Supervisory Organization Structure Findings and Recommendations - - PowerPoint PPT Presentation

Findings and Recommendations

Supervisory Organization Structure

May 31, 2019

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

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Supervisory Organization Structures

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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

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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

5

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

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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

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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
• n 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)

Process Mapping Information

Supervisory Organization Structure

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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?

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Receive form (from Finance website) from Client Open Workday and initiate creation of new Cost Centre Consideration: If Program related – also needs to be created in GenSIS Fill out all fields in Workday from Form and submit Finance notifies HR/Workday team of the new Cost Centre and if it associated with a person, so it can be added to their SOS Research if new Hierarchy is required before creating cost centre 2nd request to WD team to add security roles within the reporting structure to cost centre Document the new cost centre in the FDM workbook Finance notifies department of cost centre creation and number Consideration: If all information not received – requires follow-up with client

Finance – Creation of Cost Centre (hierarchy)

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Workday – Creation of Supervisory Organization Structure

Either receives ticket from website, or request from HR to create an SOS Fill out all fields in Workday from Client Form and submit Verify if employees have same cost centre as SOS Security roles are set up for the Manager and Timekeeper of the SOS Consideration: If employees have different cost centre, need to add or create new and move employees to match NOTE: ALL approvals tied to cost centre in SOS, owner of the cost centre will receive requests for approvals Consideration: Retro-moves should never happen as anything in process falls into error mode and remain incomplete until WD is notified and can re-route Once SOS is created, client is notified and ticket is closed Client needs to fill out form from website (to be created with fillable fields) and send to WD Consideration: If owner (manager) not identified, SOS will roll up to the next level

Information Required for form: Name of Supervisory Org Cost centre associated with SOS Manager of the SOS Timekeeper of the SOS

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Workday – Assigning an Existing SOS or Re-organization

• f unit/department

Superior Organization Structure needs to be changed to align with new owner/Manager Makes changes in Workday system Informs client of changes completed and closes ticket Client needs to fill out form from website (to be created with fillable fields) and sent to Workday team