Workday Project

Understanding Roles & Role

Assignments
Managers Engagement Group
October 19, 2012

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Agenda for Todays Session

UnderstandingRolesinWorkday
HowRolesandBusinessProcessesWorkTogether
DefinitionsofWorkdayRoles
ApproachtoRoleAssignmentsatGoLive
DefiningtheFinancePartnerRole

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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 persons data (security)
Participation in business processes (initiation/review/approve)

Additional matrix relationships can be defined

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Supervisory Organizations group

employees into a management
hierarchy and are a required
foundation for Workday HCM
(Human Capital Management). They
provide the structure for how faculty
and staff are hired and organized,
how HR business processes are
enabled, and how HR data is
connected in the system.
Supervisory Organizations are not
used to manage finances and
financial responsibilities; these are
addressed through Cost Centers and

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 Setting up your Supervisory

Organization Workday Naming
Conventions I. Policy Supervisory
organizations are necessary in Workday.
These organizations are used to
manage the USCs human capital by
creating a structure based on hierarchy.
Each Supervisory Organization should
be unique and equated to one particular
department within a school or division
and reflect the departmental leadership.
Recommendations USC supervisory
organization naming conventions should

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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
Inherited
designated
at the position level
Mgmt

Mgmt
Partner
Position XYZ
Susan Stone

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
Hayley
Harris

HR
Partner 1
Hayley
HR
Harris
Partner 2
Cyndi
Morris

HR
Partner
Hayley
Harris
HR
Partner
Kristie
Lamb

All are true statements except:

A.
B.
C.

Roles can only be designated at the top level (the college/unit).

More than one position can be assigned to a role (ex. HR Partner).
One position can hold more than one role (ex. Mgt Partner and Finance
Partner).

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Role Assignments Checks & Balances

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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)

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.

Steps

On-boarding
Partner

Payroll
Partner

Management
Partner

Orgs

HR Business Process roles can be assigned to different people across

different organizations

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Management
Partner

HR Partner

Roles

Compensation BP
Ifthen
a

b
c

Base Pay
Proposed
>=
245000?

Step

Role

Optional

Request
Management
No
Compensation Partner
Change Initiation
Share Costing Finance Partner NO
(Labor)
Distribution
Review/Approve HR Partner
No
Request
Compensaton
Compensation Partner
Change
Approve
Executive Comp No
Request
Partner
Compensation
Change

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Complete

Yes if step d
not
necessary.
Yes

Tie Back to Business Processes (ex. Comp

Change)

Request Compensation Change Business Process

Steps

Roles

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

Roles

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

Roles

Mgt Partner

Finance Partner

HR Partner

Cyndi Morris

Cyndi Morris

Cyndi Morris
Hayley Harris

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Definitions of Workday Roles

Majorroles:ManagementPartner,HRPartner,HireInitiator,
StudentEmploymentRoles
Morelimitedroles:CompensationFinancePartner,TimeAway
Partner,AcademicRoles
LookupRoles:HRandFinanceLookup
FunctionalRoles:BenefitsPartner,CompensationPartner,
AbsencePartner
SecurityRoles:SecurityPartner,OrgOwner
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Role Assignments at Go-Live

PhasedApproach:MajorrolesassignedwithinHRuntilthe
systemhasstabilized,thenunitspecificplanstodistributeroles
morebroadly
Rolesamanagermighthave:Employee(Default),Manager
(Default),CompensationFinancePartner,FinanceLookup
NOTE:Allemployeesandmanagerswillhaveaccessto
requireddataviatheirdefaultroles,regardlessofwhether
theyareassignedanotherspecificrole.
RolespecifictrainingwillbeprovidedstartinginNovember
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Finance Lookup Role

FinanceLookuprolecurrentlyunderdevelopment
Weneedyourhelp!
Reviewproposeddefinitionandprovideyour
feedback
Onceroleisdeveloped,assistintesting

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