Workday
Leader
Launch
February 2012
1
Agenda
 Workday overview
 Workday basics
 Employee related transactions in Workday
 Talent processes overview
 Questions
 Workday Implementation
 Next Steps
2
CAE Inc. Confidential and/or Proprietary Information
Intended outcome from today
You will:
3

Understand what Workday is and when to use it

Understand how to use Workday for employee related
transactions

Know how to access information from Workday

Know where to get support & find supporting documentation
CAE Inc. Confidential and/or Proprietary Information
Introducing WorkdayIntegrated Employee
Information System
Workday at a glance
Workday Human Capital Management (HCM) is the leading unified
HR and Talent Management solution on the market today
Next generation of Software as a Service (SaaS) business services
5

Configuration vs Customization

Iterative methodology
CAE Inc. Confidential and/or Proprietary Information
Operate as a Global Business
 Deliver
key real-time, global workforce business intelligence to make
decision

Executive and Manager empowerment with global employee information
 Support


Real time people information to support growth strategy
Efficient development and utilization of people resources
 Drive


development of global leadership needed for CAE’s growth
productivity
Global process standardization, system consolidation and automation of manual
processes
Shift HR focus from administrative activities to partnering with the Businesses
 Provide
one global system with simplified Leader and Employee self
service access
6
CAE Inc. Confidential and/or Proprietary Information
Workday services at CAE
SELF-SERVICE
ACTION & INSIGHT
MOBILE
ACCESS
GLOBAL
X
X
X
ABSENCE
COLLABORATION
PERFORMANCE
SUCCESSION
PAYROLL
INTERFACE
CAREER &
DEVELOPMENT
BENEFITS
COMPENSATION
REPORTING
PEOPLE
WORK
RESOURCES
DASHBOARDS
STAFFING
ADAPTIVE FOUNDATION
EASY TO USE
7
BUSINESS PROCESS FRAMEWORK
OBJECT-ORIENTED
CAE Inc. Confidential and/or Proprietary Information
SECURITY
INTEGRATION
Employee Lifecycle
Sigal
LMS

Training

Succession
Planning /
Talent Mgmnt

Local tools
Sigal

Compensation
Mgmnt
Workday
Workday
Hire, transfer,
promo,
terminate
Workday
Headcount
Recruit
Workday
Request for
Concur
AON
VIP
Oracle
Sigal
Unanet
Baan
8
Payroll N.A.
Multiple other
interfaces
CAE Inc. Confidential and/or Proprietary Information
Outlook
Benefits of Workday for Managers

HR Data will be easily accessible

Reliable data & consistent processes


Integrated employee information



Employee Lifecycle related requests & processes (e.g. Hiring, Promotions, Talent
Mgmt) will be initiated, reviewed, approved and documented in Workday
Workday will be the main source for employee related information including
Performance Management (PFDP)* and Talent Management
“One stop shop”, one look & feel
Workforce Intelligence at your fingertips
*Beginning FY13
9
CAE Inc. Confidential and/or Proprietary Information
Using Workday
Logging In/Navigating- Diane

Show some of the material from Sharepoint (ie. Worklets & Icons)

When mention workfeeds, also mention outlook notification- not available for
UAT but will be there for launch
11
CAE Inc. Confidential and/or Proprietary Information
Workday Basics- Demo
Navigation





Search bar, tabs on right,
My Workday (add favorite)
All about Me (configure)
Organizational Swirl

Access employee information as a manager

Dashboard/reports
12
CAE Inc. Confidential and/or Proprietary Information
Security



Every worker has a role defined in Workday

Employee (by default)

Manager (by default)

HR Partner, Payroll Partner, HR Administrator, etc.
Each role has a specific access to information/ ability to perform
activities defined:

Some are system defined

Some are CAE defined
Business Processes:

13
Initiation of a Business Process is restricted by the Security
Group restrictions defined by CAE
CAE Inc. Confidential and/or Proprietary Information
Who has access to information
ALL Employees

Access to their own personal and work related information.

Access to minimal information about others globally (similar to outlook)

For example: management hierarchy, location, job, contact info
Managers

Will have access to all employee work related information for employees reporting to
them or below them in the management chain.


