Talent Management: Onboarding Employee

This job aid will guide the new hire through the onboarding tasks to complete using Workday. Onboarding Tasks are tasks an
employee is requested to perform prior to or on the first day of work.

Guidance
Recommended Onboarding Tasks
1. Login and complete Day 1 activities in Workday and myLearning (LMS)
2. Enter your information in the Personal Information section (for guidance, reference the Update Personal Information Job Aid)
3. Meet with assigned Onboarding buddy
4. Meet with additional recommended employees (e.g. team members)
5. Identify a mentor
6. Create Development plan with manager (i.e. short-term and long-term goals/priorities)

Workday enables employees to have direct access to their data and make real-time updates when changes occur. Employees can update the following:
o Personal Information
o Emergency Contact(s)
o Profile Photo (optional)
o Government IDs
o Licenses/Passports/Visas
o Skills & Experience (talent profile)
o Home/Work contact information
o Self-Identification of disability and veteran status, where applicable
o Read and acknowledge company documents (i.e. NDA, company policy, etc.)
o Talent Profile
o Set up direct deposit
Note: Changes that will require supporting documentation include (varies by country):
o Date and Place of Birth
o Disability/Ethnicity/Gender/Religion
o Citizenship/Nationality
o Military Status
o Legal Name Change
o Visa/Passports
o Social Security/Government ID
o Medical Exams

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Talent Management: Onboarding Employee
After you complete the Onboarding tasks above, Human Resources will continue through the New Hire process to prepare you for your first day of
work.

Day1:

Click the Onboarding application from the Workday home page

o Privacy Statement
o A message from our CEO
o From My Manager
o Helpful Contacts
o Getting Started
o Mentorship
o Onboarding Resources
o Helpful Information

ADD/EDIT PERSONAL INFORMATION

You can access the Personal Information application from the Home landing page. The application is an icon on the home page that represents a set of tasks or
information.
1. Click the Personal Information application icon.

2. Select from the list of items in the Change menu. To see the full list, click More to see the remaining options to edit.

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Talent Management: Onboarding Employee

3. Home Contact Information

o Click the Home Contact Information button.
o Provide a phone number and/or an email address so that the company can contact you in case of an emergency
o Click the Add button to input information in the Address, Phone and/or Email fields.
o Enter a comment, if applicable.
o Click Submit and Done.
4. Work Contact Information
o Click the Work Contact Information button.
o Provide a phone number so that the company can contact you in case of an emergency
o Click the Add button to input information in the Phone field.
o Enter a comment, if applicable.
o Click Submit and Done.
5. Emergency Contacts
o Click the Emergency Contacts button.
o Provide 1 or more emergency contacts so that the company can contact them in case of an emergency
o Click the Add button to input information in the Address, Phone and/or Email fields.
o Enter a comment, if applicable.
o Click Submit and Done.
Note: Emergency Contacts can be added using the Contact tab on the Employee Profile.
6. Personal Information
o Click the Change Personal Information button.
o Click the Edit icon on the right side of each section to enter the required information according to local requirements.
o Enter a comment, if applicable.

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Talent Management: Onboarding Employee
o Attach required documentation, if applicable.
o Click Submit and Done.
7. Create/Change my Photo (optional)
o Click the Photo button.
o Upload the profile picture by clicking Select files button or drag and drop the file.
o Enter a comment, if applicable.
o Click Submit and Done.
8. Legal Name
o Click the Legal Name button.
o The existing information will default into the fields.
o Enter a comment, if applicable.
o Attach required documentation by clicking Select files button or drag and drop the file. If there is a legal name change, documentation is
required.
o Click Submit and Done.
9. Preferred Name
o Click the Preferred Name button.
o The existing information will default into the fields.
o To edit the Preferred Name, uncheck the Legal Name As Preferred Name checkbox. Enter the Preferred Name in the appropriate fields.
o Enter a comment, if applicable.
o Click Submit and Done.
10. Government IDs
o Click the Government IDs button.
o To enter a National ID or Government ID, Click the Add Row icon
o Enter a comment, if applicable.
o Attach required documentation by clicking Select files button or drag and drop the file. If there is a legal name change, documentation is
required.
o Click Submit and Done.
11. Licenses
o Click the Licenses button.
o To enter a License ID type, click the Add Row icon.
o Enter a comment, if applicable.
o Click Submit and Done.
12. Passports and Visas
o Click the Passports and Visas button.
o To enter a Passport or Visa, click the Add Row icon.
o Enter a comment, if applicable.

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Talent Management: Onboarding Employee
o Attach required documentation by clicking Select files button or drag and drop the file. If there is a legal name change, documentation is
required.
o Click Submit and Done.
13. Update skills & experience (Found under the Career tab on the Employee Profile page. Use the Talent Profile job aid)
14. Self-Identification of disability and veteran status (The links will be available where applicable.)
15. Read and acknowledge company document (i.e. NDA, company policy, etc.)

CREATE DEVELOPMENT PLAN WITH MANAGER

1. Click the Talent and Performance applet icon.

2. In the Talent and Performance section, click the My Individual Priorities.

3. Click Add to enter a priority.

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Talent Management: Onboarding Employee

4. Enter the title of the Priority and the Description of how the priority will be accomplished.
5. Click the Prompt icon to select an appropriate Category for the priority.
6. Enter the Status to show the level of completion and a Due Date for the priority.
7. Click Submit and Done.

MEET WITH ONBOARDING BUDDY/TEAM

You can access names of people that are recommended and helpful contacts in the Onboarding applet from the Home landing page.
1. Click the Onboarding applet icon.

2. In the From My Manager section, view the People to Meet section. Also, the manager could have added additional employees in the Helpful Contacts
section. These individuals should have received notification that they are people to meet.
3. The Contact will either set up time with you or you can set up time with each person and introduce yourself.