OSPS E-News ~ FW: Workday 30/30/60 Report: To keep you informed with what’s been done and what’s soon to come

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

Forwarded on behalf of Workday:


From: GARCIA Pastor * DAS <Pastor.Garcia at oregon.gov> On Behalf Of CHRO Workday * DAS
Sent: Tuesday, June 9, 2020 5:44 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: Workday 30/30/60 Report: To keep you informed with what’s been done and what’s soon to come

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, 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).

Note: We have moved our weekly Workday Wednesdays to MS Teams. If you have not already done so, you can add the information for the meeting to your calendar. We have provided all the details at the bottom of this communication and created instructions for non-MS Teams agencies<https://www.oregon.gov/das/HR/Documents/Microsoft%20Teams%20meeting%20%28as%20guest%29_fromWorkdayOregon_5.5.2020.pdf>. If you have not already done so, please remove the no longer current WebEx appointment from your personal calendar.

In-Progress (Next 30-60 Days)

Compensation
·       Planning and completing SEIU Coalition changes that need to be made for groups that moved coalitions, resulting in a change of representation (REPR). This includes Agriculture, OWEB, and Water Resources. These changes will be made effective March 1, 2020. This must be completed between the monthly payroll cutoffs periods. This requires us, on the agencies behalf, to update the employees through the following business processes: Manage Union Membership, Request Compensation Change, and Change Organizational Assignments.  In progress, anticipated completion is 6/12/2020.
·       Salary Alignment for Board of Parole and Post-Prison Supervision. Effective Jan 1, 2020. Working with LRU on all the necessary details to complete implementation.
·       AOCE BHS 9th Step – Effective 7/1/2020.  Working with LRU on all the necessary details to complete implementation.
·       Planning for new top step (or add/drop step) for those eligible. (this also a major integration effort) Effective 7/1/2020.
·       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.
·       Approximately 300 (160 remaining, used in integrations, as of 6/1/2020) Workday Compensation Fields, currently used by Custom Fields in Workday, need to be migrated to new Workday Standard Fields before they sunset the old fields.

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. VOYA/PERS implementation date pushed back to mid-June.  We are on target to assist them within their project timelines. Test file sent, awaiting feedback.
·       Working with ODOT and ODE on refinement of the draft new agency full file data feed using a web service API. After the full file is complete, we will work on a change file.  Added new position budget information to full file. Once complete - this will be an integration available for any agency who needs it.

Position Management
·       Still about 30 position that need updated for salary selective changes – the majority of which have open requisitions.  The positions cannot be updated until the requisitions have been filled/closed.

COVID-19 Related Special Projects
·       Configure a reference software integration (using an Emerging Partner w/Workday) within Workday Recruiting for OED. 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 going 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.
·       Configure skills assessment integration Process in Workday Recruiting for OED. 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.
·       Configure an enterprise process for requesting, approving and documenting working remotely (aka teleworking).

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 currently completing an analysis of their existing system field’s vs current Workday fields.

Data Quality & Integrity
·       Costing Allocation Overrides. Mass ending the AY19's for 300 filled positions, and 1400 Unfilled Positions for agencies. This is in testing and is extremely complex due to the payroll integration. This had to be put on-hold due to the changes to positions and removing the ACRs. This will resume as soon as the Position management changes are complete in mid-June. In progress, anticipated completion is 6/12/2020.

Security
·       Assigning each agency’s CIO the security role of Agency CIO. The initial list Workday received has been completed within Workday. We are now working on adding the agency CIO’s who were not designated in the initial list provided to CHRO.

