Name: Workforce Management in State & Local Government: Unifying Timekeeping and Payroll
Uploaded: 2026-09-23T18:16:20.895Z
Duration: 59 min 48 s
Description: Workforce Management in State & Local Government: Unifying Timekeeping and Payroll

Transcript for "Workforce Management in State & Local Government: Unifying Timekeeping and Payroll": Hi, everyone. Welcome to today's session. Workforce management and state and local government unifying timekeeping and payroll. Thanks so much for joining us. My name is Jen Dowd. I am the state local government marketing manager here at Workday, and I'll be your host today. I'll kick things off, and then I'll hand it over to Andrew Franz, who our senior c senior solution consultant who'll walk you through a live demo of how this actually works inside Workday. And we'll close with live q and a, so keep those questions coming through. A quick a few quick housekeeping, notes before we get started, though. This session is being recorded, and replay will be available within twenty four hours if you have to revisit anything or share it with a colleague who couldn't make it live. Please drop your questions directly into the chat box as they come up, and we'll answer as many as we can live and anything we don't get to, we'll follow-up by email. And one quick note on the audience, today's session is built for our state and local government community, and that includes special districts. So if that's you, you're in the right place. Modernizing time tracking, managing complex payrolls, and paying employees accurately is why we're all here today. To get a sense of where we all stand today, give me a thumbs up in the chat or if you still if you still use paper to track time and attendance. Because you could say me, you could say yes, anything in the chat that you wanna do. And it doesn't have to be a whole organization, your whole organization, but it can be at least one department who needs to track or adjust time on paper. And what about spreadsheets too? Spreadsheets that need to be manually keyed into the system. We'd love to see how many in the audience are still doing that as well. Well, regardless if you're able to answer or not, you're not alone. Many governments today are still relying on disconnected systems that force manual workarounds today, and we're gonna explore how Workday brings timekeeping and payroll together into a single unified process that is built for you. By the end of this session, here's what you should be able to walk away with. First, how to connect position management time tracking and payroll into a single flow. Second, how to apply payrolls that adapt automatically by role and group. And third, how to enable mobile time tracking for your field and frontline workers. So let's set the stage. We recently looked at some research from hr.com on where manual time sheet and manual time sheet and time tracking systems tend to fail. And honestly, the patterns are strikingly consistent across public sector. If you're still relying on manual or disconnected processes, chances are you'll recognize at least a few of these. First, overtime miscalculation. Overtime rules vary by jurisdiction and by contract. And when you're calculating that by hand, it's incredibly easy to end up overpaying or underpaying staff. Neither of which you wanna be explaining to an employer and auditor. Second, missing records. Forgotten submissions and unchased time sheets force payroll teams into estimating hours, which creates inaccurate audit trails right when accountability matters most. Third, part time and shift complexity. Variable schedules are already hard to manage. And when a change happens, it cascades into a chain of manual corrections. Fourth, remote and hybrid workforce gaps. Without a physical sign in sheet, teams end up improvising with spreadsheets and email check ins, which underestimates accuracy right from the start. And fifth, last, payroll integration failures. Every manual reentry into a payroll system is another chance for a transcription error, and those compound as they move from clock out all the way to the paycheck. None of these are hypothetical. They're exactly the pain points we hear about in nearly every con every conversation we have with agencies still running manual or fragmented systems. Exactly what today's unified approach is designed to solve. So what it what does it actually look like on the other side of that transition? I wanna share a few quick examples from agencies who've already made this shift with Workday. I'm not gonna read through them all, but I do wanna point out the commonalities. Aside from the typical paper savings, which everybody always has, notice many of these customers moved off of years, even decades old systems of bringing their processes up to date. Some even had multiple systems cobbled together to provide the functionality they needed. Does any of this sound familiar? Our customers are consistently told us they are tired of having siloed systems, but complexity among various departments and worker types made a change feel impossible. Once they brought everything together and workflows were streamlined, they never looked back. These here are very different agencies at very different starting points, but they all entered in the same place. Less manual work, fewer errors, and a lot more trust in their data. So that's the why. Now let's get into the how. I'm going to hand things over to Andrew who's gonna show you exactly how Workday brings all of this together. Andrew, over to you. Thank you, Jen. I appreciate it. It's a pleasure to be with everybody virtually. I was gonna do a little walk on stage, almost like we were at a conference here, but instead, I'll just introduce myself briefly. My name is Andrew Franz as as Jen mentioned. I work as an HCM solution consultant with Workday. My background is going back fifteen, sixteen years working with HCM and payroll together. My role here with Workday has been spent with the last few years very specifically on, public sector, our government, state and local, potential customers, special districts around things like airport authorities, water and utility districts. So I'm really excited to be here today and to have the opportunity to walk through, the the the things that Jen just spoke with you about. So let me go ahead and get started. I'm gonna share my screen with you here. It should be coming up in just one second. Michelle, I see your question just popped through. So while my screen share loads up here, I will answer your question. Yes. Absolutely. So public service agencies, whether we have worked with them as, a very integrated approach with