MANAGER SELF SERVICE - Bristow Group



MANAGER Self Service

APRIl 2010

TABLE OF CONTENTS

▪ AGENDA 3

▪ signing into workday 4

▪ my account 5

▪ changing preferences 6

▪ My Team 7

▪ Search Windows 9

▪ Related Actions 10

▪ aCTIVITY 1 – sEARCH & NAVIGATION 11

▪ My INBOX/Tasks 12

▪ My Requests 13

▪ Process Status 14

▪ Notifications 15

▪ Delegating your Inbox 16

▪ ACTIVITY 2 – MANAGING & DELEGATING INBOX 17

▪ Approving a Time Off Request 18

▪ LEAVE OF ABSENCE 21

▪ ACTIVITY 3 – TIME OFF & LEAVE OF ABSENCE 22

▪ Running a Report 23

▪ ACTIVITY 4 – PRINTING A REPORT 24

▪ DEFINITIONS 25

Manager Self Service Training

Welcome to Workday!

This Manager Self Service Training is designed to introduce you to the Manager self service functionality in the Workday system. In this session, through discussion and hands-on activities we will cover the major functionality of Workday as is relates to Manager Self Service.

Agenda

Today we will cover the following topics:

▪ Signing into Workday

▪ My Account

▪ Change Preferences

▪ Navigating the Workday System

▪ My Team

▪ Search Windows

▪ Related Actions

▪ Inbox

▪ My Tasks

▪ My Requests

▪ Process Status

▪ Notifications

▪ Delegating your Inbox

▪ Time Off

▪ Approving a Time Off Request

▪ Time Off Icon and Worklet

▪ Reports

▪ Running a Report

▪ Exporting a Report

▪ Printing a Report

Navigating the Workday System

Signing into Workday

Before you can access your data and use the Workday system, you must first sign onto the system. A personal login and password is required, which will be assigned to you by your system administrator.

To access Workday, enter your security information on the Workday sign in screen:

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Login Steps:

1. ENTER YOUR USER NAME

2. Enter your password

3. Select challenge questions

(The first time you log in you will be asked to set up challenge questions and answers.)

4. Click Go to enter Workday

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There are two ways to access the IT helpdesk if you are having difficulties signing in.

1. If you are accessing from the Bristow system, you can click on the following link to send a helpdesk ticket. .

2. If you do not have the ability to enter a Bristow Help Desk ticket, please use the following email address to log an issue with the Bristow IT Department. Email helpdesk@.

My Account

This drop down menu choice can be found at the upper right hand corner next to your name and below the search window.

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Change my password.

1. Depending on your organization’s security policies you may need to change your initially issued password the first time you login to Workday. There is also the possibility that you may not need to change it or you may not be able to change it. Ask your HR or Security Representative if you are unsure and have received no instructions or need other assistance in accessing Workday.

2. To change a password manually just use the Change Password link in the My Account drop down on your All About Me page. Type in the current password and then enter and confirm the new password.

3. Passwords cannot be the same as your user name or old password.

4. If you login to Workday and are required to change your password, please follow the prompts.

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Manage my password challenge questions.

1. Select the Manage Password Challenge Questions link from the My Account worklet on your All About Me page.

5. Select new questions and answers which will be used to send you a new password should you forget your current password.

Change Preferences

This link gives workers the ability to change some user interface defaults and preferences such as what language Workday menus and pages will display in, the number of rows to display in all Inbox fly out tabs, the number of days to show Completed Tasks in the My Requests Tab, and whether to turn on email alerts for Process Tasks and Notifications and also what email address would be used for that.

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Your organization’s business processes will determine what kind of access you have to your preferences and whether you can opt in or out of email alerts for Business Process Tasks and Notifications.

My Team

The My Team landing page is Workday’s one stop shop for all Manager self service and informational needs. From this page a Manager can access all relevant information about their direct reports.

Let’s review the “Configure My Team Demo”. Please click on following link.

MSS_Config_MyTeam_demo.exe[pic]

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Each of the Icons will provide access to a worklet with actions and views for that category. Some of the more prominent icons are:

My Team: This will give you access directly to your direct reports. You can click on the employee name to view their employment information or the action and view hyperlinks to do other things.

Inbox: Access your Inbox for tasks and notifications. You may also use this Inbox to review your requests such as time off and expense and to view the status of those requests. You may delegate your Inbox from this menu.

My Processes: The My Processes icon will provide a snapshot of each of the business process events that you have initiated either as a Manager or as an Employee.

