Name: Driving Headcount Reconciliation
Uploaded: 2024-11-21T00:00:57.660Z
Duration: 36 min 4 s
Description: Driving Headcount Reconciliation

Transcript for "Driving Headcount Reconciliation": Hi everyone, and welcome to the Driving Headcount Reconciliation webinar today. Your presenters for today are myself and Calvin. So, Calvin, would you like to introduce you introduce yourself? Hi, Ryan. I'm the solution consultant specializing in planning. I've been with Workday, 3 years, and, prior to that, I was actually implementing Workday Adaptive Planning. Fantastic. Chrissy. Thanks, Colvin. And my name is Christina. I'm a HCM solution consultant here at Workday. I've been with Workday for about 3 years, and previously to that, I was actually in the HR space as a practitioner, doing organizational development and learning and development as well. Before we start the presentation today, just quickly wanna touch on our safe harbor statement. Everything that you see throughout our demonstrations today, is in production today, so please make any of your buying decisions based on what you see, throughout the demonstrations. If I do mention any road map items, both Kelvin and myself will be sure to call them out. So our agenda for today will be first looking at planning for headcount and what does that mean. I'll then take you through a Workday HCM overview. Calvin will then come back and, take you through planning and headcount reconciliation, and then I'll be showing you how that, then comes into the Workday HCM solution. And finally, Kelvin will be finishing off with a planning and HCM and why they're better together. But first of all, over to you, Kelvin, for planning for headcount. Thank you for that, Chrissy. So is headcount planning a huge pain point? Hopefully, you're not all sweating, from me mentioning that, but what we're gonna illustrate now is how we can automate and streamline the whole process, in terms of how we can reconcile between what, is planned and, what actually happens. Now in terms of the overall process, generally, finance will build a plan collaborating with all the different parts of the business, cleaning all the different information, when we're gonna hire somebody, you know, when will they start, how much will they get paid. So being able to pull pull that altogether from the different areas of the business. And HR would execute on that plan where they would go out and hire those roles that have been approved, and then work out what what salaries are are being paid. Now finance would come back, at the end of the period and report on those variances. Now it's a chase HR, find out what's actually happened. Did everyone start on time that actually happened in that period? Were they paid the same amount? Now in terms of getting that reconciliation process, going, we may be, having going through different challenges. So we we collaborate on, emails going back and forth between HR and finance, working out offline in a spreadsheet, what that would look like in terms of the information. Again, security. It's all on spreadsheets, not much security in terms of, having that personal information and it's very time consuming going through that reconciliation process manually going back and forth between each other. Now, how do we automate that process for you? So where is everyone now? Everyone is in the first part on left hand side where we're all consuming, adaptive planning. We're doing all the planning side of things, in terms of, the positions that been set. Now, once you do have ACM, which is, in the middle, we've we're able to go and drill back into the simp system, which I've just shown you, where we can find out the latest information in where a role is currently being hired. Now, we've had 2 customers, quotes there from Shutterstock in Huntington where we've they've gone through and utilized, and saved time in terms of, being able to draw back into the data and, have any disagreements between the different areas where we've got a single source of truth now, and all those disagreements are anticipated in terms of, what that information is currently saying. Then lastly, what we've got is being able to agree on the plan once it's been approved using the workforce actions, being able to go through and publish, those roles that have been approved and get recruitment on the way, from, those approvals. So, indeed, one of our, recruitment, one of our customers have gone through and, save time from from a 2 to 3 day process down to a 2 to 3 hours of got having that automation in place. Just to summarize, everyone has different challenges. It could be a manual process where we're going through and, trying to reconcile back and forth, what those variances are, as well as be able to go through and investigate what that that's driving that particular variance. There's many unknowns. And to complicate things, there's also different versions of truth where each counterparty has, information held on a spreadsheet on their machines rather than than having it centrally located. Now the value of having both adaptive planning and ATM is that we we can eliminate the number of steps where we can go through and automate, the the process of doing that reconciliation as well as having the insights, being able to go through and drill in and investigate what those differences are, and having one single source of truth in terms of accuracy where everyone is drilling back into ATM as to what's driving, the variance such as, we planned a 100,000 for an employee to be hired at, but what's actually happened is that someone's paid a 120,000. Now why Workday? Workday helps, the process to speed up the process overall, and we're uniquely in place to help you address the current pain points of doing that headcount reconciliation. Thanks for that, Kelvin. So when we talk about Workday HCM or Workday Human Capital Management, what do we actually mean? Well, Workday HCM encompasses everything from hire to retire from