other groups within a city, county, you know, government in particular, sometimes they have their own rules. And one of the things we can talk about and look at today, would be how various agencies within a local government, are able to have their own rules in one's unified Workday solution. So I'll definitely talk a little bit about that. I have worked on a number of demonstrations over the last few years where, in the room are various agencies. Right? Human resources, somebody from operations, somebody from IT, somebody from the sheriff's department, someone from the fire department. And everybody has specific things that they want to see or talk about. What's really nice about Workday in particular is that, those rules can be built for each group to respond automatically. Okay? So I am sharing my screen. Since I... I'm kind of replying to your question live here, let me show you a great example of what I mean by that. In Workday, what we are going to do is help by building out what we call business process framework. Business process framework is where we take an automated workflow, and enforce it in Workday. What we're able to do is sit down with our our potential customers and and talk through what does it look like when you hire someone, when you terminate someone, when someone changes roles within your organization, when someone wants to update their personal information, when someone enrolls or changes their benefits. Right? I could probably come up with, you know, 20 or 30 of these types of processes that you're going to enact. But let's just stop for a second and think about, hiring in an in an organization, in government. What I've done here is just pulled up our different workflows for hiring. And so my sample group here, let's call it Green Oak Valley, right, has different hiring workflows for different groups. Okay? Now I don't have it listed as police or fire or anything like that here, but you can see I have a hiring definition for council, a hiring definition for our electorate group, a hiring definition for IT operations, for street maintenance. The same thing can be done for processes like, for example, entering time. When someone from police or fire enters time, is there a different workflow than someone who works in, street operations? Right? So what we can do is define what that logical step by step process is going to look like and automate it inside Workday so that it lands on the appropriate desks of the people who are responsible for either completing an action, a task, signing off on a document, placing an electronic approval. So what we're able to do is build out these various definitions. Now some of the groups that I've worked with over the years, they may have one standard definition for entering time or for hiring or for terminating that everyone in that government entity utilizes. And then maybe they're gonna create a one off change where for a public service agency, sheriff's, fire, rescue, corrections, right, that that workflow is going to look a little bit different. What's really nice about Workday as a tool is that instead of needing to understand that and select it in the moment that it's occurring, Workday will automatically enact the appropriate workflow because it sees this particular person is executing a transaction. It's in relation to this particular position or person, and that person or position or department is all part of a group that follows a very specific workflow. Now I know it's hard to give you a full crash course per se on business process framework, you know, in just the little bit of time that we have here together today, but this is how we would meet those needs where it might be different for someone in a public service agency than it might be for someone else within the particular government entity. So I hope that answers your question. I will also say from a a time tracking, potentially from a scheduling perspective, that that Workday has worked with, public service agencies to better understand what are the needs around that. And I have some examples that we, I planned on showing you here today where we're gonna see a police officer. Right? We're gonna see how rules might change for someone who's labeled a police officer, labeled a firefighter here in my environment. So, I I appreciate the question because it really does help us talk about a topic that wasn't necessarily at the top of my mind, but is really important. It's it's a it's a... It's really one of the backbone features within Workday is how we automate those work flows and make sure that they apply for the right group within one of our customers. So thank you, Michelle. I I appreciate the question. Feel free to keep them coming. The first topic that we wanted to touch on a little bit here before we got into some of the more in-depth time tracking functionality is is position management in Workday. Now I'm logged in today, at least for this initial part of the demonstration. Government entity that we're looking at. Okay? So so director of HR, I've got a lot of privilege. I've got a lot of security in the system that allows me to see and do a variety of things. So keep that in mind while we're looking at this. Now there's, various ways to search in Workday. I have worked with a number of different tools over my time, and Workday is one of the search bars that I truly trust. I can enter someone's name. Well, I know his last name, So to. Look what it pulls up. John So to, police officer. Section three, works out of the police station location. Right? All of that comes up instinctively. Maybe we know someone's employee ID. Look. I type in 1122. We get the same search results. So you're gonna be able to leverage the search bar to find the things you're looking for. Now what I wanted to do is take you to at least, an initial HR profile, a worker record inside Workday. So this is John's HR file inside Workday. One of the things that you'll notice is over here down the left hand side, there's a number of different areas that I can click on that are gonna allow me to see other pieces of information about John and and where he is within our organization, whether it's position and job information, career, performance, benefits, pay. Right? All of these things are accessible because I have HR security privileges that allow me to see this information. Now what do we what do we want to know most importantly about position management inside Workday? Position management is where we are going to build out the organizational structure of your group. Now each person occupies a position. Now in this particular environment, this worker, John So to, holds position eleven