Jan. 24, 2025

For any questions regarding Workday@OK, please submit an inquiry through ServiceNow. 

• Save the date
• Reports and integrations
• Announcements and updates
• January User Group Meeting recap
• Payroll

Save the date

Reports and integrations

RPT00454 – Workers' Security Groups and Organization Roles

Access in Workday@OK is granted by role. This means that the access is attached to the position. Agency security partners are responsible for maintaining the role-based assignments within your agency.

Agency security partners can use RPT00454 – Workers' Security Groups and Organization Roles to review assignments for current workers. They can also go to the organization within Workday@OK to review roles assignments. If an agency needs to update their agency security partner, the agency HR director should submit a ServiceNow ticket.

INT035 Financials Budget Data – Automation

We are pleased to announce that development has been completed and deployed to automate the INT035 Financials Budget Data process. An additional integration, INT035c, has been created and is scheduled to run daily, based on pay groups, to pull into Workday@OK the PeopleSoft Financials (PSFS) data for all agencies with employees in the pay group. This is for both project and non-project agencies. The process is scheduled Sunday through Friday, very early in the morning and should not impact agencies. Once run, all agencies with employees in the pay group will have their budget information updated in Workday@OK. This will relieve agencies from having to run INT035a unless a change is made in PSFS to their budget data or if processing with prior year funding. If budget changes are made in PSFS, the agency will still have the ability and can launch the INT035a for the updated budget information to correctly reflect on the Workday@OK budget report. If the payroll includes prior fiscal year funding, the INT035a process must be run for that specific fiscal year. While extensive testing has been completed, agencies are encouraged to continue comparing the budget report to the PSFS Allotment Budget and Available Cash (ABC) report. Report noted discrepancies via a ServiceNow ticket.

Since Workday@OK implementation, we have had issues with the INT35a Financials Budget Data process producing some very odd errors which we have been unable to prevent. Most occur when multiple agencies are running the process at the same time. When multiple main payrolls are in flight (biweekly and monthly), the errors tend to increase. Many of these errors are "gumby collisions" where two or more instances begin at the same time. The process is designed to run one instance at a time; once one agency’s process completes, the next in queue begins. When a gumby collision or other error not related to the CASH or ALLOT Plan Structure occurs, the INT035a must be run again, adding time to agency payroll processing.

With the new INT035c integration being run daily for all pay groups, agencies can bypass the INT035a process and proceed to running the budget report. Again, any budget changes made in PSFS will require the agency to run the INT035a for the updated budget information to correctly reflect on the Workday@OK budget report. Any prior year funding will also require the INT035a process to be run for that specific fiscal year. For questions or assistance, please submit a ServiceNow ticket.

Announcements and updates

January User Group Meeting recap

Thank you for attending the January User Group Meeting! We hope you found it informative and productive. For your reference, here is the recording of the meeting as well as the PowerPoint presentation.

Payroll

Timesheet entry and approval reminder automation

OMES has created an automation process for timesheet entry and approval notifications to employees and managers. The automation replaces manual processes and emails for contacting employees and managers when time is not entered, submitted or approved.

The automation is set to send three reminder emails for the prior weeks’ time beginning on a cadence of every four hours from noon on Mondays to noon on Wednesdays. Once an employee’s time has been entered, submitted or approved, they will be removed from future emails. Agency payroll personnel will also receive the emails so they can monitor the progress and determine action to take after the last reminder is sent. In addition, reports are generated listing entries that were successfully completed and the number of notifications sent before the entries were completed. Reports are generated daily, monthly, quarterly and annually and can be sent to agency leadership for review and analysis of trends.

OMES implemented the automation in 2024 and has seen a significant increase in the timeliness of employees and managers entering, submitting and approving time. This has allowed the payroll team to focus on processing payroll and other tasks and responsibilities without being pulled away to ensure that all time is approved prior to payroll processing. Several other agencies have since implemented the automation with more in queue to roll out this year.

Any agency interested in the automation can submit a ServiceNow ticket requesting information on the timesheet entry and approval reminder automation. An automation team member will contact you to discuss the process and implementation.

Agency timesheet policy

Agencies should have a policy in place for employee time submission, along with a policy for manager approvals that works with their processing schedule. Policies ensure employees, managers and payroll staff know when to expect time to be approved so the payroll process can continue and employees will be paid correctly.

In addition, agencies should provide information on what employees should expect if they are paid less than normal due to no time submitted or incorrect time entries. Managers should be held accountable for timely approving timesheets.

Agencies that would like to discuss best practices for their processing schedule or implementing policies can submit a ServiceNow ticket and a Workday@OK team member will reach out to you.

For more updates and information:
Visit the Workday@OK webpage.