HCM Business Processes Flashcards
What does a business process control ?
What needs to happen, who does it and when they do it
breakdown the what who and when of biz processes
what - actions, tasks, subprocesses
who: WD security groups
when: defined time frame and order
Define Business process type
A kind of workflow delivered by WD like Hire, Terminate or expense report event
Define Business process Definition
A configuration of a business process type like Hire for Global Support
define Business process event
An occurrence of a business process definition, like Hire: Logan McNeil
Define Step
An occurrence of a business process definition, like Hire: Logan McNeil
Define Initiator
The user that starts the business process event
Define Target
the subject of a business process event like new hires, supplier invoices and expense reports
True or False
Workday delivers many default business process definitions for you to use as examples for configuring your own processes. You can configure the default definitions to meet your business needs.
True
list 4 delivered business process definitions in the staffing area that you can configure
create positon
Hire
Termination
Job req
list 4 delivered business process definitions in the compensation area that you can configure
Request One-time payment
request comp change (ad hoc)
propose comp hire (within a hire event)
request bonus payment
list 4 delivered business process definitions in the benefits events area that you can configure
Change Benefits
Change Benefits for Life Event
Change Benefits for Open Enrollment
Change Retirement Savings
list 4 delivered business process definitions in the time off/ leave events area that you can configure
Request Time Off
Request Leave of Absence
Correct Time Off
Request Return from Leave of Absence
list 4 delivered business process definitions in the talent management events area that you can configure
Start Performance Review
Start Development Plan
Start Performance Improvement Plan
Start Disciplinary Action
list 4 delivered business process definitions in the personal data events area that you can configure
Photo Change
Personal Information Change
Edit ID Information
Marital Status Change
list 4 delivered business process definitions in the contact information events area that you can configure
Legal Name Change
Change primary address
preferred name change
change emergency contacts
define the create position biz process and what staffing model does it apply to ?
This business process drives the workflow and any required approvals in order to create an open position (this applies to position management staffing model)
define hiring restrictions business process and what staffing model does it apply to ?
this BP drives the workflow and any required approvals in order to set hiring restrictions on the org (this applies to job management staffing model)
define Hire biz process
This business process drives hiring employees into a sup org regardless of which staffing model you use
define propose comp hire
this BP allows comp components such as packages grades and plans to default in for employees you hire. When hiring employees, propose comp hire is the bp WD uses to assign or default in comp
list the tabs on a business process definition
business process steps
notifications
allowed actions by role
allowed services
related links
available rules and fields
which tab defines the order of steps that will execute if the business process definition ? and what kind of ordering is used and why ?
the business process steps
alphabetical ordering is used for ease of maintenance
true of false
in the Biz process steps tab steps can be sequential or happen in parallel
true
true of false
you cannot configure notifications to trigger on process status changes, or upon entry or exit of a step in the workflow.
False, you can do this !
where can you send biz process notifications ? name 2 places
users email
within workday
this based on configs and preference settings
which tab lists the actions (eg review, subprocesses) allowed in the BP ?
allowed actions by role
which tab lists the services ( eg create or reset WD accounts) allowed in the biz process ?
allowed services
true or false
in the related links tab you can find references to external web pages via external links listed here
true
what does the available rules and fields tab list ?
condition rules and fields that you can use in the conditional rule logic on the BP
list the columns on the business process tab
step
order
if
type
specify
optional
group
all
run as user
due date
due date based on effective date
complete
what column lists the tasks in the business process ?
steps
what does the order column do ?
identifies the order of execution for steps within a biz process
which column lists the conditions that the event must satisfy in order for the next step to occur ?
IF
what does the Type column identify?
the type of step eg action, service or to do
what column further defines certain steps eg action-propose comp hire ?
Specify
what column checkbox if elected allows the assigned user to skip the step ?
Optional
True or false
the next step will not begin until the user completes the optional step or marks it as skipped ?
true
which column identifies the security groups responsible for the step ?
group
true or false
the business process security policy does not limit the available security groups
false. the BPSP does limit available sec groups however you can add more security groups just remember to go to the activate pending security policy changes task after to activate the change to the policy
what column checkbox needs to be selected to require all users in the security group to approve the step
All
which column identifies the user for a batch or integration step type
Run as user
what is the difference between the due date and due date is based in effective date columns?
Due date : Identifies the elapsed time from step initiation until completion. Workday does not automatically enforce due dates.
Due Date is Based on Effective Date:
Identifies the elapsed time from the event effective date until completion. If there is no specified due date the date references the BP initiation date
what does selecting the complete check box do and how do you do it ?
Identifies the completion step and makes the business process data available to other systems, like payroll or general ledger.
to select a completion step you cannot be in the edit view of the BP. return to the View BP definition page then selected the three dots next to the magnifying class of the row that has the completion step. Actions –> business process –> set as completion then click OK if the date and timezone options are correct
true or false
Business process framework groups common step types into one of three categories, based on their purpose.