forty eight. It's a police officer position. What else do we know about position eleven forty eight? We know all of these things. Right? We know it's called a police officer. The job is sergeant or officer. It's part of the job family law enforcement. It's a full time role located at the police station. All of these things are part of the position. One of the things that I have found become particularly useful for a lot of our government customers is the ability to really either separate or marry up in both ways this can be important a position and a worker from a reporting perspective. So now when I click on the actual position look at all the data I get. Well we know that this is part of the department or supervisory org section three. It has a a company, a cost center, a fund, a program. These are defaults. Okay? So when I go to hire someone or when we look to make a job change, we're gonna know that these are the default specs of this particular position. Can it be changed with the appropriate security? Absolutely. But at least all of this is native to the position. Some of the other information we see here. Who's the worker occupying the position? Right? What's the job profile, the location, the pay rate type? Now for our government customers, this is extremely important. Are there roles in your organization that need to be tied back to things like union membership, collective bargaining agreements? I'm sure a lot of you are nodding your head saying, you know, well, yes. Absolutely. And there's a lot of complexity to that. Well, Workday can help with that. I'm tying this back to a position and saying, in order for me to staff John So to into position eleven forty eight, I require the person being placed in this position, a, to have a union membership, and b, for that union membership to come from, in this case, IUPN. Right? I can have a number of different unions listed there, and as long as the workers from one of those unions, I can hire them into that role or move them into that role. But what's nice about this, beyond all of these characteristics... Look. You even see schedule data over here. What's the work shift? Right? Beyond all of the data that's tied to the position, we keep an audit trail on the position itself. So beyond having record keeping and audit reporting for everything that happens with the worker, with John, which we can look at as well, we're also keeping all of that same reporting for the position. When was the position created? When was someone hired into the position? Right? All of those characteristics are maintained for the position itself. And then, of course, other important pieces. You know, what's the job class from an EEO perspective? What's the workers comp coding? All of these things are pulled together so that we have this data tied back to the position. One of the things you heard Jen talk about here in the lead up to this portion of our our our conference here today is the ability to leverage that position management to feed other parts of your organization time tracking, payroll. Okay? And we're gonna look at that, but this is the framework. Right? Having cost centers and funds and and, you know, schedules and union membership all tied to the position that are gonna allow us to drive eligibility later in other processes. The only other thing I wanted to show you here really quickly about position management is that we can contain what we consider position restrictions to the position itself as well. So you can see we have things like a position overview. We have qualifications. Does someone need a certification, need certain levels of education, need certain levels of work experience, certain skills or competencies? We can require that or at least look for that based on the position itself. What's the default compensation tied to this role? Right? Now we're starting to blend that right from a position to potentially payroll. Right? Compensation. We can see there's a general compensation package typically assigned to this role. It has a grade. It has a profile. It has a step. How many people in here have step plans as part of their organization? Right? I know a lot of the government customers I work with do. Well, we will build those steps into the comp package and enforce them inside Workday. How powerful is that? We don't need to worry about when is someone moving to the next step. The system's gonna be built to help show that. Look. Here are the compensation grade steps. If the worker's a safety officer, right, then here's the total base pay, minimum, midpoint, maximum, and then all of the steps that are associated with that particular step plan. Look at the sequence. A worker can start at step one and make $16.36 for six months, and then we can also put a progression rule on that step. So I'm telling the system, once someone's been in this role for six months and we see that they have a completed positive performance review, go ahead and move them to the next step. Move them to step two. Give me a report that tells me that's happening. Right? Now we understand that with collective bargaining agreements and the different unions you're working with, it's not always gonna be easy. You don't have to tell me that. I live in Eastern Pennsylvania. We have local tax. We have school districts. We have tax changes that happen regularly. Right? The city of Philadelphia which I'm not too far from has had some tax changes where it goes back six months. Okay. Reinforce these. We know that happens with some of your, negotiating with these with these groups, right, and the unions. Well, what if they give you a new set of these steps, and they were supposed to be enforced on 01/01/2026? Well, we load the steps in, and Workday has a retroactive payroll tool that's gonna be able to recalculate every pay period for the workers who were impacted and make sure we update and enforce the new rates and get everybody settled up accordingly. But we can do all of that because we can tie these types of compensation packages, grades, profiles, steps, and rules all the way back to a position and allow that to flow through payroll. So position management is gonna be critical for a number of reasons. Look at that. I just hit the back button. I don't know. That that always blows me away. In Workday, you hit the back button. It doesn't give you a blank screen. It doesn't make you re log in. Right? I know I'm I'm I'm amused by the simple things. Right? But as somebody who's used different technology over my life, stuff like that kind of stands out to me. But you can see what else comes along with the default compensation. We talked about a grade, a profile, a step, a