Workday Catch Up Behavior - Scheduling Reports / Integrations

Workday Catch Up Behavior - Scheduling Reports / Integrations

Catch Up Behavior - Scheduling

While scheduling the Reports or Integrations, you will come across Catch Up Behavior field which is mandatory. Using the Catch Up Behavior option enables you to limit how many times processes run after maintenance issues cause errors. 

During the maintenance window / Unplanned outage, if your reports or integrations were supposed to be running as per the schedule during that time you will use Catch up Behavior selection to tell what you want to do on the missed recurrences.

You will see the below options available. First time scheduling you will only see (Run Once and None)

Run Once  - Selecting this option will Catch Up one time if it missed.

None         -  Selecting this option will NOT Catch Up at all even though it missed.

Legacy      -  Selecting this option will Catch Up the old /earlier expired ones. This is going to be deprecated in the future. 

[Don't get panic if you don't see this now]

Example: If you schedule a process to run multiple times in a day when your environment is down for maintenance, you can limit the process to run once instead of catching up all missed occurrences.

Bulk Approvals Option in Workday ?

Bulk Approvals Option in Workday ?

Under the actions tab of your inbox, there is a drop-down icon on the top right which gives you the option to "Bulk Approve" items in your inbox, refresh your inbox or begin delegations. When you select this option, a "Bulk Approve" screen opens up with approval items from your inbox. You can select the "Select All" checkbox, or you can select individual items to approve in bulk.

What are worklets in workday ?

What are worklets in workday ?

A worklet is a report that can be displayed as a tile on a workday landing page. They provide users quick access to frequently referenced data and tasks common to a specific functional area. Worklets can identified as required or optional based on the user's security groups(s). Required worklets cannot be removed or rearranged from the page, while optional worklets can be added or removed by the user.

Security determines which worklets are available. For example , the personal information worklet is available to "Employee-as-Self", in which every employees is a member, while the "My Team" worklet is only available to managers.

Core Concepts in Workday ?

Core Concepts in Workday ?

-Supervisory Organizations: The foundation of workday HCM, this type of organization groups workers into a management hierarchy.

-Staffing Models: Defines how jobs and positions are created and filled in a supervisory organization.

-Job Profiles: Defines generic features and characteristcs of a job and of a position that is built off that profile.

-Compensation: The umbrella term for compensation packages, grades, grades profiles and plans.

-Security: A security group is a collection of users or a collection of objects that are related to users. Allowing a security group access to a securable itemn in a security policy grants access to the users associated with the security group.

-Business Processes: A sequence of one or more tasks that accomplishes a desired business objective.

Business Objects in Workday ?

Business Objects in Workday ?

Workday stores your data as business objects—organizations, workers, positions, and so on—which can be thought of as database tables or worksheets in Excel. Just as a database table or worksheet has columns and rows, a Workday business object has fields and instances. 

A business object is composed of a set of related fields, similar to how a table or spreadsheet is composed of a set of related columns. 

Instances of a business object in Workday are like rows in a table or spreadsheet, with each instance representing a unique occurrence of that type of object such as an organization or worker. 

A business object can have no instances, one instance, or many instances. 

Workday automatically links related business objects together. For example, purchase order lines are linked to a purchase order header, the purchase order header is linked to a supplier, the supplier is linked to a company, and so on. 

Business Object Details can be found out by searching bo: business object name and then navigating to the same. 

Business object details can be seen with the help of workday delivered standard report i.e. Business Object Details Report which takes business object name as input. 

There will be 4 tabs on the Business Objects Details page: 

a) Fields---List of all fields which are part of a business object will be shown. 

b) Related Business Objects--- List of all business objects which are directly or indirectly related to a business object will be shown. 

c) Data Sources – List of data sources of which the business object will be a part will be shown. 

d) Reports – List of reports which uses the current business object will be shown. 

The Power of Objects: When you see something in Workday, you can perform an action on it.

Staffing Models in Workday ?

Staffing Models in Workday ?

Workday supports 2 types of staffing models. These staffing models provide a different level of control over staffing and support different staffing goals.

They are :

-Position management

-Job management

1) Position management

Position management provides the greatest control over hiring, as it allows you to define separate hiring rules and restrictions for each position. They group workers into a management hierarchy.

Key Features:

-You must specify the number of positions to fill.

-An open, approved position is required before you can hire, promote, transfer, or demote workers.