Complete (Various categories)

·       Partnered with SABRs to plan and roll out refinements to position data related to budgeting.  Workday is now in sync daily with ORPICS (the position budget system of record).  We removed the budget tab, removed the ACR Organizational Assignment (moved security to the Company (for us it’s the Agencies) instead of ACR) and added a new Agency Reporting Cross reference field in additional data. We created the essential position budget data fields in the additional data section on the position. The primary goal of this effort was to make Workday consistent and timely when it relates to ORPICS data. This has been achieved. All of the reports (including those created by our Reporting Community of Practice members), business processes, and integrations to move to these fields have also been achieved. This effort was completed 6/9/2020.
·       Created INT088 ORPICS – New daily inbound integration (running at 5:15 am weekdays) to Workday of position budget data from the state’s position budget system of record.
·       Completed Service Credit integrations (required 2) to bring in PPDB data and merging it with Workday data to provide a base Service credit calculation and the ability for the agency to validate it, edit it, make notes, and report on service credits for employees subject to them for potential layoffs.
·       For the comp partner pay equity with details report, we added continuous service date as well as position start date to the detail report making it easier to compare workers when completing pay equity analysis.
·       INT015 V2 PEBB Integration. In production.  This completes major fixes for integration issues we have been working around since go live related to when employees go from Non-Benefit to Benefit Eligible and into and out of Seasonal Hires/Terminations.
·       Created a new requisition fill reason “Position Number Move Only” as of 6/5/20.
·       Re-Direct – Allows the candidate to “decline” the offer and send it back to a role, instead of having to write it in the comments and still submit it.
·       Because the “Complete State and Local Withholding Elections” business process is a sub-process to the onboarding business process, the PAY W-4 Withholding Changes report was not returning the W-4 withholding changes made as part of the onboarding process.  The report has now been modified to capture all W-4 withholding changes.  It is best to select by “completion” dates as the effective dates for withholding changes made as part of another business process (Hire/Onboarding) take on the effective date of the overarching business process. Working on effective date for W-4 changes – making it so employees can’t back date (and possibly future date).
·       OPDS – Representation change for  OS2, Legal Secretary and Paralegal.  Move from WDU to WDR effective 11/1/19.
·       Completed Salary Selective for District Attorneys. Effective 7/1/2020.

60 or More Days Out (or on hold)

·       The RFP process to select an automated testing tool to better support our ability to test enhancements and mass actions more efficiently and effectively was completed.  The completion of this effort is on hold at this time due to budget constraints.
·       Creating a plan to use the ability to do real time reporting with the emulator to improve our ability to ensure OSPA and Workday remain in sync.  This is on hold due to competing efforts.
·       Addressing needed improvements to INT022 Leave Accrual Monthly File – related to 83300 Agencies  - On brief hold due to COVID-19 efforts, will resume ASAP.
·       Addressing needed improvements to INT021A Time Inbound Leave Accrual Balances – related to errors received in the file, most occurring due to terminations and job changes in the reporting period. - On brief hold due to COVID-19 efforts, will resume ASAP.
·       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 tasks to kick off at interview step for those that may have missed the task to submit documents again at the review stage.
·       Create a new job change reason for position movement only (this impacts the payroll integrations and requires significant testing).
·       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.
·       Executive Boards and Commissions Configuration is being 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 them have to be initiated individually.
·       Looking at a way to better track interns who participate in state offered internship programs.
·       INT063 Automated Step Increases - Planning to work with Legislative Branch (when the Branch is ready) to automate step increases and assisting them with planning for potential compensation structure changes.
·       Service Type Calculated Field - Removing the Job Classification Group: Service Type and making it derived through a calculated field in available reports and integrations. This is currently in final testing. This effort is dependent on the REPR’s being added. Once that is complete, this can begin.
·       New Request Integration for Security Roles - When a job change completes, and the worker moves into a role with a security group (inherited roles); we need to send the security agreement form to the worker. This would be a new complex integration.
·       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
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.

We appreciate your support and leadership.

In partnership,

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

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <https://omls.oregon.gov/pipermail/osps-news/attachments/20200610/c69ac7d4/attachment.html>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image001.png
Type: image/png
Size: 34068 bytes
Desc: image001.png
URL: <https://omls.oregon.gov/pipermail/osps-news/attachments/20200610/c69ac7d4/attachment.png>