base pay range. Look at these other things. Someone who inherits this position is gonna typically receive hourly pay, a uniform allowance that I'm seeing is $300 on an annual basis, and a uniform cleaning allowance that's $75 on a monthly basis. Can I make changes to this at the individual level at any point? Absolutely. But this will pull through. When I hire someone into position eleven forty eight, the system's gonna tell me, hey. This person typically gets this comp plan with a step, a uniform cleaning allowance, and a uniform allowance. And we will use uniform allowance, uniform cleaning allowance as earning codes in the system that are scheduled. Right? Hey. First pay period of the calendar year, give anybody who's due their $300 uniform allowance. First pay period of each month, give somebody their $75 for a uniform cleaning allowance if they meet the criteria. They hold a role that offers that. Right? So all of this becomes seamless. It is a unified solution between position management and the compensation that's gonna drive payroll. So I hope this gives you a great picture of how we can tie those pieces together. Debbie, it looks like maybe you had a question there. I'm gonna try to read that really quickly here. Can job descriptions be added to the position? I'm wondering about the ability to know when changes to job descriptions were made. Absolutely. Absolutely. We have phenomenal tools in Workday to help with that. Let's let's back this up for a second. One of the things that we can see here is that this particular role, position eleven forty eight, already has things like a job description summary built out for it. Okay? We also have things like, for example, a job profile, sergeant or officer. Right? When I open that up, we can see that the full job description and any additional job description that's been assigned to this particular job. So the police officer position eleven forty eight happens to be a sergeant officer, which has this profile summary, this job description, and any additional job descriptions. Now if I have the appropriate security privileges, which I do, an edit button's going to appear here. Right? So if I click edit, it's gonna ask me to effective date the change. Workday loves to work off of effective dating. We want you to be able to make a change when you have the time and attention to do it and then allow that to take effect at the point that it's supposed to. So if I know our definition, our job description for sergeant officer is changing as of October 1, I can input that change today. K? I could come in here, say okay, and then I would be able to change anything I need to in here with this job description. K? Including... I I promised I wasn't gonna spend too much time on AI today because there's a lot I could talk about there. But these are the types of features you could easily turn off or on in Workday. But we love the ability to generate job descriptions using AI and then also still leverage edit capabilities. I could click this button. It would generate a job description and then still give me edit capabilities where I can make changes as necessary. But, Debbie, I think the other thing that you asked about there was if I were to come in here and make all these changes, how do we know they're happening? Well, number one, we wanna enforce security privileges that are gonna prevent changes from happening unless they really, you know, have the authority to make the changes. But if I make a change to a job description, that's gonna be part of this position history right here. We're gonna be able to see that a job description was updated. We're gonna be able to click on, for example, this hire John So to here. Say that was a job change or a job description change. When I click in here, I can go to process. I can see who the people were that were involved in every step of changing that job description, what they did, when it was completed. Right? All of that is tracked along with any comments. There's always room to leave comments. So we're gonna give you full audit capability on those job description changes. The other thing I'll say, let me back all the way up for a second, is that I have this... I have one ready right here. You can see I have a job requisition that needs to be created for a new administrative assistant. When I go to create a job requisition, and and recruitment's not one of our topics today, but I love to talk about it. If you wanna spend two hours with me, you talk to your account executive, and I'm sure they'll get somebody like me or myself there to spend as much time on recruitment as you might want. But when I go to generate a a requisition, it's time to post for a job, it's gonna pull that job description from what we just saw on the position. Right? It's gonna pull that forward, let me review it, and maybe make changes to it before I post the job as a recruitment role. Right? So, all of that's gonna be tied back together. I I hope that answers your question and gives you a good picture of, you know, how we're gonna manage those job descriptions. The other thing I would just point out is we have a job architecture hub. This wasn't something I was gonna spend any time on with you all today, but I will pull it up really quickly. Our our our job architecture hub is something I was so excited for when we were rolling it out. But it gives you this opportunity, to let Workday look at your overall job architecture, your overall job catalog in the system, essentially, and say, hey. Look. We have 45 active job profiles that don't have any workers. Do you wanna just inactivate those and then reactivate them when you're ready to hire somebody into them? Right? Are there any job profiles that have really similar sets of data that maybe you wanna just pull together? Right? Do I wanna update a job profile, create a new one? Right? All of that's right here for me to be able to interact with. And you can see this comes with different analytics, different job profile analysis and reporting. Right? All of that's gonna be available to you, within your Workday environment. So I hope this really gives you a lot of tools to help with those job descriptions moving forward as well. Alright. So let's take this a little bit farther. One of the things that I wanted to show you today was how we can pull time and attendance data and and tracking together for various groups within your organization. One of the easiest ways for us to start that conversation is to pull up one worker. So we've already looked at John So to. Let's pull John up from a time eligibility perspective. What does that mean? Well, it means with each worker in your