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Microsoft Powerpoint Presentation 2023-02-28 Change Job updates with RBA.pptx Feb 28, 2023 by leslie.obourn

  1. 2/28 Call
    1. Matt's PPT (attached to this page)
    2. attendees: Amanda, Syed, Kelli, Crystal, Teresa, Matt, Michael
    3. Amanda's Question
      1. How do we inform the manager of the current roles?  Kelli shared we will direct them to a report (can't expose on first screen) - working through where the report is (UBI or WD?)
      2. What about New Position and Same Manager
        1. Scenario 2 - New Position and manager change - update to New position (regardless of whether manager changes). 
          1. Does the new position have the same roles as prior position?  If yes, no change needed.  If no - then manager needs to confirm.
          2. Update - manager agnostic - doesn't matter if the manager changes - it should trigger the role review.
          3. Note: FIN requirement to review roles for new person in a position due to purchasing > $10K and required training (talk to Sue Clements and Teresa)
        2. Scenario 3 - Position Change with new Manager within same Organization/Dept - trying to determine if we can make this scenario work.
          1. How do we determine teh same Org?  Cost CEnter?  Sup Org?
      3. Syed - can we trigger for HR vs. FIN population?  
        1. For Hire - can we look at whether it is the John Kosky role or Augie?  And if so - send to RBA.
          1. If so - trigger it everytime even if no role assignments.
          2. Because everyone in HR has some sort of elevated access.
          3. Err on the side and ask question of all managers.
      4. Syed: Request from Bus Ops - Is it possible to link to another Extend App to request Salesforce and Desktop access.
        1. Can we link out?
        2. Desktop Support, Salesforce access
        3. How to incorporate into bps?  
        4. Currently Desktop Support and Salesforce is all manual in Onboarding
        5. Travis to understand the RBA App to understand how it could connect.  Pull Teresa and Travis.
      5. Next:
        1. Matt will revise and send out PPT (revise for Scenario 2)
        2. HR & FIN orgs triggering for Hire
        3. Kelli/Matt - Scenario 3 follow-up
        4. Testing in UVA3 and updating wording in questionnaire
        5. Follow up with Maggie - provide update and identify the placement of bp steps

  2. 1/20 notes

  • Position change / no org change / current position has role assignments
  • Position change / org change / same manager / current position has role assignments
    • Send questionnaire to current Manager: Do you want to authorize movement of all role assignments to new position?
      • If YES, trigger role assignment task to Security Admins (with help text based on questionnaire response?)
      • If NO, trigger to-do to Manager about RBA
  • Position change / org change / new manager – RBA to-do

Other notes:
On questionnaire step direct managers to roles reports to review worker’s role assignments

  1.  1/17 notes

    1. items requiring UVA’s feedback or consideration in red


      Change Job

      • There is a Workday delivered inbox task we can use
        • Criteria: only trigger when it is a position change (not a location change)
      • Our question: should this route to Manager? Concerns:
        • Will the manager have the context and knowledge to meaningfully review 100s of role assignments?
        • Even if we give them the ability to initiate this review, the system routes their submitted role task to the Role Maintainer for approval—i.e. the Security Administrators. Only way to circumvent that would be to assign Managers as the Role Maintainers for most roles. We are hesitant to do that, although it could be workable after enough testing.
      • If not Managers, then who? Organization Partner? Is it truly a task for the Security Administrator to coordinate between functional areas?
      • Possible alternative? Instead of using the Workday-provided role assignment functionality in change job, we could consider sending the managers a to-do to fill out the RBA Extend form.
        • Potential benefits: consistent user interface and process for managers to follow, more user-friendly form designed by UVA/Accenture team for this purpose
        • Potential drawbacks: Questions of timing relative to the job change. Is the former manager requesting changes to the old position’s role assignments? Or is the new manager requesting changes to the new position’s role assignments? If the old, then the RBA process could fall behind the job change.

      Hire

      • The RBA forms do not support requesting roles for empty positions. Before the hire date, the new employee’s position is empty.
        • Our workaround: delay the to-do intended for managers until the hire date (with Workday’s step delay configuration on the Hire BP). By then, the position will be filled by the new employee and the manager will see their name as an option to choose from on the request form.

