This document provides definitions of the security roles ...
10665206Definitions of HR/Payroll Roles (Campus)February 2019This document provides definitions of the security roles in Workday that have been assigned to individuals across UChicago divisions, departments and schools (“campus”). This includes key tasks for that role, and what information a role-holder can view for the organizations he/she supports and those organizations he/she does not support.This does not include definitions for those central and/or administrative roles in Workday that are held by individuals within Human Resources, Office of the Provost, IT Services, and Financial Services.This document also does not provide the definition of “Employee as Self” who will use Workday’s employee self-service functionality.Table of ContentsAcademic HR Partner5Budget Partner6Costing Allocation Partner7HR Partner8Lead HR Partner (BSD)9Lead HR Partner (non-BSD)10Operations Analyst11 Time Approver12: a part that someone or something has in a particular activity or situationIn Workday, a security role determines what you can see and what you can do in Workday. It provides individuals access to appropriate data within the assigned supervisory organizational mon HR/Payroll roles for UChicago's campus teams include HR Partner, Academic HR Partner, Academic HR Coordinator, Budget Partner and Time Approver (amongst others).For example, an HR Partner can initiate employment transactions such as hire, request one-time payment, or a promotion for staff and temporary and student workers that are in the organization(s) that the HR Partner supports. The HR Partner can also view employment data, such as job details, personal information and compensation for those populations. Additionally, the HR Partner can see employment and organizational data in UChicago organizations he/she does not support, but this view is limited due to the security of the HR Partner role.In Workday, one person can hold multiple roles and multiple individuals can hold the same role.Department personnel who processes faculty/academic forms that change an employee’s recordKey TasksResponsible for initiating, reviewing and approving all major Academic/Faculty/Temporary Academic employee changes and Academic/Faculty/Temporary Academic new hires within their responsible Supervisory Organization (Promotion/Demotion, Job data changes, creating new positions and managing existing positions, I9 verifications)Manage movement of groups of employees to new or existing Supervisory OrganizationsManage Supervisory Organizational reporting for Academic/Faculty/Temporary Academic employeesInitiate all compensation related changes to Academic/Faculty/Temporary Academic employees within their associated Supervisory Organizations (increases/decreases, new positions, new hire compensation proposals, one-time payments, allowance plans, etc.)Manage compensation reporting for all Academic/Faculty/Temporary Academic employees within their associated Supervisory OrganizationVisibilityOrganization data for organization(s) I supportOrganization Details (manager, headcount, location, superior and subordinate orgs), Members, Staffing (open positions), Roles, complete organization chartOrganization data for organization(s) I do not supportOrganization Details (manager, headcount, location, superior and subordinate orgs), complete organization chartEmployee data for organization(s) I supportEmployee ID; Social Security Number; Location; Employee type; Full time eligibility; Hire date/length of service/time in position; Work address, email, and phone; Home address, email, and phone; Emergency contact info; Personal info (DOB, marital status, citizenship, disability status); Job history; Organizations; Service dates; Compensation and compensationchange history; Costing allocationsEmployee data for organizations I do not supportLocation; Work address and work email; Supervisory organization(s); Job details for all current jobs (position ID, position start and end dates, job title, scheduled weekly hours and pay ratetype)Department personnel who manages the budget and who will have opportunity to approve fiscally relevant HR processes for all employees.Key TasksApprove compensation changes for [non-student] employees that will impact their associated Supervisory Organization’s budgetAnalyses staffing reports related to their associated Supervisory Organization’s budgetVisibilityOrganization data for organization(s) I supportOrganization Details (manager, headcount, location, superior and subordinate orgs), Members, Staffing (open positions), Roles, complete organization chartOrganization data for organization(s) I do not supportOrganization Details (manager, headcount, location, superior and subordinate orgs), complete organization chartEmployee data for organization(s) I supportEmployee ID; Employee type; Full time eligibility; Hire date/length of service/time in position; Work address, email, and phone; Home address, email, and phone; Emergency contact info; Job history; Organizations; Compensation and compensation change history; CostingallocationsEmployee data for organizations I do not supportLocation; Work address and work emailChanges funding accounts on employees within the organizations the Costing Allocations Partner is assigned to. Similar to Grant Administrators at UChicago.Key TasksInitiate and complete any changes to funding accounts on a worker within WorkdayProvides the HR Partner with the account(s) funding the new hire for initial entry into WorkdayExecutes the Maintain/Assign Costing Allocation business process in Workday on an as-needed basis, once the employee has been hired.VisibilityOrganization data for organization(s) I supportOrganization Details (manager, headcount, location, superior and subordinate orgs), complete organization chartOrganization data for organization(s) I do not supportNoneEmployee data for organization(s) I supportLocation; Work address and email; Supervisory Organization; Manager; Employee type; Current jobs; Compensation and compensation change history; Costing allocationsEmployee data for organizations I do not supportLocation; Work address and work emailHR PartnerDepartment personnel who process