-Each position you create can have its own definition and hiring restrictions

2) Job management

Job management provides the least control over the definition of individual positions. The hiring restrictions you define apply to all jobs in the supervisory organization, and you can define only one set of hiring restrictions per organization. In addition, you aren't required to set specific limits on the number of jobs that can be filled. For this reason, job management is useful for organizations that prefer to define broad job requirements. These organizations rely on staffing workflow and approvals to control the number of workers in a supervisory organization.

Key Features

-Hiring isn't limited to a predefined number of openings.

-You do not have to create a separate, open position for each job you want to fill.

-Any hiring restrictions you define apply equally to all jobs in the organization

Hiring Restrictions

Hiring restrictions define the rules and conditions for holding a job in a position or job management organization and enable you to:

-Limit staffing to specific job families and job profiles.

-Restrict the locations where a job or position can be filled.

-Define the required qualifications, experience, and skill levels of workers hired into a job or position (position management organizations only).

-Limit staffing for a job or position to a specific worker type (employees or contingent workers).

-Limit staffing for a job or position to a specific time type (full or part-time workers).

Job Profiles:

In Workday, positions and jobs use job profiles as their foundation. Job Profile enables you to describe general charactersistics of a position and idenfity special skills,training or other qualifications. A Job profile can be assigned to multiple positions.

Task Name : Create Job Profile

Multiple job profiles can be grouped into Job Family and Multiple Job Families can be grouped into Job Family Group.

Navigations:

-Create Position:

Sup Org  Related Actions > Staffing > Create Position

or you can directly access it using task ‘Create Position’ and give your sup org name where you want to create position

-Set Hiring Restrictions for Job Based Sup Org:

Sup Org  Related Actions > Organization > Set Hiring Restrictions

Organization Hierarchies in Workday?

Organization Hierarchies in Workday?

Used for reporting to reflect different organizational roll ups.

Organization hierarchies do not store positions, workers or transactions, but only organizations of the same type. Therefore a cost center hierarchies store cost centers, company hierarchies store companies and regional hierarchies store regions. Organization group positions, workers & Transactions. Positions and workers are assigned to a Supervisory Organizations, cost center, regions , companies and locations.

Other Organizational Types & Hierarchies in Workday ?

Other Organizational Types & Hierarchies in Workday ?

Company:

Companies are primary organization type used by Workday financials.

Represents a legal entity.

Equates to a single tax ID with in the enterprise.

Most of the delivered financial reports are run in the context of a company. E.g. Balance sheets & Income Statement.

Task Name to create company : Create Company

Cost Centers :

An organization used for financial reporting, such as a financial departments, to track revenue & expenses.

Task Name : Create Cost Center

Membership :

Workers can reside in number of organization types. They must be hired into a supervisory organization, but can also be part of a Cost Center, Company, Region and custom organization.

Matrix Organization :

Allows to create and manage dotted-line relationships between workers and managers

E.g.. A marketing worker and engineer reporting to a marketing manager and Development Manager , respectively , can be assigned to a group that reports to a product manager.

Reorganization in Workday ?

Reorganization in Workday ?

-When creating a Supervisory organization or making a change to the overall structure of the supervisory organizational hierarchy , a reorganization events need to be created.

-All activities relating to an organization including the initial creation task are part of an organization’s history & must have a reorganization name to be tracked in the system.

Reorganization Activity

-Create a Subordinate Organization

-Divide Organization

-Inactivate Organization

-Move Workers

Navigation:

Organization actions > Reorganization

Organization Roles in Workday ?

Organization Roles in Workday ?

Organization Roles

-Drives security tasks, access to employees & involved in business processes.

-Resides in each organization.

-Used in business process to assign tasks.

-Can be inherited from superior organization, Specifically assigned to a organization or roles can be defaulted as well.

How to create location's in Workday ?

How to create location's in Workday ?

Search "create location"

Fundamental Characteristics in Workday ?

Fundamental Characteristics in Workday

Location's in Workday

Location's in Workday

A location represents:

A work location that will include the physical address and additional details such as email & phone number(s).

Location can be created as either a Business site or as a Business asset.

Business site location used to account for physical location of workers and associated with supervisory organization.

Business Asset location is linked to finance.

Time profile – defines the standard number of hours in that location each week.

Locale – Controls the format for dates, times and currency.