Confidentiality
Do not have access to worker personal information except for the date of their birthday
(not year)
HR

HR business partners will have access to all employee information in the organizations
they support.

Corporate HR teams will have access to information only relevant to their area of
responsibility.
14
CAE Inc. Confidential and/or Proprietary Information
Job and Position Overview

Job Profile:

A job profile is the result of a job evaluation based on generic details of the
job (responsibilities & knowledge).


Example: 2111 – Administrative Assistant II
Position:

A specific role within an organization that is held by one individual and has
a job profile attached to it.
Example:
Positions related to job code 2111




Position A – Administrative Assistant II, CORE Technologies
Position B – Administrative Assistant II, Simulation Technologies
Position C – Administrative Assistant II, Corporate Finance
Position D – Administrative Assistant II, Human Resources
Many employees can have the same job profile.
2
CAE Inc. Confidential and/or Proprietary Information
Job and Position Relationship
Job: 2111- Administrative Assistant II
Position A
Position B
Position C
Position D
Only one employee can be
assigned to a position.
2
CAE Inc. Confidential and/or Proprietary Information
Activities that can be performed

Initiate a process or a task : Starting the process

Review : Ability to edit information and approve

Approve : Ability to approve only

Cancel :

Deny : Stopping whole process. Are you really sure? Will have to be re-submitted

Send back :Sending back to one of previous
Cancelling a transaction you’re currently doing.
senders asking for more information

Rescind : Rescinding whole process as it never existed once it is completed.

Skip (a step): Available only if step is optional. You may

Save for later : speaks for itself !
opt to skip if not needed.
No matter what activity you perform, there will be an audit trail.
17
CAE Inc. Confidential and/or Proprietary Information
Employee related transactions in Workday
Manager Initiation

As the owner for the request the manager initiates most processes for employee
related actions. Examples are:






Create Job Requisition
Lateral Transfers
Promotions
Demotions
Terminate Employee
Request Base Pay Change






Request Leave of Absence
Request Return from Leave
Contract & End Contingent Worker (transfer if applicable)
Start & End International Assignment
Assess Potential
Manage Succession Plan
Employee Initiation

As the owner of their personal information employees initiate actions related to
this information. Examples are:





Change Legal Name
Change Preferred name
Change Primary Address
Change Business Title
Change Marital Status





Change Personal Information
Correct Date of Birth
Request Leave of absence
Request Return from Leave
Create talent profile
Ownership remains the same…..Now it is done directly in Workday
18
CAE Inc. Confidential and/or Proprietary Information
Leave of Absence

This is an optional feature available for countries who wish to
track the status of employees taking a leave of absence.
It is not a tracking time
feature

The employee should initiate a leave of absence.


If required, the Manager can place an employee on leave.
Leave types include:



Personal Leave
Educational Leave
Maternity, Paternity, Parental Leave
Sick days, public holidays and vacation days are not captured in Workday.
There is no change in how they will be tracked.
2
CAE Inc. Confidential and/or Proprietary Information
Reassignment

Reassign the ownership of a task to another person.

This is a one-time reassignment for a single instance of a
business process step.
I received a promotion request for someone
from Finance in our organization.
I have reassigned the approval task to you.
Thank you.
Regional Leader
Finance Leader
CAE Inc. Confidential and/or Proprietary Information
Delegation

Enables a user to perform tasks on behalf of the original task owner for a
determined period of time.

Does not remove ownership for the task from the user it was initially
assigned to.

When delegation period ends, and if a process is incomplete, it reverts to the
original owner.
While I am on vacation for the
next two weeks, please complete
these tasks on my behalf.
Ok!
CAE Inc. Confidential and/or Proprietary Information
Delegation
Delegate entire Inbox or
specific business process
 Delegate receives any tasks (entire inbox or
specific process) that would have been directed to
you, as well as any notifications or alerts.
 Delegate can be any user.
 Does not provide access to compensation or
performance information.
Delegate a specific task
 Same as above except is it for a specific task.
Delegate the initiation of a Limited to
process
 Request Base Pay Change
 Request One-Time Payment
 Initiating a requisition cannot be delegated.
 If a requisition is required during a manager’s
absence, anybody above him in his management
chain can initiate the requisition.
22
CAE Inc. Confidential and/or Proprietary Information
Business Process Demo
Processes:

