Enhancing your workday for the road ahead

Transcription

1 Enhancing your workday for the road ahead Manager Resource Guide & FAQ s Our Beliefs Respect Collaboration Excellence Integrity Community

2 Enhancing your workday for the road ahead Manager Resource Guide 2

3 Why workday? Enhancing Your workday for the Road Ahead Helps us be a technology leader using leading technology Provides tools to support you in your current role An easy to use portal for accessing all your personal and benefits-related information Enhances accuracy when you enter and manage your own data Mitigates legal and compliance risk through data privacy & security On-line automation for employee transactions Simple and intuitive system that saves you valuable time Allows us to be green by minimizing paper traffic 3

4 HRIS = Human Resources Information System workday will be the single, global HRIS for: Borg Warner Master Data Record of information for all employees Contract / Temp Employees not paid by BW will be excluded Benefits Management for BorgWarner provided benefits Global Compensation Management Employee and Manager Self Service Functionality 4

5 BorgWarner Future State-workday HRIS Success Factors Taleo US Benefit Providers Payroll Single Global HRIS HR Foundation to Support the Business Ability to interface with multiple systems across the globe Improved security & data integrity Future State Model Single HR System Automation and Efficiency with transactions 5

6 Key Points for Managers Managers Please Note! BorgWarner will adhere to all Employee Information Privacy and Security laws, policies and guidelines The workday system will host HR related employee information in a secure, on-line environment The workday system enhances the efficiency and automation of employee transactions / approvals Please convey the advantages of workday to your employees 6

7 What s the Most Significant Change? Managers Please Note! A transaction CANNOT happen without your approval in the system Hiring, Pay, Job Change Transactions You will receive a BorgWarner notification that Action is Required 7

8 Enhancing your workday for the road ahead Navigating the System 8

9 Logging in to workday Access the BorgWarner workday site at: Step 1: Enter your User Name provided to you by HR Step 2: Use the password provided to you by HR (case sensitive) Step 3: Click Sign In Optional: To change your password after first login, select change password 9

10 Navigating the System Search Box: The Search box function works like a Google Search within Workday Lost? Click on the workday logo to get back to the Home page. Your Name: Select Your Name to change your password, preferences or challenge questions, view your profile and to Sign Out Inbox: Go to your Inbox for all pending Actions and Notifications My Team: Go to My Team for all information for your direct reports Self Service Training: Go to this worklet for training videos on Workday Directory: Go to Directory to view org charts, locations, workers, supervisors and more Custom Reports and Reports: Go to these worklets to view all reports 10

11 Navigating the System (cont d) Available to all employees; provides your profile, personal information, benefits data, password, preferences and more One-stop shop for manager self service and informational needs All transactions that require action this is your Inbox Side-by-side view of action items from your Inbox (actions) and messages to review (notifications) 11

12 Navigating the System (cont d) Quicklinks provide links to other sites and systems such as BorgWarner Benefits, elearning, Concur for expense reports, ADP for payroll, TMS for Talent Management System and Carlson Wagonlit for travel Self Service contains short training videos for employees and manager on workday Directory provides views of organizations, charts, locations, workers, managers and more Reports and Custom Reports provides additional information within workday based on your security Where you can view and change your personal information Where you can view your benefit elections and monthly costs 12

13 Enhancing your workday for the road ahead Manager Approvals 13

14 Approving Employee Transactions HR initiates transaction HR manager provides first approval At least one-over-one approval required Employee s manager Manager s manager For Grade 14 and below Transactions for higher grade positions may require additional levels of approval Grade 15 and above will require Business Unit Leadership approval 14

15 Approving Employee Transactions (cont d) Onboarding/hiring Compensation adjustments Job changes Transfer (department, location, manager, paygroup, shift, correction, etc.) Promotion Lateral Move Demotion Separation 15

16 Approving Employee Transactions (cont d) Three options for every approval notification Approve Deny (this will cancel the entire process) Send back To deny or send back, you must provide comments explaining why Managers Please Note! All information included in the comments section becomes part of an employee s permanent record Please keep comments to a minimum ( need to know data only) and maintain professionalism 16

17 Approvals: Onboarding/Hiring Begin any approval process by selecting your Inbox Select View Inbox 17

18 Approvals: Onboarding/Hiring (cont d) Step 1: Look for Hire in your Actions Step 2: Select the Hire action box and the details will open on the right for your Review and Approval 18

19 Approvals: Onboarding/Hiring (cont d) Step 1: Review details; Click More Details to view more information Step 2: When you select Approve this advances the transaction to the next step in the process. Step 3: If you select Deny the entire process is cancelled and you must enter comments Step 4: If you select Send Back you must enter reason comments in the Reason box Step 5: If you select Cancel it will stay in your Inbox waiting for you to take action 19

20 Approvals: Onboarding/Hiring (cont d) If you approve, you receive confirmation of your approval 20

21 Approvals: Compensation Step 1: Look for Compensation Change or One-Time Payment in your Inbox Step 2: Select Compensation Change 21

22 Approvals: Compensation (cont d) Step 1: Review details; Click More Details to view more information Step 2: When you select Approve this advances the transaction to the next step in the process. Step 3: If you select Deny the entire process is cancelled and you must enter comments Step 4: If you select Send Back you must enter reason comments in the Reason box Step 5: If you select Cancel it will stay in your Inbox waiting for you to take action 22

23 Approvals: Compensation (cont d) Acceptable Comment: Increase amount is 3.00% not 2.50%. Unacceptable Comment: Donald Duck does not deserve this increase; he doesn t talk like a human and he sounds like a duck quacking. To Send Back, you must enter a reason in the Reason box If you select Deny or Send Back, you must enter comments 23