for your employee life cycle. It isn't just a place where you hold your core HR data. It's a place where you can also have things such as your recruiting information, a place for compensation, your learning, your talent information, your payroll, as well as planning, and we'll see how that's intertwined throughout today's demonstration. But what makes us different to everyone else? Well, it's our underlying technology foundation. Our reporting and transactions are in one place. Therefore, you don't need to export information or download information out of Workday, put it into Excel, or put it into into Power BI. You can do all of those, those reports within Workday itself. AI and machine learning is built into the core of Workday, so therefore as advances happen with AI and machine learning, the the ways in which you can create your your efficiencies, within your HR, teams and your organisations using your your HR data is just going to get better and better each release Workday, provides. Workday everywhere. So we are everywhere. We're in your pocket in a, on the Workday application that's available through iPhone and Android devices. We also provide the ability to integrate with your natural workspaces, such as Slack or Teams. Therefore, your your employees don't need to exit out of, where they're currently working to go into Workday to to, to complete specific actions or tasks. They can do it in the flow of work, through Slack or Teams. Our security. So our security means you have one set of credentials for all the areas within Workday you're able to access. So whether you're an admin, person of Workday, you're an employee, a manager, an executive, you have one set of credentials for all areas. The object data model means that every piece of data you're capturing within Workday is able to be reported on, in a multi dimensional way, so you you don't need to, like I said, take, this data out into into Excel, for example, and make it make sense for your finance teams, or your your regional managers, you can have everything, within within Workday to create those multidimensional reports, very much personalized and tailored for specific areas of the organisation. Our configurable framework. So our business process framework is unique to Workday. It's it's, created with clicks and no codes. Workday delivers over 600 business processes out of the box for you to use and leverage, so you're able to, create your own business, business processes, using the the foundation of best practice that we've found, our customers get the most, success with. And integrations and extends, we know that Workday isn't going to solve all of your business problems. Therefore, we integrate really well with other systems that you might be, might be using. Okay, now let's head into Workday HCM to see an overview. Okay. So here we are logged into Workday. As I said earlier, Workday makes it really simple for you to access Workday using our security. So whether you're an employee, a manager, HR administrator, a HR executive, you have one set of credentials allowing you access to within Workday based on your security permissions. So as an employee, we want them to take ownership and accountability for their own employment at the organization. So that means being able to come into Workday, change their contact information, for example, apply for some leave, go through their performance reviews, access their learning on the go. As a manager, we want them to be able to action, within Workday, and and see very clearly what what is, is is there for them to action as part of part of the business process. We also want to give them that holistic view of their teams, so, all those data points, for each of their team members, having them available through the many reports and dashboards we offer for them to make those informed decisions when it matters. And for our HR executives, we want them to be more proactive and less reactive. We want them to say yes to the business. So yes. Of course. I've got that report. Yes. Of course. We can make that change because the system is able to be flexible and scalable based on your organization. As an administrator, we provide the ability to be able to take full ownership of the system with the configurable business process framework, like I said, is is completed with clicks and not codes. It gives you the ability to be able to to flex and change as business processes, change at the at, specific points in time. So here I am logged in as Logan. In this particular case, we're going to see what it looks like from an employee perspective. So, we've come into our home page. Our home page gives us is servicing exactly what we need to at the right point in time. So in our inbox, we have some learning that's due. We've got some expenses that need attention. We can see some team highlights here, so, parts of the team, that we might need to follow-up on. There's some, required learning that's, that's due for Maria, for example. We have some timely suggestions here. We have our engagement score coming in from the Workday Pecan employee voice system. We have some upcoming absences for our team as well as some time entries from our time tracking solution. On the right hand side here, we have some announcements. These announcements are tailored based on your worker attributes. Really minimises the noise that's happening around the organisation and allowing for announcements and news to be really personalised and tailored to specific areas of the business so you know that your employees are hearing and seeing the right, information for them. On the right hand side here, we have, our worker oh, sorry, our chatbot, our AI chatbot. The more you interact with it, the more it learns, so the more that you, surface, tasks to do, for example, some actions around, looking for particular people around the organisation, applying for some leave, looking for some policies, you you are able to use the the chatbot function. We have