Important – The step type categorization in this course is a resource for you to understand the different step types. This classification does not exist in Workday
True
what report displays the steps types available for each business process type ?
Business process configuration options report
name 4 types of information on process config you can find in the BP config report
Allowable actions and approvals
Prerequisite actions
org types for which the BP is valid
Allowed mass actions like rescind, correct, cancel and approve
what are the step types in the user input category ?
Action -review
review documents
to do
check list
complete questionnaire
edit additional date
action - subprocess
what are step types in the background processing category ?
Report
report group
integration
service
batch/Job
What are the steps types in the approval category ?
Approval
approval chain
consolidated approval
consolidated approval chain
true or false
approval step recipients cannot edit any information
true
true or false
On all approval-related steps, including consolidated approvals
and approval chains, if an approver denies the approval, they deny the
entire business process.
true
business process validation rules do not apply to what step?
edit additional data
true or false
an integration steps also initiates a separate processing thread?
true
are To Do’s workday delivered ?
No
what do action steps do ?
Action steps either send users reviews of information or start a subprocess. Review steps allow
the user to edit the business process data and approve it.
what steps are reminders or activities the workers must do inside or outside of Workday <
To Dos
how do you add, configure or delete to dos ?
using the maintain to dos task
Can you embed workday tasks into to do steps ? how will the receipient receive it if possible
yes ! the to do step will provide a link to the task in the recipients inbox
true or false
you can assign to do steps to any active security group in the tenant they do not need to be on the Biz process security policy
true
what must you do if you associate a WD task with a To Do ?
Verify the security group assigned to the To Do can access the task
what does SAML stand for ?
Security Assertion Markup Language
Can SAML links be included in To Do steps ?
Yes !
what report do you run to view which BP uses which to do steps ?
To Do’s report
what are the different approval steps ?
approval
approval chain
consolidated approval
consolidated approval chain
Mass approval
what do approval steps allow ?
the assigned user to approve send back or deny a task depending on the BP config.
what report shows you the approval options on a business process type ?
Business process config options
which step allows for both editing and approval ?
approval
action: review
action: review
what does a service step start ?
name 2 services and what they do
A workday-delivered automated process as part of the BP
eg create WD account - automatically creates a user account and emails a temp password to the new user
document delivery - transports an integration output files to an external server
give an example of how subprocesses work within a BP
hire is the BP and propose comp hire is also a BP that can serve as subprocess to hire
say Prop comp hire is step B in the Hire BP, before the BP can move to step C all the steps in the prop comp have to completed (aka the completion step) only then will the Hire BP move to step C
what is a BP definition effective date ?
it is the date on which a proposed change in the BP definition becomes available. If the eff date is in the future, the proposed change does not take effect until that date. Effective dates apply to items such as
business processes, consolidated approvals, and condition rules.
how do you view BP definitions of varying eff dates?
use the BP definition related actions –> business process –> view definition report
how can you find an event in WD ?
Event: – prefix
My tasks archive tab
worker profile –> worker history ( this one must be configured using the Worker History report on the job for worker profile section group to access this info )
Related actions – worker history –> view worker history or view worker history by category
find events report
true or false
ability to access an event depends on org (hr partner, comp partner, manager) and admin roles (hr admin, security admin)
True ! manager can view hire events for employees in their sup org but if that employee transfers to a new sup org their former manager can no longer view that employees events (aka worker history)
when you go to a business process event related actions and go to test rule what will you see
Tests condition rules within the biz process definition
when you go to a business process event related actions –> reporting –> reports fields and values what will be in there ?
List of all fields available to the event including the field names, values, field type, related business objects, categories and descriptions
what task would you use to make corrections after you initiate a BP? and what does it do and does it need approval ?
correct task – to change info entered during the BP intiation
task is administrative so it does not require approval
true or false
to correct a BP the appropriate security groups must have permissions for the correct action on the BP security policy
true
list 4 processes that allow out of order corrections
add additional job
hire employee
change job
terminate employee
what do you need to enable to correct the sup org on a Hire BP ?
tenant setting in edit tenant setup - HCM
what will workday display after you make a correction
supporting info section that lists later staffing events, moves and reorgs in a workers history
true or false
workday recommends that you restrict corrections to admins
true
what are the differences between rescind and cancel ?
Rescind
- use when the process has an overall status of successfully completed
- security groups with appropriate permissions can rescind
Cancel
Use when the process has an overall status of In Progress
- security groups with appropriate permissions as well as the worker who initiated the process can cancel.
how do you do either rescind or correct
BP related actions –> business process –> rescind or cancel
name the actions you can do in view mode on a bp
assign completion step
add and maintain features like condition rules, step delays, advanced routing and step labels
what actions can you take in Edit Mode on a BP and how do you get there ?
Add, modify, or remove steps.