The icons on your ‘My Team’ page represent groups of related tasks, reports, and links. They are arranged in a logical format based upon a category. The worklets can be added to or removed as allowed by your organization. There may be required worklets and some of the worklets shown above may not be available to you depending on the functionality enabled in your Workday implementation.

| | | |

|REQUIRED WORKLETS |RECOMMENDED WORKLETS |OPTIONAL WORKLETS |

| | | |

|INBOX |EMPLOYEE CHANGES |PERFORMANCE |

| | | |

|TIME OFF | | |

| | | |

|MY PROCESSES | | |

| | | |

|REPORTS | | |

| | | |

|MY TEAM | | |

| | | |

|HEADCOUNT | | |

| | | |

|COMPENSATION | | |

Search Window

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The Search window is used to search for any tasks, reports, and views you have access to. If you are not sure where to find information in a particular worklet or category-simply type the task name or report you are looking for to find it. You can access information about your own worker record and about other workers here as well. If you have no support or Managerial responsibilities the information you can bring up about other workers is restricted to their available contact information, including phone and email addresses. You may also see the organizations that they belong to, their management chain, their current job, and who supports the organization that they reside in such as their HR Partner, Benefits Partner, etc.

As an example, typing ‘Term’ in the search window will bring up a list of Reports, Custom Reports and Tasks that you, as a Manager, have access to.

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Related Action Icon

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The related actions icon[pic], also represented as a is used to indicate that there are actions related to the object which can be taken.

Actions available depend on the access you have. In the example below, using the related action icon off of the worker record allows the manager to view data and accomplish tasks related to the individual direct report’s record such as Approving Time Off, or even viewing Job History. Many of these tasks are also available within worklets on the My Team page. With Workday there is often more than one way to accomplish or navigate to the same task or report.

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Activity 1

Activities for Search and Navigation

1. Search for and explore your supervisory organization

1. Find one of your direct reports

2. Use search to find an employee and use the My Team page to find an employee

Inbox

As a Manager you must be aware of all the components of the Inbox. The Inbox is not only used for tasks that are assigned to you, it can also be used to determine the status of the business process events that you have initiated/started. You can also see the status of any process that you have simply been involved in (but not started). There is also a Notifications tab within the Inbox; here you receive messages that the system administrator has determined as pertinent.

Let’s review the “Inbox Demo”. Please click on following link.

MSS_Inbox_demo.exe[pic]

My Tasks

To view any tasks that are assigned to you simply click on the Inbox Icon. If you have any tasks that have been assigned but have yet to be completed, the icon will be marked with a red circle. The icon below shows one task assigned:

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See a more detailed view of my Inbox.

1. Click on the Inbox icon

6. From the Inbox worklet click on the View Entire Inbox hyperlink at the bottom.

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3. Once you click on the View Entire Inbox hyperlink you will be transferred to the View Entire Inbox page

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4. Simply click on the button to view the task. You will then have the ability to complete it. There is also a due date assigned to most tasks. The system adiminstrator will keep track of overdue tasks so complete them in a timely manner.

My Requests

The My Requests tab of the inbox will show all of the business process events that you have started or initiated.

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See the status of an employee’s time off.

1. Click on the Inbox icon.

2. Click on the View Entire Inbox hyperlink.

3. Click on the My Requests tab.

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4. Click on the event hyperlink in which you are interested.

5. Click on the Process tab to see the detailed steps in the process (*keep in mind you can do this for ALL BUSINESS PROCESSES).

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Process Status

The Process Status section of the Inbox will show all of the business processes that you are a part of whether you started them or not. An example could be the Time Off Request that you may have initiated.

See the status of a process that I did not start but, one that has to do with my organization or my direct reports.

1. Click on the Inbox icon.

2. Click on the View Entire Inbox hyperlink.

3. Click on the Process Status tab.

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4. Click on the event hyperlink in which you are interested

5. Click on the Process tab to see the detailed steps in the process (*keep in mind you can do this for ALL BUSINESS PROCESSES).

Notifications

Your system administrator may set up Notifications that are routed into your Inbox (because you are a Manager). Those Notifications can be found on the Notifications tab of your Inbox. Usually Notifications are reserved for when someone else, like the HR Department or someone in your Management Chain, has completed a task or business process in which you are involved. You will also receive a Bristow email notification.

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Locate the Notifications that have been routed to me.

1. Click on the Inbox icon.

2. Click on the View Entire Inbox hyperlink.

3. Click on the Notifications tab.

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4. Click on the event hyperlink in which you are interested

5. Click on the Details tab to see the date that was entered as part of the process (*keep in mind you can do this for ALL BUSINESS PROCESSES).

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Delegating your Inbox

When you, as a Manager, take vacation or leave, you would not want important business process tasks to fill up your inbox. It is important to complete tasks in a timely manner. To facitliate this when you are away from work or away from the office you can delegate your inbox to another system user.

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Delegate my Inbox to someone else while I am away from work.

1. Click on the Inbox icon.

2. Click on the Delegate My Inbox hyperlink at the bottom of the popup worklet.

3. Click on the Request Delegation Change button.

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4. Enter a Begin Date for the delegation.

5. Enter an End Date if you know when the delegation will end (it is optional).

6. Populate the Delegate field by searching for the user you wish to delegate to or use the Prompt icon to find the desired delegate.

7. Determine if you would like to retain access to the business process tasks that are delegated or not. (If this box isn’t checked you will not see anything in your inbox. If it is checked, you will see what’s in your inbox as well as the person that you delegated to.