our notifications as well as our inbox. So our inbox, like I said, is from our business process framework, very similar to, emails, except it only is surfacing things that are applicable to you. And we have our, worker profile. I like to liken the worker profile to, the old school, filing cupboards with manila folders and paper splitting out of them or your OneDrive that, you know, you're constantly uploading, downloading information onto your desktop, security not not so tight, when it comes to, the the OneDrive solution. The Workday, worker profile give allows you to house, like I said, all of the areas from from hire to retire from your employees. It's not just looking at, that that specific time that there were permanent employees with your organisation, but because we have the, recruiting solution within Workday, all that rich data that you're capturing throughout that recruiting process is all also being housed against their worker profile when they do start as well. So Logan can come in and view all the details relating to her job. So we can see things such as our, the supervisory organisation we belong to, our locations, the our service dates, for example, the worker sorry. The worker history and the order always on capability within Workday allows Logan to see all the transactions that have been completed against her as an employee. So we can see here that we've got some absence requests that she's submitted. We've got some competencies that she's, she's updated. So every single transaction that's been completed, whether by her or someone else in the organization, is captured, time stamped, as well as, who completed that specific transaction. Logan can also come into her personal information and edit at any point in time. We can also see our pay, so we can look at all of our specific payslips from, whether we're getting paid from our, third party solutions or we're getting paid, from our, Workday payroll solution. And performance reviews and career development and and learning is no longer just something that is sitting in the top drawer of your desk or on your desktop. It is something that is live and very much able to be viewed at any points in time. So Logan can come in, view her performance appraisals, her evaluations, and, and be up to date with her goals. Workday delivers thousands of reports out of the box for you to use and leverage. So we can see here that we've got our plan, execute, and analyse dashboard allowing us to see all of the the different, things that are happening around the organisation when it comes to our workforce. We can see our our planned head counts. We can look at our performance, by hiring source, so really see how our hiring's going from specific sources such as websites or LinkedIn, for example. We can see our candidate pipeline, so very clearly understanding where we're currently up to in our recruiting process for, the the organisation. We can also look at the areas within the organisation that we need to grow, so in terms of where our talent is currently sitting within the organisation, the performance, and and our top talent. You can even see our succession plans that that we currently have in the organisation and and, flagging to us the ones that we need to probably take a look at as they're at risk. So our object data model is allowing us to bring all of these pieces of data together to not just create a static piece of of data and, and allowing us to sort of interpret and analyse, it's it's giving a giving all of these data points a story based on, you know, not just, you know, performance, for example, it's looking at all the other elements that are connected to performance. So just as as we can see, you know, the hiring that's around the organisation, where we need to grow our internal talent. We can also plan as well, so we can also see what our headcount plan to pipeline looks like, around the organisation, our actual headcounts, ones that are filled and not started yet, they're in offer, or any additional openings. But how do we actually get to this part? So over to Kelvin now to talk about headcount and planning reconciliation. Thanks, Krissy. Now what we're gonna do now is from the same page that Krissy has just shown you, now we're gonna go through into adaptive planning. So that's essentially a work that we have on the right hand side, and I've just got to go through and click on it. Now, in terms of what we step through is I'm gonna start through the headcount reconciliation piece, that we have here where we're reconciling, the differences in terms of what we've planned. Now in terms of what you're familiar with is that, we've got our version on the top right hand corner that we're working on, and, we've got several tabs in terms of what that workforce planning overview, would look like. So the section I'm talking to now is that headcount reconciliation and I'll stick it to what that workforce, plan would look like. Now, essentially, what we have here are a quick graph in terms of the differences between, what we had previously planned, what's actually happened in terms of, where we're at. Now, there may be a variety of different reasons in terms of as you step through, that account reconciliation where, in terms of what we've got here from the waterfall graph, is the reasons as to what's driving the variances, starting point of the last forecast where, the current forecast is. Now we could have hired, a person at a higher rate that's driving the increase. We've got staff that are transferring in or out, all promotions in that as well as, in and out from various departments. Now as I scroll down, you would then end enable each department to go through and complete that reconciliation. So it's a lot easier for for HR and finance to be able to, find out what's driving it. So, essentially, the reconciliation piece is stepping through each of the different roles, that we have here that have been hired and what's actually driving the