Home / Monthly User Meeting Agendas / Monthly Users Meeting – August 13, 2024

Monthly Users Meeting – August 13, 2024

General Announcements

  • Join us for Journey 2024! The Texas A&M University System IT Shared Services Conference will take place November, 13 and 14. This virtual conference focuses on technologies used by A&M System members. Access our Journey page for more information and conference details. Registration begins September 3!
  • Workday 2024 Release 2! Preparing, configuring, and releasing Workday enhancements is brought to you by the Workday Services Team. These updates will go into production September, 21.

ITSS Operations

  • Seasonal Activity
    • The Save for Summer Monthly transactions for August have been successfully loaded to Production
    • The FY25 Payroll Schedule has been updated and is now available on Workday Help
    • The next Quarterly SSN Verification will be conducted at the end of August and completed in the first week of September
    • The Annual TINS Purge Processing is scheduled to be completed in the first week of September

Workday Services

Release items discussed do not reflect the entire list of updates to the Workday application in the past 30 days. What is listed below are key changes the Workday Services team would like to highlight during the meeting. For the full list of release items, navigate to the Release Notes available on Workday Help.

Benefits

  • Onboarding: Employees will be required to provide Prior Place of Employment and Retirement Date (if applicable) if they indicate that they have participated or retired from any State Sponsored Retirement Program
  • New To Do Step: Benefits Partners will receive the To Do: Send Notification of Change in Employment to TDA Vendors to complete the Form (HR18) when a terminating Employee is enrolled in a TDA
  • Access to WebMD: Employees enrolled in the Blue Cross Blue Shield of TX MM 65 Plus Medicare Advantage PPO and Medical – Academic Health Plan PPO Grad Plan insurance plans will no longer have a WebMD One SSO Link. Members enrolled in these plans are not eligible for the WebMD service
  • Dependent Address: Employees and Pre-Employees are now required to add an address when adding a Dependent
  • New Validation: Workers in the Retiree (Retiring on 9/1) and Full Time Monthly 12 over 9 in SGIP Wait Benefit Groups will receive a critical validation message when enrolling in Medical Coverage without Basic Life and will not be able to submit the enrollment without correcting elections to include Basic Life
  • Updated Reports
    • Medical Plan Discrepancies will now evaluate for Employees or Retirees enrolled in Medical but not Basic Life
    • ACA Eligible Workers includes fields for Total Weekly Benefit Hours and an indicator for Certified Other Med

Compensation

  • Updated Merit Dashboard: The Compensation Review Process View Organization task is now available from the Merit Dashboard
  • New Access for Security Role: Budget Partners can now edit when reviewing One-Time payment details

Payroll

  • Improved Processing: The reduction in pay for a salaried Employee when utilizing unpaid time off calculates with greater accuracy, reducing underpayments
  • Updated Assign Costing Allocations: Users will no longer be able to add inactive accounts during the Assign Costing Allocation business process

Recruiting

  • Job Application
    • Six new Disposition Reasons were added to the Job Application business process when a Candidate has withdrawn an application or declined an offer
      • Candidate Withdrew (4)- Compensation is Insufficient; Unwilling to relocate; Job duties unappealing; Lack of career development opportunity
      • Declined Offer (2) – Jub duties unappealing; Lack of career development opportunity
    • The To Do Get Approval for Proposed Offer has been removed based on member selection
  • Candidate Pools
    • Candidate Readiness Statuses have been added for tracking purposes
    • Candidate Tags are now available
  • Notifications to Dispositioned Candidates: Candidates dispositioned for Does Not Meet Required Minimum Job Qualifications on the Initial Review stage will be delayed one day
  • New Reports
    • Recruiting Source Details for Other is available to Recruiting Partners. They can review additional text entered by Applicants when Other is selected as the Recruiting Source
    • Declined Offers is available to Recruiting Partners. This report displays Declined Offers by Company within a specified Date Range
  • Updated Report: Recruiting Sources by Supervisory Organization includes text answers associated with the Other selection for Recruiting Source

Staffing

  • Business Process Updates
    • New Hire – Benefits at Hire has been removed as a Reason for Hire. The Benefit Start Date is determined by the Employee during Onboarding
    • The Change Organization Assignments step will autocomplete in Staffing business processes
    • Current Company HR approval step will be required during Change Job Transfer to a different Company based on member selection
    • The Change Job business process now includes the To Do: Update Faculty Tenure Status when an Employee goes from Staff to Faculty based on member selection
  • New Features
    • Address Lookup provides real-time address suggestions when entering Addresses in Contact Information
    • The initiation step of Hire and Job Change business process include a detail card that provides Worker and/or Recruitment Information
  • Guardian Update: The Employee and responsible HR Group will receive a notification 45 days prior to the I-9 Expiration date in Guardian
  • Updated Report:  Employees with Employment End Dates has prompts for Company and End Date Ranges. A new daily alert will notify designated roles of upcoming Employment End Dates based on member selection

Reporting

  • New Report: My Expiring Scheduled Reports is available to all users and returns scheduled processes set to expire in the next 10 days. The associated alert has been updated to provide instructions for managing scheduled report
  • Updated Report: Business Process Transactions of Type Awaiting Action has been configured to return results for all business process types and updated to include fields for Worker, UIN, Terminated, Current Position ID, and Supervisory Organization

IT Training and Development

Upcoming Workday Webinars

  • August 29: Employees with New Workday Security Roles (Webinar)

New Workday Materials

  • Job Aids
    • Legal Name Change

Updated Workday Materials

  • Job Aids
    • Add Additional Job
    • Change Job
    • Report No Show
    • Correct Worker Start Date
    • Edit Position Restrictions
    • Change My Contact Information
    • Change Contact Information for Your Employee
    • Complete Open Enrollment
    • Change Benefits (life Event)
    • End Contingent Worker Contract

Next Meeting

September 10th at 1:30 pm