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.

 

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.”

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.

 

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.

​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.

 

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

 

​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.

 

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.

 

 

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.

 

 

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.

 

 

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.

 

 

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.

 

 

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).

 

 

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.

 

 

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.

 

 

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.

 

 

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.

 

 

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.

 

 

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.

 

​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.

 

​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).

 

​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.

 

​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.

 

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

 

​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:

​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.