Request Compensation Change, and Change Organizational Assignments - Completed 6/22/2020
- New top step (or add/drop step) for those eligible. This was a multi-phase project with 4 phases due to varying processes/implementation (this was also a major integration effort for our technical team). Effective 7/1/2020.
    - Phase 1 (majority of executive branch structure) - Completed 7/1/20
    - Phase 2/Wave 1 and 2 - updating BSD for workers previously at MAX (exec branch) - Completed 7/13/20
    - Phase 3 - Judicial Add/Drop - Completed 7/17/20
    - Phase 4 - OPDS Add/Drop/Slide - Completed 7/20/20
- Salary Alignment for Board of Parole and Post-Prison Supervision. Effective Jan 1, 2020. Worked with LRU on all the necessary details to complete implementation - one position still in question - Completed 7/21/20
- LOA for Legal Secretary for Office of Administrative Hearings - Completed 7/13/20
- LOA for Clinical Psychologist 1 (AAON and AOCE) - Completed 7/16/20
- LOA for Fiscal Analyst 2 for Real Estate - Completed 7/16/20
- AOCE BHS 9th Step - Effective 7/1/2019.  Worked with LRU on all the necessary details to complete implementation - Completed 7/29/2020
- SOS new grade profile for ISS8 (WSN REPR) - Completed 7/27/2020
- Job profile EEO correction for Fish and Wildlife Technician - SR17 - Exempt/Non-Exempt (job code 8341)
Conducted multiple specific Agency consultation(s).  These consultations required multiple meetings with the agency and typically two or more Workday staff in different specialty areas, depending on the needs of the agency.  These consultations are specifically focused on Agency internal processes in regards to the Workday business processes, security roles and supervisory organizations. (Note: Please contact us if you would like to see about such assistance within your agency).
COVID-19 Efforts for OED:
- Configured a reference software integration (using an Emerging Partner w/Workday) within Workday Recruiting for OED, Go live 7/6/2020. The Workday Support team is on a design group with Workday to create functionality that would accomplish similar functionality (automated job references integrated within Workday). This is not expected to be an enterprise offering, but an urgent requirement to help this agency highly impacted during this time. The enterprise offering is anticipated when the design within Workday is implemented.
- Configured a skills assessment integration process in Workday Recruiting for OED, Go live 7/6/2020 . The Workday Support team has had this integration on our to do list since prior to going live, but it had to be tabled as the procurement process was not complete in time to include in our implementation. At this time OED is the only agency set up to fully utilize this during this challenging time. However we are working to design it in a way that it could be leveraged in the future (should the enterprise determine to compete the necessary procurement processes to make this available to all agencies) for agencies to have the ability to opt into it.
Assigned agency's CIO the security role of Agency CIO so it is now reflected for their positions going forward.
Created PPDB Security Access Process that will now route within Workday to the RACF Administrator for completion (Roll out to production TBD)
Addressed needed improvements to INT022 Leave Accrual Monthly File - related to 83300 Agencies
Created EAIP Potential Report for Safety Partners.

In-Progress (Next 30-60 Days)

Overall
Workday's 2020-R2, which is the semi-annual large release of new enhancements becomes available for the support team to begin planning and testing in mid-August.  The new features become available in production on September 12, 2020.  Items we know are possible, but of course require significant testing first are: masked applicant screening, additional references capabilities, additional reporting capabilities, etc.  We will work with our governance on what can/will be released of the new features.

Core Structure Design
Creating new Unions (REPRs). This is a major effort for payroll integration and will need to be carefully planned and tested before being available for agencies to assign to employees. This cannot begin until after the position management enhancements are completed mid-June.
Partnering with DHS regarding current contingent worker functionality and possible enhancements for volunteer record management in Workday. They have the most complex volunteer system in place within the state (that we are aware of). We are in the proxess of completing an analysis of their existing system fields vs current Workday fields.

Compensation
Harbors Differential (A request from the State Hospital to change the name of the differential to Collaborative Problem Solving). Working on this request with LRU- on hold for information from them.
Approximately 300 (160 remaining, used in integrations, as of 6/1/2020) Workday Compensation Fields, currently used by Custom Fields in Workday reporting, need to be migrated to new Workday Standard Fields before they sunset the old fields.
LOA for MCEO2 (ODOT)

Core HR
Working with CHRO Policy team on refinements/redesign of the disability/accommodations configuration within Workday.

