Applications
Applications in Workday are various modules that help manage different aspects of business operations, such as Human Capital Management (HCM), Payroll, and Finance.
Access and Use Applications:
- Navigate to the Workday Home Page, begin by going to the Workday home page after logging in.
- On the left side of the page, click the Global Navigation Menu to view a list of application.
- Select an application by choosing the desired application from the list, such as HCM, Payroll, or Finance. If you're not already logged in, you'll be prompted to enter your username and password.
- Access the Application's Features once you are inside the application, you can explore all its functions.
- In the Human Capital Management (HCM) application, you can manage employee records, oversee performance reviews, and process payroll.
- In the Finance application, you can manage budgets, track expenses, and generate financial reports.
Quick Tips:
- Use the Global Navigation Menu - Pin or bookmark frequently used applications for easy access.
- Utilize the Search Bar - At the top of the page, use the search bar to quickly find specific features or reports within an application.
- Refer to Help Documentation - Access Workday’s help and training resources to get detailed instructions on using specific modules.
If you need further assistance with using applications, you can contact your company’s HR department, a Workday administrator, or a certified Workday partner.
Example Use Cases:
- View Employee Records - Go to the Human Capital Management application, then navigate to the "Employee List" tab to review employee information.
- Manage Performance Reviews - Use the Performance Management application and click the "Performance Goals" tab to oversee and manage reviews.
- Process Payroll - In the Payroll application, click on the "Process Payroll" tab to run payroll and manage payments.
By leveraging these applications, you can improve workflow efficiency and centralize critical business operations.
Advanced Features:
- Personalize Layouts - Customize the layout and appearance of each application to match your preferences using the Personalize feature.
- Use Favorites - Add commonly used pages and reports to your Favorites list for faster access.
- Recent Items Feature - Quickly revisit the pages and reports you’ve accessed recently through the Recent Items feature.
- Enable Notifications - Stay informed of important updates, events, or pending tasks by setting up notifications.
By utilizing these advanced features, you can optimize your Workday experience, ensuring the platform becomes an indispensable tool in your daily business processes.
Benefits Administration Worklet
The Benefits Administration Worklet in Workday enables employees and administrators to manage various non-healthcare-related benefits. This includes retirement plans, life insurance, flexible spending accounts (FSA), and other voluntary benefits. It provides a streamlined platform for both employees and administrators to handle benefits updates, enrollments, and compliance.
Features and Tools:
Examples of Tasks:
Additional Tips:
- Stay On Top of Open Enrollment - During open enrollment periods, make sure to complete benefits selections within the deadline.
- Use Life Events Wisely - If you experience a qualifying life event (e.g., marriage, birth), be sure to update your benefits within the specified window.
- Review Plan Details Carefully - Take time to thoroughly review plan documents and understand the costs, coverage, and limitations before enrolling.
- Track HSA/FSA Accounts - Monitor your contributions to health savings or flexible spending accounts to ensure they align with your health care needs.
- Check for Wellness Incentives - Some employers offer wellness incentives (e.g., gym memberships or health assessments) that can reduce health insurance premiums.
By utilizing the Benefits Administration worklet effectively, you can stay informed and make the best decisions for your health and financial well-being.
Errors and Alerts
In Workday, errors and alerts notify users of issues related to missing or incorrect information.
- Errors are displayed in red and act as "hard stops." They identify fields where required information is missing, incorrect, or conflicts with established rules. Errors must be resolved before you can proceed with completing the task.
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- Alerts are displayed in yellow and serve as informational messages. They highlight potential issues with the information entered but do not prevent task completion. Alerts allow you to proceed, though it’s recommended to review and address them where necessary.
Both errors and alerts can be clicked for further details, helping users quickly locate and resolve issues within tasks, reports, or business processes.
Expenses Worklet
The Expenses Worklet in Workday is a tool that allows users to manage and submit expense reports for business-related costs, such as travel, meals, and other work-related expenses.
Key Features:
Here are some key features in the Expenses Worklet within Workday:
Benefits:
- Streamlined Process: Employees can easily submit and track expenses, reducing manual processes.