Create a job requisition

Terminate an employee

Transfer process
Good to know:
23

Where to look to find out where the transaction is in the
process

Documentation available:

Step by Steps

Procedures
CAE Inc. Confidential and/or Proprietary Information
24
CAE Inc. Confidential and/or Proprietary Information
Compensation
Compensation
Workday will :


Allow visibility of compensation information to employees,
managers and HR.
Allow you to get a quick overview of the total compensation
information of an employee or of your whole team; Pay
Incenti
ve
Plans
Total Base
Pay
Ranges
STIP
Allowan
ces
Perks

Base
Pay
Salary
LTIP
Allow you to initiate specific compensation requests, although
most are generally embedded within other HR business
processes;
WORKDAY CONFIDENTIAL
CAE Inc. Confidential and/or Proprietary Information
Talent process overview
Talent Profile
Currently
• General information
• CAE Work history
New or slight change effective 2012
•
•
•
•
Job Details*
Management Chain*
Manager History*
Organizations*
* Pre-loaded from VIP
Other Experience
External Job History (include CAE job history prior to Workday implementation)
Educational background
Education
Professional certification & other qualifications
Certifications
Languages
Languages
Geographic Mobility
Relocation
Development plan/training
Development Plan**
** will be effective April 2012 (FY13)
Potential next positions/timing
Career Interests
• My current position interests me and I am not yet looking for, or preparing for a change in
position
• I am starting to think about and prepare for changing my position in the next 1-2 years
• I am ready now to change positions
Need to be confirmed by the leader via system
• Summary assessment
• Key strengths
• Key development needs
In Sigal in 2012 and in Workday in 2013 under « Performance »
New features:
• Accomplishments
• Memberships
• Travel (less than 25%, 25%-50%, more than 75%)
Captured in Excel/MS Word document
28
• Info will be captured in Workday
• Live document – could be printed but meant to be accessed live
CAE Inc. Confidential and/or Proprietary Information
ALDP & Succession Planning changes
Existing in 2011
Potential
codes
• Assessment of Managers and above
• Assessment of Group Leaders and above
• Potential code definitions are:
• New potential code definitions:
 P2 (promotable 2 levels now)
 P1 (promotable one level now)
 AL (at level for current year)
Retention
New content or slight change effective 2012
 ++ Could move up 2 levels
 +
 =
Could move up 1 level
Develop in current role/level
• Assessment discussed with employees
• Potential codes not visible to employees in Workday but
still discussed with them
• Capture of data in Power Point
• Capture of data in Workday
• At-Risk and impact identified
• Three levels of risk
 High
 Medium
 Low
Succession
Planning
• Loss impact
 no impact
 moderate impact
 significant impact
• Capture of data in Power Point
• Capture of data in Workday
• For Director and above positions
• Feature available at all levels in Workday; mandatory for
Director positions and above only
• Identify successors for own position and
subordinates
• Identify successors for subordinate positions
• Readiness assessments more specific:
 Ready now
 Within next 3 years
• Capture of data in PowerPoint
• Report available: “ALDP – Succession planning analysis”
• Capture of data in Workday in preparation to ALDP round
table only. After round table access will be on view only
ALDP round
29
table
• Manually entered in PowerPoint
• Most of data will be accessible live or by reports in
Workday
CAE Inc. Confidential and/or Proprietary
Information
Benefits of Talent Information in Workday

For leaders, including management chain of employee’s organization





For employees






Experience and expertise visible to broader audience
Possibility to communicate development and career interests within CAE
For group leaders and above, knowing they are recognized for their potential and that they can
grow in the organisation
Development plan targeted to reduce gaps with development and career interests
Ownership of documenting experience & expertise
For HR