organization. Now I'm not saying do this. Right? And and I don't think really anybody that I've ever worked with has done it. But if you wanted to have a different configuration for every worker in your organization when it comes to time and attendance, theoretically, Workday could do that. Right? We don't want to enforce a very strict or regimented, hey. Everybody across your organization has to enter time this way, and these are all the codes that are available and everybody can see everything. We don't wanna create an experience like that from a time tracking perspective in Workday. So what we do is we give you a number of tools to really facilitate how time tracking should work for different groups. How do we understand who those groups are? Well, typically, what we're going to do is we're gonna use position management to say, hey. All the workers who are part of the police force, all the workers who are part of fire, all the workers who are part of IT, whatever it might be, we're gonna write rules that put them into groups and then those groups are gonna have different time tracking setups. K? Now when I say time tracking setups, the most common thing we see in Workday is a time entry template. And I will open it up. I don't wanna overwhelm everybody because this is kind of a shorter call together, But I think it's really important for us to at least establish what that means and what it looks like. Okay? Now in this time entry template, right, I've written some rules that say, hey. Let's open that in a new tab too. I've written some rules that say, if the worker is part of a particular group. Right? In this case, location. Right? If the worker's in The United States and their supervisory organization is section three and their job profile is not senior disaster services analyst and they are a schedulable worker, then these rules are going to apply to that particular person. Right? This is a core foundational element of how we can enforce a streamlined time tracking setup for particular groups throughout your organization. If we can write it in an if then statement, an and or statement, we're gonna be able to build these eligibility rules to take people, group them together, and allow the system to function for time tracking in a very particular way. And this is our first example of that. Right? A location, a department, a job profile, are they schedule... Schedulable? If people meet these rules, they're gonna track time in this way. Well, what is this way? Well, their default code is gonna be worked time. There's gonna be allowable out times of out meal and break. We're looking for a default in and out pattern of in meal, in out. Right? We have warning messages that are built. We give thresholds for before and after check ins and restrictions. Right? All of those things are true here. And then we also say, hey. When this group tracks time, we want them to be able to track time towards a grant, a location, a call center, a fund, and a job profile. We even can tell the system, do we wanna hide all of these dimensions from self-service? Do we wanna default from organizational assignment? Where did we see organizational assignment? It's like a pop quiz. Right? Who thought they were gonna get quizzed in the middle of a fun webinar? I'll answer it for you. Some of you might even be saying it in the background. We saw default organizational assignment back in the position. Position eleven forty eight have company, a cost center, a fund, a program. Right? Are we defaulting those values into time tracking? All of these rules are built here, but it goes so far beyond that. I can take different buckets, different types of time, and I can label what they should look like on a time card. Look at this. I want you for this group to say, hey. On the time card, total one is gonna be any k nine handler time and regular time. Group those together and call them regular hours. I want you to take any compensatory time earned and call it compensatory time earned. I want you to take any evening and graveyard shifts, total them up, and call them shift premium. Right? So what we're doing is we're defining for this particular group what rules need to be applied so that the time card itself looks and feels the way you want it to for that particular group. This is one of the things that has really drawn government customers to utilizing Workday from a time tracking perspective. Number one, being able to write rules that tell the system these people should track time in this way. And then number two, being able to write all of these rules to that group. And this is a a very summary overview style demonstration of these features. So think about how much more could be here. Right? What's the calendar look like? And it says, is it a week? Is it two weeks? Am I showing them a whole month? You know, are we using, you know, any autofill privileges? Can they autofill their time card from a prior week, from their schedule? All of these things are built out here all the way down to location settings. Right? Are we allowing mobile time tracking? Are we geofencing locations and then allowing people to use a mobile device to clock in and out? Is there project time being tracked? We'll look at that as well. Right? So there's a lot in here, but I just wanted to show you we can write all these rules that help facilitate a very seamless time tracking experience for our government customers. What are the time code groups that we're seeing for this particular worker? Well, he's part of what we call a time code group USA police. So what are his time entry codes? Acting pay, aerial patrol, call out, k nine handler, motorcycle, worked hours, work time. Right? So what we're doing is we're building up for this group what code should they see. It's not gonna be a list of 500 time entry codes that don't apply to them. It's gonna be a list that applies specifically to them. Really makes that ability to track time easier and enter time. Period schedule. Look at this. I get a lot of questions on this. I just wanna be clear. We understand that when our government customers come to Workday, they're gonna have some nuances that might be a little bit different from other organizations. Maybe they've got nine eighty workers where they need to be able to define what time is a day breaker. What does the day breaker divide? What's the start day of the week on this particular time tracking setup? But I I I put boxes around these two items because I can build a period schedule that says, hey. This is a biweekly Sunday to Saturday. But when I need to do some calculations that are gonna span maybe a little bit differently from my actual