WORKDAY TUTORIAL

This Workday Tutorial talks about the basic functionalities, features and offerings of
Workday software.

WORKDAY OFFERINGS
Workday is building a complete suite of on-demand products to help you run your
business.

Human Capital Management- Workday’s HCM suite includes Staffing, Absence,

Benefits, Performance, Compensation, and Development.

Payroll – Workday is delivering a powerful new payroll product that allows you to
group employees, manage payroll calculation rules, and pay employees according to
their organizational, policy and reporting needs. We also offer the ability to integrate
with leading outsourced payroll providers such as ADP Payforce.

Financial Management – Workday delivers all the core financial management

processes including Financial Accounting and reporting, Resource management
(procurement, asset management), Supplier accounts, customer accounts, cash
management, and revenue accounts.

Worker Spend Management – Worker Spend Management gives you ability to

track expenses, spending on contingent labor, and handle desktop procurement.
Workday Benefits Network – Delivers pre-built integrations to over 70 benefits
providers.

Learn from Mindmajix experts with Real Time Scenarios, Curriculum, Free Demo for:
>> Workday Training
>> Workday Integration Training
>> Workday Payroll Training

WORKDAY ARCHITECTURE
Workday’s applications run entirely in-memory, in a highly object-oriented
structure. Persistence is mainly for the sake of data safety …but not entirely. In
earlier releases, Workday kept absolutely everything in RAM. However, certain
things are kept only on disk, such as:
 Audit files.
 Certain documents (notably resumes)

The main components of Workday Architecture include :

UI Server provides the following:

 Entry point for end users
 Flash/Flex based
 Wide Browser Support
 UIs will be automatically generated for
 iPhone
  Mobile HTML
 PDF export
 Excel export

Object Management Server(OMS) is responsible for the

following :
 main processing engine
 services UI and data requests that comes from the UI server and Integration
Servers.

Integration Server :
Workday only talks to the outside world via web services.

 Workday is heavily into SOAP (Simple Object Access Protocol).

 It translates SOAP into whatever else might be needed for integration, and also
does reliable delivery.
 All that said, Workday sees integration among various SaaS offerings as an
area needing significant future attention.
 It also provides transformation services according to the data formats that it is
integrating with.

Persistent Strore :
 All the workday application changes will be captured in Database.
 Workday uses GPLed MySQL/InnoDB.
  This is responsible for data replications and Data backups .

Core concepts and Navigation Basics

Core Concept: Workday Foundation
 supervisory organization :The Foundation of Workday HCM. This type
organization groups worker into a management hierarchy.
 Staffing Model: Defines how jobs and position are created and filled in a
supervisory organization
 Job Profiles: Defines generic features and characteristics of a job and a
position that is built off that profile.
 Compensation: The umbrella term for compensation packages grades grade
profile and plans.
 Security: A security group is a collection of user or a collection of objects that
are related to users. Allowing a security group access to a securable item in a
security policy grants access to the users associated with the security groups.
 Business Process: A sequence of one or more tasks that accomplishes a
desired business

BUSINESS OBJECTS, FIELDS & INSTANCES

 Data Source: Data sources are defined and delivered by Workday. Workday
delivers different data sources for the key primary business objects. Each data
source associated with a primary business object has its own security.
 Business Object :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.
  Fields & Instance: Instances of a business object in Workday are like rows in
a table or spreadsheet. 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. Workday automatically links related business objects together

Organizations in Workday

Location:
 In the Workday system a location can be created as either a business site or
as a business work or work space.
 Used to account for the physical location of workers, and provides a page to
enter time profile, time zone and locale information.
 Minimum of one location must be entered into the system prior to creating a
Supervisory Organization.
 It represents
Time Profile
Physical Address and Contact information

Locale

Steps to Create Location

1. Search Create Location Task

2. Enter the Location specific details.

Supervisory Organization:
 Primary Org Structure in HCM
 They group workers into a management hierarchy.
 Supervisory Orgs track workers and enable business process approvals
 Key characteristics which are unique to Supervisory Organization:
Positions are only created within Supervisory Orgs
Employees must be hired into open positions in a Supervisory Org

Steps to create supervisory organization:

 Search Create Supervisory Organization task
 Enter the Reorganization event.
 Enter the Supervisory Organization details
 .

Maintaining Supervisory Organization

Workday facilitates easy changes to the supervisory orgs

Changes include:
 Adding a subordinate org
 Dividing an org
 Changing a superior org
 Moved the entire structure, including all positions or headcount groups and
workers plus all subordinate orgs
 Inactivating an organization
 Move Workers
 Allows workers to be moved in or out of the Supervisory org
 Not a business process
 Not a staffing activity, but rather as part of reorganization
Custom Organization:
 Company
  Cost center
 Region
 Supervisory Organization Hierarchy
 Cost Center Hierarchy
 Location Hierarchy
 Region Hierarchy
 Company Hierarchy
 Custom Org [Type and Sub type]

Company
 Primary organization type used by Workday Financials
 Base currency can be specified for each Company
Steps to create Company:

1. Search Create Company task

2. Enter the Reorganization event

3. Enter the Company details

Cost Center Organization

An organization used for financial reporting, such as a financial department, to track

revenue and expenses.

