Setup Considerations: Collective Agreements

What It Is

In Workday, you can assign collective agreements to employees to determine their workplace conditions and the duties of the employer as defined by union negotiations.

Business Benefits

To reduce manual effort and help you comply with regulatory requirements, you can use collective agreements to determine these conditions for an employee:

Duration of notice periods and probation periods.

Eligibility for allowances and benefits.

Eligibility for time off and absence plans.

Minimum weekly working hours.

Minimum base pay.

You can configure eligibility rules that can help identify which collective agreements you can assign to employees. You can also schedule collective agreement reviews, streamlining the process of monitoring and updating employee collective agreement assignments.

You can save time and improve data accuracy by defaulting compensation on job requisitions and the communication of collective agreement details in job postings.

Use Cases

In addition to assigning collective agreements to each employee's position, you can:

Define collective agreements on job requisitions and evergreen requisitions.

End or update collective agreement assignments for employees when unions renegotiate collective agreements.

Report on employees with collective agreements.

Restrict collective agreements to certain countries or locations.

Create eligibility rules that identify applicable collective agreements for the employee.

Schedule collective agreement reviews.

Questions to Consider

Questions	Considerations
Do you want to restrict the collective agreement to a certain country or location?	You can restrict a collective agreement to a country or location when you create collective agreements to prevent inaccurate assignments.
What criteria determines an employee's collective agreement?	You can create eligibility rules to determine an employee's collective agreement based on factors such as an employee's job profile. If an employee is only eligible for 1 collective agreement, the collective agreement populates when you assign it. If an employee is eligible for more than 1 collective agreement, you can select an eligible collective agreement. If you use eligibility rules, we recommend that you also restrict collective agreements to countries or locations to prevent inaccurate assignments.
What factor options apply to the classification factors for each collective agreement?	You can configure factor option combinations for 5 classification factors to define conditions of employment. The classification factors include: Area Class Coefficient Group Level Position Professional Category Rating Step Example: You configure Blue Collar for the Professional Category factor and 140 for the Coefficient factor. You also configure Blue Collar for the Professional Category and 145 for the Coefficient factor as another combination. If you select a factor option from a unique combination when assigning collective agreements, Workday populates the other factor options.
Do you want to use collective agreements in the Change Job business process guided view?	If you're using the consolidated template for the Change Job business process, you can configure the Assign Collective Agreement (Consolidated Template) step on the business process. This step enables you to update collective agreement data and populate compensation data in a guided view. To display the Assign Collective Agreement subprocess in the simplified Change Job user interface, on the Maintain Change Job Templates task, select the Enable Enhanced User Interface check box for templates that include the Assign Collective Agreement subprocess. If you're not using the consolidated template for the Change Job business process, you can configure the Assign Collective Agreement step. Workday cancels the collective agreement event after you submit a job change for a worker with a collective agreement when you don't update the collective agreement information or change the collective agreement.
Do you want to use collective agreements in the Employment Agreement business process guided view?	You can configure the Pre-Hire Collective Agreement Details subprocess in the consolidated template for the Employment Agreement business process. This setup enables you to update collective agreement data and populate compensation, probation period, and notice period data in a guided view.
Do you want to autocomplete collective agreement assignments in staffing business processes?	If you're using Recruiting, you can configure the Initiate Pre-Hire Collective Agreement Details step on the Employment Agreement business process and enable autocomplete for the event. If you enable autocomplete for the event, the employee must meet an eligibility rule that populates the collective agreement to complete the event. You can configure the End Collective Agreement Assignment step on the Termination business process and enable autocomplete for the event. This step autocompletes if the termination date is the same as the collective agreement end date.
Do you want to schedule collective agreement reviews?	You can enable the Collective Agreement: Review field on the Staffing area in the Maintain Localization Settings task. You can then add security group to the Assign Collective Agreement on Collective Agreement Review Date initiating action on the Assign Collective Agreement business process policy to specify who should receive the Assign Collective Agreement task on the review date. If you enter a collective agreement review date when assigning a collective agreement to a worker and specify a security group on the Assign Collective Agreement business process policy, Workday automatically assigns an Assign Collective Agreement event to the members of the security group when the review date is reached. If you don't specify a security group on the Assign Collective Agreement business process policy, the Assign Collective Agreement event routing will go unassigned.

Recommendations

Workday recommends that:

You configure the Assign Collective Agreement
and End Collective Agreement Assignment
steps on available business processes to streamline data.

If you're not using eligibility rules, hide the

Eligibility Rule

field on collective agreement tasks to improve user experience.

Requirements

If you have collective agreements with classification factors, you must set up factor options.

