COVID-19 Questionnaire in Workday®

In these days of a global pandemic impacting not only individuals, but companies, it is good to know that Workday can handle maintaining a safe workplace through the use of a questionnaire.

The two use cases documented below are for a manufacturing company and a company that includes truck drivers and field workers, as well as office workers. In both instances, the criteria to create not only a repeatable questionnaire for the employees, but to provide ‘yes’ alerts along with reminders for taking the questionnaire. Each client had their own question options, developed over the course of several iterations. In each of these cases as well, the client desired a document showing a signature of the employee verifying their responses as accurate to the best of their own knowledge. Based on this, the questionnaire responses in both cases were also used to create a BIRT document delivered to Worker documents via a review document step. This is not a mandatory component of the process, but it is possible as well and thus included here as a part of the solution developed by Kognitiv.

Case 1: Manufacturing Company

Requirements: Create a Questionnaire for tracking COVID-19 that can be delivered to employees on a weekly basis. As automated as possible is preferred. Reminders to employees needed at 3 hours and 5 hours post distribution; prompt to managers of employees that have not completed at 7 hours. Hourly notification of any newly submitted ‘YES’ responses. Questionnaire should be transformed to document for posterity purposes, and moved to Worker Documents via a signature statement.

Configuration considerations: Surveys were initially reviewed, but rejected as requiring too much manual effort: distribution is not limited enough (these needed to be specific to location) and would require a new survey every week, as surveys cannot be resent to those who have taken them using existing survey options from Workday. Thus the choice became Questionnaire. Although there are other BP options, the choice was made to configure with Job Change: this allows for a unique reason code/category, adjustment after the fact, mass advance of incomplete processes, and only a weekly EIB as manual intervention, which could eventually, if needed be transformed to a boomerang integration for the purpose of loading automatically.

Configuration:

– Build questionnaire. Insure that questions are accurate as possible in the first iteration. Later changes require a new questionnaire (sometimes unavoidably necessary to change)

• When a new questionnaire is created, insure that former versions are marked as inactive in the “Maintain Questionnaire” task.‍

– Build reports for alerts and BIRT. in this case, a ‘Yes’ response report and an incomplete business process report, along with a questionnaire responses report for BIRT development.

• Reports for responses are built on responses, but Answers pull in the employee answers to a distributed questionnaire
• Reports for responses are limited to the specific questionnaire. Future changes/new questionnaires require these to be updated
• All reports in this configuration were limited by the week (Run for effective or response date greater than first of this week and less than last of this week) in order to limit responses and business processes to the current week

– Create reason for job change. Built as COVID-19 Questionnaire in this instance.

– Update BP. Using the new reason, create condition rules to skip all steps. Make sure the questionnaire step is added AFTER the BP is completed, otherwise it can impact Comp Changes submitted for the same day. Questionnaire configuration will have to be updated if a new Questionnaire is created.

– Build BIRT for questionnaire responses and add Review Document step to BP for the purpose of loading post questionnaire. Use the Signature portion in order to automatically advance with no answers if the questionnaire or document step was not completed. This will move the document to the Worker Documents and demonstrate the employee’s non-compliance should that kind of auditing become necessary.

– Build report for EIB load. In this case, building the EIB report included specific locations. This allows the client to run this report and build the EIB quickly and easily, assuming a template with the Reference ID of the created reason and manual processing on the overview tab have been configured and provided

– Configure an alert, using the business process report created in step 2, that shows anyone who has not completed the questionnaire. In this case, there was a follow up request to show anyone who had not completed the document review step as well and that was configured separately

– Schedule the Yes reports. In this case, Yes reports were scheduled to run every hour of every day for the entire week.

– Validate security for client includes ability to load EIB, mass advance business process, and maintain/create questionnaires as needed

– The client process now looks like this:

• Run EIB report from tenant
• Transfer data from report to configured EIB template worksheet
• Mass advance prior week’s transactions to completion
• Load EIB

– One exception: should the employee have a transaction back-dated to prior to the launch of the questionnaire (a termination, for example) the job change transaction that includes the questionnaire can be corrected or rescinded in order to complete the transaction. Recommendation for the EIB to be loaded on a Sunday (or other non-working abnormal transaction date) for limited impacts to transactions

Case 2: Truck drivers, field workers, office employees

Requirements and configuration were very similar, with the exception that there are two companies and therefore two configurations. In addition, one company required a weekly distribution and the other a bi-weekly distribution, so considerations for that were needed. This client did not want a Yes report scheduled, instead they opted for a notification whenever a Yes was submitted.

At this point in time, both clients are using the process successfully and for several weeks without issue. The entire configuration requires approximately 30-40 hours of work, and testing should include scenarios of Yes answers, incomplete questionnaires and documents, mass advance, and conflicting transactions with training and documentation provided to assist clients with maintenance as needed going forward.