Workday Basics For Everyone 11-10-16 Final

Workday Basics for Everyone
1
Contents
Workday Overview
Getting Started in Workday
Employee Self-Service Processes
Summary & Helpful hints
2
Overview
 Workday is a modern, mobile, user-friendly platform that will

eventually replace Banner
 It is a web-based design that’s easy-to-use, much like your favorite
web site
 Navigation is simple so you can quickly manage your personal
information
 Starting December 19 (for the first pay period of 2017 (enter time,
direct deposit elections, tax elections) you will access Workday to enter
time.
 Starting January 3 you will access all of Workday
anywhere, anytime – 24/7.
 From a laptop, smartphone or a tablet. Just download the
Workday app to your mobile device
3
Workday Project Timeline
Workday Human Capital Management (HCM) and Payroll are the first
two Workday systems we will introduce. HCM is the human resources
part of the Workday system and will transform how we work in areas
like payroll, benefits, reporting time, and requesting time-off.
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What systems are affected at Go-Live
Activity System Used Today System Used After January Go-Live

Benefit Information MyBentley (Banner) Workday
(Medical, Dental, Vision, Insurance) View only View & maintain
MyBentley Workday
Direct Deposit Information
View only View & maintain
Payroll / View Pay slip* MyBentley Workday
Personal Information
Paper / MyBentley / Banner Workday
(Preferred name, home phone, emergency
View only View & maintain
contacts)
Paper / MyBentley / Banner Workday
W-2 (Federal/State)
View only View
Manage time sheets Paper / Banner Workday
*2016 information will continue to be accessed through MyBentley. The 2017 pay
and taxes will be found in Workday
There will be certain actions you will continue using MyBentley
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Getting Started in Workday
Today we will introduce you to basic Workday navigation, the

Workday Worklet, how to set your favorites and just how easy it is
to view and update information!
How do I
access
Workday
Your Workday
home page &
setting
preferences
Self-Service Time & time-off
Worklets
Benefit Elections
Pay Elections
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How do I access Workday?
You will need:

 Access to a computer or device with internet connection
 The Workday URL
 Workday does not have a preferred browser*. Any browser will work to
access Workday (Internet Explorer (IE), Safari, Firefox, Google Chrome,
etc.)
 Your Bentley login credentials: your Bentley email address and password
*If you use a specific configuration for IE, which is a necessary part of your job, you should try
using another browser running a more up-to-date version (Safari, Google Chrome, Firefox, etc.)
for Workday access.
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How do I access Workday?
Today, you can access Workday by visiting:

https://impl.workday.com/bentley4/d/home.htmld
 This Workday system is not the final Workday environment we will

use at Go-Live
 You will be prompted to enter your Bentley credentials/email:
i.e. [email protected]
 At Go-Live you will find the Workday login on MyBentley
 You can also download the app on your tablet or smartphone and
access Workday there!
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Your Workday Home Page
 The first time you log in, this is what you will see – Click Let’s get started!
 Your Workday Home page is configurable and houses all of your important information.
 The header (home, search bar, Workday logo, your name) stays constant in Workday on any
page.
 To return to your home page at any time, just click the Workday logo in the middle of the header.
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Self-service Worklets
When you first log in, Workday will display a set of Worklets or icons.
When you select a Workday Worklet you can see the available action for
that worklet.
Workday
Worklet or
icons
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View/update personal info
In Workday, you can update your personal information including preferred

name, contact information and emergency contacts.
Personal
Information
Worklet
In order to change any of your

information, start by typing “change
my” in the search bar on the
Workday homepage.
This will display an action list of the
different tasks you can use to
update your personal information
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Enter Time and Requesting Time Off
One of the biggest changes for most will be where to go to

enter time and request time-off.
Time
Worklet
You will find both of these Workday
Worklets on your Workday home page.
Time off
Worklet
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Enter Time in Workday
When you select the Time Worklet the following menu opens where you
can choose to Enter Time or View: your schedule, time off, time off
balance and history.
Select This
Week and an
interactive
calendar
launches
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Enter Time in Workday
Select a day in
the calendar
to launch
time block
window
When time is entered for the

pay period, hit submit and
the notification gets sent to You can also choose
your manager to approve Auto-fill and Quick Add
to enter time.
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Request Time-off in Workday
When you select the Time-off Worklet the following menu

opens where you can choose to Request or View the
following:
You can also

see what your
available
balance is for
Personal
Sick &
Vacation
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Request Time-off in Workday
Select the day(s)

you would like to
request in the
calendar, they’re
highlighted &
number of days
requested appear
ready to submit.
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Request Time-off
The time-off
type must
be selected
before
submitting
to your
manager
Employees requested time-off goes immediately to their manager, who

receives a notification they have an action to complete in Workday.
17
View Benefit Elections
In Workday you will be able to view your benefit elections.