- Visibility: Managers can efficiently approve or reject expenses, improving overall workflow.
- Compliance: Ensures that all expense submissions align with company policies and audit requirements.
If you're using this worklet, you'll typically interact with it during or after travel, purchases, or any other expense-related activity.
Finance Application
The Finance Application in Workday provides a comprehensive suite of tools for managing an organization's financial operations. Here’s an overview of its key components and features:
Key Components and Features:
Benefits:
- Integrated Financial Operations - Provides a unified view of financial data and operations, connecting various financial processes seamlessly.
- Real-Time Insights - Delivers up-to-date financial information, improving decision-making and operational efficiency.
- Automation and Efficiency - Automates routine tasks, reducing manual effort and minimizing errors.
- Compliance and Control - Enhances compliance with financial regulations and internal policies through robust controls and audit capabilities.
The Finance Application in Workday helps organizations streamline their financial management processes, improve accuracy, and gain valuable insights into their financial performance.
Human Capital Management (HCM)
The Human Capital Management (HCM) application in Workday is a comprehensive platform that helps organizations manage their workforce effectively. It integrates various HR processes into one system, covering functions such as talent acquisition, employee management, payroll, performance reviews, and more.
Example Use Cases:
- Recruiting and Hiring - HR teams can use the talent acquisition tools to streamline hiring, from posting job openings to managing candidate interviews and offers.
- Performance Reviews - Managers can set up performance goals for their team members, conduct reviews, and give feedback, while employees track their progress and achievements.
- Payroll Management - Employees can view their payslips, manage tax information, and access compensation details, while administrators can ensure compliance and accuracy in payroll processing.
The Human Capital Management (HCM) application in Workday offers a unified solution for managing all aspects of the employee lifecycle, from recruitment to retirement. By providing a suite of tools for HR, payroll, performance, and talent management, Workday HCM helps organizations streamline their workforce management processes, improve efficiency, and empower employees with self-service functionality.
Onboarding Worklet
The Onboarding Worklet in Workday streamlines the process of integrating new employees into the organization. It provides a centralized platform for managing all aspects of onboarding, from initial paperwork and training to setting up accounts and assigning tasks. The worklet ensures a smooth transition for new hires and helps HR teams and managers efficiently manage the onboarding process.
Key Features:
Example Use Cases:
- New Hire Onboarding - A new employee logs into the Onboarding Worklet to complete required documentation, view their orientation schedule, and start their assigned training modules.
- Manager Coordination - A manager uses the worklet to review the new hire’s onboarding checklist, ensure all tasks are completed, and track the progress of the new employee’s integration.
- IT Setup - The IT department sets up necessary system access and email accounts through the worklet, ensuring that the new hire is ready to start their job on their first day.
- Training Tracking - HR tracks the completion of mandatory training modules assigned through the worklet and follows up with new hires who have not completed the required training.
- Feedback Collection - After completing the onboarding process, new hires provide feedback through the worklet, which HR uses to refine and improve the onboarding experience for future employees.
Benefits:
- Streamlined Process - Centralizes all onboarding activities, making it easier for HR, managers, and new hires to track and complete necessary tasks.
- Enhanced New Hire Experience: Provides a structured and engaging onboarding experience that helps new employees feel welcomed and prepared for their new role.
- Improved Efficiency: Automates and manages onboarding tasks, reducing administrative overhead and ensuring that all necessary steps are completed in a timely manner.
- Better Compliance: Ensures that all required documentation and training are completed, helping organizations stay compliant with legal and regulatory requirements.
- Feedback Integration: Gathers feedback on the onboarding process, allowing organizations to continuously improve their onboarding practices and enhance new hire satisfaction.
The Onboarding Worklet in Workday is a comprehensive tool designed to facilitate and streamline the onboarding process for new employees. By providing a centralized platform for task management, document submission, training, and feedback collection, it enhances the new hire experience and supports efficient integration into the organization. The worklet’s features ensure that all aspects of onboarding are handled effectively, leading to a smoother transition for new employees and a more organized onboarding process for HR and managers.