period schedule, I can assign a group a configurable calculation period. We are going to allow you to configure exactly how calculations need to be performed, and that may or may not apply directly to the exact period schedule that that worker is on. So it gives you a ton of flexibility to write the rules that are gonna be most important to your time calculations. Now I know we've gotten really deep into the setup of all this, but I just wanted you to see, at least here upfront, that Workday has the ability to provide all of this that allows that flow to be maintained from a position to a group to exactly how they're going to track time in Workday and how those calculations are going to be performed. Let's look at some examples of that. K. I'm gonna sign out as Jill, and let's sign in as, for example, a worker named Victor Duncan. K? What's Victor Duncan going to do? Well, in this particular case, he's a maintenance worker who has access to a time card inside Workday. He has check-in and check out functionality on a desktop. He also has the ability to manage a time card. So let's go into this week, and let's see what's in here. K? Actually, let's back this up a little bit. We can see all of his different time card data here. He has worked at eight to twelve, taken a meal, and a one to five every day over a two week period. Well, what if some of that has changed? Right? What if there are changes that need to be made to that? Well, let's just say this one to five on Tuesday, the twenty second, was a little bit different from what we thought. Well, there's worked time, which was his default code. Okay? When I open this up, we're gonna have any of the time entry codes that were assigned to Victor's group. Right? He's not the same as John So to. He doesn't have motorcycle time, aerial patrol time, k nine handler time. He is acting, called out, paid holiday, standby. Right? What if I change this to acting? Look at how the in and the out times disappear, and now I'm just asking for a total number of hours. That's written at the time entry code level. If the time entry code is worked time, I need in and out times. If the time entry code is acting pay, I need a number of hours, four hours acting pay. Look what that does. It puts a red star next to job profile. Right? It's now required to enter, well, what role were you acting in that you're logging acting pay? So we've written all these rules to make this a really easy experience for our customers in time tracking and for the workers or the supervisors or department heads who might actually be entering this time. Let's say this particular worker actually came back in, let's say, I don't know, 06:30PM and worked until 2AM the next day, and he enters that time. Over here on the right, all of this has been updated. All of a sudden, we've got overtime hours, double time hours, an updated total number of hours worked. We've got an an alert going off. I have a rule that says there's a there's a rest period that's required between shifts for this group. Well, the system is giving me the rule. The rest period from the reported out of the previous day and the reported end of the current day is less than eleven hours. Please verify your time entry. Now an alert would allow me to check that and still submit this time. An error would prevent me from moving that forward. So you'll be able to define what is an alert, what is an error. What's nice is if this remains with the alert, I don't change my time to accommodate the rest period. When I submit this time card, it's gonna go to my supervisor, and it's going to be color coded as an alert. My supervisor is going to know there's something on that time card that is breaking some sort of rule that I need to be aware of. So all of this is a seamless experience in that way. Now what I love about Workday as someone who's done a lot of workforce management and time tracking in my career is that I can open up a time block and say, show me the details. Right? Give me the details. All Victor had to do was enter 06:30PM to 2AM, and the system will log... Well, it was seven and a half hours with in and out times. The source was user entered. Maybe it's a time clock. Maybe it's a mobile punch. Whatever it might be, I'll have the source. But more importantly, how was this calculated? Look at this. It gives me all this information. Hey. From from 7PM to 10:30PM was three and a half hours tagged as overtime and an evening shift. From 10:30 to midnight was an hour and a half as double time and evening shift. From midnight to 2AM was two hours of overtime. We crossed into overtime and a graveyard shift. I don't need to, as the worker or the supervisor, enter that detail on my own. I enter in and out times. Workday is gonna have all the rules written in the background that apply these appropriate time calculations. And you guessed it. Once this has been submitted and approved, what do you think is gonna happen? Right? That's gonna flow over to payroll with the appropriate payroll calculations being performed. Right? So I'll go ahead and submit that. And then we can see the business process, the workflow. Hey. The rest of this time card was already approved, but we just had a big change. Victor came in and changed his time card, and now we need Hector Mills to approve these changes. Right? So just to show you what that looks like really quickly, if I were to log in to the system as Hector Mills, the system's gonna show me right in my inbox. This could hit my inbox at Workday. It could hit my inbox on my mobile app. It's gonna show me that I now have time entry that needs to be reviewed and approved. When I do, look. It's got that color coding. It's letting me know there's an alert on this timesheet. So when I open it up, the alert's in here. I can verify what's happening. I could click the details, look at the magnifying glasses, and look at those view details that we just looked at. Right? And then I can approve, send back, deny. Right? I have options as the person who would approve this time. In this case, I'm just gonna go ahead and approve it. K. Success. Event approved. It's ready for payroll. Now we also have other methods of time entry theoretically, right, depending on the worker type. I have exception based workers in my environment. Right? I'm sure you have those throughout your your organizations. There's people who enter in and out times. Maybe there's people who enter bulk hours, maybe there are people who punch a time clock, and then you have exception based workers. Right? Well, what happens within in with exception based workers who need to enter time? Well, we can just come in, open up a time sheet. Look