WorkCyte News May 2019

This month, we are focusing on the roles within Workday, from hiring graduate students and monitoring timesheets to approving million-dollar expenditures.

And everything in between.

What's role mapping?
Workday teams, PIT Crews, and unit leaders are working right now to determine who will perform specific functions in Workday, a process called role mapping. There are 3 roles related to human capital management, and 11 roles related to finance.

You may have one role in the new system. Or five. The point is that there will be point people who will be responsible for making sure tasks are completed accurately and on schedule.

Roles also determine your training needs, and your level of access to the system. This prevents unauthorized people from viewing data – similar to the safeguards in ADIN or e-Data – but ensures the right people have access to relevant information.

Human capital management roles
Timekeeper: The timekeeper role provides local support for the unit with regard to tracking time, including supporting managers with time-off requests, monitoring time sheets, and ensuring those time sheets get approved (so we can get paid!).

Job management support: This is another local role. Employees assigned a job management support role will help faculty and managers process transaction in Workday for student employees and graduate assistants, including initiating hires and separations, and processing compensation changes.

Graduate assistant support: This role, largely based in academic departments, is similar to the role currently played by graduate assistant program coordinators (i.e., if you’re doing this now, you’re probably doing it in the future, too!). Employees with the graduate assistant support role will complete Workday transactions related to hiring and letters of intent, as well as appointment renewals and separations.

Finance roles
Cost center manager: Cost center managers will serve as the primary approvers for transactions in their cost center (for example, may be an academic department, or a central administrative unit such as the Study Abroad Center). The role provides leadership with strategic direction and guidance, serves as a liaison to the Improved Service Delivery (ISD) teams, and identifies changes or adjustments to funding sources and spending authority.

Cost center financial analyst: Compared to the cost center manager, the financial analyst is a viewing role with the ability to see data similar to the cost center manager, and also run certain financial reports.

Business unit manager: BUM’s, as they are known, are leadership roles similar to the academic fiscal officers in our current system. BUMs provide leadership with strategic direction and guidance, work with ISD colleagues, initiate adjustments to spending authority, and review the finances of cost centers assigned to their unit.

Business unit financial analyst: This role can view information similar to that of the business unit managers, and will be used by leaders (deans, VPs, etc.) to run financial reports for their business units, or view dashboards in the system.

Central roles: Staff in central offices may have this role if they serve as a buyer for the unit, or process other transactions that are not part of the day to day work of other roles.

Assignee: The assignee role is designed for those of you who may not be initiating or approving transactions, but who need access to the system to run reports.

Student organization treasurer/advisor: These are specialized roles for faculty and staff who work with student organizations, allowing you to verify p-card transactions and view financial reports.

For more information
Look for more information on WorkCyte each month through this newsletter. You can also stay up-to-date by reading Inside Iowa State every week, and by visiting the project website: www.workcyte.iastate.edu.