Payroll Worklet
The Payroll Worklet in Workday is a robust tool that enables organizations to manage employee payroll processes efficiently. It provides a user-friendly interface for payroll administrators to calculate, process, and distribute employee pay while ensuring compliance with tax laws and regulations. Additionally, employees can access their payroll information, such as pay stubs and tax documents, directly through the worklet.
Key Features:
Example Use Cases:
- Pay Processing - Payroll administrators can run payroll cycles for hourly and salaried employees, including bonuses and overtime, and review the calculations before final approval.
- Employee Self-Service - Employees can log in to view their pay stubs, manage direct deposit information, and download their tax forms, streamlining payroll-related inquiries.
- Tax Compliance - The worklet ensures that tax calculations and withholdings are accurate and up to date with changing tax laws, reducing the risk of errors.
The Payroll Worklet in Workday simplifies the payroll process for both administrators and employees by automating calculations, ensuring tax compliance, and offering self-service features. By integrating with other Workday modules like benefits and compensation, it provides a holistic view of employee pay and deductions, making payroll management more efficient and error-free.
Performance Management Worklet
The Performance Management Worklet in Workday enables organizations to streamline and enhance their performance review process. This tool supports continuous feedback, goal setting, performance appraisals, and career development, helping managers and employees collaborate effectively to improve productivity and achieve personal and organizational goals.
Key Features:
Example Use Cases:
- Goal Setting and Progress Tracking - An employee sets personal objectives at the beginning of the performance cycle, and both the employee and manager can track progress, making adjustments as necessary.
- Annual Performance Appraisal - Managers use the worklet to conduct structured performance reviews, with input from peers, direct reports, and the employee’s self-evaluation.
- Continuous Feedback - A manager provides ongoing feedback to an employee after a successful project completion, reinforcing strengths and identifying improvement areas for future projects.
- Development Plan Creation - An employee who wants to pursue a leadership role can create a development plan with their manager, focusing on skills and competencies that need enhancement.
The Performance Management Worklet in Workday offers a flexible and robust platform for managing employee performance, fostering continuous development, and aligning individual goals with organizational objectives. By leveraging tools like real-time feedback, goal tracking, and structured reviews, the worklet helps improve productivity, ensure consistency, and promote a culture of ongoing growth.
Recruiting Worklet
The Recruiting Worklet in Workday streamlines the entire talent acquisition process, enabling organizations to attract, manage, and hire top talent efficiently. From creating job requisitions to onboarding new hires, the recruiting worklet provides tools to enhance collaboration among hiring teams, track candidates, and ensure a seamless hiring experience.
Key Features:
Example Use Cases:
- Job Requisition Creation - A hiring manager uses the recruiting worklet to create a new job requisition for an open position, specifying job details and qualifications, and submitting it for approval.
- Candidate Tracking - HR tracks the progress of multiple candidates in the pipeline, ensuring they move efficiently from application to interview, offer, and onboarding.
- Offer Management - After selecting a candidate, the HR team generates a formal offer letter within the worklet, customizing compensation and benefits details, and sends it to the candidate for acceptance.
- Collaborative Hiring - Team members can leave feedback and rate candidates after interviews, which helps with making collective hiring decisions.
The Recruiting Worklet in Workday simplifies and automates the recruitment process, providing tools for every stage, from job requisition creation to onboarding. By offering collaborative features, candidate tracking, and integrated workflows, it ensures a smooth and efficient hiring process while supporting compliance and diversity initiatives. This worklet enhances the overall talent acquisition strategy, helping organizations hire top talent faster.
Reports
Workday offers robust reporting capabilities that allow organizations to generate, analyze, and share insights from data across various functional areas such as HR, payroll, finance, and more. Workday’s reporting tools are designed to provide real-time data, customizable reports, and advanced analytics, helping users make informed business decisions.
Key Types:
Key Features:
Example Use Cases:
- HR Reporting - HR managers use Workday to generate headcount reports, track employee performance, and monitor retention rates to ensure workforce planning aligns with business goals.
- Payroll Summary - Payroll administrators generate real-time reports on payroll run status, payment discrepancies, and deductions to ensure smooth payroll processing.
- Performance Analytics - Managers can create custom reports to compare employee performance scores across teams, identify high performers, and track developmental progress over time.