And clearly see what you can change and view.
Benefits
Worklet
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Pay Election, Tax Withholdings & pay slips
In order to update your current federal withholdings, you will

log into Workday and locate the Withholding Elections link
from your Pay Worklet.
To view or update your current payment elections, like direct
deposit, click the Payment Elections shortcut
Pay
Worklet
19
Summary
Accessing Workday enables you to:

 Beginning December 19 you will enter time & time-off requests in
Workday
 January 3 you will access Workday for managing personal information,
benefits, payroll, entering time and requesting time off
 Navigate through Workday to access personal information
 Maintain your preferences, favorites, and notification preferences
 Workday allows for employee self-service you can view and update
personal information
 REMEMBER: We are not training on live data so your information will
not be 100% accurate across the Workday environment
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Helpful Hints
1 Related Actions
You’ll find them throughout
Workday. Click the Related
Actions button to access
more actions/options
2 On any screen, when

a pop-up dialogue box
is on screen. Click
anywhere else on the
screen to get the pop- 3 Inbox: you’ll be notified
up dialogue box to when you have an
close action in your inbox that
requires your attention.
Notifications: are sent to
you just as an FYI
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Resources
Workday Program Web site – www.Bentley.edu/workday

Workday Program email – [email protected]
Countdown to Workday Go-Live!
Getting Started on Workday – accessing your personal profile

https://www.brainshark.com/bentley/personalprofile
Getting Started on Workday

https://www.brainshark.com/bentley/GS-worklets
https://www.brainshark.com/bentley/GS-Search
https://www.brainshark.com/bentley/GS-Org-chart
Employee actions on Workday

https://www.brainshark.com/bentley/enter-time
https://www.brainshark.com/bentley/Rpt-bene-event
https://www.brainshark.com/bentley/Request-TO (time-off)
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Appendix
Additional ways to make Workday work for you!
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Your inbox
Your inbox displays the action items that

require your attention to complete and
the notifications you have received. You
can also view the processes you have
previously completed in archives.
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Your worker profile
You can view Worker Profile by clicking your picture/name in the upper
right corner and then select View Profile.
Your profile displays your personal

information including job details,
compensation, benefits and pay. You can
also view your job history, support roles,
worker history, etc.
25
Your Worker profile
Your Worker Profile displays information about you and your job across
multiple tabs.
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The Search bar
You can use the Workday search bar to navigate many different
functions.
You can search for people,

organizations, initiate tasks, run
reports and much more. You can
also locate any information to
which you have access.
For example: you can type
“address” in the search field to
bring up multiple tasks
pertaining to addresses – home,
work and email addresses.
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Configure Workday
Workday gives you the ability to configure your own favorites, preferences,
and inbox filters, allowing you to organize and prioritize notifications and
actions to fit your individual needs.
Click Favorites Worklet
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Configure Workday
Build preferences into your Workday Home page
Click the gear

icon to
configure the
Worklets that
appear on your
home page
29

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Workday Basics for Everyone

 Workday is a modern, mobile, user-friendly platform that will

Activity System Used Today System Used After January Go-Live

Today we will introduce you to basic Workday navigation, the

You will need:

Today, you can access Workday by visiting:

 This Workday system is not the final Workday environment we will

In Workday, you can update your personal information including preferred

In order to change any of your

One of the biggest changes for most will be where to go to

When time is entered for the

When you select the Time-off Worklet the following menu

You can also

Select the day(s)

Employees requested time-off goes immediately to their manager, who

In Workday you will be able to view your benefit elections.

In order to update your current federal withholdings, you will

Accessing Workday enables you to:

2 On any screen, when

Workday Program Web site – www.Bentley.edu/workday

Getting Started on Workday – accessing your personal profile

Getting Started on Workday

Employee actions on Workday

Additional ways to make Workday work for you!

Your inbox displays the action items that

Your profile displays your personal

You can search for people,

Click Favorites Worklet

Build preferences into your Workday Home page

Click the gear

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