Supervisory Organization Structure Findings and Recommendations May 31, 2019
Supervisory Organization Structures As a result of multiple Workday tickets and concern from several areas of the College, a huddle group was formed: • Starting April 16, 2019 • Completed 20 huddles, one deep-dive process mapping session and two follow-up meetings completed by end of May Participants (huddles/providing feedback): • Cresdelle Zubrycki Ruben Sanchez • Paula Neumann Julie Viau • Christopher Janzen Elizabeth Tyrie • Penny Dockrill 2
Identified Gaps In the Process Mapping session, the group identified several gap areas: • Education/Training • Communication • Security Education/Training: • Importance of Supervisory Org Structures • Overall Process, Definitions & Scenarios • Coupling organizational knowledge (policies, collectives agreements and past practice) with system requirements and capability • Available Reports 3
Identified Gaps Communication: Lacking transparency – organizational changes occurring without notification to HR/Finance and Workday teams Security: • Supervisory Org Structure &/or Cost Center not automatically created when new manager hired • Positions migrated from HRIS need further security changes • Transactions stall without an assigned manager • Delegation concerns Other: Three individuals on two teams who currently complete all Supervisory Org Structure & Cost Center work have limited or no back-up, technical resource(s) to support these roles is required 4
Completed Work Education/Training: • Define Process • Who is involved and what is being requested • Information required • Tasks to be completed • Approvals • Communication • Create definitions and scenarios • Create Form(s) to gather required data 5
Recommendations 1. ACET approves communication to appropriate HR/Finance and Workday contacts to enact organizational changes 2. Explore automating workflow in Workday 3. Implement communication and training for managers and timekeepers on importance of Supervisory Org Structures 4. Dedicated website space (on Workday site) for Supervisory Org Structure information 5. Additional resources/or back-up for one-deep positions related to Supervisory Org Structure with technical skill set to complete tasks and responsibilities who have knowledge of HR/Finance and Workday 6
Other Opportunities • Provide hard copies of Supervisory Org Structure information at Workday Office Hours • Finance Support Working group – info session on Supervisory Org Structure/Cost Center Hierarchies • Use DMC’s, user groups, and other meetings to reinforce impact on employees, pay and trust when Supervisory Org Structure or Cost Center Hierarchy incorrect (ie - transactions stall and remain incomplete, likelihood of pay errors increase, issues missed because done quickly/retro-actively, manual processes and workarounds are needed) 7
Supervisory Organization Structure Process Mapping Information
Supervisory Organization Structures Process Mapping Session What Information is needed to: • Create a new Supervisory Organization Structure &/or Cost Center (hierarchy) • Change an existing Supervisory Organization Structure &/or Cost Center (hierarchy) Sub-questions: • Where does the process start? • Who is involved? • What tasks need to be completed, by whom? • Are there dependencies upon other systems? 9
Finance – Creation of Cost Centre (hierarchy) Receive form (from Open Workday and Research if new Fill out all fields in Finance website) from initiate creation of Hierarchy is required Workday from Form Client new Cost Centre before creating cost and submit centre Consideration: Consideration: If all information not If Program related – received – requires also needs to be follow-up with client created in GenSIS Finance notifies 2nd request to WD Finance notifies Document the new HR/Workday team of team to add security department of cost cost centre in the the new Cost Centre roles within the centre creation and FDM workbook and if it associated with reporting structure number a person, so it can be to cost centre added to their SOS 10
Workday – Creation of Supervisory Organization Structure Either receives ticket from Client needs to fill out Verify if employees have Fill out all fields in website, or request from form from website (to same cost centre as SOS Workday from Client HR to create an SOS be created with fillable Form and submit fields) and send to WD Consideration: Consideration: Consideration: If owner (manager) not If employees have Retro-moves should identified, SOS will roll different cost centre, never happen as up to the next level need to add or create anything in process new and move falls into error mode Information Required for employees to match and remain incomplete form: NOTE: ALL approvals until WD is notified and Name of Supervisory Org tied to cost centre in can re-route Cost centre associated with SOS, owner of the cost SOS centre will receive Manager of the SOS requests for approvals Timekeeper of the SOS Security roles are set up Once SOS is created, for the Manager and client is notified and Timekeeper of the SOS ticket is closed 11
Workday – Assigning an Existing SOS or Re-organization of unit/department Makes changes in Informs client of Client needs to fill out Superior Organization Workday system changes completed and form from website (to Structure needs to be closes ticket be created with fillable changed to align with fields) and sent to new owner/Manager Workday team 12
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