Global Technology Operations Insider, February 2017

Global Data Center

One of the key priorities for FY’17–Q1 was to set-up a global team within Technology Operations to manage end-to-end Tier 2 Workday support.

We are proud to inform you that this initiative went live on 21st February 2017. The TRAX case assignment workflow will not change from an ERC perspective, the team will continue to assign the cases to Tech Ops queue. The first phase will only include the mass uploads which will be re-assigned to GDC from Tech Ops queue.

Probationary Period Automatization – EMEA & Japan

Probationary period process, as a part of the Onboarding, must be a great experience for our employees and their managers.

In most countries, this process was done manually. Updating and checking the tracking files, sending emails, reminders, or confirmation letters were time-consuming. The teams were spending between 6 and 22 hours (depending by region) each month executing this process.

Key updates:

  • Japan - Tracking the probationary period end dates, sending reminders to the manager and congrats emails to the employees were moved to Workday.
  • EMEA – a new probationary period process was launched, reviewed by ERC, with the goal to improve the Onboarding experience, both for the managers and the employees. This new process includes pro-active reach-outs to the managers, to guide them on making a decision and educating on how to use the system for submitting the option.

The piece that is missing, for the moment, is the automated process from this flow. The tracking, the reminders and the confirmation letter creation will be moved to Workday. Currently, we created the process in the testing environment and the teams involved are going through all the scenarios.

We are also working on measuring the impact and time saved. More to come!

I-9 (Visa process)

A great collaboration between ERC and Technology Operations is currently underway reviewing a new way to complete I-9s in Workday.

Here are some details:

A POC demo of how processing I-9 would entail from US New-Hire and ERC Generalist experience was held:

  • Key Change: it will be part of Workday onboarding task for the new hire
  • Attendeess: Pritika and Katie from US ERC Generalist Team, Cam McCluskey (Compliance) and Nathan Stearns and Viet Nguyen (Technology Operations)
  • Current process: Adobe would enter the Visa information in TALX which would then feed ‘E-Verify’ and then back to TALX for confirmation of documentation.
  • Proposed changes: The details will be entered directly in Workday → Workday would feed E-Verify directly.

Through these changes, we would be removing an additional system and manual work.

Further discussions are ongoing regarding remote new-hire verification, and the impact of this potential solution.

The second part of the POC demo will be scheduled after the configuration changes and will include thorough testing done by the Technology Operations team.

Japan Payroll & Tech Ops Process

We have partnered with Japan Employee Experience, Legal, Finance and Payroll vendor (HR One) to revisit the existing processes.

The teams identified key processes that need to be transitioned to Technology Operations & JAPAC Payroll. Our key focus was to leverage Workday, calibrate and align the Japan Data & Payroll processes with the rest of APAC countries.

Special thanks to Kim Bronstien, Tsuneko Kubo, Siraj Kukan and Takao Asai (Legal Team) for the great and continued partnership!

Workday V. 28

Workday is getting an upgrade! The go live is scheduled for 11 March 2017!

We are currently evaluating the changes and new features. A detailed list will be shared with the next Newsletter.

Several teams are being involved with the testing of the proposed changes: US ERC/Data Ops, Talent, Technology & Inisghts, and we will be reaching to other teams based on the results.

More to come!

Mobile log -in (iOS)

Fingerprint Touch ID authentication in iPhone Workday app has been enabled from the tenant level.

This is only for iPhone and iPad users and they have to enable first their fingerprint 'touch ID' on their device. Currently, we have 4 digit PIN authentication on WD app which lasts 30 days. After 30 days, the users will need to follow the standard SSO login and then enable the PIN. This step will not change.

Employees will need to log into the app first (via SSO and PIN), and then enable the touch ID.

Once they enabled the Touch ID, they can use this option with the next login to the app.

Let us know how it works for you! Android fans, we need to wait ... :)

We would love to hear your feedback! :)

Global Technology Operations

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