24 Approvals: Compensation (cont d) If you approve, you will receive confirmation of your approval Who is the next approver and what is the next step in this process 24

25 Approvals: Job Changes Step 1: Look for Transfer, Promotion, Lateral Move or Demotion in your Inbox Step 2: Select Lateral Move 25

26 Approvals: Job Changes (cont d) Step 1: Review details and scroll to view more information Step 2: When you select Approve this advances the transaction to the next step in the process. Step 3: If you select Deny the entire process is cancelled and you must enter comments Step 4: If you select Send Back you must enter reason comments in the Reason box Step 5: If you select Cancel it will stay in your Inbox waiting for you to take action 26

27 Approvals: Job Changes (cont d) Acceptable Comment: Donald s title is Financial Analyst Senior II, not Senior I. Unacceptable Comment: Donald is stupid for wanting to join Finance. If you select Deny or Send Back, you must enter comments To send back, you must enter a reason in the Reason box 27

28 Approvals: Job Changes (cont d) If you approve, you receive confirmation of your approval Who is the next approver and what is the next step in this process 28

29 Approving via your handheld device Get the workday mobile app today! FREE! Approving transactions made easy! Follow the links below or see your local HR representative for detailed instructions: iphone - ipad - Android

30 Enhancing your workday for the road ahead Reporting Tools 30

31 Reporting Tools Select Reports or Custom Reports on the Home Page Option 1 Run Report: Choose from over 200 available reports; select the report of interest to run it Option 2: Schedule a Report to occur at a regular interval Option 3: View All My Reports you have scheduled to occur at a regular interval 31

32 Reporting Tools (cont d) Option 4: Download a report by selecting the Excel icon Option 5: Print to PDF by selecting the printer icon 32

33 Enhancing your workday for the road ahead Manager Frequently Asked Questions 33

34 Manager FAQ s How do I log-in to workday? Follow this Workday Link: Step 1: Enter your User Name provided to you by HR Step 2: Use the password provided to you by HR (case sensitive) Step 3: Click Sign In Optional: To change your password after first login, select change password 34

35 Manager FAQ s What do I do if I get lost in the system? Lost? Click on the workday logo to get back to the Home page. 35

36 Manager FAQ s What are the most prominent dashboards / icons / worklets I need to be familiar with? My Team: This icon provides immediate access to your direct reports. You can click an employee s name to view their employment information and select links to manager tasks and views. Inbox: Access your Inbox for tasks and notifications. You may also use the Inbox to review your requests and to view the current status of those requests. View Inbox: Side-by-side view of action items from your Inbox (actions) and messages to review (notifications). You may delegate your Inbox from this menu. 36

37 Manager FAQ s How can I see a more detailed view of my Inbox? To view any tasks that are assigned to you, simply click on the Inbox Icon. If you have tasks in your Inbox that you have not yet completed, the icon will be marked with a yellow circle containing the number of tasks requiring attention. The example below shows the Inbox icon with two tasks assigned: From the Inbox icon click the View Inbox link at the bottom 37

38 Manager FAQ s What happens if I fail to Approve, Deny or Send Back a transaction? Managers Please Note! A transaction CANNOT happen without your approval in the system ALL employee related transactions will require a Manager Approval Transaction Types: Hiring / Staffing, Employee Compensation Adjustments, Transfers, Promotions, Lateral Moves, Demotions If approval requests are not addressed employees don t get hired, don t get paid, experience delays in job changes promotions, transfers, etc. Please address ALL actions in a timely manner 38

39 Manager FAQ s How can the Search Text Box help me? Use the Search text box 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 instant messenger ID. 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, etc. Use the for the drop down menu to link to Home, Dashboards, Favorites and W:Drive 39

40 Manager FAQ s What will I find in the Dashboard section? Dashboards are pre-configured, landing pages related to specific functional areas within workday. Targeted for managers, dashboards are populated with worklets that are specific to these functional areas. Links and related actions within dashboard worklets are live, meaning you can drilldown into real-time data. Also, chart based worklets are configurable you can change or configure the worklet chart to display the data in a different manner. 40

41 Manager FAQ s What do I need to do when I see the Related Actions icon? When the related actions icon appears next to an object, you can take actions or complete tasks related to that object. Types of related actions include: Type Example ACTIONS RELATED TO EMPLOYEE EVENTS 41

42 Manager FAQ s How do I see the status of a business process that requires my approval / action? The Process Status section of the Inbox shows all of the business processes that required your attention. Click on the Inbox icon. Click on the View Inbox link. Click on the Archive tab. Select the Process you want to view. Click on the Process tab. 42

43 Manager FAQ s How can I locate the Notifications that have been routed to me? Your system administrator may set up Notifications that are routed to your Inbox and your Workfeed. These Notifications can be found on the Notifications tab of your Inbox and often provide information that someone in your management chain or in a support role has completed a task or business process in which you are involved. Click on the Inbox icon View Inbox Click on the Notifications tab. 43

44 Manager FAQ s How can I delegate my Inbox to someone else while I am away from work? When you take vacation or leave, you can delegate your Inbox to another system user so that important business process tasks are addressed in a timely manner. Click on the Inbox icon and then select View Inbox Click on the icon and select My Delegations Click on the Manage Delegations button. NOTE: You may only assign an equal level peer or your Manager as a delegate 44

45 Training Materials Available To You Videos on workday Available on the Home page by selecting the Self Service Training icon Job aids workday.borgwarner.com Manager Resource Guide & FAQ s Manager Training Manager Quick Reference Job Aid Employee Quick Reference Job Aid Local HR support 45

46 Thank You better fuel economy reduced emissions great performance 46