Limitations

You can only add 5 classification factors to a collective agreement.

Tenant Setup

No impact.

Security

Domains	Considerations
Candidate Data: Offer Details in the Recruiting functional area.	Provides access to the offer details of a candidate.
Employment Agreement: Collective Agreement in the Pre-Hire Process and Recruiting functional areas.	Provides access to collective agreement data in employment agreements.
Pre-Hire Data: Employment Agreement in the Pre-Hire Process and Recruiting functional areas.	Provides access to Employment Agreement Data for Pre-Hires.
Self-Service: Collective Agreement Information in the Staffing functional area.	Provides users access to their own collective agreement data.
Set Up: Collective Agreement Rules in the Staffing functional area.	Provides access to collective agreement eligibility rules.
Set Up: Collective Agreements in the Staffing functional area.	Provides access to collective agreement setup.
Worker Data: Collective Agreements in the Staffing functional area.	Provides access to collective agreement data for employees.

Business Processes

Business Processes	Considerations
Assign Employee Collective Agreement	Enables you to assign a collective agreement to an employee. You can streamline collective agreement assignments by configuring the Assign Collective Agreement step on these business processes: Add Additional Job Change Job Hire If you’re using the consolidated template for the Change Job business process, Workday recommends that you configure the Assign Collective Agreement (Consolidated Template) step instead. If you rescind or cancel an automatically generated Assign Collective Agreement event, Workday won't trigger a new event for that specific collective agreement assignment and review date.
End Collective Agreement Assignment	Enables you to end collective agreement assignments for an employee. You can configure the End Collective Agreement Assignment step on the Termination business process to end collective agreement assignments for employees you plan to terminate.
Pre-Hire Collective Agreement Details	Enables you to maintain collective agreement details for the Initiate Pre-Hire Collective Agreement Details step on the Employment Agreement business process. Enables you to specify collective agreements and factors when creating evergreen requisitions and job requisitions when made a subprocess of these business processes: Create Evergreen Requisition Create Job Requisition Edit Evergreen Requisition Edit Job Requisition The collective agreement information that you define on the job requisition will be flowed into the Collective Agreement step on subsequent staffing processes. Example: Employment Agreement.

Reporting

Reports	Considerations
Collective Agreement Report	Use to view a summary of the details for a collective agreement and the number of assignments. The effective date is based on the assignment date.
View Collective Agreement	Use to view details such as location restrictions and eligibility rules for a collective agreement.
View Collective Agreement Factor Options	Use to view the factor options for a classification factor.
Employees Covered by Collective Agreements	Use to view employees with collective agreement assignments.

You can use the

All Collective Agreements

report data source to create custom reports.

You can add a custom report to the Approval
and Review
steps on the Assign Employee Collective Agreement
business process to provide additional data for users completing these steps.

Integrations

Use these web services to upload collective agreements, eligibility rules, and collective agreement assignments in bulk:

Assign Employee Collective Agreement Event

End Collective Agreement Assignment

Put Collective Agreement

Put Global Staffing Eligibility Rule

Use these web services to retrieve collective agreements and eligibility rules for collective agreements:

Get Collective Agreements

Get Global Staffing Eligibility Rules

Use these web services to specify collective agreements and factors when creating job requisitions and evergreen requisitions:

Create Evergreen Requisition

Create Job Requisition

Edit Evergreen Requisition

Edit Job Requisition

Connections and Touchpoints

Features	Considerations
Absence	You can configure absence rules and calculations based on collective agreements to determine the absence plan for employees. Workday recommends that you also consider collective agreements assigned midperiod for rules and calculations.
Benefits	You can configure benefit eligibility rules based on collective agreements to determine the benefit plan or rate for employees. When you change collective agreement assignments, benefit elections don't automatically change.
Compensation	You can configure base pay tables with compensation grade steps to determine base pay for a collective agreement assignment. You can also create compensation eligibility rules based on collective agreements to determine compensation for employees. When you change collective agreement assignments, compensation assignments don't automatically change.
Notice Periods Probation Periods	You can create eligibility rules based on collective agreements that determine probation periods and notice periods for employees.
Payroll (AUS)	If you use Workday Payroll for Australia, you can map collective agreement factor options with class report fields to create appropriate payroll calculations, reporting, and custom payslips for each employee.
Payroll (FRA)	If you use Workday Payroll France, you can map collective agreement factor options to DSN rubric values to identify appropriate payroll calculations and reporting for each employee.
Time Tracking	You can create eligibility rules based on collective agreements to determine how Workday calculates working time.
Unions	You can associate a collective agreement with a union.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.