Workday Guide

Why Workday?

• Integrated people processes that allow us to view Team Member data in one system (compensation, performance, benefits, absence management, etc.)
• Our data will be more accessible, timely, accurate, and consistent. This will allow us to improve our reporting and analytics capabilities
• Provides us with the ability to make informed organizational decisions and increase operational efficiencies based on that data
• Enhanced and standardized processes and workflows
• Increased visibility and transparency of Team Member data changes and status of those transactions
• 24/7 access from anywhere using the mobile application
• Supports streamlined access and self-service for all team members

Accessing Workday

Workday will be accessible to all GitLab team members through Okta SSO. Go to gitlab.okta.com and click on the ‘Workday SSO’ tile to login. You can search your apps for quick access.

Important: Please note that Workday will be temporarily unavailable due to scheduled weekly maintenance each Friday between 11:00 PM - 3:00 AM PST (Saturday between 6am UTC to 9am UTC).

Workday Guides

Every full time team member at GitLab will have a Workday profile, though the extent of each team member’s engagement with Workday will vary according to their position.

Use these helpful resources for completing team member self-service tasks in Workday. These resources currently live in Google Drive but will be moved to the handbook in upcoming iterations.

Audience	How To…	Documentation	Video
Team Members	change your photo	Link	Link
Team Members	change your preferred name	Link	Link
Team Members	change personal information	Link	Link
Team Members	change legal name	Link	Link
Team Members	change home contact information	Link	Link
Team Members	change emergency contacts	Link	Link
Team Members	add and edit payment elections	Link	Link
Team Members	complete onboarding tasks	Link	-
Team Members	navigate the org chart	Link	Link
Team Members	edit IDs (Government IDs, Passport, Visas, etc)	Link	Link
Team Members	access and use the Workday mobile app	Link	Link
Team Members	submit a resignation	Link	Link
Team Members	change self-identification of disability (US Only)	Link	Link
Team Members	change self-identification of veteran status (US Only)	Link	Link
Team Members	upload a signed document	Link	-
Team Members	view compensation changes	•Click your profile photo, then View Profile •Click “Actions” •Click Compensation > View Compensation Statement History	-
Team Members	set Team Page export preferences	Link	-
Team Members	request time off & view balances	Link	-
Team Members	correct time off	Link	-
Team Members	request time off through Slack	Link	-
Team Members	request a leave of absence	Link	-
Managers	request a one-time payment	Link	-
Managers	terminate team members (voluntary)	Link	-
Managers	view team information	Link	-
Managers	request a compensation change	Link	-
Managers	delegate	Link	-
Managers	access and use reports	Link	-
Managers	move team member to another manager	Link	-
Managers	view job history of a report prior to the HRIS migration	under that team member: Job -> Worker History -> Worker History by Category -> Staffing & Compensation from Prior System	-

Job Title Speciality Creation/Update

If you require any changes to a job title speciality or need a new job title speciality created, please open an issue for the People Tech team to review. Select the Workday: Job Title Speciality Request template option. Once the job title speciality has been created, and you need changes to team members profiles in Workday, please submit a Job Title Specialty request in HelpLab for assistance.

How is Workday being implemented?

Workday is being implemented in 3 phases:

Phase 1

Go live date: 2022-06-16

Modules/functionality being implemented:

• Human Capital Management (core team member information)
• Job change workflows and processes (onboarding, offboarding, job changes)
• Core Compensation
• Integrations with other applications across GitLab

Workday will replace	Workday will enhance	Workday will integrate with	What remains the same in this phase
BambooHR (with a few exceptions to certain business processes)	Reporting, Auditing, Organization hierarchy, Management hierarchy, Business process workflows	Greenhouse, Culture Amp, EdCast, Navan Expense, LawLogix, Modern Health, Navex, NetSuite, GitLab, E-trade, ADP, Okta, Nominator bot, People Connect bot,Employment Automation, Sync BambooHR entities to GitLab groups, Sync new team members to team page, Sync specialty to team files, Team page readiness check,Anniversary Announcement, New Hire Announcement	Time Off by Deel, BambooHR Documents, BambooHR Contractor Invoices