differences, that's in place in the waterfall graph. So in place, we've got here getting each of the areas to to go through and find out what's driving it. Now in terms of making it easy, from the workforce planning point of view is once that reconciliation is done, is to be able to step through and look at the workforce plan. So I'll just step into the workforce plan that we have here. In place, we've got, total headcount, number of new requests, that have come through as well as departures. Now on the right hand side here, we've got our workforce plan that that's currently been, taken, a snapshot off from HCM and and be able to full full through. Now, we've got a number of different roles or positions that sets pull through from HCM where we've got different worker data. Now in terms of having that that capability of having it integrated, it means that we're actually, able to go through and draw back into HCM. So by clicking on a position, I can drill into the details regarding, say, Logan's role that I've got here. Separate screen will pop up. In this particular screen, we can see, a quick job summary of that role, but we can also go into that same screen that Chris had opened up in in terms of looking at what Logan McNeil's role is, looking at any feedback. Again, this is all access. If someone has access to, they can go through and draw back into the other parts, within Logan and find out, her compensation and and and performance and so forth. So, again, security is based upon what, Chrissy had mentioned previously. Now we may have a number of different job requisitions that have been coming in place, so we wanna find out that latest information on a job requisition that has been submitted. Now, we can go through and into the job requisitions column that we see here and I'm gonna go through and show what that looks like. That similar information we're gonna drill into details and we can see information about that, role that's currently being, hired for. We can see the number of candidates that have gone through, it's each stage, within the funnel, that we see, that's in the middle as well as these different sources that, that have come through whether it be linked in, or it could even be Facebook. So again, having that holistic view means that we can go through and find out the latest information we want to. We can also even find out some candidate information if we wanted to drill into and and find out if we're gonna move a particular person into that stage. So having that integrated process, it means that the source of truth is HCM and that, it's all in one place. There's no to and fro between different areas. Now what we've just gone through is, being able to go through and, have that information. Now go through and also add new rows. So if there's a particular, business analyst that we wanted to, we can go through and add new rows, copy the row, and then, put in a new request for that, that role to be approved and and, and in place in terms of that job requisition to start. Now, what I've done is, I'm assuming that, the next step is that we've already had the new hire, approved, and what I'm gonna do now is quickly show you. I'm gonna open up a sheet, and I'm gonna open up current workers. And I've got a role here, which is a business analyst that's, been approved as, some, information on the right hand side in terms of, location, where the job position, that's currently in place in terms of, whether it's a full time employee, whether it's a regular type, could be fixed term as well as when that hire date is coming through. Now what we're gonna simply do is be able to publish that role. You may have a number of different roles but, to keep it simple I've got one role here and then click on that publish function I'm gonna hit on job requisition so, having a job requisition created also creates a job position. So I've got the 2 choices of just creating a position or a job requisition. So what I'm gonna do is publish that. And as we publish that, I'm gonna show you the history involved And what happens here is that it's actually pushing information back into HCM to get that role, job requisition started in place. Now to come back here, I can go back, into HCM. I'm going to, quickly refresh the screen that I've got here. And what's happened is as part of that job requisition that's being published, we've, gone back and kicked in that job requisition of the business process framework, which Chrissy had mentioned, and we've got an email notification, which has gone to Logan. Now, essentially, this, job requisition here, part of the process is for HR to go through and, approve that role. So what I will go through quickly just to show you is that, by clicking on edit here the reason why, the recruitment has started is that it's a new position and it's been approved and I'm gonna go through and submit and what that does, as part of the next step, is that, that position is, great and needs to be, reviewed. I'll click on, that position and it needs to be approved by HR. So again, if, if you wanted to configure, you may want to eliminate this but, by approving that, it means that it's now gone through to, Susan who's the, cost center manager or department manager of that role, to get that approved. Now Susan will get a notification similar to what Logan has, has been notified on that particular role. So what I'm gonna do now is, something that not everyone can do, but I'll, have to slide into Susan. So I gotta start a proxy, and I'll stop that role. And I'm gonna, search for Susan. Click okay, and I'm gonna step into Susan's HCM in terms of, her getting a a particular notification and if I click on to my task, you'll get a notification regarding that position. So she would step through, review that position, review the details in terms of job responsibilities, location, and essentially approve that role to get that, hired. So by clicking approve, it's out from the inbox and it's done. It's it's easy as that. Now