General Announcements
- Staffing Updates for IT Shared Services:
- Instructional Designer I – Filled (Training and Development)
- Service Desk – Interviews completed (Operations and Support)
- Business Analyst I – Compensation (Workday Services)
- Business Analyst II – Staffing (Workday Services)
- Business Analyst II – Benefits (Workday Services -not yet posted)
- Access Request/Statement of Responsibility (SOR forms) — Notable increase in submissions. Make sure forms are properly completed, signed appropriately and most current version submitted. Access to these forms:
- Workday and SSO applications: https://assets.system.tamus.edu/SEASupport/tamus_SOR.pdf
- Business Objects: https://assets.system.tamus.edu/bcssupport//SORs/BCSServicesDataWarehouseSOR.pdf
- FAMIS: https://assets.system.tamus.edu/files/famis/pdf/pub/FAMISAccessRequestCurrent.pdf
- RFP Process for Guardian I-9 — License for LawLogix Guardian I-9 will expire August 2023. An RFP process has begun to select a vendor for an I-9 and E-Verify application. This process will be led by DeAnna White, Director IT – Special Projects
- LeaveTraq and TimeTraq Sunsetting — Access to these web applications and their built-in reports will no longer be available due to the FAMIS modernization moving forward in November. Anticipated date for sunsetting these applications is 11/1/2022 to prepare for FAMIS go-live. Data will still be available via Enterprise Data Warehouse. SEA will retain leave and time data in its original form at this time
- BPP Sunsetting – Access to BPP will no longer be available beginning November 18
User Experience
- Workday Inbox — New functionality for your Workday inbox is coming in November. This enables users to easily filter, sort, and search for their tasks using a keyword
Workday Functional Areas
Compensation
- Total Rewards Statement Notification — An email notification to employees about their Total Rewards statement is available to be sent upon member request
Payroll
- Enable Retro Processing from Different Tax Authorities to On-Cycle Payroll — Workday now supports retro events that have tax authority change on On-Cycle Payroll
- Worker Tax Treaties by Company Report (New) — Returns details about Workers’ tax treaties in the prompted Company, including tax year and residency country and is available to Payroll roles and Tax Compliance Partner
- FICA Exempt Employees with FICA Deductions Report (Updated) — Now includes OASDI and Medicare amounts in the prompted pay date range
Benefits
- Alert Notification for ORP Newly Vested Employees — Employees will now be notified in Workday and via email when they are vested in the Optional Retirement Program (ORP)
- Add Condition to DOB Notification in Personal Info BP to Benefits Partner — Benefits Partners will receive a notification for benefit eligible worker types when the worker changes their date of birth during a Personal Information Change event
- Benefit Related Additional Data Questions — Benefit eligible employees, as well as the Benefits Partner, will receive the Additional Data Questions in their Inbox when the Benefits Partner initiates the Edit Worker Additional Data task
Recruiting
- Internal Candidate Terms and Conditions — Internal Candidates will now be required to accept application terms and conditions
- Adjust the Recruiting Grid Column Order — The Eligible for Hire and No Show columns on the Candidates Grid are now in a more visible location
- Update Screen Stage — The disposition reason “Incomplete Application” has been added to the recruiting screen stage
- Validation for Job Requisitions/Evergreen Requisitions — New warning added to Job Requisition, Change Job Requisition, Evergreen Requisitions, and Change Evergreen Requisition Business Processes to confirm the time type and scheduled weekly hours match
- Workday Notification to Candidate Regarding Sterling Background Check — Candidates should now expect a notification from Workday alerting them that Sterling will send a background check request via email
- Candidate EEO Summary and Candidate Pool EEO Summary Worklet — Now available on the Candidates tab of Job Requisition page
Staffing
- Flexible Work Arrangements — New Flexible Work Arrangement processes are in development and planned for implementation November 2022. Workday Services is collaborating with member HROs on the functionality to be consistent with A&M System regulations
- Export Control Phase II
- Create Position and Edit Position Restrictions — The Create Position and Edit Position Restrictions business processes have a questionnaire step to Manager and an email notification to Export Control Partner for members selecting to use the functionality
- Hire and Onboarding — The Hire business process now has a questionnaire step to Initiator and an email notification to Export Control Partner. An approval step is now in the Hire business process and a To Do step in Onboarding to Export Control Partner based on member selection
- Change Job — The Change Job business process now has an approval step to Export Control as per member selection and an email notification to Export Control Partner when employee with non-immigrant citizenship transfers between companies
- Add Additional Job — The Add Additional Job business process now has an approval step to Export Control as per member selection and an email notification to Export Control Partner when employee with non-immigrant citizenship status is hired in an additional job
- Dual State Employment Acknowledgment in Onboarding — Employees will now receive an Acknowledgment for Dual State Employment with the Required New Employee Notices during Onboarding
- Acknowledgment of Dual System Employment — The Add Additional Job business process now includes a Dual System Employment Acknowledgement to the Employee when dually employed within The Texas A&M University System
- Add Validations in Termination BP
- Employee ID — The Termination business process now cannot be submitted for a worker if the Employee ID is not a valid UIN
- Date Fields — The Termination business process now cannot be submitted for a worker if the Pay Through Date and Termination Date fields mismatch
- Step Order of Manage Business Process in Termination — The Manage Business Process for Worker step in the Termination business process now routes later in the process to Business Process Administrator
- Employee Birthdates Report (New) — Returns workers’ month and day birthdate in the prompted Organizations to HR Contact, HR Partner and Manager
- Current Delegations Report (Updated) — Now includes employee type, supervisory organization and position of the delegator
- Missing SSN for Employee Notification (Updated) — Now includes the hire date
Training and Development
Workday Training Engagement Project
- Project with Deloitte has begun
- Planning phase will continue through December
- Member input will be collected
New Materials
- Exploring the New Workday Today (webinar posted)
- Export Control – Phase II (webinar posted)
Upcoming Webinars
- October 19: Workday Enhancements in Compensation
- October 26: Flexible Work Arrangements in Workday
Upcoming New Materials
- Flexible Work Arrangements (Job Aid)
Demo of New Workday Inbox
Next meeting is November 8th!