- Compliance Reporting - Workday enables organizations to generate compliance reports that meet legal and regulatory requirements, such as diversity tracking or tax withholding reports.
The Reporting capabilities in Workday provide businesses with the tools to access and analyze real-time data, generate customized insights, and track performance across various organizational areas. These reports help organizations make data-driven decisions, improve operational efficiency, and meet compliance requirements while offering a flexible, secure, and user-friendly experience.
Search
The Search feature in Workday is a powerful tool that allows users to quickly locate information, tasks, reports, and people within the system. It is designed to provide intuitive and fast access to relevant data by indexing all available resources across the platform. Workday’s search functionality is similar to search engines, offering real-time suggestions, filters, and quick links to the most commonly used features.
Key Features:
Example Use Cases:
- Finding an Employee - A manager searches for an employee’s name to view their profile, check their current position, and access their contact details or organizational hierarchy.
- Locating Reports - An HR professional types "headcount report" into the search bar and immediately finds and runs the relevant report without navigating through menus.
- Task Automation - An employee types "time off request" to quickly access the task for submitting a vacation request, making the process faster and more efficient.
- Finding Documents - An employee searches for "benefits guide" to quickly locate and download a document detailing the company’s benefits package.
The Search feature in Workday enhances productivity by providing users with a fast, intuitive, and powerful way to find relevant information, complete tasks, and access reports. With real-time suggestions, keyword-based searching, and filtering options, Workday’s search functionality helps users navigate the platform efficiently and access the data they need in just a few clicks.
Talent Management Worklet
The Talent Management Worklet in Workday provides organizations with tools to manage employee talent and development across various stages of the employee lifecycle. This worklet integrates key processes like performance management, career development, learning, and succession planning, helping organizations foster employee growth while aligning individual goals with business objectives.
Key Features:
Example Use Cases:
- Career Development Planning - Employees use the worklet to identify their career goals, and in collaboration with their managers, they create a personalized development plan that includes specific training and skills improvement targets.
- Succession Planning - A manager uses the talent worklet to build a succession plan for critical roles in the department, identifying high-potential employees who are ready to step into leadership positions.
- Talent Review Meeting - HR organizes a talent review where managers evaluate their team members' performance and potential, using the worklet’s calibration tools to ensure consistency and fairness across the organization.
- Learning Integration - Employees access learning modules tied to their development plans through the worklet, completing required courses that are aligned with their career advancement goals.
The Talent Management Worklet in Workday enables organizations to manage and develop their workforce effectively by providing tools for career development, performance evaluation, succession planning, and learning. By integrating these processes, it ensures that employees have the resources to grow, and that managers have the insights needed to make strategic decisions about talent development, retention, and succession planning. This worklet helps organizations build a high-performing workforce while promoting career growth for employees.
Tasks
Tasks in Workday represent specific actions or workflows that users need to complete within the platform. These tasks can be related to various functions like human resources, payroll, benefits, recruiting, and talent management. Workday tasks are interactive, guide users through business processes, and are a core component of the system's workflow automation, helping organizations streamline daily operations.
Types:
Key Features:
Example Workflows:
- New Hire Onboarding - A new employee is assigned a series of onboarding tasks, such as filling out personal details, enrolling in benefits, and completing initial training.
- Compensation Adjustment Approval - A manager submits a compensation change for an employee, which triggers an approval task for the HR department to review and approve the adjustment.
- Performance Review Cycle - Employees are assigned tasks to complete their self-evaluations, and managers receive tasks to review and provide feedback on employee performance.
Tasks in Workday are central to the platform's workflow and help automate and streamline business processes across various functions. By assigning, tracking, and completing tasks, Workday ensures that users stay on top of their responsibilities and contribute to smooth operational flow within their organization. With its intuitive task management system, Workday supports everything from daily administrative work to complex multi-step business processes.
Time and Attendance Worklet
The Time and Attendance Worklet in Workday allows employees and managers to track, manage, and report work hours, time off, and attendance data. This worklet integrates with payroll and other HR processes to ensure accurate time reporting, compliance with labor laws, and efficient workforce management. It provides both employees and managers with tools to simplify time entry, time-off requests, approvals, and attendance tracking.
