All user data, including name, manager and leave, is automated from Salvos Workday.
Due to this, all changes must be made in Workday, which flows to Learn overnight.
Terminations
User access, including terminations, is fully automated out of Workday. As the data comes from Workday, we are unable to terminate a worker.
Please submit a query with the People Solutions Centre via Service Now https://salvationarmyprod.service-now.com/tsaportal or by calling 1300 650 095 to process the termination. Once the staff member is terminated in Workday, this will update in Learn overnight.
Staff on Leave
Access to Learn is automated from Salvos Workday, which is the source of all user data for training assignments and compliance reporting. With approval from People and Culture, staff who are on an approved Leave of Absence (LoA) in Workday are automatically removed from mandatory training requirements in Learn.
For further assistance or clarification with placing your staff on leave or leave in general, please speak with the P&C People Solutions Centre by calling 1300 650 095 or submit a query with the team via Service Now https://salvationarmyprod.service-now.com/tsaportal. Alternatively, refer to the Submit leave of absence (including parental leave) step guide.
Casuals - on leave / no shifts
As all of our data comes directly from Workday, while a worker is active in Workday, they will be active in Learn.
Please contact the People Solutions Centre for assistance; they may be able to provide a solution other than termination, including placing the staff member on Leave of Absence - Miscellaneous leave. Once a worker is on a Leave of Absence, they will automatically be removed overnight from their training requirements.
Rehires / Learn Account Reactivation
When a worker is rehired or returned to service, they will have their Workday ID reused, and their related Learn account reactivated on their position start date. Due to this, any previous training history is maintained, including any due dates for training, which may not reflect the standard dates given to a new hire.
For example, when a previous due date already exists in Learn, and the worker is reactivated, the original due date is maintained, resulting in a due date that may be in the past.
As their existing Learn account is reactivated, it means the worker doesn’t have to redo any once-off programs or any certifications that are currently still within their certification period.
Workers should be given four weeks to complete their outstanding training on reactivation, irrespective of due dates within Learn.
Manager Responsibilities
Managers are notified via the Learn Helpdesk when a worker with overdue training is reactivated. Managers are then responsible for advising their rehires about their training obligations and due dates.
Overdue Learn Notifications
Please be aware that, as training due dates may be in the past, you and your worker may receive overdue notifications. We have no way of disabling these messages for individual workers or managers, so please disregard those overdue messages, as workers have four weeks to become compliant with training.
Change of Name / changes to your Salvos email
Please note that a change of email / username will not happen automatically. Once you change your legal name, you must contact the IT Helpdesk to have your username (UPN) & email address updated. The changes will need to sync with Workday and then with Learn, so it can take up to 48 hours.
Changing your own name
To change your own name, you can request this via Salvos Workday. Refer to the Salvos Workday user guide or search in Workday; alternatively, contact the People Solutions Centre for further assistance.
Manager
To change the name of a direct report, please contact the People Solutions Centre for assistance.
Incorrect Manager
If you have identified a worker who has an incorrect manager, you can contact the People Solutions Centre for them to update Workday as necessary.
Dual Manager
Whilst you are a joint manager of your site within Workday, other Salvos systems like Learn are only able to receive one manager, and by default, Workday uses the first name to alphabetically assign the manager. Leaders who are joint managers do have the ability to set which Leader is to be the manager on Workday. Once updated in Workday, this Leader will then receive all IT approvals and LEARN notifications.
As this change will need to be made within Workday, please reach out to the People Solutions Centre via ServiceNow https://salvationarmyprod.service-now.com/tsaportal or by calling 1300 650 095 to discuss making this change. Once this is updated in WD, it will update in Learn overnight.