Workday Leader Launch

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WorkdayLeaderLaunch

• Slightly modified from Workday Leader Launch
  presentation
• Review notes section to see further details
  relating to the slide

• February 2012

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Agenda

• Workday overview
• Workday basics
• Employee related transactions in Workday
• Talent processes overview
• Questions
• Workday Implementation
• Next Steps

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Intended outcome from today

• You will
• Understand what Workday is and when to use it
• Understand how to use Workday for employee
  related transactions
• Know how to access information from Workday
• Know where to get support find supporting
  documentation

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Introducing Workday- Integrated Employee
Information System
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Workday at a glance
Workday Human Capital Management (HCM) is the
leading unified HR and Talent Management solution
on the market today Next generation of Software
as a Service (SaaS) business services

• Configuration vs Customization
• Iterative methodology

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Operate as a Global Business

• Deliver key real-time, global workforce business
  intelligence to make decision
• Executive and Manager empowerment with global
  employee information
• Support development of global leadership needed
  for CAEs growth
• Real time people information to support growth
  strategy
• Efficient development and utilization of people
  resources
• Drive productivity
• Global process standardization, system
  consolidation and automation of manual processes
• Shift HR focus from administrative activities to
  partnering with the Businesses
• Provide one global system with simplified Leader
  and Employee self service access

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Workday services at CAE
X
X
DRAFT
X
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Employee Lifecycle
Request for Headcount
Recruit
Compensation Mgmnt
Hire, transfer, promo, terminate
Succession Planning / Talent Mgmnt
Training

• Sigal
• Local tools

• Sigal
• LMS

• Workday

• Workday

• Workday

• Workday

Concur
AON
VIP
Payroll N.A.
Oracle
Unanet
Sigal
Baan
Outlook
Multiple other interfaces
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Benefits of Workday for Managers

• HR Data will be easily accessible
• Reliable data consistent processes
• Employee Lifecycle related requests processes
  (e.g. Hiring, Promotions, Talent Mgmt) will be
  initiated, reviewed, approved and documented in
  Workday
• Integrated employee information
• Workday will be the main source for employee
  related information including Performance
  Management (PFDP) and Talent Management
• One stop shop, one look feel
• Workforce Intelligence at your fingertips

Beginning FY13
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Using Workday
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Logging In/Navigating- Diane

• Show some of the material from Sharepoint (ie.
  Worklets Icons)
• When mention workfeeds, also mention outlook
  notification- not available for UAT but will be
  there for launch

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Workday Basics- Demo

• Navigation
• Search bar, tabs on right,
• My Workday (add favorite)
• All about Me (configure)
• Organizational Swirl
• Access employee information as a manager
• Dashboard/reports

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Security

• Every worker has a role defined in Workday
• Employee (by default)
• Manager (by default)
• HR Partner, Payroll Partner, HR Administrator,
  etc.
• Each role has a specific access to information/
  ability to perform activities defined
• Some are system defined
• Some are CAE defined
• Business Processes
• Initiation of a Business Process is restricted by
  the Security Group restrictions defined by CAE

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Who has access to information

• ALL Employees
• Access to their own personal and work related
  information.
• Access to minimal information about others
  globally (similar to outlook)
• For example management hierarchy, location, job,
  contact info
• Managers
• Will have access to all employee work related
  information for employees reporting to them or
  below them in the management chain.
• Confidentiality
• Do not have access to worker personal information
  except for the date of their birthday (not year)
• HR
• HR business partners will have access to all
  employee information in the organizations they
  support.
• Corporate HR teams will have access to
  information only relevant to their area of
  responsibility.

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Job and Position Overview

• Job Profile
• A job profile is the result of a job evaluation
  based on generic details of the job
  (responsibilities knowledge).
• Example 2111 Administrative Assistant II
• Position
• A specific role within an organization that is
  held by one individual and has a job profile
  attached to it.
• Example
• Positions related to job code 2111
• Position A Administrative Assistant II, CORE
  Technologies
• Position B Administrative Assistant II,
  Simulation Technologies
• Position C Administrative Assistant II,
  Corporate Finance
• Position D Administrative Assistant II, Human
  Resources

Many employees can have the same job profile.
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Job and Position Relationship
Job 2111- Administrative Assistant II

Position A
Position B
Position C
Position D
Only one employee can be assigned to a position.
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Activities that can be performed

• Initiate a process or a task Starting the
  process
• Review Ability to edit information and approve
• Approve Ability to approve only
• Cancel Cancelling a transaction youre
  currently doing.
• Deny Stopping whole process. Are you really
  sure? Will have to be re-submitted
• Send back Sending back to one of previous
• senders asking for more information
• Rescind Rescinding whole process as it never
  existed once it is completed.
• Skip (a step) Available only if step is
  optional. You may opt to skip if not needed.
• Save for later speaks for itself !