how different this one looks. Right? And it's got different totals over here on the right. And when the worker actually goes to log exception hours, look what happens. I click on a time block or a date. The system knows because of the worker who's logged in, Kayla, that this is exception hours work. And when I enter those exception hours work, I can just click okay, and it will be treated accordingly. In this case, my exception based workers' winner hours get overtime or double time hours. K? I'm not saying that's the way it has to be done, just showing you that we can accommodate exception based time entry where necessary as well. When we were looking at a time entry template a few minutes ago, one of the things that I I remarked and and talked a bit about briefly was project time entry. Let's open this up for a second. I've now logged in as as Catherine Knox. Right? Catherine also has a time management area in Workday. And when Katherine goes to log time... Look. Again, every time car... Every worker that we've logged in as, when I've come to enter time, their setups looked a little bit different. Right? And this is just the power of Workday. When Catherine comes in to enter time, we know Catherine enters project time. That's her her main role inside Workday. So when Catherine comes in, there's projects in here, plan tasks, time entry codes. Right? I could go into the project plan tasks, go to expansion of the maintenance building. We're in the construction phase two. I click on that. Look at what it generates. Work tax, dimensions. Right? Cost center, fund, location, program, grant, whatever it might be that's tied to that project automatically enters here. And in this case, I just have Catherine then enter the number of hours she worked on each project. Right? And I can just add, you know, hey. Let's let's look at project plan tasks for police and fire station design. Right? And now I've got time that can be tied to either project all on one time card. K? And Workday is rapidly developing additional capabilities around project time. So this is not at all by any means everything we can do here, but I just wanted you to see some of these different methods for entering time in Workday. Alright? Now I am at the the the end of this here going to take you into the mobile app. Before I do that, let's bounce back out here, and I wanna show you a little bit on the payroll side really quickly, you know, how we treat these earnings and these deductions throughout your organization that are gonna be coming in. Right? They they may be pulled through the compensation plans. They may be pulled in because somebody entered time in a certain specific way. But as Jill Jones, director of HR and also someone who processes payroll, I have the ability to open up and view the different deductions and earning codes that we have in our group or in our organization. So let's do this. I'm gonna start with union dues. Right? I have a deduction that I just call union dues. Right? Well, from a payroll perspective, what I do is I write rules. Right? We call them eligibility rules. Who should be eligible to have a union dues deduction come out of their paycheck? Well, in this case, they need to be a dues paying union member, right, processing in their primary position. There needs to be payroll inputs that exist. Right? If we do meet that criteria, every time Workday runs a pay calculation for you, it's gonna find people who meet that eligibility, and it's gonna perform a calculation. Right? Well, what is that calculation? It's a calculation I call dues based on union. When I open this up, it just says, hey. If the union is x, the deduction is y. Right? That's a simple setup. If the union is x, the deduction is y. So all I need is one union dues deduction code, and then in that, I write rules that say by union, that deduction might be different. So here are those rules. K. This is just a a simple example of a deduction. K? Let's open one more deduction really quickly. Let's say, you know, 403 b or let's do 403. K? 403 b. K? Well, what does that look like? Well, it needs to be someone who has four zero three b eligible wages, and they need to have a benefit plan that has a percentage assigned to it of what to take from from the pay for a four zero three b. Right? So what is the calculation? Base pay, unprorated times a percentage. Right? Where are we getting base pay unprorated? We're getting it from a calculation that I call four zero three b eligible wages. Where are we getting the percentage? From their benefits plan. Right? So these are examples of deductions in Workday. If I were to open up an earning... Let's try that uniform that we saw earlier. Uniform allowance. Right? When I open that up, what are the rules? The rules are they have to have a compensation plan that has uniform allowance as an element on that compensation plan. There needs to be payroll input. If we see those two things, I can schedule that earning. Well, I scheduled it for the first period of the year. Right? Now what are the rules for that earning? Does it add to gross? Is it a withholding order? Right? All of those things are are maintained as part of that overall earning. If I open up another earning, let's just say something like longevity pad. A lot of the organizations that I work... Wait. Let me back this up here for a second. A lot of organizations that I've worked with have workers that still have a longevity pay component to to how they earn. K? And that's okay. Look at how I have a longevity pay earning code that applies to everybody in my organization, but I also have one that applies very specifically to fire. Right? So we can take an earning code, copy it, make some small changes to it, and then drive eligibility. Well, if they're part of the fire group, then they have a little bit different longevity pay. K. Now when I open up this earning for longevity pay, what are my rules? Well, they need to be a dues paying union member with a time sheet that has approved hours that are not zero. If we meet that criteria, what happens? We take their hours unprorated and multiply it by a rate. What's the rate? I know I'm doing this really fast, but I wanted to get you here. It's a longevity based on years of service lookup. Well, it's just a table in Workday. If their years of service are one, the longevity pay factor is a dollar o five. Right? If their years of service is 10, their longevity factor is a dollar 29. So all of this is automated from a payroll component so that it just feeds through. When you run your pay calculations, we're gonna be able to perform based on time entry. We're gonna be able to perform based on