All user data including name, manager and leave is automated from Salvos Workday.
Due to this all changes must be made in Workday which flow to Learn overnight.
Terminations
User access including terminations is fully automated out of Workday. As the data comes from Workday, we unable to terminate a worker.
Please submit a query with HR Services via Service Now https://salvationarmyprod.service-now.com/tsaportal or your HR Business Partner to process the termination. Once the staff member is terminated in Workday, this will update in Learn overnight.
Casuals - on leave / no shifts
As all of our data comes directly from Workday, whilst a worker is active in Workday they will be active in Learn.
Please contact HR Services or your HR Business partner 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.
Change of Name / changes to your Salvos email
Please note that 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 can take up to 48 hours.
Changing your own name
To change your own name, you can request this via Salvos Workday. Refer to Salvos Workday user guide or search in Workday, otherwise contact your HR Business Partner for further assistance.
Manager
To change the name of a direct report, please contact your HR Business Partner for assistance.
Incorrect Manager
If you have identified a worker that has an incorrect manager, you can either contact your HR Business Partner or HR Services 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 the Workday, please submit a query with HR Services via Service Now https://salvationarmyprod.service-now.com/tsaportal to discuss making this change. Once this is updated in WD, it will update in Learn overnight.
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.
For rehires, as their existing Learn account is reactivated, it means the worker doesn’t have to re-do any once-off programs, or any certifications that are currently still within their certification period.
Rehires 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 rehired, 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 complaint with training.