Configure the order, group, due date, and if required or optional
bp related actions –> business process –> edit definition
true or false
you must use letters to sort BP steps as WD sort alphabetically
true
what are the common step configs
create condition rule
maintain step conditions
mention step delay
maintain advanced routing
maintain step label override
maintain step help-text
set as completion
does the create condition rules add that condition to the step in the process ?
No you have to go to maintain step conditions
true or false
You can build a delay in time before the next sequential step executes in the process
True this is called maintain step delay
what step configuration option will you use to prevent approvals on ones Owen behalf if you are the initiator, prior approver or subject of the event ?
maintain advanced routing
how can you add instructional text to help guide users through the step in the process ?
maintain step help-text
what does the completion step do ?
it designates when to save or commit info to workday. The process may contain other steps after the completion step, but the status of the business process will change to Successfully completed. For example A person will list as “hired” even if they have not yet done several new
hire To Do steps so long as the completion step has successfully finished
what steps MUST come before completion step ?
approval and review
can a BP have multiple completion steps ?
NO
true or false
If there is no completion step, the business process marks as complete when the last
step
True
how do you step a completion step ?
go to the magnifying glass on the step row –> related actions–>business process–> set as completion
what are the 4 types of condition rules ?
entry conditions
validation conditions
while running conditions
exit conditions
what does a condition rule do ?
Condition rules allow you to configure a business process to behave differently in certain
situations. The rules use logical statements connected to data in Workday to determine when an
event meets the specified criteria
what determines if a step needs to start and when do you use it ?
entry condition
on any step except initiation
what condition determines fix data before continuing ? and when do you use it ?
validation conditions
initiation and action steps
What condition determines “include approver in the approval chain” and when do you use it ?
while running conditions
approval chain steps
what condition determine where a step should complete ? and when do you use it?
exit conditions
approval chain and integration steps
true or false
some BP steps have workday delivered entry conditions that you cannot edit. However you can configure additional entry conditions for these steps
True
What are the fields in the create condition rule task ?
and/or
source external field or condition rule
relational operator
comparison type
comparison value
what does the AND/OR field do ?
logic between conditions for example apple AND orange which implies both
apple OR orange which implies one or the other
what does the source external field or condition rule do ? give example
it is the field or condition rule used to validate the condition eg worker location
what does relational operator do give example
determines how to compare the source to the comparison values you choose eg in the selection list
what dies comparison type do ? give example
determines whether to compare the source to another field or a value that you enter in the comparison value column EG value specified in this filter
comparison value is what and give an example
a comparison field or values to complete to the source eg Sweden
how
do you troubleshoot condition rules ? and how do you access this
rule tester task
business process event –> related actions –>business process –test rule
true or false
you can only access the rule tester task from events that use a condition rule
true
what two reports can you use to find available fields for a condition rule ?
business object details
Workday Data Dictionary
when you initiate a BP what is the process hierarchy that WD uses to determine which BP to use
1) specific business process for that org if it exist if will use that if not :
2)it will then check for specific BP for the superior org if none for superior orgs in the hierarchical chain
3) WD uses the default definition
how do you check which BP definition an object eg sup org uses ?
go to the sup org then related actions –> business process –> BP definitions for Biz object
true or false
If information, such as a job description or qualifications, exists on both the position and job profile, the position information overrides the job profile information. Workday prioritizes the position information since it is specific to the unique position and worker.
true
TRUE OR FALSE
You may require a job requisition before moving a worker into an open position. If you use Workday Recruiting, job requisitions are required. If you do not use Workday Recruiting, you can enable job requisition functionality in your tenant
true
true or false
Workday provides an
actionable report, accessible via the hire or contract contingent event’s Related Actions, called
View Hire or Contract Start Date Correction Conflicts. This report lets you view, correct, or rescind each blocking business process
true
if you need to reassign tasks what task can you use to do this en masse ?
mass operation management task
You need to locate and select the organization-specific Change My Photo business process. Then, you will modify the business process definition to include a review step after the second step.
Which search prefix can you use to locate the business process definition in the tenant?
BP:
You need to locate and select the organization-specific Change My Photo business process. Then, you will modify the business process definition to include a review step after the second step.
There are multiple organization-specific photo change business process WD will use ?
Run the Business Process Definitions for Business Object report to locate the Photo Change business process for the user’s organization
You need to locate and select the organization-specific Change My Photo business process. Then, you will modify the business process definition to include a review step after the second step.
The current version of a business process definition has steps a, b, c, d, and e. Which characters could you use to order the new step? (Select two correct answers)
ba
bb
You need to locate and select the organization-specific Change My Photo business process. Then, you will modify the business process definition to include a review step after the second step.
For the review step, what step type will you select?
action
Which of the following is true about the completion step? (Select three correct answers.)
Approval and review steps must either come before or set as the completion step.
To set a completion step, you must be in view mode.
The completion step designates when we want to commit or save information.