30
Access to information to make day to day and strategic decisions
Talent information is easily accessible in the system
Effective resource planning based on potential and assessments of employees
Ability to focus development opportunities
Access to information to support customer strategies and day to day decisions
Recruiters can access reports with selection criteria for a specific opening to identify potential
internal candidates
The Organizational Development team will access important information pertinent for
succession planning, development of potential employees and leadership development
CAE Inc. Confidential and/or Proprietary Information
Talent Process Demo - Talent Profile
31
CAE Inc. Confidential and/or Proprietary Information
Talent Process Demo - Talent Profile:
Add Language, Accomplishment
Help text at the top of each
section to provide guidance
32
CAE Inc. Confidential and/or Proprietary Information
Talent Process Demo - Save for later
When you click “Save for later”
and you want to go back to
your information, you have to
refer to your Inbox, either as a
Worklet or on the tab on the
right side of the screen. You will
also find it in your Workfeed
It will show as a “Revise” action
33
CAE Inc. Confidential and/or Proprietary Information
Talent Process Demo - Talent Profile: Career Interest
34
CAE Inc. Confidential and/or Proprietary Information
Talent Process Demo - Assess Potential
35
CAE Inc. Confidential and/or Proprietary Information
Talent Process Demo – Succession planning
After you have clicked OK:
36
CAE Inc. Confidential and/or Proprietary Information
ALDP-PFDP Timeline
Feb. 21-March 16
Sigal- Self Assessment
Workday- Talent Profiles
April
Round table
discussions
4th quarter
March 19-April 13
Sigal
• Leaders assess
employee’s performance
Workday:
• Leaders assess potential
& create succession plan
37
May 25-June 11th
Final review
discussion and Salary
increase process
1st quarter
May 25-June 29
In Workday:
Objectives setting
Leadership attributes
Development plan
2nd quarter
August-Sept.
In development plan
review training
activities according
to adjustment of
Training catalogue
CAE Inc. Confidential and/or Proprietary Information
3rd quarter
Mid Oct. Mid Nov.
Interim review
Support

Reference/Training Material access via:





Procedures
Step by steps
Quick Reference Guides
Frequently Asked Questions (FAQ)
Terminology
HRBP Support

Technical issues- CAE Workday e-mail (WorkdaySupport@cae.com or
WorkdaySupportServices)
38
CAE Inc. Confidential and/or Proprietary Information
Implementation Approach and Timeline
Architect
Aug
Build
Activities
 Major functionality
 Business processes
 Security
 Unit testing
 Report development
Activities
 System testing
 User acceptance
testing (UAT)
 Data validation
Milestones
 Initial Prototype
 Configuration Prototype
Milestones
 Final Configuration
Prototype
 System testing & UAT
complete
Sept
Oct
Nov
Deploy
Test
Dec. to Mid. Jan
Activities
 Launch communication
& Training
 Final data conversion
and configuration
Milestones
• Training complete
End Jan. to Mid. Feb
CAE Inc. Confidential and/or Proprietary Information
Support
Activities
• Post production
support
Milestones
• Go Live
• End User usage
Feb. and beyond
Key Workday Implementation Dates
Activity
Timing (Week)
Workday overview presentation for managers
Dec/Jan.
Jan. 16th
Jan. 17th, 24th & wk
Feb. 6th
User Acceptance Testing
Workday is coming launch managers
Workday training to Managers and above, Group Leaders & Executive Admins
Feb. 13 & 20th
Administrative assistant training
Feb. 13 & 20th
GO LIVE- Workday is here campaign & contest for all
Optional Employee information sessions
Workday "Did you know," e-mail by audience
Bi-monthly manager & above optional demos/webcasts
Feb. 21st
Mid/End-Feb
Monthly
beginning March
Bi-monthly
beginning April
PFDP/Workday training begins in April for FY13 and subsequent sessions aligned with timing of PFDP cycle
June
Workday survey
40
CAE Inc. Confidential and/or Proprietary Information
Next Steps for you
Receive
Workday log in information
Explore
Workday & complete your Talent profile

Talent Profile- Feb. 21st-March 16th
Assess
Employees- March 19th-April 13th
Performance- Sigal
 Potential, Retention, Succession Planning- Workday

Begin
using Workday for Employee life cycle processes
Access
41
Workday dashboards & reports
CAE Inc. Confidential and/or Proprietary Information