      Termination

      • No open questions at this time. However, much like job change and hire, we’ll need to consider timing if we are directing managers to the RBA form. They will need to understand they are although they are inputting the departing employee’s name in the form they are really requesting a change to the position’s roles. They must submit before the employee vacates the position, but need to be encourage to future effective date the change so the employee doesn’t have their access changed prematurely.
  2.  1/10
    1. Review prototype config and testing results
  3.  12/14
    1. Leslie to email Teresa re: timeline
  4. 12/2
    1. Prep Meeting with Kelli - 12/2
      1. What are the requirements/audit findings that you are addressing? What problems are we trying to solve?
      2. What BPs updates, Reports, and/or documentation do you need?
      3. From Change Order: 
    2. Challenges with request framework and BPs (and how it impacts roles)
      1. Change Job with Position Changes: Number 1 challenge - outside of RBA - any position change example:
        1. position change within same org, so no change in role, there is no indication that they need to review the roles.  So, want to update HR bps that would alert the manager at the bp initiation to review the roles.  Options: Todo step in RBA?  within the bp?  
        2. Cases sent to Salesforce - why can't my employee do what they need to do after their promotion?  It's usually because the manager hasn't reviewed the roles.
        3. trigger Role Review only if position change (e.g., if only changing location - then don't want to review roles).
        4. MN done in UVA3, questions about who should receive the step, if manager then still needs role assigner approval
        5. Will require comparing current to future - the HCM data is in the bp - but role information might not be.
      2. Hire
        1. if hiring into a position with existing roles - manager should review the roles.
        2. There is not a WD-delivered step - will need to use a ToDo
        3. If position doesn't hold roles - should it?  point to RBA?  If an individual contributor - don't need to go to RBA?
          1. How would the initiator know?  probably text in the Todo - "If an individ contributor, no action.  If roles needed - go to RBA".
        4. ML Added to-do to and can link both RBA forms
          1. Testing with a new hire and step delay = hire because cannot use RBA for not yet hired
          2. Needs to be Last step
          3. Review ITSRBA-41  UVA-509 - Getting issue details... STATUS for review security before removing access for change job?
          4. Also ITSRBA-106 UVA-393 - Getting issue details... STATUS for unfilled positions
      3. Termination - alert the manager to review the roles.
        1. Will the position be closed?
        2. If it stays open: Should the position still hold the current roles?  or will someone else on the team need these roles (permanent or temporary re-assignment)?  
      4. Move Team with Manager bp - has some steps regarding roles (so look at this one also).
        1. Meeting next Friday to review (move team with Manager bp) - Michael to join (next Fri 10am ET)
        2. On Position Change - asking what to do with position/roles.
          1. Maggie notes question: 

            Note** I had to move the Sup Org managed by Hughes to fall in her manager’s org hierarchy in order for it to be eligible for moving.

          2. Do we have to do a reorg before doing the change job?
        3. It goes to Manager and manager doesn't have authority.
          1. In UVA3 Maggie's screen shots routed to role manitainer...was that done by the tech team to unstick a step?
        4. Role Maintainer - 
      5. Challenges
        1. With any position change where the position has roles: Finance has positions that has 1000s or roles (due to Grants).  Does this volume add a level of complication?  Include in testing scenarios.
          1. if utilizing the Review Role Assignments step - what does it look like with this volume?
          2. Recruiting also has a large number of roles.
      6. Priority
        1. Change Job with Position Changes (e.g., promotion)
        2. Hire
      7. Next steps:
        1. Matt and Michael to work through the details - what is ideal and what is possible
          1. propose changes to Kelli and then review with Syed and Amanda
          2. UVA3 is best tenant - recently refreshed on 11/19 (UVA7 is other option - RBA Int testing)
          3. UVA Holiday Break 12/23-1/1.
        2. RBA Enhancement List: Open Position, Copy from another employee
        3. Want to avoid a Todo to check RBA.  Is there something within the bp? (e.g., WD-delivered step to Review Role Assignments)
          1. If have roles - use the Review Role Assignments
          2. If no roles - go to RBA (but is the position in RBA yet?  put it at the end instead?)
        4. What is interface with RBA?  Does it go through data steward if the manager approved it?  Question for Governance and impact to RBA workflow?
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