what I'll do is I'll quickly stop the proxy. So now we're gonna step out of Susan Steinberg and I will be back into to Logan McNeil. Now, at start of the next planning process, it means, that we need to get the latest, information from HCM. So what I'll do now is I'll step back into, our plan over here. I'll go through and start my integration and start the task of pulling in that data. In terms of what that looks like, I will go through and update the current work of data information that we have here. I'll click on update, and I will, launch a new task, which is on the top right hand corner. That's set. So by clicking that now, there's various parameters we're gonna load into, our current working plan because that's our rolling forecast version that we're working on. We have to go through and update maybe existing roles that we've got. And, essentially, all I have to do now, to get the latest data is hit run. And what that does, it it will go through, and pull in, the information. It'll give you an update in terms of, where it's currently at as well as, what the table is. So it's a step by step process on having that being pulled through from HCM into our current working plan. Now it's done. It's successful. Now if I go back into my current worker sheet where I published from, and I'm on the current working plan version, which I have loaded data into. Now, this particular role did not have a position ID as well as a job requisition ID. So now I'll go through and refresh it. And it's now been loaded with that new position that's been created as well as that job requisition number of of, having that role hired for. Now it's as simple as that as having it integrated between the two and having the, function of planning and then executing and then analyzing. Now over to you, Krissy, just to explain, what it means overall on how to understand your how your organization is working. Thanks for that, Kelvin. So as we saw, when Kelvin, pressed publish, we that direct integration would come back into Workday HCM and populate within our, work, our Workday dashboards and reports. As with all of our reports, where it's blue, you can click through so we can understand what this data is actually telling us and and who is actually in, is making up these specific numbers. We can see our job requisition, in this case, the open position, the primary location, and we also, have the ability to get quite granular when it comes to the data that we're looking at. So our object data model coming into play again here, allowing us to to get multidimensional, views of our data to be able to cut and cut and dice within within Workday. So Workday HCM does offer some ability to do some, workforce planning, through our org studio. So our org studio looks at, what our current workforce looks like, and and and make changes, using live data. So we can see here we've got Logan's, Logan's team. We're able to go through and add or create positions. We can create subordinates. We can assign superiors. In this case, we can assign a superior and, click through to see, and and and, have this particular person report through to someone else. So we can see here that Jacqueline has moved over to Maria, along with, the rest of her team as well. So we can really, change the way in which, our organisational structures look like, in a bit of a draft view. Once we're happy, and with with these specific changes, we can go ahead and share those with our colleagues or within Workday to get their view on, on the changes that we've made. Once these all these changes have been, created and approved, there's no need to replicate or duplicate any information. We can just go ahead and publish, and this will then, form, our new organizational charts, effective dated. The organizational charts within Workday are are dynamic. They're not static. Therefore, we have the ability, to view again in that multidimensional way. We can look at, looking at our organizational charts from acquisitions. We can look at it from a cost center perspective, a division. In this case, we're going to look at it from our our supervisory organization. Once going through to our organizational chart, we can drill down to get granular in in the specific teams. We can see here we have Joy Banks part of, our HR team at the moment along with the rest of her team. Now if I was to make any changes, to, any of the any specific, team or employee from a individual perspective or a bulk, a bulk change, these changes happen in real time. So if Alex was to move to a separate department, her and her team, will will move with will move with her. So that specific department will move into another department, and, everything will happen, at that point. So the business process framework kicks off, those changes. So Alex and her team will be reporting through to a new manager. All the security will change. The learning will change, the, contracts and, and compensation might change as well, and all of those happen, automatically. So there's no more one person sitting in a black room, which is usually me back in my HR days making all of those individual changes, for each individual. I can click a button and everything will happen all at once. So one of the many dashboards that Workday has is the HCM vision board. This allows us to see a holistic view of our workforce from very basic information around employees and contingent workers to headcount plan to pipelines, critical jobs all in one space. So the HCM caters for every type of employee all within the one system, so your contingent workers are sitting alongside your, your permanent workers. They're sitting alongside your open positions. They're, they're sitting alongside your dotted lines. Therefore, everything, regardless of of their status as an employee, is 1 is 1, is 1 system. I also thank everyone for their time in listening to this webinar and look forward to seeing you in the next webinar. Thank you, everyone, and have a great workday.