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SPS Project

What is the Statewide Personnel System (SPS)

 
The Statewide Personnel System (SPS) is a set of applications that enable the State agencies to handle all HR needs and reporting through the Shared Service’s Division of DBM. SPS includes: The HUB, on on-line training system, JobAps and Workday will be the two primary tools in SPS.  
 

What is the SPS Project?

 
The SPS project  has replaced the MS-310 System, will replace existing timekeeping systems for Statewide Personnel Management System (SPMS) agencies, and will replace the Benefits Application System (BAS),  and a number of peripheral systems with an integrated Workday solution.
 

Why are we changing our systems?

 
  • ​The prior HR MS-310, along with existing Benefits and Time Keeping systems, were/are not meeting agency needs.
  • State legacy systems contain many stand-alone applications requiring redundant entries.
  • Agencies are not able to access their data to run reports effectively and timely in order to manage their agencies.

What is Shared Services?

 
​​Shared Services is responsible for the development and deployment of Statewide HR operational processes, systems, shared services and associated reporting.
 

When will the system be ready to use?

 
​SPS will be implemented in a series of phases. During Phase I, SPS Workday Human Resources was launched in 2014.   In Spring 2016, SPS Timekeeping will be launched for the 54 SPMS Agencies, bringing these Agencies under a common set of standards for tracking time and attendance. Phase III, will mark the implementation of the Benefits portion of the SPS project for SPMS and Non-SPMS agencies.
 

What's included in SPS Phase I and Phase II?

 
​Phase I Workday Human Resources [Launched]
Launching Phase I of the Statewide Personnel System was a collaborative effort, with personnel from all Agencies contributing to make this progressive change happen. Phase I introduced Workday HR and  included Personnel Transactions, Reporting, Employee Self Service, Manager Self Service and launched November 14, 2014.
 
Phase II Workday Time and Attendance [Coming Spring 2016]
 
Phase II will expand the capabilities to include timekeeping, absence management and gross payroll for SPMS agencies. Phase II will go live Spring 2016.
 
Phase III Benefits [Coming 2017]
 
The Benefits phase is targeted for a 2017 go live.
 The SPS project is a key initiative for the Secretary of the Department of Budget and Management (DBM), David R. Brinkley, and David Garcia, the Chief Information Officer and Secretary of the Department of Information Technology (DolT), who are the Executive Sponsors for the Project. The Business Process owner for this Project is Cindy Kollner, the Executive Director of DBM OPSB.
 

Who's involved on the SPS Project?

 
​The Project is led by:
Sponsors:
  • Cindy Kollner, Executive Director DBM OPSB – Business Sponsor
  • David Garcia, DoIT Secretary – IT Sponsor
Shared Services:
  • Leslie Buchman, Director of Shared Services
  • Michael Zoran, Shared Services Administrator
  • Amy Angst, HRIS Analyst
  • Kathleen Weissner, Security Analyst
  • John Sitther, Integrations Manager
  • Michael New, LMS Manager
  • Heather Harrison, JobAps-Systems Analyst
  • Rubina Pak, JobAps-System Analyst
  • Jackie Moore, HRIS Support
  • Patricia Adossi, HRIS Support
  • Angela Hill, HRIS Support
SPS Project Management Office:
  • Gagan Setia, Program Manager
  • Anthony Garcia, Workday Program Manager
  • Lisa Liedtke, Functional Lead
  • Satish Raghavan, Technical Lead
  • Nicole Howell, Change Readiness Lead
 
 

Workday and Technology

What is Workday?

 
Workday is a cloud-based, human resource management application that leverages a modern web based technology platform. It provides unified Human Capital Management (HCM) application designed for today's organizations and the way people work.

Why Workday?

 
Workday enables 24/7 access to information over a secure network, supporting the State of Maryland’s goals to streamline the delivery of technology services to state Agencies. Workday functionality offers employee and manager self-service, enabling staff to update or access their information privately from any computer or mobile device with internet access and providing real time access to information.  Finally, Workday's SaaS/cloud delivery model which stresses configuration instead of customization means that the state will have an application that is both flexible and updated frequently.
 

What can I do with Workday?

 
SPMS employees across the state will have direct access to change information such as home address, phone, mobile phone, email, emergency contact information. For most SPMS employees who are keeping their time directly in the system, they will also have an ability to manage time and attendance in the system.  All State employees will have on-line health benefits enrollment at the Phase III go live.
 

What is a cloud-based solution?

 
​Software as a Service (SaaS) is a software distribution model in which applications are hosted by a vendor or service provider and made available to customers over a network, typically the Internet. SaaS is becoming more and more popular as a delivery model as to reduce hardware and maintenance costs, maintain consistent software versions, improve collaboration and accessibility.
 

Are there any special access requirements for Workday?

 
SPMS employees will need their SPS Employee ID  or W#. Log in with your SPS Employee ID that starts with a “W”. If you don’t have your SPS Employee ID, log in to POSC. Once in POSC, click “View SPS Employee ID.” Make note of your SPS Employee ID, also called your “W number.”

How do employees access SPS?

 
​SPS is a collection of three applications: JobAps, Workday and the HUB. Visit the SPS Website for links to log in to each of the applications.
 

Is my personal information secure in Workday?

 
​Workday delivers world-class infrastructure, policies and procedures to ensure data is protected. Security threats and risks are mitigated through strong internal controls and a comprehensive security program designed to ensure the protection and integrity of personal data. Workday consistently passes rigorous third-party compliance audits, including multiple SAS70 Type II audits, and certifies to the U.S. Safe Harbor program for data privacy.
 

