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What's New - Workday® 32 "Top 10"

What’s New in Workday® 32?

As you know, WD32 went into all Production and Sandbox tenants March 9th. We’ve combed through the Reports, through Workday® Community, and picked each others’ brains to come up with the top areas of substantive change in the newest release to Workday. Specifically, we’ve pulled items that require Setup, on the part of any Customer who wants to include this functionality, going forward. We know this “What’s New” document is long, but it’s arranged by Workday area for convenience.

In most Top “X” areas below, we link you directly to the node in Community that covers that specific topic, usually to an article or a full-blown Workday presentation of it. If you’re interesting in poking around the WD32 area on your own to learn more, here’s a link to the top page of the Workday 32 area:

If you’re interested in any of these items, and need assistance setting up the new functionality in your Workday tenants, please feel free to reach out to . As always, teamUpHR is here to help!

teamUpHR - Making Workday® work for You.

Table of Contents

  • Recruiting to Staffing (Hire/Contract): Top 7

  • Core Compensation: Top 4

  • Advanced Compensation: Top 3

  • Time Tracking: Top 5

  • Personal Data / Worker Documents: Top 2

  • Time Off and Leave: Top 7

  • General: Brainstorms List for Workday 32

Recruiting to Staffing (Hire/Contract): Top 7

1. Automation of Handoff from Recruiting to HR: Currently, most organizations wrap up the recruiting process and handoff to HR. HR then completes the hire, validating all the information is correct based on the offer letter, as it should pre-populate into the various screens (Hire, Propose Compensation, Organizations, etc.). Now, with a little work, you can partially-automate that process so HR will no longer need to confirm the initial Hire step.

2. Create Workflow Notifications: Sometimes, we don't want Workday immediately firing off notifications to Candidates – for instance, when they are declined. Workday now allows for setting up step delays on Custom Business Process Notifications, with a new field on the configuration of those notifications. You can delay the notification based on a trigger or field. This will also delay the change to the disposition status that the candidate sees on Candidate Home. Note: This is only available on the Job Application business process and sub processes.

3. Rehire Merge to Existing Worker: We've all experienced hiring someone who should really have been a Rehire on their existing Terminated record, and who then had two Worker records. Then came the slog of backing out the Hire, merging the candidates, and then kicking off the re-hire process on the existing Terminated record. Those days are over. We can now merge Candidates with Former Workers all the way through the Hire process.

4. Candidates – Job Alerts: Tired of checking for new job postings at that dream employer, day after day? Now you, as a Candidate in Workday, can setup alerts for jobs you are interested in, so you are notified in real-time when a job you are interested in is posted.

5 .Evergreen Requisition Optimization: Evergreen requisitions take some time to figure out. There were constant burdens around candidate management, as recruiters are moving candidates in and out of the evergreen and attached job requisitions. Now, you can keep all your candidates in the Evergreen requisition all the way through the offer process, so you only move them to the attached requisitions once the offer is accepted. This will be a major win for high-volume recruiters.

6 .Resume Parsing to Applications: Find that perfect candidate, but only have their resume? Now you can create the job application for them, using the resume, and letting Workday do the work via resume parsing. Big time saver for recruiters.

7. Viewed/Reviewed Candidates: Tired of trying to figure out which candidates you have or haven't looked at on a job requisition? Those days are over. New candidates will appear BOLD with a blue circle icon next to their name until they are viewed. This is a big win for all recruiters.

1. Adjustments to Hours – Hours for Period Activity Pay: When you enable the new Work Hours and Service Hours localized fields, Workday updates the Payments column on the Manage Period Activity Pay Assignments task to display Work Hours and Service Hours beneath the Paid to Date amount. Also, when you adjust the Payment End Date on the Manage Period Activity Assignments task to be earlier than originally scheduled, Workday now includes any owed amounts from previous payment on the assignee's next payment. Subsequent payments include increased work and service hours per payment. Also, if you add hours to a period activity pay assignment that had none, and the assignment has already begun, then the assignee's next payment will include any owed amounts from previous payments. The remaining payments are equal in value depending on the new adjusted amount.

Example: A period activity assignment has 5 payments. You add 100 hours to a period activity assignment after you already made 2 payments to the assignee. The third payment is for 60 hours. The next 2 payments are for 20 hours.

Additional information can be found here:

2. On-Demand Wage Theft Prevention Notice: Workday adds a new Generate Wage Theft Prevention Notice task (secured to the Core Compensation functional area) as an initiating action on the Wage Theft Prevention Notice business process. When you set up security groups for the new initiating action on the business process security policy, you can then use the new task to generate wage theft prevention notices for a single employee or multiple employees at a time.