Steps to create Cost Center

1. Search Create Cost Center task

2. Enter Reorganization details

3. Enter Cost Center details

Matrix Organization
 Allows and manage the dotted-line relationships between workers and
managers
 Is assigned to the workers who are working in more than one group

Steps to create Matrix Organization

1. Search Create Matrix Organization task

2. Enter Matrix Organization details

Region

Reflect the area of responsibility for a worker instead of work location

Steps to create Region:

1. Search Create Region task

2. Enter Reorganization event

3. Enter Region specific details

Company Hierarchy

Allows for multiple relationships of companies for reporting purposes.

Steps to create Company Hierarchy:

1. Search Create Company Hierarchy task

2. Enter Reorganization event

3. Enter organization specific details

Cost Center Hierarchy

Allows for multiple relationships of cost centers for reporting purposes.

Steps to create Cost Center Hierarchy:

1. Search Create Cost Center Hierarchy task

2. Enter Reorganization event

3. Enter organization specific details

Region Hierarchy

Allows for multiple relationships of regions for reporting purposes.

Steps to create Region Hierarchy:

1. Search Create Region Hierarchy task

2. Enter Reorganization event

3. Enter organization specific details

Location Hierarchy

Used to assign Locations and Organizational Roles that support them. Allows for
multiple relationships of Locations for reporting purposes.
Note: Locations are not organizations.

Steps to create Location Hierarchy:

1. Search Location Hierarchy task

2. Enter Reorganization event

3. Enter organization specific details Custom Organization

Used to group workers into logical constructs that are not defined by Workday-
provided organization types

Steps to create Region Hierarchy:

1. Search Create Custom Organization task

2. Enter Custom Organization Type

3. Enter Reorganization event

4. Enter organization specific details

Custom Organization Sub-Type

Used to define type of the Custom Organization

Steps to create Region Hierarchy:

1. Search Maintain Organization Subtypes task

2. Click on +/- to add/delete Sub-type

Jobs and Position in Workday
Position Management:
 Provides the greatest control over hiring
 Provides ability to define separate hiring rules and restrictions for each position

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
 Specific positions can be closed if no longer needed
 Approve multiple positions at once
 Report on both open and filled positions
 Track overall position history

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
 Specific limits on the number of jobs that can be filled are not required
 Useful for organizations that prefer to define broad job requirements and 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 don’t need 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
 No ability to report on unfilled positions

Hiring Restrictions:
  Hiring restrictions define the rules and conditions for holding a job in a position,
headcount, 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)

Maintain Staffing Models:

Assign a staffing model to a new parent organization:
 Access the Create Supervisory Organizationtask
 On the Staffing Model tab, select either Position Management Enabled,
Headcount Management Enabled, or Job Management Enabled
 When you attach subordinate organizations to this organization using the
Create Subordinate Organization task, the subordinate organizations
automatically inherit the staffing model of the parent organization.

Update the staffing model of the organization:

 Search for the organization
 As a related action on the organization, select Organization> Edit Staffing
Model
 Specify either Position Management Enabled, Headcount Management
Enabled, or Job Management Enabled
 Changing the staffing model of a parent organization does not automatically
change the staffing model of existing subordinate organizations

Creating Position (Position Management):

 Set the staffing model of the supervisory organization as Position Management
 Go to the related action of the supervisory organization
 Go to the staffing menu and click on Create Position
 Enter Position related information such as hiring restrictions and qualification
details for the positions
Creating Job (Job Management):

Navigate to the related action of the supervisory organization (Make sure that
organization has Job Management staffing Model)
Under the organization menu click on Set Hiring Restriction
Enter hiring restriction for the jobs
Agenda
 About Compensation
 Compensation Elements
 Compensation Structure
 Compensation Review
 Eligibility Rule
 Compensation Plans
 Compensation Grade
 Compensation Package

About Compensation:
 Compensation in Workday tracks compensation at both the enterprise-wide
and the individual worker level
 The compensation structure is comprised of grades and plans which are
grouped together into a package
 Compensation Grades provide guidance with reference pay ranges, Grade
Profiles allow localization, and Compensation Plans provide various types of
pay components
 Compensation can be changed for an individual employee or as part of a mass
event such as a Merit or Bonus event
 When a Merit event is launched, for example, any employee with the merit plan
in their compensation will be included in the event
 This could apply to one person or thousands of workers

Compensation Structure:
To establish a compensation structure in Workday you should:

o Define compensation elements to make the link between compensation and payroll
earnings
o Define guidelines (grades, grade profiles and steps) associated with compensation
elements

o Define compensation plans

o Add the plans and guidelines that you want to bundle together into compensation
packages

o Create compensation eligibility rules to determine the groups of employees who

are eligible for the different compensation plans

o Assign those rules to compensation components (packages, grades, grade profiles

and plans) to control which employees are eligible for them

Compensation Review:

 There are four main compensation components: Compensation Packages,

Compensation Plans, Compensation Eligibility Rules, and Compensation
Grades
 The Compensation Package is a container that holds the compensation
grades, eligibility rules and plans
 The eligibility rules can be assigned to packages, plans, and grades
 If you are using compensation eligibility rules and defaulting compensation
from a position, the default compensation will override the eligibility rules
 Remember, “pay grades provide ranges not a specific salary”
Eligibility Rules:
Allow Employees to be eligible for specific compensation elements:

o They are really just criteria. Example, people in this organization can have access,
or people at a particular management level can have access

o If you create an eligibility rule on a package or plan, it doesn’t automatically create

eligibility, so you have to create the rule and then add it onto the package later

o Determines the employee’s eligibility for compensation during staffing events

o Can be overridden

o Eligibility rules are needed on each compensation component

 All Packages
 All Grades
 All Grade Profiles
 All Plans

Compensation Plan:

o Salary.

o Hourly.

o Allowance.

o Merit.

o Bonus.

o Future Payment.
o Commission.

o Stock.

o One-Time Payment.

Create Compensation Plan:

 Enter Create Salary Plan into the search box
 Navigate to Create Salary Plan task
 Enter today’s date as the Effective as of date.
o Enter Plan Name.

o Turn on check box for Apply FTE%

o Select Compensation Element

Click OK to save.
Click Close.
Enter Create Allowance Plan into search box
Navigate to Create Allowance Plan task
Enter today’s date as the Effective as of date
Select Amount Based Plan
Click OK to continue.

o Complete Plan Name.

o Complete eligibility rules

o Complete compensation element.

o Complete amount

o Select currency

o Select frequency

o Turn on the check box for No Override.

 In the Allowance Plan Profiles area click on the plus to add a row.
o Select the amount.

o Select currency.

o For eligibility rules select the correct location.

 Click OK to save.
 Click Close.
Create Compensation Grade:
 Enter Create Compensation Grade into the search box.
 Select the Create Compensation Grade task
 Enter today’s date as the Effective as of date
 Leave 4 as the Pay Range Segments unless told otherwise
 Click OK to continue
Enter the following:

o Grade Name

o Base pay element (standard base pay).

o Minimum salary.

o Segment 4 top salary.

o Select the appropriate currency.

o Select the frequency.

o Turn on the check box to calculate the segments

 Select the Compensation Grade Profiles tab
 Enter the values and click OK to Save.
 Click Close

Create Compensation package:

 Enter Create Compensation Package into the search box.
 Select the Create Compensation Package task.
 Enter today’s date as the Effective as of date.
o Select the package name.

o Select the compensation grade.

o Select the compensation plan.

Click OK to save.
Click Close.

Assign Compensation components to rule:

 Enter Assign Compensation Components into the search box.
 Select the Assign Compensation Components to Rule task.
 Enter the following:
o Effective as of date

o Eligibility rule

Click OK to continue.
o Select compensation package
o Select compensation grade

o Select compensation plans.

Click OK to save.
Click Close.

Agenda

What is Business Process

Business Process Framework

Business Process Step Types

Business Process Columns

Business Process and Security.

Business Process Elements

Business Process :Hire

What is Business Process

 A business process in Workday is a set of tasks that people initiate, act upon,
and complete in order to accomplish a desired business objective.
 When a business process is initiated, Workday routes the tasks to the
responsible roles.
 Any user with the appropriate role can initiate a business process.
 Once initiated, the business process at each step notifies users in the
responsible roles and receives feedback when each step is complete.

Business Process Framework:

Business Process determines:-
  Business processes are created using a combination of Actions, Approval
Chains, Checklists or To Do’s.
 An action is a single task or it can be a sub process which further is a
combination of Actions, Approval Chains, To Do’s etc.
 Business Process Framework uses roles to control who performs the activities
that make up a business process.

Business Process Step Types:

1. Initiation :- Initiation is the first step in the business process

2. Action :- An action or event that occurs within Workday.For eg. Propose

Compensation is an action or sub process in Hire Business Process

3. Approval :- An approval step gives the designated approver the opportunity to

approve or deny the entire business process

4. Approval Chain :- An Approval Chain is a sequence of approvals, which goes from

an individual to manager and to further higher level

5. Service :- A service provided by the Workday itself.

6. Consolidated Approval :- This enables you to combine multiple approvals for the
same person into a single approval task notification

7. Integration :- It is a Workday system operation that transfers data to or from an

external application.

8. Report :- It enables to run a report out of a step in a business process

9. Batch :- When we add this as a step, it simply means that the associated business
process step will not complete until the job process completes
10. To Do :- It is an activity that the responsible person must do outside the Workday
System.

11. Checklist :- A Checklist is a collection of To Do’s.

For more Details About Workday Visit Here:

Workday Basics Tutorial