Understanding Roles and Role Assignments

Report
Workday Project
Understanding Roles & Role Assignments
Managers Engagement Group
October 19, 2012
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Agenda for Today’s Session
 Understanding Roles in Workday
 How Roles and Business Processes Work Together
 Definitions of Workday Roles
 Approach to Role Assignments at Go-Live
 Defining the Finance Partner Role
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Supervisory Organizations
Supervisory Organizations
 The Workday application requires that everyone in the system be associated
through this foundational structure:
 Position-to-Position, hierarchical structure
 Single, direct, primary relationship
 Functionality in the system is directly based upon this position-to-position
relationship
 Access to a person’s data (security)
 Participation in business processes (initiation/review/approve)

Additional “matrix” relationships can be defined
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An Example of Supervisory Organizations
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Check-in
All of the following are true about Supervisory Organizations in
Workday except:
A. They create a position-to-position hierarchical
association.
B. There is one manager role per supervisory organization.
C. They mimic our HR department tree.
D. A position can be both a member of one supervisory
organization and a manager of another supervisory
organization.
E. They are a foundational structure in Workday.
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What are Workday Roles?
Roles:
 When linked with organizations, roles determine:
 What you can see & what you can do
• Provide access to appropriate data within the assigned
organizational structure
• Determine functional responsibilities and routing of
actions in a business process
 Default roles: “Employee” , “Manager”,
 Assigned roles: “HR Partner”, “Management Partner” et. al.
 Offer opportunity for flexibility and increased functionality
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Role Assignment Facts
Facts: Roles can be inherited or assigned (by supervisory
organization); Assignments are designated at the position level
Inherited
Mgmt Partner
Position XYZ
Susan Stone
Mgmt Partner
Position XYZ
Susan Stone
Assigned
Mgmt Partner
Position ABC
Diego Vasquez
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Role Assignment Facts
Fact: More than one position can be assigned to a role
(Management Partner, Hr Partner)
HR Partner
1. Position CCC
Carmen Campos
2. Position BBB
Benny Lee
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Role Assignment Facts
Fact: One position could be assigned to different roles.
HR Partner
1. Position CCC
Carmen Campos
2. Position BBB
Benny Lee
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Finance Partner
1. Position CCC
Carmen Campos
2. Position BBB
Benny Lee
Quick Review: How Do Roles Work?
HR Partner 1
Hayley Harris
HR Partner
Hayley Harris
HR Partner 2
Cyndi Morris
HR Partner
Hayley Harris
HR Partner
Kristie Lamb
All are true statements except:
A.
Roles can only be designated at the top level (the college/unit).
B.
More than one position can be assigned to a role (ex. HR Partner).
C.
One position can hold more than one role (ex. Mgt Partner and Finance Partner).
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Role Assignments – Checks & Balances
 The same position (person)
cannot initiate and approve
a HR event;
 If a position (person) is
assigned both the
management partner and
HR partner for a supervisory
organization, an additional
person(s) should be assigned
to the HR partner.
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What is a Business Process?
Hire Employee Example Business Process*
*Important note: This example is for demonstration purpose and does not indicate the steps for Cornell at go-live.
Edit IDs
Assign
Pay
Group
On-boarding
Partner
Payroll
Partner
Steps
Initiate
Hire
Propose
Comp
Review
Hire
Roles
Management
Partner
Management
Partner
HR Partner
Orgs
HR Business Process roles can be assigned to different people across
different organizations
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Compensation BP
If…then
a
b
c
d
Step
Role
Request
Management
Compensation
Partner
Change - Initiation
Share Costing
Finance Partner
(Labor) Distribution
Review/Approve
Request
Compensation
Change
Base Pay
Approve Request
Proposed >= Compensation
245000?
Change
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Optional
Complete
No
NO
HR Partner
Compensaton
Partner
No
Yes if step d not
necessary.
Executive Comp
Partner
No
Yes
Tie Back to Business Processes (ex. Comp Change)
Request Compensation Change Business Process
Steps
Initiate
Event
Roles
Share Costing
(Labor) Data
Review/Approve
Event
Mgt Partner
Finance Partner
HR Partner
Lyman Flahive
Lyman Flahive
Cyndi Morris
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Tie Back to Business Processes (ex. Comp Change)
Request Compensation Change Business Process
Steps
Initiate
Event
Roles
Share Costing
(Labor) Data
Review/Approve
Event
Mgt Partner
Finance Partner
HR Partner
Cyndi Morris
Cyndi Morris
Cyndi Morris
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Tie Back to Business Processes (ex. Comp Change)
Request Compensation Change Business Process
Steps
Initiate
Event
Roles
Share Costing
(Labor) Data
Review/Approve
Event
Mgt Partner
Finance Partner
HR Partner
Cyndi Morris
Cyndi Morris
Cyndi Morris
Hayley Harris
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Definitions of Workday Roles
 Major roles: Management Partner, HR Partner, Hire Initiator,
Student Employment Roles
 More limited roles: Compensation Finance Partner, Time-Away
Partner, Academic Roles
 Lookup Roles: HR and Finance Lookup
 Functional Roles: Benefits Partner, Compensation Partner,
Absence Partner
 Security Roles: Security Partner, Org Owner
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Role Assignments at Go-Live
 Phased Approach: Major roles assigned within HR until the
system has stabilized, then unit-specific plans to distribute roles
more broadly
 Roles a manager might have: Employee (Default), Manager
(Default), Compensation Finance Partner, Finance Lookup
 NOTE: All employees and managers will have access to
required data via their default roles, regardless of whether
they are assigned another specific role.
 Role-specific training will be provided starting in November
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Finance Lookup Role
 Finance Lookup role currently under development
 We need your help!
 Review proposed definition and provide your
feedback
 Once role is developed, assist in testing
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