When a member of staff has a job change, if they have no outstanding tasks in Workday, then no further action is required by managers or HR representatives. However, when the member of staff has a job change processed by yourself (or your HR contact) in Workday, and if they do have any open tasks or processes in Workday, then these may need to be reassigned to another employee, for example if they had any open Time Off requests (for themselves or from their team) or if their Performance review was outstanding. Some of these tasks may no longer be relevant to them in their new role/job. In this instance both the Manager and the HR representative will receive a task in their Workday inbox to manage these outstanding tasks and processes in Workday. This inbox task is called a “Data Change” task, with a title of “Manage Business Processes for Worker” within the body of the task. The following set of instructions explains how to manage these tasks in Workday if you receive them for an employee who has been placed on leave. Managing a Workers Outstanding Workday Tasks / Processes on Workday – for HR & Managers Login to Workday and review your inbox to see if you have any open inbox items, which would indicate that you do need to manage these outstanding tasks and processes in Workday for this ‘on leave’ employee. Note: you will also receive an email about this inbox task in your outlook email inbox (it may come as an individual email notification or rolled up into your ‘Workday Daily Digest’ depending on your ‘Outlook Notification’ set up in Workday Click on the task in your inbox called “Data Change: [Employee Name]”
To review what Business Processes are open select the ‘Business Processes about the Worker’ tab. For the Business Processes the only Actions available are to ‘Cancel’ the Business Process or to do nothing (i.e. to leave as-is). Cancel – selecting this option will cancel the process Do nothing – if you wish to leave the business process in place for this employee then do not select ‘Cancel’ just move on to Submit Once you have reviewed and actioned (i.e. cancelled) all the Business Processes (as required) then click Submit to close the task. Note: Only click submit on this task once you have reviewed and actioned (as required) the Inbox Items, the Business Processes and the Delegations. To review what Delegations are in place for the employee select the ‘Delegations to the Worker’ tab. The Delegations shown on this screen give an overview of the delegations to the employee (i.e. who they are a delegatee for). For these Delegations you cannot take any action from this screen – this is for review only. Where you need to change a delegation (i.e. move the delegatee to being another employee) then you should refer to the “Delegations” Workday guide. Once you have reviewed all the Inbox Items, the Business Processes and the Delegations (and actioned as required), then click ‘Submit’ to complete this task. Other processes / information related to Job Change Once a job change is made there are lots of ways to view that information for a manager or their local HR representative. A common request is the ability to view salary history. Therefore, the following instructions explain how to view an employee’s salary history in Workday. Note: you will only have the option to view this if you are the employee’s line manager or local HR representative. How to view an employee’s salary history.