staff, post doctoral scholar and temporary, seasonal, and student worker forms and other transactions that change an employee’s recordKey TasksResponsible for initiating, reviewing and approving all major Staff/Temporary/Seasonal/Student/Post Doctoral Scholar employee changes and Staff/Temporary/Seasonal/Student/ Post Doctoral Scholar new-hires within their responsible Supervisory Organization (Promotion/Demotion, Job data changes, creating new positions and managing existing positions, I9 verifications)Initiate all compensation related changes to Staff/Temporary/Seasonal/Student/ Post Doctoral Scholar employees within their associated Supervisory Organizations (increases/decreases, new positions, new hire compensation proposals, one-time payments, allowance plans, etc.)Manage movement of groups of employees to new or existing Supervisory OrganizationsManage Supervisory Organizational reporting for Staff/Temporary/Seasonal/Student/ Post Doctoral Scholar employeesVisibilityOrganization data for organization(s) I supportOrganization Details (manager, headcount, location, superior and subordinate orgs), Members, Staffing (open positions), Roles, complete organization chartOrganization data for organization(s) I do not supportOrganization Details (manager, headcount, location, superior and subordinate orgs), complete organization chartEmployee data for organization(s) I supportEmployee ID; Social Security Number; Location; Employee type; Full time eligibility; Hire date/length of service/time in position; Work address, email, and phone; Home address, email, and phone; Emergency contact info; Personal info (, DOB, marital status, citizenship, disability status); Job history; Organizations; Service dates; Compensation and compensationchange history; Costing allocationsEmployee data for organizations I do not supportLocation; Work address and work email; Supervisory organization(s); Job details for all current jobs (position ID, position start and end dates, job title, scheduled weekly hours and pay ratetype)Divisional approval role within BSD for key Staff HR Business processes.Key TasksCan initiate all HR business processes for responsible Supervisory Organization(s)Can be added as an Ad-Hoc approver into any business process (e.g. Hire, Change Job)Approves the following business processes before they are complete or routed to HR Operations: Create Position, Promotion, Request One-Time Payment, Request Compensation Change, Period Activity PayVisibilityOrganization data for organization(s) I supportOrganization Details (manager, headcount, location, superior and subordinate orgs), Members, Staffing (open positions), Roles, complete organization chartOrganization data for organization(s) I do not supportOrganization Details (manager, headcount, location, superior and subordinate orgs), complete organization chartEmployee data for organization(s) I supportEmployee ID; Employee type; Full time eligibility; Hire date/length of service/time in position; Work address, email, and phone; Home address, email, and phone; Emergency contact info; Job history; Organizations; Compensation and compensation change history; Costing allocationsEmployee data for organizations I do not supportLocation; Work address and work email; Supervisory organization(s); Job details for all currentjobs (position ID, position start and end dates, job title, scheduled weekly hours and pay rate type) Has oversight into all Staff HR processes within their assigned organizations.Key TasksCan initiate all HR business processes (see HR Partner) for responsible Supervisory Organization(s) but is not a target for any approval or reviewCan be added as an Ad-Hoc approver into any business process (e.g. Hire, Request Compensation Change, Change Job)VisibilityOrganization data for organization(s) I supportOrganization Details (manager, headcount, location, superior and subordinate orgs), Members, Staffing (open positions), Roles, complete organization chartOrganization data for organization(s) I do not supportOrganization Details (manager, headcount, location, superior and subordinate orgs), complete organization chartEmployee data for organization(s) I supportEmployee ID; Employee type; Full time eligibility; Hire date/length of service/time in position; Work address, email, and phone; Home address, email, and phone; Emergency contact info; Job history; Organizations; Compensation and compensation change history; Costing allocationsEmployee data for organizations I do not supportLocation; Work address and work email; Supervisory organization(s); Job details for all current jobs (position ID, position start and end dates, job title, scheduled weekly hours and pay rate type) View-only role that has the ability to pull reports on an ad hoc basis.Key TasksNone assignedVisibilityOrganization data for organization(s) I supportOrganization Details (manager, headcount, location, superior and subordinate orgs), Members, Staffing (open positions), Roles, complete organization chartOrganization data for organization(s) I do not supportOrganization Details (manager, headcount, location, superior and subordinate orgs), complete organization chartEmployee data for organization(s) I supportEmployee ID; Social Security Number; Location; Employee type; Full time eligibility; Hire date/length of service/time in position; Work address, email, and phone; Home address, email, and phone; Emergency contact info; Personal info (, DOB, marital status, citizenship, disability status); Job history; Organizations; Service dates; Compensation and compensationchange history; Costing allocationsEmployee data for organizations I do not supportLocation; Work address and work emailOversight to approve time for any employee assigned to them based on supervisory organization. Multiple time approvers can be assigned to a supervisory organization.Key TasksApproval of Worked Time Approval of Time Off Requests VisibilityOrganization data for organization(s) I supportNoneOrganization data for organization(s) I do not supportNoneEmployee data for organization(s) I supportLocation; Time Off BalanceEmployee data for organizations I do not supportWork email ................
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