the compensation plans. Right? If I were to just type in a shift diff up here, what's my shift differential graveyard earning code? Well, it's looking for a time sheet with approved hours that say graveyard shift, and it wants to take those hours and multiply them by some sort of rate. Right? So we're really tying together all of these components from a time tracking and a payroll perspective. Right? Now if I were to just come in really quickly to my payroll dashboard, I know we're we're a little bit pressed on time here. I can come in here at any point. Look at all these different payrolls I can run. I have biweekly groups, semimonthly groups, some are on the same schedule, some are not. But when I run my pay calculations, Workday is always just gonna potentially look for anything that has changed or been updated. So if I take my biweekly group for 09/13 to 09/26, and I say go ahead and run a smart calculation for me, and I refresh this, the system's gonna sweep that overall pay group and nobody else... Since I got in here and started this demonstration, no one else's hourly pay has changed. One person's debt. I should be giving away, like, a candy bar if you can guess who the person is. Right? Well, we went in and we updated Victor Duncan's time sheet, and we approved it. Well, now when I run my updated payroll calc and I go into the payroll result, we're gonna be able to see that he now has overtime pay. He now has double time pay. Right? There's a shift differential in here. There's a shift differential graveyard. All of that was picked up because I made changes on a time sheet and ran a pay calculation. Right? Everything's ready to go from a payroll perspective. Alright. Now the last thing that I wanted to do for you really quickly here... Let's see. Alright. I am going to stop my share for a second, and I wanna share with you my smartphone. This is legitimately my cell phone. You can probably tell because you can see a background picture of my family in it. But in any case, Workday mobile app is built to operate with smartphones and or tablets. It's built for Apple and or Androids. K? I can log in. It maintains my user credentials. You see it did the facial ID scan, and, oh, I'm logged in to Workday as John So to on my mobile app. K? When I do, you can see it's offering me a check-in option. It's got my upcoming shifts. My announcements are here. I've unsubmitted time I should review. Right? All of that's in here. Now if I go to check-in, how great is this? You'll see it's telling me I need to move closer to my work location in order to check-in or check out. There's even a pin over there to the right, an orange pin. That is the Bethlehem Township Municipal Building, not too far from where I live. Alright? The blue dot is me. I put a 500 meter geofence around that location. I'm not close enough to be able to check-in and check out, so it grays it out. I can't do that. This is mobile time tracking in Workday. Right? We can geofence locations, restrict that ability to check-in and check out. We can view our upcoming schedule. If you offer the ability to do things like post open shifts, there's an open shift board. I can look at a team schedule. Right? I could I could actually look at one of my shifts and potentially look at who else is working with me. Right? I could look at a shift and potentially swap shifts with someone if necessary. Workday has a ton of functionality around around, features like that. So as we get into more in-depth demonstrations around time tracking, scheduling, we can talk more about how you can leverage Workday to create a really streamlined process around that for various groups within your organization. Of course, there are a number of tools in here where I could say, hey. Let's let's open up and view some of these different tools that are available to me. Right? Do I wanna look at absence? Do I wanna look at my benefits and pay? Right? When I come in here, I can see calendars. I can request time off. You can build rules that prevent how many people can be out at the same time. All of this is functional inside Workday and can be maintained directly from our mobile app. Now I took us a little bit further than I wanted to. The only other thing I I had that I was gonna hold off on, but I will pull up really quickly for you, is beyond being able to check-in and check out, that same functionality around I can view my time card just like we saw. Right? For workers on the desktop, I could come in and I could actually enter times on a time card from my mobile device. Alright. So flexible for you and for various departments throughout your organizations in terms of what you might be looking to accomplish from a time entry perspective. Now I I wanted to leave us a few more minutes than I did, but I am open to... I know there were some questions in the chat that I think we were addressing live, but I wanted to make sure that I offered at least a couple minutes here at the end where if there's anything that maybe has sparked a question that, we can answer quickly, we can do that. We can always follow-up with with answers for you as well. Debbie, can you receive a copy of this recording? For you, Debbie, absolutely. Right? We will we will do that. So, this is a recorded session. We are gonna have a link to the recording, so we'll make sure that we provide that to you, so that you can show anyone else who might want it or come back to it at a later time as well. Alright. I'm gonna double check all the q and a, make sure I got to everything I saw in there. I think you got everything from what I can tell. But feel free. We have another minute if anybody has anything else. Or even if you just wanna click the button to come on stage and stand up here with Jen and I, we'd allow you to do that too. Alright. Well, Well, if there are other questions, you know, I I was... It was a pleasure to be able to work with you all today and and and take you through the demonstration side. I'll turn it over to you here for the last minute, Jen. yeah. And thank you, Andrew. I really just wanna thank you for, you know, spending the time on that. The level of detail really, I think, provides that insight. I mean, I can spend time just talking about the issue, but everyone knows, you know, they have their own personal things going on with how they're doing their their time and their pay. But, you spending that time to go through in that detail, I think, is very helpful. So, hopefully, the audience appreciated that as well. But with that, we're gonna sign off. And if there's anything else, you could always send us an email, and we will get back to you. Thank you. Thank you, everybody.