Employee: Workday Access, Information and Resources

Overview

On July 1st, 2024 Minnesota State implemented Workday for Finance and Human Resources (Human Capital Management - HCM). This article provides a collection of General Workday information, resources, and training materials for faculty and staff employees.

Article Sections

• Options to Access Workday
• Employee Training Resources and Guides
  • Employee as Self - ELM training required for every employee
  • Manager ELM Workday Training
• What do I do in Workday? (by employee groups)
• About Workday Security Roles

Options to Access Workday (employees)

Direct link to Workday

• Direct link to Workday: http://www.myworkday.com/minnstate/login-saml2.htmld
• Credentials: StarID@minnstate.edu and StarID password
• You will be prompted to use multifactor authentication (MFA)

M365 online:

• Go to Microsoft 365 and use Credentials: StarID@minnstate.edu and StarID password
• You will be prompted to use MFA

Workday Mobile App (2 install options)

• Option 1) Use the QR code within Workday to install Workday mobile app:
  1. Log into Workday using credentials: StarID@minnstate.edu and StarID password. You will be prompted to use MFA.
  2. Select profile (upper-right person icon) and select My Account, then select Organization ID.
  3. From the camera on your device, Scan the QR code and follow the prompts to install the app
  4. Once the app is installed you will be able to Open Workday mobile app and select Log In
     • Use credentials: StarID@minnstate.edu and StarID password. You will be prompted to use MFA.
• Option 2) Workday Mobile app install is also available from your device: for iPhone and iPad via App Store; for Android via Google Play
  • Important Note: you must enter "minnstate" when prompted for Organizational ID
  • Use credentials: StarID@minnstate.edu and StarID password. You will be prompted to use MFA.

Employee: Workday Training Resources and Guides

Central Hub for Workday Resources and Training Materials

• The Minnesota State Connect site is a central resource hub to provide Workday information, job aids, business process documentation, guides, videos, and learning resources to support campus users across Minnesota State.
• Finance: Minnesota State Connect: Workday Finance - Workday documentation related to Finance
• HR (HCM): Minnesota State Connect: Workday HR (HCM) - Workday documentation related to HR

Employee as Self - ELM training required for every employee

Workday security roles assigned to a position determines the specific Workday training needed for completion. At minimum, every Minnesota State Employee will have assigned security role Employee as Self along with associated training provided through Enterprise Learning Management system (ELM); these courses include the following training courses:

• WD01: Workday Core Concepts (30 minutes)
• WD02: Workday Navigation and Features (30 minutes)
• WD03: Finding Information in Workday (30 minutes)
• WD04: Employee Self-Service – My Information in Workday (30 minutes)
• WD05: Employee Self-Service - Managing Time and Absence in Workday (60 minutes)

Manager ELM Workday Training

If you manage or supervise people, please verify you are enrolled in the following Enterprise Learning Management (ELM) Courses, as it has been reported not all managers are automatically enrolled:

• a) WD06 Manager Self Service Role and Responsibilities
• b) HCM09 Managing Employee Compensation in Workday for Managers

       If you review budgets, also include:

• c) FIN01 Overview of Workday Financial Management

Perquisite ELM courses to a, b, and c listed above: Workday All Employees Training Program WD01-WD05 (applies to every employee).

1. Log in to the State of Minnesota Employee Self Service portal.
2. Select Learning Management
3. Select My Learning
4. If courses A, B, and C (C for those that review budgets), cited above, are not listed:
5. Search for courses by selecting the back arrow button located in the upper-left
6. In the Find Learning search box, enter “workday” then select the arrow button.
7. From the search results, select course (A, B, C) to enroll. Once you enroll select Continue Search to enroll in the next course – you will need to re-enter “workday” in the search.
8. Enrolled courses will be reflected in My Learning (Step 3) to launch and complete.

• Managers can monitor ELM training progress and completion of employees who report directly to them, 
  • Use the MMB Manager Quick Reference Guide to view and download individual or team employee training records from ELM
  • For more details reference: About ELM Training Data (HR Connect site)

What do I do in Workday? (by employee groups)

• Workday for Administrators
  • Request work schedules and submit timesheets
  • Request time off and leave of absence
• Workday for All Employees
  • View and manage personal information
  • Maintain emergency contacts
  • Access organizational chart
  • Find and apply to internal jobs
  • Request a work schedule
  • View time off balances
  • Request time off and leave of absence/sabbatical
  • Submit and track expense reports
  • Create a travel authorization
  • Initiate and track purchase requisitions
  • Use Workday Inbox to manage tasks
• Workday for Faculty - MCSF and IFO only
  • Submit leave requests including pre-approved sabbaticals
  • Faculty Quick Start Guide
  • Faculty Quick Start Video
  • View credentialing information
  • Managing Concurrent Enrollment Credential Information (EX3) - Audience: Concurrent Enrollment Directors and administrators.
    • Job aid: managing concurrent enrollment instructor credential information
  • Managing Credentials (EX1) - Audience: Faculty and Adjunct Faculty.
    • Job aid: >access qualification lists, add/edit credentials, and manage evaluation request tasks.
  • Managing Faculty Credential Information (EX4)
    • Job aid: manage, edit, and verify credential records, complete a Minimum Qualification Evaluation, a Campus Salary Placement Evaluation, or a Salary Placement & TLC Evaluation.
• Workday for Managers/Supervisors
  • Initiate and track business processes
  • Generate reports with real-time data
  • Access dashboards
  • Approve time off requests, and timesheets
  • View team absence calendar
  • Recruit and hire employees
• Manager as Self Resources Minnesota Connect page provides a collection of manager reference resources - just a few are listed here:
  • Accessing and Managing Delegations in Workday (Job Aid, 8pg)
  • Manager ELM Workday Training (above section)
  • Manager as Self-Service: Managing Time and Absence (WD06, Job Aid 17pg)
  • Supervisor Quick Start Guide
  • Approving Leave of Absence (LoA) and Work Schedule (WD09, Job Aid 8pg)
  • Time Type-Earn Code List
  • Find more resources: Manager as Self Resources Minnesota Connect page

About Workday Security Roles

Workday uses security roles to provide employees with appropriate access to data, reports, and business processes to perform tasks. In Workday, security roles are assigned to positions, not people, which is different than ISRS. Users may have multiple security roles depending on the responsibilities assigned to their position.

Key Functionality of Security Roles: Workday uses security roles to determine what employees can see and do.

• Access: Security roles determine what information and business process that users may access in Workday.
• Management: Security roles have a predefined set of permissions which allow users to complete designated tasks.
• Purpose: Security roles are designed and assigned based on job functions and responsibilities for each position.
• Actions: Process transactions, Run reports, Mange Workflows, Perform specific tasks, Conduct business processes. View specific information

Employee as Self (every user)

The security role every user has is Employee as Self; this security role allows users to execute the following tasks in Workday:

• View Paychecks and Benefits
• Create: Includes entering time, entering contact information, requesting leave, submitting expense reports and purchase requisitions, etc.
• Modify: Includes Self-service transactions such as, making changes to time entry, contact information, leave requests, expenses, etc.
• Run Reports (but not limited to): My Personal Data, My Preferences, Time and Absence

Workday Security Roles and Access

• Expect that Workday access may differ from previous ISRS access.
• Workday security role access is assigned to a position and it's associated job functions, which is different than ISRS.
• Workday unifies required job functions with those associated security role(s), not just for Metro State but in the aim to provide and align more systematic consistency across Minnesota State.