8. Click the Submit button to initiate the request.

9. Once your request is submitted it will most likely be routed to your Manager for approval.

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Activity 2

Activities for Managing and Delegating Inbox

1. Delegate to another manager.

2. Remove delegation.

Time Off

There are a number of different things a Manager can do within the Time Off section of the Workday Manager Self Service module. A Manager can adjust time off, place employees on leave and run various Time Off reports for their employees.

Let’s review the “TimeOff Demo”. Please click on following link.

MSS_TimeOff_demo.exe[pic]

Approving a Time Off Request

Time Off Requests need approval. A task is normally routed to the Manager via the Inbox so that the Manager can either Approve or Deny the request. To view any tasks that are assigned to you simply click on the Inbox icon. If you have any tasks that have been assigned but, have yet to be completed the icon will be marked with a red circle. The icon below shows one task assigned.

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Approve, deny or send back a Time Off Request for one of my Direct Reports.

1. Click on the Inbox icon.

2. Click the Review button in your Inbox worklet.

3. Click the green Approve button at the bottom to approve the requested time off. You can also fill in any comments you see fit.

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4. You can also click on the Time Off Balance as of Current Date section to see the employee’s Time Off Summary.

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5. Click the Deny button to completely deny the Time Off Request. If a request is denied you must put notes in the comments section. The employee would have to submit the request again at that point.

6. If you send back the Time Off Request it is a best practice to enter comments. The employee could read your comments and make the necessary changes.

Time Off Icon and Worklet

If you need to Correct Time Off for one of your employees you should navigate to the Time Off icon. There you can also place employees on leave, return them from leave, as well as run time off reports for your entire set of direct reports.

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Enter Time Off for my direct report.

1. Click on the Time Off icon.

2. Click on Enter Time Off task in the Actions section of the Time Off worklet.

3. Find your employee by clicking the prompt icon or searching for it by name.

4. Click the OK button.

5. Fill out the Date, Type and # of hours requested.

6. Click the green ‘+’ icon to add another row (for another day).

7. Keeping adding rows as needed.

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8. Click the Submit button when finished.

9. Because you entered the request and you are the Manager, no approval is required.

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Correct Time Off for my direct report.

1. Click on the Time Off icon.

2. Click on Correct Time Off task in the Actions section of the Time Off worklet.

3. Find your employee by clicking the prompt icon or searching for it by name.

4. Click the OK button.

5. Enter the Corrected to Requested hours. (Please correct the entry. Do not delete.)

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6. Click the Submit button when finished.

7. Because you entered the request and you are the Manager, no approval is required.

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View which employees have Time Off coming up in the future.

1. Click on the Time Off icon.

2. Click on All Time Off in the view section of the Time Off worklet.

3. Find your organization by clicking the prompt icon or searching for it by name.

4. If subordinate organizations exist below you simply check the Include Subordinate Organizations checkbox. (you can also include Managers and enter a date range)

5. Click OK to run the report.

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Place an employee on leave.

1. Click on the Time Off icon.

2. Click on the Place on Leave action in the Time Off worklet.

3. Choose an employee by searching for their name or by clicking on the prompt icon.

4. Click the OK button.

5. Enter the Last Day of Work, First Day of Leave, Estimated Day of Leave and the leave type.

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6. Once you have populated the data on the request click on the Submit button.

7. The request will be sent to the HR department for review and approval.

8. You can see who the review step is assigned to:

Activity 3

Activities for Time Off and Leave of Absence

1. Place an employee on leave.

3. Approve employee time off requests.

4. Deny a time off request.

5. Run a Time Off report.

Reports

There are a number of different ways to access a report. To view a report type “reports” in the search box.

Running a Report

A list of reports will be displayed to choose from. Select the report that you are looking for.

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You will have the option to run or schedule the report. By clicking the [pic] icon, the report will appear in a PDF format. You can also select the[pic] button to export the report into excel.

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Once the report is in PDF you will have the option to print.

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Access to the W: Drive will be via the My Reports item (search My Reports) or the Reports worklet.

Activity 4

Activities for Printing a Report

1. Run a Report

2. Export a Report

3. Print the Report

Definitions

WORKLETS

Once you hit the icon, a worklet will appear. This is where you can select a transaction.

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INBOX

Your Inbox includes all tasks, requests, process status and notifications.

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TIME OFF

Time off allows you to request time off and review time off balances. This includes leave of absence time off.

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MY PROCESSES

Shows all of the transactions that you have processed.

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REPORTS

Shows all reports.

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MY TEAM

Shows all of the direct reports and allows you to create actions pertaining to your team.

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HEADCOUNT

Allows you to view and change the Members in your Organization. It also shows Staffing, Roles and Organization Assignments.

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PERSONAL INFORMATION

Lists Addresses, Contacts, Marital Status, DOB, ID’s and Email Addresses.

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COMPENSATION

You can view Pay Information here.

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EMPLOYEE CHANGES

Shows Recent Changes, Exit Interviews and Open Positions.

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PAY

Shows Payslips, Withholdings and Bonus & One time payments.

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BENEFITS

Allows you to view and change benefits elections and beneficiaries.

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