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Workday Employee Guide_V2.3_GLOBAL

Workday Employee Guide

Workday is the group-wide system for Hyperion Human Resources (HR) / people management processes, reporting and data.

This guide provides an overview of how to use Workday, and gives instructions for some of the basic functionality.

There are separate, detailed Workday User Guides for the following functionality, available for all UK employees, on the Workday Website:

1. Requesting Time Off 2. Requesting Annual Holiday 3. Requesting Annual Holiday in Hours 4. Updating Personal Details 5. Performance Review 6. Goals 7. Workday for iPhone and Android 8. Workday for iPad

To view the User Guides for performing any of these activities on Workday, please visit the Hyperion Workday Website (here).

Note: there are additional activities that a Manager can perform in Workday. These are covered in the Workday Manager Guide.

Your Responsibilities as a User of Workday

Across the various Hyperion operating entities, all employees are expected to use Workday for the following processes by updating and changing their own records through self-service:

 Setting up your system preferences – this includes changing your notification options or setting up Workday in a language of your choice (refer to page 4 of this guide).

 Requesting holidays and ensuring these are approved by your line manager. (There are a number of guides to assist Workday users “Requesting Annual Holiday” (for full time staff) and “Requesting Annual Holiday in Hours” (for part time staff)).

 Amending the name you preferred to be known by. For example, you may prefer your profile to be set up with another name which is different to your legal name, such as being called Harry rather than Henry. You can change this in the ‘Personal Information’ section in Workday. (Refer to guide entitled “Updating Personal Details”).

 Amending personal contact details. This includes your;

- home address, home email, home telephone number - work postal address, work email and work telephone number (corporate landline and mobile)

(Refer to guide entitled “Updating Personal Details”).

 Updating your Emergency Contact Details (i.e. your next of kin or who to contact in an emergency) and your Out of Office Contact Details (i.e. how to contact you if there is a disaster/emergency situation at the office). This is part of updating your personal information and

1 Workday Employee Guide_V2.3_GLOBAL

your personal profile, and is maintained by you.

 Updating your professional profile. Your profile contains information such as your educational background and language skills, and is maintained by you.

 Requesting changes to your employment benefits – benefits are usually selected on an annual basis, prompted by an enrolment process which is managed by HR Employee Services. For specified benefits, you may amend your benefit selection during the year (refer to “Your Flexible Benefits” pages published on the HR pages on the intranet for more information).

On an annual basis, employees are prompted to see if they wish to purchase additional holiday entitlement, subject to the Scheme rules. Further guidance is provided in the “Holiday Buy” Workday guidance document.

 Amending details of your beneficiaries (i.e. individuals who will benefit from any insurance payments) and dependants (i.e. children who are financially dependent upon you).

(Further details how you may do this are contained in “Updating Personal Details” Workday guidance document).

 Changing details of your primary bank account. The Company will pay expenses, salary and bonuses to your nominated bank account. Details of your current account are stored in Workday and you may edit your details. Where you are updating your bank account you must ensure that your details are changed before the payroll cut off date (dates are published on the intranet) to ensure that funds are redirected to your new account in good time. You are advised to notify the Finance team by email that you have changed your account details. (Further details are contained in “Updating Personal Details” Workday guidance document).

 Adding details of your work goals/objectives, following conversations with your manager, and recording your comments in relation to the performance review profile. Further information on how to use Workday to record this information is outlined in the “Goals” and “Performance Review” Workday guidance documents.

This guide provides instructions for how to log into Workday and gives you an overview of the following basic functionality as a manager:  Using the homepage  How to search  Managing your inbox and notifications, and delegating these activities  Setting your preferences  Choosing ‘favourites’  Navigating the directory and your org chart (and viewing information about your team)  Running reports available to managers  Getting Workday Support

Logging in

Workday uses OKTA for Single Sign On (SSO) to authenticate you automatically using your Hyperion username and password. Click on this link to access Workday using this SSO mechanism:

https://wd3.myworkday.com/hyperiongrp/d/home.htmld

– if you are asked for a username/password then please enter the Hyperion username and password that you use for your PC/laptop.

If you cannot access OKTA, use the following link:

https://wd3.myworkday.com/hyperiongrp/login.flex?redirect=n

If you do not have a password, use the “Forgot Password” link and enter your email address in both the ‘User Name’ and ‘Email’ boxes – you will be emailed login details.

For UK staff, the Workday User Guides are available on your local Hyperion Workday Website:

http://workday.hyperiongrp.com/en/training-guides/

Home page

Your Workday homepage will have a number of different icons (called Worklets) depending on your role within the business and what default icons have been made available to you. For example:

Personal Information Check or amend any of your own details Time off Book holidays or other types of time off and leave Favourites You can save commonly used tasks and reports here Directory Access all locations globally and see employees and contact details

To add more icons to your dashboard, you can select the settings icon and then click the plus sign to add more icons (called ‘Worklets’ to your homepage). Add them in by typing the name of the Worklet you wish to see (e.g. “Useful Links”) for the Useful Links icon. Then click ‘OK’ and then ‘Done’ to return to the homepage.

How to Search 3 Workday Employee Guide_V2.3_GLOBAL

You can use the search bar to search for a person, report or task. Tip: You need to type the words accurately; however you do not need to type the whole word.

Inbox and Notifications

 If there are items in your Workday Inbox you will see a number appear next to your photo at the top right of the screen.  To access the Inbox, click your name or photo and select Inbox. For important items you will receive an email reminder.  You may also see Notifications which are designed to keep you aware of key events.

Preferences

 Click your name or photo at the top right.  Select “My Account” and “Change Preferences”  Here you can amend settings such as: o Locale (for date and number formats) o Language o Currency  Click OK to save any changes.

Tip: Click the Workday icon at the top of the screen to get back to the Home page

You can also amend your Outlook Email Notification preference within this ‘Change Preferences’ section. Scroll to the bottom of the screen to view your current Outlook Email Notification set up, for both Alerts and activities associated with Business Processes (e.g. approvals or Workday inbox tasks, etc.).

You can choose from the following set up options for both Alerts and Business Processes:  Daily Digest Email – this rolls up all notifications, inbox tasks, and business process activities into one Workday email that is sent to your Outlook Email Inbox once a day and is entitled “Daily Digest”  Immediate Email – this will send an immediate email to your Outlook Email Inbox as soon as that activity / task is raised in Workday and requires your action

To change your preference, first select the tab you want to amend (recommendation is to review both tabs) for Alerts and Business Processes. Then select between the “Daily Digest Email” or the “Immediate Email” for all activities.

Favourites

If you have a task or a report which you run regularly you can add it to Favourites.

Click the icon

Select the task or report

Click and

The item(s) will now appear in your Favourites