Workday Calculated Fields

Workday Calculated Fields

Introduction

Calculated fields are new field definitions that you can configure that allow you to manipulate, transform, retrieve, and derive values based on existing data. 

You can use calculated fields to: 

-Perform date calculations and formatting. 

-Perform math calculations. 

-Manipulate text with concatenate, substring, and formatting functions. 

-Convert currency fields. 

-Derive range bands from numeric or currency fields. 

-Determine if a condition is true or not. 

-Drilldown and lookup levels and values in hierarchies and organizations. 

-Sum, count, and aggregate information across related instances. 

-Lookup values in related objects. 

Characteristics of calculated fields 

-Calculated at runtime 

-Associated with business object 

-Based on existing data 

Calculated field functions 

Aggregate Related Instances 

Arithmetic Calculation 

Build Date 

Concatenate Text 

Convert Currency 

Convert Text to Number 

Count Related Instances 

Date Constant 

Date Difference 

Evaluate Expression 

Extract Multi-Instance 

Extract Single Instance 

Format Date 

Format Number 

Format Text 

Increment or Decrement Date 

Lookup Date Rollup 

Lookup Field with Prompts 

Lookup Hierarchy 

Lookup Hierarchy Rollup 

Lookup Organization 

Lookup Organizational Roles 

Lookup Range Band 

Lookup Related Value 

Lookup Translated Value 

Lookup Value as of Date 

Numeric Constant 

Prompt for Value 

Substring Text 

Sum Related Instances 

Text Constant 

Text Length 

True/False Condition 

How to Create Calculated Field:

To create system-wide calculated fields, use the Create Calculated Field task.

There are three basic steps to create a calculated field:

1. Enter Initial Information

-> Provide a Name

-> Select a Business Object

-> Choose a function

2. Calculation Tab

-> Specify the parameters. Parameters vary depending on the calculated field function selected.

3. Additional Information Tab

-> Specify, as needed, to help organize, document, locate, and reference your calculated field.

Workday Tenant Policies and Pricing

Workday Tenant Policies and Pricing

Customers initially deploying the workday product for the first time will get below number of Initial tenants depending up on the size of the organization. Workers include both Employees and Contingent Workers (Contractors).

-Core HR:

3,501 - 20,000 Workers (4 Tenants)

20,001 - 40,000 Workers  (5 Tenants)

Over 40,000 Workers  (5 Tenants)

-Core Financials:

3,501 - 20,000 Workers (5 Tenants)

20,001 - 40,000 Workers  (5 Tenants)

Over 40,000 Workers  (6 Tenants)

-Core HCM + Core Financials:

3,501 - 20,000 Workers (7 Tenants)

20,001 - 40,000 Workers  (7 Tenants)

Over 40,000 Workers  (8 Tenants)

-Student Records or Admissions + Student Recruiting:

Less than 3000 Students (3 Tenants)

3,501 - 9,999 Students (4 Tenants)

10,000 - 19,999 Students (5 Tenants)

Over 20,000 Students (5 Tenants)

Adding other products like Payroll (1 Tenant) or Prism Analytics(2 Tenants) or Expense or Procurement (1 Tenant) will add the tenant count in addition to the above said.

Pricing:

It's not wise on my part to put the pricing, if you are interested please check the Community portal. 

All the pricing is dealt per month per tenant basis and categorized below number have different price attached to it.

# of Workers: <3,500

# of Workers: 3,501 - 10,000

# of Workers: 10,001 - 40,000

# of Workers: 40,001+

Notes:

The additional tenants have a 3-month minimum duration.

Customers can request to purchase a tenant by entering a purchase / renew tenant management request.

Customers can purchase additional Implementation tenants at any time on a subscription basis, which can be used for training, implementing new functionality, testing changes to existing functionality, and more.

The Initial HCM, Financials, and Student Implementation tenants expire 60 days after the customer’s Gold tenant is moved to Production. 

The minimum duration for a purchased tenant is 3 consecutive months.

The maximum duration for a purchased tenant is 1 year. A new order form will need to be processed after 1 year.

At the end of the initial term, the tenant auto-renews on a 3 consecutive month bases for 1 year.

Prism Analytics on additional tenant gives you 1 TB Storage with Published Rows up to 100,000,000

Workday Data Centers

Workday Data Centers

There are 5 different data centers for Workday. Below is the list.

