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Get Ready for Workday 33—The HCM Q&A

During our July HCM webinar, our Workday HCM consultant Veronica took you though some of the great new features and functionality coming in Workday 33. Today she shares extra insights by answering 11 more HCM questions that we weren't able to get to during the live session.

In Org Studio, will Workday automatically make worker a manager and create a sup org for them?

Workday won’t automatically do anything for you, but within the Org Studio tool you have the ability to create new subordinate organisations and then assign roles to the new organisation by following these steps:

Step 1: Create subordinate org

Workday 33 HCM Create Subordinate Org

Step 2: Assign roles

Workday 33 HCM Create position

Will Org Studio and Mass Actions be available for all org types (Cost Center, Project, etc.) or only supervisory?

At the moment the org restructure tool is only available for supervisory organisations, but I’d expect Workday to expand this to other organisation types in the future.

Can the export created in Org Studio and Mass Actions be shared between tenants, or does it only work in the tenant created?

I’m not aware of a way to share the designs between tenants, so it would only be applicable in the tenant created.

For the Org Studio and Mass Actions Benefits, is there a default security group that can do this?

There won’t be a default security group to do this. You’ll have to enable the domains and BPs and identify which groups you’d like to have access to the tasks. Here are some setup details:

  1. Set up the following domain security policies: Maintain Org Designs, Mass Action Events and Participate Org Designs.
  2. Set up the security permissions for the Mass Action Event BP and create the default definition for the Reorganisation with Org Studio BPs, which includes setting up the BP security policy, approval workflow and reviewing notifications.
  3. Add the Org Studio worklet to the home page for select groups.

What impact will it have if the Time Offs are at position level?

Just to clarify, the ability for a time off to be set against a position is not new/being released in Workday 33. The feature release in Workday 33 better aligns the Workday desktop and mobile experience by allowing a worker to select the position in the mobile app if the time-off plan is position-based and the worker has additional jobs.

When you create a time-off plan, you can select if it is position-based.

Workday 33 Create Time Off

This means that if multiple jobs is enabled, you can define position-based time-off plans. Position-based plans, balances, and limits apply to a position. You define eligibility rules, time-off validations and position-based accrual calculations. You can also define these rules to apply to the worker’s primary position or across all positions. This is different from worker-based plans, where balances and limits apply to the worker and most of the time eligibility rules, validations and accruals are based on the primary position only.

Will the stand-alone Initiate Bonus process be depreciated in Workday 33 (or in the next future releases) to give clients time to move to the consolidated merit process?

From what I can find, it looks like Workday announced the changes were coming in September 2017 and are now getting ready to officially retire them with Workday 33. The official communication is that the following steps on the Initiate Bonus, Initiate Merit, and Initiate Stock BPs will be retired with Workday 33:

  • Propose Employee Bonus Award;
  • Propose Employee Merit Award; and
  • Propose Employee Stock Award.

Instead, I recommend that you use the shared participation step on these BPs:

  • Initiate Bonus;
  • Merit; and
  • Stock.

There’s also a useful Retirement reminders page on Community.

Would the change to Open Enrollment affect Passive Enrollment, where employees benefits from the previous year go through for the next year?

The change with Workday 33 only affects the user experience—it isn’t going to impact the behaviour of the plans.

As you can see from the screenshot below, in the redesign workers will have this main open enrollment dashboard where they can view all of the applicable coverage types, view their current elections, and go in to view/modify in any order (rather than the more sequenced experience of the past).

Workday 33 HCM Open Enrollment redesign

One they click into a coverage type, for example medical, they’ll see the various plans they can select.

Workday 33 HCM Open Enrollment plan selection

Is the auto-complete functionality within Change Job enhancements available without Workday Recruiting?

Unfortunately, this is only applicable when coming from Recruiting because the data would have already been captured and approved. With this feature, you can auto-complete the following from Recruiting:

  • Change Job;
  • Assign Employee Collective Agreement;
  • Edit Notice Periods;
  • Manage Probation Periods; and
  • Employee Contracts.

There are some Workday reports, such as Address Changes report, that do not use business objects. Do you know when Workday will create substitutes for these?

Unfortunately, I don’t have the roadmap for when Workday will update the delivered reports. It does look like they have already provided alternative fields for the ones marked ‘do not use’, but they have not yet updated the delivered report.

Workday 33 HCM Reports

When I run this report in GMS, the fields are still pulling data. But if you wanted to make the change before Workday updates the report and fields, you could:

  • copy the delivered report;
  • replace the DNU fields; then
  • hide the Workday delivered report to only use the new custom one.

What are the two reports we should use to find out where retired data sources are being used?

The two reports mentioned in the webinar were Retired Report Fields in Use and All Custom Reports with Do Not Use Items. The Retired Report Fields In Use report will show alternative fields to use. The Custom Report With Do Not Use Items requires a little bit more digging, but it pinpoints reports that may need to be reviewed and updated—so it’s a good starting place.

Where can we find the Embedded Onboarding Videos?

This feature allows for videos to be embedded in home page announcements so that users can view videos directly in the Workday interface.To allow for embedded videos, you’ll have to sign the Workday Media Cloud Agreement. To setup this feature you’ll have to:

  1. Go to the Configure Announcement task.
  2. Select the dashboard.
  3. Add a row to configure an announcement, and there will be a video column to upload a video file.

One thing to note is that Workday has delayed the release of this feature. The new preview tenant date is September 7th, with a tentative release to production on October 4th.

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