welcome to this =Fast15 on Workday, viewing in changing your personal
information. We're going to cover reviewing your personal information in
Workday and actually making some changes. Workday is essentially your personnel
file. It replaces the paper personnel file that is now currently behind a
locked cabinet in HR, placing it available for you 24/7 online through
Workday. For the purposes of today I'm using a fictional HR employee, Steve
Rogers, so your screen will look a little bit different. And everyone's will look
different to some extent because depending on who you are in Workday,
maybe you are a manager or an employee, your applications will look different.
Everyone will share the same set of information and that is "W" on the
left-hand side of the screen which always returns to your home page. This is
good if you're in personal information and you get lost in some of Workday's
many menus. You can always click on the W in the top left-hand corner to
return to your home page. For the purposes of this =Fast15
I have a cloud in the upper right-hand corner of my screen. If I had
uploaded a personal photo to Workday; however, the cloud would show this
personal photo. If you click on the cloud you will get another menu and you can
view your profile. When you click on view profile you come to a summary page which
will show some general information regarding your work location, who your
managers or manager is, and some basic job details: where do you work, what your
position is, your business title in other words your working title. In Workday
there are definitely some new terminology changes that state employees
will need to learn and one of these is business title, which is another term for
your working title. Then you have your job profile, again another terminology
change. This is simply your job classification: are you a compliance
specialist, a human resource analyst, or an education specialist. That is what
will show in your job profile and then you will get some other information
regarding or position or hire date your continuous service date which is your
recognized service date the date you started with state service your length
of service time and position and time and job profile your summary screen will
show some basic information about your job including some education and work
contact information on the overview page you can dig into a little bit more
detail you will get to the same job details screen and that includes the
same information I showed on the first screen but you now have a set of tabs up
at the top of your screen including personal information manager history
compensation contact and ID's. I'll take a moment is step through these. Your
personal information will include some basic demographic information
and typically this is what somebody would input when they are applying for a
job with the state and filling out that state job application. Manager history
will show me who I've reported to over my career and I also have a compensation
tab. This will give me my actual compensation that is received in the
position. For Steve it lists total base pay, what his salary grade is, his grade
profile, what step he is at, and this should look a little bit familiar. This
is the same information we currently have for our classification and
compensation. Then Steve will have something called plan assignments. Steve
will see he receives his base salary, a compensation plan that says monthly
salary prorated for less than full-time. This essentially means Steve's a
full-time employee .All permanent full-time employees will have this
designation so don't worry if you see that monthly salary prorated for less
than full-time. It does not mean you're getting paid for less than full-time, it
just means that you are a permanent full-time employee receiving a monthly
salary. Had you been part-time or worked less than
full hours, that amount would be prorated. Plan assignments would also show any
work out of class, or lead work differentials, or other differentials
Steve might have. Then we come to the contact information. On your contact
information screen we are going to get two sets of tables. One is your home
contact information and your work contact information, and this is where we
come to the change part of the webinar because now you see an edit button at
the top of the screen. Of course I can't change
compensation or my job details but I do have control over contact information. For
this example let's say Steve after he applied for and received a job with the
department needed to change his information. When he clicks Edit you can
see we have two options: change home contact information and change work
contact information. If I click change home contact information I come to the
edit screen. It shows me that my primary address is 1 2 3 anywhere street in
anywhere Oregon and if I wanted to change that I simply click on the pencil
icon on the right-hand side of the screen. This will be similar to pretty
much any other screen in workday where you have the option to edit information
you only see this pencil or this X to remove the data. If I click on the pencil
I can input an effective date. In fact effective dates are important in
Workday because let's say I know I'm moving but I won't close on that house
or I won't get into that apartment until later on down the line, but I do know
what my new address is. I can say that it is for April 1st 2019 when I know I'll
be moving I can go ahead and input the new address. And you'll notice that there
are red asterisks on these different fields. This means it is required Workday
they will not let me continue until I input information into these fields that
are marked with the red asterisk.
Scrolling down workday asks me for some basic information. We can add some notes
this could be for myself and after I'm done with my home address I can also input
put my phone number, if I have one, an email address, a personal email address
or even instant messenger or web address information if I wanted that. Now as you
recall we started to change home contact information. This is personal information
who would see this information would be of course you as an employee
then your manager and H.R This is really no different than it is today with the
those paper files; however, it's now online but this is still private
personal contact information. After I'm all done entering my information I
simply submit and I get the green checkmark. This is important in workday
because I'll get a green checkmark whenever something I do is successfully
completed. If this needed some sort of approval let's say HR needed to approve
it or a manager it would say somebody in HR was up next or my manager was up next,
but for a personal contact information change no approval is needed. You can do
that yourself. Then Workday takes me back to my contact information screen and you
can see here that I still have a primary address, but if you remember I put in an
effective date of April 1st 2019 because that's when I knew I was moving to Work
day with both of those, but it says "hey your new address is going to be
effective 4/1" and until that date comes I'm still going to have that one
two three anywhere street address. Once 4/1/2019 comes about Workday
will automatically switch that and the four five six Today street
address will be the only one showing. I can also change my work contact
information and it's a very similar process
I can change my business address if I move locations although this should
typically automatically update through HR processes, but I can also add my work
phone number if that changes. If I get a new desk I can add my work phone number.
I can also add my work email, for example, if I had a name change. Work contact
information is treated a little bit differently because work contact information
is viewable across the enterprise so a
state government employee could log in, do a Workday search for your name and
see where you work, what your email address is, and what your work phone
number is; however, if this did need to be protected for whatever reason through an
HR process it could certainly be made private. Again, that would typically be
done by working through HR, however, for the most part employees with work
contact information that information will be available to anyone with a
Workday account, which is a state government employee. The public does not
have access to Workday. Then finally I have a couple more tabs. I can see my employee
IDs. This will include my PEBB ID number and a RACF ID number if I need that
for my job. I also have a "more" tab which will give me a few more menus. I have my
support roles which is useful to see who in HR I might need to contact. For
example recruitment purposes or for safety purposes. I can also see my worker
history which is essentially a detailed history of the Workday actions that were
ever taken on me as an employee. For Steve you can see he was hired, he did
some onboarding information like federal tax elections, his i-9 form, he managed
his educational info, changed his emergency contacts, and this will show
again a very detailed step-by-step table of all the information that was ever
changed or started for Steve. I also have my
timeline, which is a summary of the worker history but this time mine is
essentially my education and work history. It simplifies it a little bit
again with Steve we see he was hired on February 15th, but he also attained some
education. Before that he got his bachelor's degree in 2008 and if I had
more information here than I wanted to see I could filter down the timeline to
just narrow down on things like jobs, assignments, and pay changes.
On the left-hand side of the screen I do have some more tabs which will
essentially replicate the tab on the overview menu that are at the top of
this screen. We've covered how to view and change your personal information in
Workday in this webinar. Again your personal information is accessible through the
cloud by left-clicking and viewing profile, and this information is
essentially your personnel file which includes your job details, personal and
work contact information, training education, as work history. As part of
Workday you do have ownership of your personal and work contact information.
You can change this yourself anytime you want again online. Thank you everyone for
attending this =Fast15, have a great day
Thank you.