Does Workday require training?

 
​The SPS website offers access to a number of job aids and videos on the SPS Help Center .
 

Workday Glossary – General Terms

 
​What is a tenant?
A tenant is any application that requires its own secure computing environment. Each Workday customer has their own secure tenant that only they can access. This architecture allows Workday to make system updates remotely.  As a software-as-a-service (SaaS) provider, Workday employs a multi-tenant architecture, meaning a single instance of the application serves multiple customers.
 
What is “multi-tenancy”?
 
Multi-tenancy, a key feature of Workday, enables all customers to experience the full spectrum of Workday functionality through one application server. Each Workday customer’s tenant is logically isolated with their own data and configuration, but physically integrated on the same operating system. Multi-tenancy allows for cost savings by consolidating IT resources without compromising individual tenants’ security, and reduces energy consumption and use computing resources more efficiently.
 
What are Worktags?
 
Worktags classify transactions for external reporting. They can be assigned to any business event that generates a financial update, such as a time entry or payroll transaction etc. Some will be required; others will be optional.
 
How are Worktags used in Workday?
 
Worktags can be selected by the user or default automatically based on the user's profile or other worktags. When determining applicable worktags, the following elements must be considered: Reporting (External and Management); Usability; and Security.
 
What is a business process?
 
A business process is a set of tasks that people initiate, act upon and complete in order to accomplish a desired business objective. Once a business process is initiated, Workday routes the tasks to the responsible roles (users who are capable of completing the tasks based on their membership in security groups) and enforces security and business rules throughout the business process.
 
Who can initiate a business process?
 
Initiation of a business process is dictated by the person’s security role in the system. Any user with the appropriate role can initiate a business process. Any employee can initiate an Employee Self Service (ESS) business process (i.e. Edit Emergency Contact Info business process).
 
What is a Supervisory Organization in Workday?
 
Supervisory Organizations group employees into a management hierarchy and are a required foundation for Workday. They provide the structure for how business processes are enabled, who reports to whom, and to whom time entry, time off requests, and overtime submissions are routed and who is responsible for the approval of these requests.
 
What is the purpose of roles?
 
Roles determine what you can see and what you can do in Workday, provide individuals access to appropriate data within the assigned organizational structure, and determine functional responsibilities and routing of actions in a business process.
 
Who will be assigned a role?
 
All SPS Workday users in the State of Maryland will inherit or be assigned a System Role. Inherited roles are the default roles provided by Workday, including “Employee” and “Manager”. Assigned roles include “HR Partner” or “HR Coordinator”, etc.
 
What is a worklet?
 
Worklet are represented as icons on the home page.  Each worket gives the employee quick access to tasks or information based on a particular category.
 
What is search?
 
It is the functionality in Workday used to locate items, returning all matching objects and actions in the system.  The search icon is on the home page at the top left corner.  You can start typing any word and Workday will list possible matches.
What kind of personal information is saved in the system?
Information related to an individual for human resources including home address, phone number emergency contact and date of birth.  Employment and compensation history, performance evaluations, training courses completed in the Hub, supervisory/management chain are also maintained in Workday.
 
What is the home page?
 
A page with multiple configured worklets.  The home page can be configured differently to meet the needs of different users of group of users. These worklets enable you to quickly view data and perform tasks. Landing pages can be configured by the individual users.
 

I am locked out of Workday, what do I do?

 
​From the Workday log-in page ( under Password Guide.
 
 

What is Employee Self-Service?

 
​Employee Self-service refers to the way employees can access their HR information online. With Employee Self-Service (ESS), SPMS employees are empowered to manage information related to their own Personal Information, Time entry and Time Off, Pay, and Benefits (coming soon).
 

Will I, as a SPMS employee, be able to search for other employees in the system?

 
​Yes, you will be able to search for other employees in the system. However, the amount of information you can see about other employees will be very limited and will be similar to the information you can see in a public directory. If you have additional security roles in Workday (such as Manager or HR Partner) you will also be able to view additional information about any employees that you personally support.
 

What is Manager Self-Service?

 
​Manager Self-Service (MSS) allows SPMS managers to view their specific organizations provides Managers with job and performance information for their subordinates or direct reports. This includes access to numerous Workday reports with information about your team to support HR-related decisions. The term ‘manager’ is not related to the actual title that an individual holds. Instead, the Manager Security role represents one of the possible roles that an individual may be assigned in the Workday system. Manager Self-Service will include:
  • Completing and approving performance reviews
  • Initiating compensation changes
  • Approving employee’s Time Off requests And more

Who is considered a Manager in Workday?

 
​In the SPMS, anyone who has employees reporting to them has the Workday role entitled "Manager." The role is not related to an employee's specific title at their Agency.
 

What can an SPMS Manager view and do in the system?

 
​Workday's Manager Self-Service provides supervisors with the necessary and relevant job, position and compensation information about their team. This includes access to numerous built-in reports with team information supporting all HR-related analytics and decisions. Manager Self-Service tasks are accessible through Workday's "My Team" landing page.
 

Do managers have access to employees’ contact information?

 
​Yes. Managers have access to contact information (i.e. emergency contact information, phone number, and home address) for their employees.
 

How do I reset a password?

 
​From the Workday log-in page (under Password Guide.