No matter what activity you perform, there will
be an audit trail.
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Employee related transactions in Workday

• Manager Initiation
• As the owner for the request the manager
  initiates most processes for employee related
  actions. Examples are
• Create Job Requisition
• Lateral Transfers
• Promotions
• Demotions
• Terminate Employee
• Request Base Pay Change

• Request Leave of Absence
• Request Return from Leave
• Contract End Contingent Worker (transfer if
  applicable)
• Start End International Assignment
• Assess Potential
• Manage Succession Plan

• Employee Initiation
• As the owner of their personal information
  employees initiate actions related to this
  information. Examples are
• Change Legal Name
• Change Preferred name
• Change Primary Address
• Change Business Title
• Change Marital Status

• Change Personal Information
• Correct Date of Birth
• Request Leave of absence
• Request Return from Leave
• Create talent profile

Ownership remains the same..Now it is done
directly in Workday
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Leave of Absence

• This is an optional feature available for
  countries who wish to track the status of
  employees taking a leave of absence.
• The employee should initiate a leave of absence.
• If required, the Manager can place an employee on
  leave.
• Leave types include
• Personal Leave
• Educational Leave
• Maternity, Paternity, Parental Leave

Sick days, public holidays and vacation days are
not captured in Workday. There is no change in
how they will be tracked.
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Reassignment

• Reassign the ownership of a task to another
  person.
• This is a one-time reassignment for a single
  instance of a business process step.

I received a promotion request for someone from
Finance in our organization. I have reassigned
the approval task to you.
Thank you.
Regional Leader
Finance Leader
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Delegation

• Enables a user to perform tasks on behalf of the
  original task owner for a determined period of
  time.
• Does not remove ownership for the task from the
  user it was initially assigned to.
• When delegation period ends, and if a process is
  incomplete, it reverts to the original owner.

While I am on vacation for the next two weeks,
please complete these tasks on my behalf.
Ok!
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Delegation
Delegate entire Inbox or specific business process Delegate receives any tasks (entire inbox or specific process) that would have been directed to you, as well as any notifications or alerts. Delegate can be any user. Does not provide access to compensation or performance information.
Delegate a specific task Same as above except is it for a specific task.
Delegate the initiation of a process Limited to Request Base Pay Change Request One-Time Payment Initiating a requisition cannot be delegated. If a requisition is required during a managers absence, anybody above him in his management chain can initiate the requisition.
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Business Process Demo

• Processes
• Create a job requisition
• Terminate an employee
• Transfer process
• Good to know
• Where to look to find out where the transaction
  is in the process
• Documentation available
• Step by Steps
• Procedures

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(No Transcript)
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Compensation
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Compensation

• Workday will
• Allow visibility of compensation information to
  employees, managers and HR.
• Allow you to get a quick overview of the total
  compensation information of an employee or of
  your whole team
• Allow you to initiate specific compensation
  requests, although most are generally embedded
  within other HR business processes

Total Base Pay
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Talent process overview
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Talent Profile
Currently New or slight change effective 2012
General information CAE Work history Job Details Management Chain Manager History Organizations Pre-loaded from VIP
Other Experience External Job History (include CAE job history prior to Workday implementation)
Educational background Education
Professional certification other qualifications Certifications
Languages Languages
Geographic Mobility Relocation
Development plan/training Development Plan will be effective April 2012 (FY13)
Potential next positions/timing Career Interests My current position interests me and I am not yet looking for, or preparing for a change in position I am starting to think about and prepare for changing my position in the next 1-2 years I am ready now to change positions Need to be confirmed by the leader via system
Summary assessment Key strengths Key development needs In Sigal in 2012 and in Workday in 2013 under Performance
New features Accomplishments Memberships Travel (less than 25, 25-50, more than 75)
Captured in Excel/MS Word document Info will be captured in Workday Live document could be printed but meant to be accessed live
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ALDP Succession Planning changes
Existing in 2011 New content or slight change effective 2012 New content or slight change effective 2012
Potential codes Assessment of Managers and above Potential code definitions are P2 (promotable 2 levels now) P1 (promotable one level now) AL (at level for current year) Assessment discussed with employees Capture of data in Power Point Assessment of Group Leaders and above New potential code definitions Could move up 2 levels Could move up 1 level Develop in current role/level Potential codes not visible to employees in Workday but still discussed with them Capture of data in Workday Assessment of Group Leaders and above New potential code definitions Could move up 2 levels Could move up 1 level Develop in current role/level Potential codes not visible to employees in Workday but still discussed with them Capture of data in Workday
Retention At-Risk and impact identified Capture of data in Power Point Three levels of risk High Medium Low Loss impact no impact moderate impact significant impact
Retention At-Risk and impact identified Capture of data in Power Point Capture of data in Workday Capture of data in Workday
Succession Planning For Director and above positions Identify successors for own position and subordinates Capture of data in PowerPoint Feature available at all levels in Workday mandatory for Director positions and above only Identify successors for subordinate positions Readiness assessments more specific Ready now Within next 3 years Report available ALDP Succession planning analysis Capture of data in Workday in preparation to ALDP round table only. After round table access will be on view only Feature available at all levels in Workday mandatory for Director positions and above only Identify successors for subordinate positions Readiness assessments more specific Ready now Within next 3 years Report available ALDP Succession planning analysis Capture of data in Workday in preparation to ALDP round table only. After round table access will be on view only
ALDP round table Manually entered in PowerPoint Most of data will be accessible live or by reports in Workday Most of data will be accessible live or by reports in Workday
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Benefits of Talent Information in Workday