Phase 1 Integrations

Application	Description	Frequency	Business Owner	Support Contact
ADP WorkForce Now	Employee Demographic feed from Workday to ADP Workforce Now via SFTP delivery of inbound file.	Daily (9am PST)	@vlaughlan	@droystang @Laura-Janssen @demina
Employment Automations	- Announcements: Slack integrated messaging services, which are responsible for sending DM’s or announcing to a channel on a certain matter. - Audit: Audits collected on our team members data, we usually are constructing a certain data type (CSV) and then sending this off to the desired party. - E-mailing: E-Mails are responsible for sending out our e-mails and replacing keywords from the template documents to include the relevant information. For example, one automation in this group handles the creation of a Letter of Employment and then attaches it to the e-mail prior to sending. - Issue Handling: This is the main logic behind our onboardings, offboardings, employment templates, access requests, and anything else GitLab issue related. - Syncing: Syncs regarding our HR data and external services. For example, we sync with GitLab to ensure our team page entries are staying up to date depending on if the team members current role specialty differs from that of the team page entry.	N/A	@mpatel8	@ajrom
Culture Amp	Daily feed that sends new hires and terminations from Workday over to Culture Amp.	Daily (1am PST)	@mpatel8	@Laura-Janssen @demina
E-Trade	- E-Trade User Account File: Used to provide demographic information for new participants and to maintain this information for existing participants. - E-Trade User Termination File: Used to provide termination dates and termination codes to EEO (Equal Employment Opportunity). - E-Trade Rehires File: Used to provide rehire information for previously terminated participants. Rehire date provided will replace the current hire date on EEO (Equal Employment	Daily (4:30am PST)	@rhark @sguillory	@droystang @Laura-Janssen @demina
EdCast	Automatically adds and removes team members to EdCast to avoid manual work for the team and streamline the onboarding process.	Real Time	@jallen16	@droystang
Navan Expense<>NetSuite	Utilizing Workato to automatically synchronize team members and their managers from Workday into the correct Navan Expense policy as well as creating a vendor record in NetSuite.	Real Time	@edelongpre @mbrown6	@droystang
Greenhouse (New Hires)	Creates new hires in Workday when a new applicant is marked as hired in Greenhouse	Real Time	@anechan @MarissaFerber @mpatel8	@droystang @Laura-Janssen @demina
LawLogix/Guardian	Daily feed that adds new US team members from Workday to LawLogix/Guardian for completion of their I-9 form.	Daily	@ashjameson @alex_venter @Mowry	@Laura-Janssen @droystang
Modern Health	Automatically adds and removes team members to Modern Health to avoid manual work for the team and streamline the onboarding process.	Weekly	@brittanyr @Rkole	@droystang
Navex Global	Automatically adds and removes team members to Navex Global to avoid manual work for the team and streamline the onboarding process.	Daily	@ktesh	@droystang
Nominator bot	Given all team members can nominate other team members for discretionary bonuses, when the final approval has been approved then a sync with Workday adds the approval in the bonus table in Workday.	Real Time	@mpatel8	@ajrom
Okta Connector	All Team Members/ people that reside in Okta will also reside in Workday.	Hourly	@pkaldis	@pkaldis @Mwhitaker
People Connect bot	Given all team members need to have access to the People Connect Bot, when a new issue is created on GitLab via this bot then the read connection between Workday and the People Connect bot is triggered and specific labels related to the team member’s department, division, tenure and region are added.	Real Time	@mpatel8	@ajrom
PlanSource	Provides demographic information for new hires and to maintain this information for existing team members.	Daily (4am PST)	@brittanyr @Rkole	@droystang @Laura-Janssen @demina
Snowflake	Pulls data from Workday so it can be used for reporting in Sisense.	Every 12H	@pempey	@pempey @Laura-Janssen

Phase 2

Subject to change

Go live date: 2022-10-01

Modules/functionality being implemented:

• Benefits - US Only
• Absence Management
• Talent Optimization
• Advanced Compensation
• Integrations

Workday will replace
Talent Assessment Tool, Compaas (Compensation planning tool), PlanSource, Time Off by Deel, Internal Employment Automations

Phase 3

Subject to change

Go live date: 2022-12-01

Modules/functionality being implemented:

• Continuation of absence management plans
• Benefits - Canada Only

Workday will replace
Canada Life

Workday support

For general navigation and functionality questions, please contact the People Connect team via HelpLab. For report requests, or to request an enhancement or report a bug, please create an issue in the People Technology Intake project

Frequently asked questions

You can find the most frequently asked questions and answers in this document. The People Connect team is constantly updating this document.