Additional information can be found here:

3. Fixed Compensation Basis: Workday 32 makes it easier to meet requirements and obligations by enabling you to configure the retention of fixed amount plans during Manage by Basis Total (MBT) calculations. Workday enables you to create and maintain a fixed compensation basis for workers, making it easier to meet requirements and obligations. To support this, Workday adds new:

  • Fixed Basis option on the Create Calculation Compensation Basis task

  • Fixed Compensation Basis tab on the Maintain Compensation Basis task

Workday also delivers a new Fixed Bases prompt category in the Calculation Compensation Basis prompt on these tasks:

  • Delete Calculation Compensation Basis

  • Edit Calculation Compensation Basis

Workday doesn't update fixed compensation plans within a Fixed Basis during Manage by Basis Total calculations when the Fixed Basis is included in the workers' Primary Compensation Basis.

Additional information can be found here:

4. Worktags for Referral Pay: Workday adds a new Cost to New Hire Organizations check box on the Create One-Time Payment Plan and Edit One-Time Payment Plan tasks. Workday displays a new Referral Payment Options section that includes the Payment Schedule prompt and the new check box only when you select a Category of Referral. When you create or edit a One-Time Payment Plan and select the new check box, Workday now disables the Worktags field at both the default and profile levels on the Plan. When you hire a worker with a one-time payment from their referral, Workday now:

  • Automatically populates relevant worktags from both the new hire and the referrer during the Hire process, which are used to charge to the referral's hiring organizations.

  • Displays the organization assignments for the new hire and the referrer within the one-time payment for reference.

Example: When you configure the Hire business process to include a Request One-Time Payment for Referral subprocess. You then hire Jamie, who has been referred for a position that is qualified for a referral payment, and Workday processes the payment to cost to the New Hire Organization by automatically populating the Worktags prompt with the cost center for the hiring organization.

Additional information can be found here:

1. Approval Options in Compensation Reviews: Workday 32 enables you to include users outside of the Compensation Review Planning process in compensation reviews, providing greater flexibility for employee awards reviews during the compensation review process. Workday delivers a new Review Employee Awards report (secured to the Advanced Compensation functional area) that you can configure as a step on the Initiate Merit Process business process. This enables you to include multiple review steps after the Complete Employee Awards step in shared participation compensation reviews. You can also grant role-based security groups outside of your specified organizational hierarchy access to approve awards using assignable roles for organizations on the Process: Compensation Review Process Reviewer domain.

Additional information can be found here:

2. Mass Employee Management in Compensation Reviews: Workday 32 enables you to remove and add back large numbers of employees to compensation reviews, making easier for you to manage employee participation during the review process. Workday adds the Compensation Review Maintain Employee Participation operation type to the Mass Operation Management task. You can now add, remove, or update compensation data for groups of employees for a specified compensation review process. To enable this feature, you must create a segment-based security group and add it to the Compensation Review Maintain Employee Participation segment.

Additional information can be found here:

3. Optional Merit Awards on Merit Process: Workday updates the Initiate Merit Process business process to no longer require you to include merit awards in events. This enables you to use participation rules or compensation review statements for bonus or stock awards during shared participation compensation reviews.

Additional information can be found here:

1. Updates to Consecutive Day Calculation: Workday updated the consecutive day calculation by enabling it to capture and tag work hours as 7th day overtime even when a series of consecutive work days extends from one work week into a second work week. The ability to track and process work days that cut across separate weeks will help employers meet statutory requirements without engaging in manual workarounds.

Additional information can be found here:

2. Schedule Deviation Calculation: Workday has developed a new time calculation that enables you to compare a worker's scheduled hours to their actual worked hours, making it easier to identify time an employee works outside of their normal work schedule so that this time can be tagged and processed for premium pay.

Additional information can be found here:

3. Create Work Schedule Calendar Groups: Workday makes it easier to maintain and assign work schedules by enabling you to organize work schedules into calendar groups based on region, country, or other criteria. When a manager or administrator needs to assign a work schedule to an employee, they can quickly find the appropriate schedule in one of the defined calendar groups rather than having to search through a single extended list of work schedules.

Additional information can be found here:

4. Create Multi-Week Schedule Patterns: In the past, Workday did not allow for the creation of work schedule patterns such as rotating work weeks that exceeded a two-week pattern. Starting with the current update, you can create work schedule patterns of up to 53 weeks.

Additional information can be found here:

5. Assign Work Schedules During Job Changes: Starting in Workday 32, you can include the Assign Work Schedule business process as a sub-process within the Change Job business process. This will make it easier for managers to maintain and assign work schedules as part of the overall job change process, rather than having to use a standalone business process to make schedule assignments.