• For leaders, including management chain of
  employees organization
• Access to information to make day to day and
  strategic decisions
• Talent information is easily accessible in the
  system
• Effective resource planning based on potential
  and assessments of employees
• Ability to focus development opportunities
• For employees
• Experience and expertise visible to broader
  audience
• Possibility to communicate development and career
  interests within CAE
• For group leaders and above, knowing they are
  recognized for their potential and that they can
  grow in the organisation
• Development plan targeted to reduce gaps with
  development and career interests
• Ownership of documenting experience expertise
• For HR
• Access to information to support customer
  strategies and day to day decisions
• Recruiters can access reports with selection
  criteria for a specific opening to identify
  potential internal candidates
• The Organizational Development team will access
  important information pertinent for succession
  planning, development of potential employees and
  leadership development

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Talent Process Demo - Talent Profile
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Talent Process Demo - Talent Profile Add
Language, Accomplishment
Help text at the top of each section to provide
guidance
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Talent Process Demo - Save for later
When you click Save for later and you want to
go back to your information, you have to refer to
your Inbox, either as a Worklet or on the tab on
the right side of the screen. You will also find
it in your Workfeed It will show as a Revise
action
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Talent Process Demo - Talent Profile Career
Interest
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Talent Process Demo - Assess Potential
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Talent Process Demo Succession planning
After you have clicked OK
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ALDP-PFDP Timeline
May 25-June 11th Final review discussion and
Salary increase process
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Support

• Reference/Training Material access via
• Procedures
• Step by steps
• Quick Reference Guides
• Frequently Asked Questions (FAQ)
• Terminology
• HRBP Support
• Technical issues- CAE Workday e-mail
  (WorkdaySupport_at_cae.com or WorkdaySupportServices)
  

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Implementation Approach and Timeline
Architect
Build
Test
Deploy

• Activities
• Major functionality
• Business processes
• Security
• Unit testing
• Report development
• Milestones
• Initial Prototype
• Configuration Prototype

• Activities
• System testing
• User acceptance testing (UAT)
• Data validation
• Milestones
• Final Configuration Prototype
• System testing UAT complete

• Activities
• Launch communication Training
• Final data conversion and configuration
• Milestones
• Training complete

• Activities
• Post production support
• Milestones
• Go Live
• End User usage

Go Live February 21st!
Aug
Sept
Oct
Nov
End Jan. to Mid. Feb
Feb. and beyond
Dec. to Mid. Jan
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Key Workday Implementation Dates
Activity Timing (Week)
Workday overview presentation for managers Dec/Jan.
User Acceptance Testing Jan. 16th
Workday is coming launch managers Jan. 17th, 24th wk Feb. 6th
Workday training to Managers and above, Group Leaders Executive Admins Feb. 13 20th
Administrative assistant training Feb. 13 20th
GO LIVE- Workday is here campaign contest for all Feb. 21st
Optional Employee information sessions Mid/End-Feb
Workday "Did you know," e-mail by audience Monthly beginning March
Bi-monthly manager above optional demos/webcasts Bi-monthly beginning April
PFDP/Workday training begins in April for FY13 and subsequent sessions aligned with timing of PFDP cycle PFDP/Workday training begins in April for FY13 and subsequent sessions aligned with timing of PFDP cycle
Workday survey June
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Next Steps for you

• Receive Workday log in information
• Explore Workday complete your Talent profile
• Talent Profile- Feb. 21st-March 16th
• Assess Employees- March 19th-April 13th
• Performance- Sigal
• Potential, Retention, Succession Planning-
  Workday
• Begin using Workday for Employee life cycle
  processes
• Access Workday dashboards reports