Workday Job Aid HR: End Additional Job · 2016-06-03 · Workday Job Aid HR: End Additional Job Updated as of June 2, 2016 Description . This process is used to end a colleague’s

©2014 Trinity Health. All Rights Reserved. 1

Workday Job Aid HR: End Additional Job

Updated as of June 2, 2016

Description This process is used to end a colleague’s additional job.

When to Use When a colleague has multiple jobs, use this process to end one additional job.

NOTE: If the colleague is being terminated from all jobs, this business process is required to end additional jobs before starting the Termination business process.

Related Reports • Staffing Activity Summary


HR: End Additional Job

Business Process Steps and Roles Process roles are designated by “security role,” which do not reflect actual job titles. People may have multiple roles.

Initiate: Manager (for job that is ending), HR Representative, HR Shared Services (HRSS) Representative, or HR Partner

Review: HR Partner

Process End Additional Job (table below):

Workday Job Aid: End Additional Job Page 2 of 20

Initiate

Manager/ HR Representative/

HRSS Representative

Review

ROLE:

Initiate

Various Roles (see table at left)

Process End Additional Job

HR Partner

Step Process Roles

Check Benefit Elections Benefits Partner HRSS Representative

Remove User-Based Security Group Assignments

Security Administrator

Assign Roles to Worker Security Partner

Offboarding Procedures Facilities Partner

Create Requisition Reminder Manager



Before You Start Ensure local policies and procedures have been followed and appropriate approvals have been received before ending an additional job. This may include:

Colleague or manager/HR determines additional job needs to be ended

Manager and HR determine if the additional position will be closed or refilled

Manager may contact HR Partner with questions

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SPECIAL NOTE: While adding comments where indicated may be helpful for the process, please note that comments are auditable and therefore should be appropriate for the section.


Notifications (a colleague or department should be notified outside of the Workday system)

• No notifications.

Variations • There should be no variations to this process

across the system.

Other Resources • Contact your Tier 1 resource, as noted on the

Workday Help website at workday.trinity-health.org.

Data Needed for End Additional Job The following data will be requested

Employee: Name of colleague whose additional job is ending

End Date: Last day of additional job

Reason: Reason for ending additional job; choose from menu options

Close Position: Know if the position will be closed or refilled

Attachments: Any documents required by policies and procedures

Assigned To: Name of colleague who will assume colleague’s Workday roles

http://workday.trinity-health.org/



Process Steps

1. Log in to Workday

2. Type End Add in the search box and press Enter

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Alternate Starting Steps: 1. Type the colleague’s name in the

search box and press Enter 2. Click the related actions icon (“brick”)

that appears next to the name 3. Go to Job Change and click

End Additional Job

4. Continue with this job aid at step 6

Workday Job Aid: End Additional Job


Which role(s) can do this step? • Manager • HR Representative • HRSS Representative • HR Partner


Initiate End Additional Job

SHORTCUT: When you start typing in the search box, options appear as you type. Click the option here rather than continuing to the Search Results screen.


Process Steps (continued) 3. Click End Additional Job

from the search results

4. Type the name of the colleague whose additional job is ending; the additional job will auto-populate (or click the prompt icon to choose from the colleague’s additional jobs)

5. Click OK






Process Steps (continued) 6. Complete the End Additional Job form (* indicates required information)

7. Click the arrow next to Additional

Information to expand the section; review and edit if needed



Conversion: • Conversion Involuntary: • Assignment Complete • Harassment • Job Reclassification • Not Authorized to Work • Poor Job Performance • Workforce Reduction Voluntary: • Death • Dissatisfied with Job • Dissatisfied with Management • Family Reasons • Moved • Other Employment • Unknown EN

D A

DD

ITIO

NA

L JO

B R

EASO

NS

Close Position Check box (Yes) if position will be closed after contract termination

SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE

Click the prompt icon for options


Last Day of Work Auto-populates from End Date

WH

AT IS

TH

IS?

Pay Through Date Auto-populates from End Date

Notify By Auto-populates from End Date



Process Steps (continued) 8. Click the add icon and Attach to add

attachments (if applicable)

9. Type comments and click Submit

10.Process moves to next step; click Done

Click the prompt icon for options

To learn more about the documentation required to end an additional job, go to the Workday Help website at workday.trinity-health.org.








Process Steps (continued)


2. Click Inbox

3. Find the email and click to open

(opens in the right pane of the screen)

4. Review and click Approve or Send Back with instructions

5. Process moves to next step; click Done



Which role(s) can do this step? • HR Representative • HRSS Representative

Review End Additional Job





2. Click Inbox

3. Find the email and click to open (opens in the right pane of the screen)



Which role(s) can do this step? • Benefits Partner • HRSS Representative


Check Benefit Elections



Process Steps (continued) 4. Read Instructions and act; type comments

5. Click Submit

6. Process continues; click Done


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NOTE: This gives Trinity Health the opportunity to confirm the affect of ending the additional job on the colleague’s benefits eligibility and elections.

Check Benefit Elections





2. Click Inbox


Which role can do this step? • Security Administrator

Remove User-Based Security Assignments




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Sam Security (5100006)


NOTE: Steps will vary based on the colleague’s role(s). This step may not be required.


IMPORTANT: Workday shows various iterations of a colleague. Choose the one that includes an employee number.

Process Steps (continued) 4. Click Assign User-Based Security Groups for Person

5. Type the name of the colleague whose additional job is ending and click OK



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Process Steps (continued) 6. Click the X next to any User-Based Groups that should

be removed from the colleague for the job that is ending

7. Click OK

8. Click Done

9. You are returned to your Inbox; from the message, type comments and click Submit

10.Process moves to next step, click Done







Sam Security (5100006)

Assign Roles to Worker






2. Click Inbox


Which role can do this step? • Security Partner


NOTE: Steps will vary based on the colleague’s role(s). This step may not be required.


Process Steps (continued) 4. Click the Assigned To box

5. Click the X to delete the non-employee’s name, and type the name of the colleague who will assume the role

6. Type comments and click Submit

7. Process moves to next step, click Done




Assign Roles to Worker



Fran Facilities (5100050)



2. Click Inbox


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Which role can do this step? • Facilities Partner



Offboarding Procedures




Process Steps (continued) 4. Type comments

5. Click Submit

6. The next step is dependent on the change; click Done

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NOTE: This gives the Facilities Partner the opportunity to confirm all offboarding procedures for the colleague whose additional job is ending.



Offboarding Procedures






2. Click Inbox


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Which role can do this step? • Manager



Create Requisition Reminder



To skip this step if not applicable:

1. From the email, click the gear icon

2. Click Skip This Task

Note: You will be required to type a skip reason.


Process Steps (continued) 4. Type comments

5. Click Submit

6. Process is complete; click Done

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NOTE: This gives the Manager the opportunity to add any comments for the recruiter in regard to backfilling the position. For example: • Goal is to fill by August 1 • Can replace with two part-time colleagues



Create Requisition Reminder




End of Process: Next Steps WHEN END ADDITIONAL JOB PROCESS IS COMPLETE

Manager contacts HR Partner to begin backfill process, if applicable

If colleague is terminating and all additional jobs have been ended, Manager completes Termination business process




Documents

Workday Job Aid HR: End Additional Job · 2016-06-03 · Workday Job Aid HR: End Additional Job Updated as of June 2, 2016 Description . This process is used to end a colleague’s