Key Features:
Example Use Cases:
- Time Entry Submission - An employee manually enters their daily work hours into the worklet and submits their timesheet for manager approval at the end of the week.
- Clock-In and Clock-Out - An hourly employee clocks in at the beginning of their shift and clocks out at the end, with Workday automatically tracking their total hours worked, including breaks.
- Requesting Time Off - An employee requests two days of vacation through the worklet. The request is automatically routed to their manager for approval, who can review and approve it in real-time.
- Overtime Approval - An employee works additional hours, and the system flags the extra time as overtime, which is routed to the manager for approval before processing payroll.
- Monitoring Attendance - A manager reviews attendance reports to track patterns of absenteeism or tardiness across their team, helping to address any attendance-related issues.
Benefits:
- Streamlined Time Tracking - Employees and managers can quickly enter and approve work hours, time-off requests, and overtime, reducing administrative burden.
- Increased Accuracy - Automated tracking of time, attendance, and overtime ensures that employees are paid correctly and that the organization stays compliant with labor laws.
- Improved Compliance - Built-in compliance tools help organizations adhere to labor laws and regulations related to overtime, breaks, and leaves of absence.
- Enhanced Employee Experience - Employees can easily track their time, view their available time-off balances, and request time off, providing greater transparency and control over their schedules.
- Mobile Flexibility - Employees and managers can access time tracking and approval tasks from any location using the Workday mobile app, improving convenience for remote or mobile workers.
The Time and Attendance Worklet in Workday simplifies the process of tracking work hours, managing time-off requests, and ensuring compliance with labor laws. By providing an intuitive platform for both employees and managers, the worklet enhances workforce management and helps organizations maintain accurate, real-time time and attendance records. This leads to smoother payroll processes, better resource planning, and improved employee satisfaction.
Workforce Analytics Worklet
The Workforce Analytics Worklet in Workday provides organizations with insights and data-driven analytics related to their workforce. This worklet helps HR and management teams understand key metrics, identify trends, and make informed decisions about talent management, recruitment, and employee development. By leveraging real-time data, the Workforce Analytics Worklet enhances strategic planning and supports data-driven HR practices.
Key Features:
Example Use Cases:
- Turnover Analysis - HR analyzes turnover rates across different departments and identifies patterns or causes, helping to address retention issues and improve employee satisfaction.
- Recruitment Effectiveness - The recruitment team reviews metrics related to the hiring process, such as time-to-fill and cost-per-hire, to evaluate and optimize their recruiting strategies.
- Diversity Initiatives - The diversity and inclusion team tracks workforce demographics and monitors progress towards diversity goals, using the data to inform and adjust their initiatives.
- Employee Engagement - Managers analyze employee engagement survey results to identify areas of concern and implement strategies to enhance employee satisfaction and productivity.
- Workforce Planning - HR uses predictive analytics to forecast future staffing needs based on business growth projections, turnover rates, and current workforce data.
Benefits:
- Data-Driven Decisions - Empowers organizations to make informed decisions based on real-time data and comprehensive analytics, improving strategic planning and operational effectiveness.
- Enhanced Insights - Provides deep insights into various aspects of workforce management, from turnover and engagement to diversity and recruitment performance.
- Improved Strategic Planning - Supports long-term workforce planning and modeling by offering predictive analytics and trend analysis, helping organizations anticipate and address future needs.
- Increased Efficiency - Streamlines the process of generating and analyzing workforce reports, saving time and reducing the need for manual data manipulation.
- Better Accountability - Helps organizations track progress towards goals, such as diversity targets or employee engagement levels, and ensures accountability through measurable metrics.
The Workforce Analytics Worklet in Workday is a powerful tool that provides organizations with detailed insights and analytics about their workforce. By offering real-time data, customizable reporting, and predictive analytics, this worklet helps HR and management teams make strategic, data-driven decisions. It supports a wide range of functions, from recruitment and diversity management to employee engagement and workforce planning, ultimately enhancing overall organizational performance and effectiveness.
