As we implement the new Enterprise Resource Planning (ERP) software, Workday will replace SAP as the hub for Human Resources (HR) and Finance data.

Many of our manual human resources processes will be replaced by manager and employee self-service.

Self-service is a feature of modern human resource systems. It allows employees and managers to initiate tasks that were previously done by human resources personnel. Once a task is started in Workday, an automatic workflow will be triggered to guide it through the business process.

With self-service, employees will be able to make changes to their personal information online: examples include payroll deductions, direct deposit, tax withholdings, leave requests and benefits enrollment.

Managers will be able to use self-service to approve time entry and leave requests, view dashboards, complete performance planning and review appraisals (PPRs) and start job requisitions.

The Benefits of Workflows

Manual processes are prone to errors. Documents can get lost or end up at the bottom of an email inbox. Moving manual business processes into Workday allows us to use automatic workflows to ensure that the steps in a process continue and are done in the correct order.

Once a business process is started in Workday, the workflow will route tasks to the responsible person or role (following security and business rules). Workflows are transparent, so managers will be able to track processes in real-time.

This has real benefits:

  • Efficiency – the workflow is tracked by the software.
  • Automation – menial tasks can be done in the system.
  • Less Risk – the software makes sure that every step is completed in the correct order.
  • Accountability – transparent workflows allow bottlenecks and delays to be identified.

Time Approval in Workday

One example of self-service is time entry and approval. Currently, most County employees use paper timesheets. Manually processing time for over 5,000 employees is labor-intensive and vulnerable to data entry errors. With the transition from SAP to Workday we'll also transition to electronic timesheets.

In our new system, timesheets and time-off requests (called absence in Workday) will be submitted online, allowing employees and managers to enter and approve time from any internet connected device.

Additional benefits of online timesheets:

  • Managers will be able to approve time from anywhere on any device, or delegate approval when needed.
  • The system will handle much of the complexity of timekeeping.Time codes and bargaining unit rules will be built into the system.
  • Managers can approve multiple employees’ time from one screen.
  • Managers will have expanded reporting and a time/absence dashboard.
  • Managers will be able to view total hours submitted for their specific team.

Watch this video for an example of time tracking in Workday.