Additional information can be found here:

1. Worker Document Security: Workday now provides more flexible security in how you secure access to editing and deleting worker documents delivering these new domains in the Personal Data functional area:

  • Self Service: Edit and Delete Worker Documents

  • Worker Data: Edit and Delete Worker Documents

Workday automatically convert your security groups on these existing domains to the new domains. Workday also improves the flexibility of worker document security by updating these domains to only provide access to add worker documents:

  • Self-Service: Documents

  • Worker Data: Documents

This enables you to separately secure permissions to add documents or edit and delete worker documents. Finally, Workday now only displays the Delete button on the Maintain Worker Document task when users have access to deleting worker documents based on the new domains.

Additional information can be found here:

2. Delete Worker Documents Web Service: Workday provides more ways for you to manage your workers' documents by delivering the new Delete Worker Document web service (secured to the new Worker Data: Edit and Delete Worker Documents domain) that you can use to delete worker documents.

Additional information can be found here:

1. Routing Modifier for Absence Business Processes: Workday 32 will enable you to select either Additional Position(s) or Primary Position as the routing modifier for any business process step except the Initiation step on these business processes:

  • Correct Time Off

  • Request Leave of Absence

  • Request Return from Leave of Absence

  • Request Time Off

This ensures that time off requests from workers on international assignment route to the appropriate security groups.

2. Working FTE in Absence Management: With Workday 32, you can distinguish between workers' paid full time equivalent (FTE) and working FTE, providing greater clarity throughout your organization and enabling you to optimize compensation, payroll, and staffing processes. You must enable the new fields using the Maintain Localization Settings task before you or your workers can use them. Workday delivers these 2 new instance value calculations, enabling you to reference a worker's working FTE from their position:

  • Working FTE for the Employment as of Period End Date

  • Working FTE for the Employment as of Period Start Date

  • You can use these calculations as part of an accrual or eligibility.

Additional information can be found here:

3. Configure Position Display for Absence Management and Time Tracking: Workday 32 enables you to configure position information on Time Tracking and Absence Management. This makes it easier for workers to select the correct position on relevant tasks and helps reviewers to quickly identify the position for approving time and time off. Workday delivers these new fields on the Edit Tenant Setup - HCM task that you can use to configure how positions display for workers, making it easier to identify the appropriate position when workers have multiple positions:

  • Additional Info on Position Display

  • Position Display Options

  • You can choose to display a worker's Business Title, Job Title, and/or Position.

Additional information can be found here:

4. Start and End Times on Time Off: Workday 32 enables you to include optional or required start and end times on a worker's time off request, making it easier to plan for absences within teams. With this update, Workday adds Start Time and End Time Optional, Required, and Calculate Quantity check boxes on the Create Time Off and Edit Time Off tasks that you can select to make start and end times required or optional when workers submit or correct time off requests on these tasks:

  • Correct Absence

  • Correct Time Off

  • Enter Absence

  • Enter Time Off

  • Request Absence

  • Request Time Off

  • Revise Time Off

Workday displays the check boxes when you configure the Entry Option value on the request to Enter Through Time Off Only.

Additional information can be found here:

5. In Time and Out Time Report Fields: Along with the Start and End Times on Time Off item above, with this update, Workday now enables you to use these existing report fields on the Time Block (Coordinated) business object on custom reports:

  • In Time

  • Out Time

  • Workday also now secures the report fields to these domains:

  • Self-Service: Time Off

  • Worker Data: Time Off (Time Off)

  • Worker Data: Time Off (Time Off Manager View)

Additional information can be found here:

6. Start and End Time Reporting: In conjunction with the Start and End Times, and In/Out Time Report Fields items, above, Workday adds these report fields (on the Time Block (Coordinated) business object) as column headers on the Time Off and Leave Requests report on the Time Off profile group on worker profiles:

  • End Time

  • Start Time

Workday also adds the report fields on these reports:

  • All Time Offs

  • All Worker Time Off

  • Approved Time Off

  • My Absence

  • My Time Off

  • View Time Off

Additional information can be found here:

7. Disable Absence Calendar Balance Totals: With this update, Workday adds a Disable Absence Calendar Balance Totals check box on the Edit Tenant Setup - HCM task that you can select to hide the Total field on these tasks, improving how the information is displayed:

  • Correct Absence

  • Correct My Absence

  • Correct My Time Off

  • Correct Time Off

  • Enter Absence

  • Enter Time Off

  • Request Absence

  • Request Time Off

Please note that this does NOT apply to the Time Off Calendar; only the Absence Calendar, if that is enabled in your tenants.

As you know, Workday prides itself on including a lot of Brainstorms in each semi-annual Release. Rather than dig through each one individually to see if it “made it” into WD32, here is a link to a report in Workday Community that lists all of the Brainstorms included in Workday 32, and their details. If the names of any strike you as applicable in your tenants, and you would like our assistance with them, please feel free to reach out. The full Brainstorm list is on Community, here:

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