Integrations
INT081 VOYA - Testing and targeting implementation of new integration feed with VOYA Financial, LLC ("Voya") for the Oregon Savings Growth Plan (OSGP) with PERS. This is still in testing and will go live when PERS/VOYA are ready.
Working with ODOT and ODE (DHS volunteered to join this effort in August) on refinement of the draft new agency full file data feed using a Web Service API. Added new position budget information to full file. Once complete - this will be an integration available for any agency who needs it.
Setting up integration to support the Training Trust
Modify Employment Extract File DAS provides monthly on behalf of the state to OED
Continued assistance with OED SkillSurvey and SHL (Integrations set up for them in response to COVID-19 resource constraints in July)
Creating an automated repeatable monthly process to update all employees Service Credit Scores within Workday (as of right now their scores are reflected as of 5/31/2020 and can be adjusted by the appropriate security roles if needed).

Position Management
Still about 15 position that need updated for salary selective changes - the majority of which have open requisitions preventing the support team from updating them.  The positions cannot be updated until the requisitions have been filled/closed.  Positions are checked weekly and updates to the position are made as available.  Once all appropriate positions/people are off the job profile/grade profiles they are corrected/inactivated. All agency HR Directors with positions on this received a communication from our support team prior to this message.

Data Quality & Integrity
Working with agencies to help them address their Costing Allocation Overrides that still have AY19's. Most have all been updated to AY21's, but there are some with pending actions on the position or the worker preventing us from updating them centrally until those actions are complete
Working with CHRO Policy team on a thorough review of the document types within Workday, if additional ones are needed (which we are confident they are), the security view for each document type and the retention requirements (this effort has been ongoing for several months and is near a milestone of creating the additional document types soon)
Social Security Verification Service - Determining a more efficient process to use information from the Social Security Verification Service report to assist agencies in improving their SSN data validation and process

Absence
Allow employees to donate vacation/comp time to the donated military leave program and employees to request access to the bank.

Safety
Updating Safety Partner Actions & Reports landing page for faster response and ability to search for involved party name and safety incident number.
Business Process refinements
OERS status check worklet - populates candidate PERS information - HR Partner can see this when the staffing action is done for Hire or Change Job.
Report Safety Incident: Manager reports own safety incident will now route to their manager.

Security
Going through a 3rd Party Workday Security Assessment
New Request Integration for Security Roles - When a job change completes, and the worker moves into a position with a security group (inherited roles); we need to send the security agreement form to the worker. This would be a new complex integration.

60 or More Days Out

Workday LMS Replacement Support
- External Account Creation
- eCommerce Project
Improvements to the RACF process.
Adding the exit interview to kick off again in the job change business process - This was removed just after implementation as it was delaying the job changes process and we could not quickly determine the solution.
Creating a plan to use the ability to do real time reporting to improve our ability to ensure OSPA and Workday remain in sync.
Executive Boards and Commissions Configuration needs to be redesigned/completed. Further rollout of the overall committee functionality will be done after these configurations are completed. This will take several months to complete.
Create a Complete Business Process for Editing Position Restrictions. This means we tie in the Edit Position Restrictions, Default Compensation, and Additional Data. Who does it and when, and who it goes to. This is an identified need, but too big to tackle during the current enhancements to positions. This is an expected second phase to position enhancements. Essentially this would tie the subsequent actions together rather than have them initiated individually.
Looking at a way to better track interns who participate in state offered internship programs.
Service Type Calculated Field - Removing the Job Classification Group: Service Type and making it derive through a calculated field in available reports and integrations. This is currently in final testing. This effort is dependent on the REPRs being added. Once that is complete, this can begin.
LOA for Pharm Clerk/Tech 1-3 salary selective for SEIU (needs reported to Legislature before proceeding)
OSP Lieutenant salary selective (needs reported to Legislature before proceeding)
Parallel Processes: This will allow for a worker to be given an offer, while there is a pending background check being performed. This includes multiple other parallel processes.
Regenerate Offer Letter - To provide the ability to allow for the regeneration without having to kick it back to "offer" again and do pay equity, etc.
Vet's Preference - Working to be able to add an additional task to kick off at interview step for those who may have missed the task to submit documents at the review stage again.
Create a new job change reason for position movement only (this impacts the payroll integrations and requires significant testing).

This list is not all-inclusive, but provides you with as much detail as possible as to our efforts on the support team. Each item has been put in the most applicable category, while often they do impact more than one area.  Please let us know if you have any comments, questions or concerns. A reflection of this email will be posted as an Announcement within Workday to various system roles.

You may notice we have removed the future procurement of an automated testing tool.  Unfortunately, due to our current budget constraints we are unable to move forward at this time.  It's also important for our customers to know that the support team experienced several retirements/separations in June.  As a result we are absorbing the work those individuals were doing within the current support team.

We appreciate your support and leadership.

In partnership,

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