-Ashburn

-Dublin

-Portland

-AWS Columbus

-AWS Montreal

Sample URL as how you login to the prod and non-prod Workday Tenants

Non-Production :         impl.workday.com

Production        :         www.myworkday.com

To check which data center you customer / organization is at, you can verify by logging into Workday Community or Workday Customer Center or Using Your Tenant URL Prefix.

Via Workday Community: 

-Click your profile image and select View Profile.

-Click your Organization (Company) name.

-View the Production / Non- Production Data Center value.

Here is the 30 Days View for one of the Workday Data Center

24 hour View of one of the Workday Data Center

 

This shows 4 statuses:

-Available

-Maintenance

-Degraded

-Disruption

This provides details of upcoming scheduled maintenance, Historical view of the past 24 hours or past 30 days.

Workday Product Offerings

Workday Product Offerings

Workday Offers 3 different ERP suites. HCM, Financials and Student

1) HCM 

-Absence Management

-Benefits

-Compensation

-Learning

-Recruiting

-Staffing

-Time Tracking

-Payroll

-Talent 

2) Financials

-Budgets

-Business Assets

-Cash Management

-Customer Accounts

-Expenses

-Financial Accounting

-Inventory

-Planning

-Procurement

-Projects

-Revenue Management

-Supplier Accounts

3)Student

-Student Records

-Academic Advising

-Academic Foundation

-Campus Engagement

-Curriculum Management

-Student Recruiting

-Admissions

-Student Financials

-Financial Aid

Cross Applications:

Below all product features / tools used across all the modules.

-Organizations

-Reporting and Analytics

-Security

-Business Process

-Mobile

-Prism Analytics

-Authentication

-Compliance

-User Experience

Integrations:

-Enterprise Interface Builder

-Workday Web Services

-Workday Studio

Staffing Models

Staffing Models

Staffing Models tells you how jobs are defined and filled. Staffing models determine:

-The level of control that can be placed on staffing

-How workers, jobs and positions can be moved between supervisory organizations

-Where hiring restrictions (aka criteria or eligibility) are set

There are Two staffing models in Workday: Position management and Job Management. There used to be Headcount Management in the earlier releases. But later this was deprecated.

Position Management

-A position must be open to hire, transfer, promote, demote a full-time or contingent worker into an organization.

-Separate hiring rules and restrictions for each position, 

-Specify number of positions to fill before a worker can be hired, (max of 100 positions can be created at a time)

-Positions can be closed if they are no longer needed

-Provides greater control over hiring 

Think of a table with chairs, if the chair has a person in it it's a position and its filled, if no one sits there then its unfilled.

Job Management

-Hiring restrictions apply to all jobs at the organizational level, Unlike in your Position Management you need to give definitive number of positions that you want to open.

-No requirements to set limits on number or positions to be filled,

-Workflow and approvals are used to control the number of workers and no ability to report on unfilled positions

Ex: Retail and seasonal jobs, Manufacturing occupations

How to change tenant settings ?

How to change tenant settings ?

We can change the tenant settings based on the requirements.

search "Edit Tenant Setup"

Edit Tenant Setup - Assistant

Edit Tenant Setup - Business Processes

Edit Tenant Setup - Financials

Edit Tenant Setup - Global

Edit Tenant Setup - HCM

Edit Tenant Setup - Integrations

Edit Tenant Setup - Notifications

Edit Tenant Setup - Payroll

Edit Tenant Setup - Recruiting

Edit Tenant Setup - Reporting and Analytics

Edit Tenant Setup - Search

Edit Tenant Setup - Security

Edit Tenant Setup - System

Edit Tenant Setup - Worklets

We can also edit the individual settings.

Example:

"Edit Tenant Setup HCM"

"Edit Tenant Setup Global"

"Edit Tenant Setup Payroll"

How to change Logos or Colors in WorkdayTenant?

How to change Logos or Colors in WorkdayTenant?

The primary reason to change the Color of your tenant would be to differentiate the tenants (Production, Sandbox, Implementation, etc,.) as you know all the tenants including Production resembles same with respect to look and feel.

You can change the tenant colors which in deed will change the colors of the applications on the home dashboard.Changing these colors will change the color of your title bars and profile menus too.  It's not possible to change individual application/worklet colors.

search "Configure Tenant Branding"

Below are the options:

-To Change Branding Color

-View Branding Logo

-View Branding banner

-View Small Branding logo

-View Small Branding Banner