Skip to main content

Oregon State Flag An official website of the State of Oregon »

Oregon Department of Human Services Search Site

Workday Learning: Information for Affiliation Managers

Workday Support for Affiliation Managers

Affiliation Managers help people in their organization complete state-offered training using the state's Workday Learning platform.

OverviewBecome an Affiliation ManagerJob aidsFrequently asked questionsInformation for partners

Overview

Oregon Department of Human Services (ODHS) has set up a tiered support system to assist learners in finishing their required state training. Extended Enterprise Learners (EELearners) will now have local support available to answer their training questions. This help will be provided by people with a higher role in Workday Learning - known as Affiliation Managers.

Tier 1 Affiliation Managers are employees from partner organizations who may work directly with staff members needing help with Workday Learning. This help can include requesting and approving accounts, resetting passwords, assigning and reporting on training and creating certificates and transcripts. If a Tier 1 Affiliation Manager needs additional support, they will contact their upstream Tier 2 Affiliation Manager.

If the Tier 1 Affiliation Manager is unsure of who their Tier 2 resource is, they can contact their appropriate program resource.

Become an Affiliation Manager

Follow these steps to become an Affiliation Manager for your organization:

  1. Talk to your supervisor or manager about the role, if appropriate
  2. Contact your upstream Tier 2 Affiliation Manager
  3. Get enrolled in the required training program
  4. Complete the program
  5. Let your upstream Affiliation Manager know when you complete the training
  6. You will be assigned the Affiliation Manager role in Workday

Job aids

Use the table below to find job aids referenced in the ODHS Affiliation Manager training program. Some job aids have equivalent knowledge articles from the Workday Learning system.

Frequently asked questions

Usually, the person who linked you to your Tier 1 Affiliation Manager training is your upstream Affiliation Manager or Affiliation Management Team. If you're not sure who that is, reach out to ​your agency contact or the appropriate program resource​.

​If your organization already has their sub-affiliation and support structure in place, refer to the Create EELearner Accou​nt - Affiliation Manager Perspective job aid. If your organization doesn’t have​​ a sub-affiliation, contact your upstream Affiliation Manager​ for help in establishing ​one.​

Usernames in Workday are not case sensitive and follow one of the two formats:

  1. If created before June 9, 2023, they start with 'EEL' and are followed by six numbers, like 'EEL123456'.
  2. If created after June 9, 2023, they are the email address associated with the account.​

Th​ere are two possible reasons:

  1. They may not have a Workday account. If not, refer them to the Create an EEL​earner Account​ job aid.
  2. They are in the wrong sub-affiliation and you can't ​edit their profile. Refer to the "Using Your Affiliation URL to Move an Existing EEL Account" section of the Locating and Managing EEL Accounts knowledge article.

Contact your upstream Affiliation Manager if you need additional assistance.​

Refer to the "Using Your Affiliation URL to Move an Existing EEL Account" section of the Locating and Managing EEL Accounts knowledge article.​

Contact your upstream Affiliation Manager if you need additional assistance.

​​​​​If they aren't logged in to Workday, refer them to the Naviga​tion for Wor​kday​​​ job aid.

If they are logged in​, have them search for keywords 'general navigation' in the top search bar. They'll find the 'General Learning Navigation' knowledge article in the Art​icle section of the ​search results.​

​Send them to the Workday Learning Information for Partners and Providers page to find resources to help ​them cre​ate an account and answers to common questions.​

Yes, Workday ​security requires a new pa​ssword every 90 days.​

​​​Yes. If the account is still active, they can follow the instructions in the job aid Password Reset – Self-Serve Option​. ​

If they try this and it doesn’t work, the account may have been inactivated – at which point they need to contac​t their Affiliation Manager to first reactivate their account.

Your coworker will likely use these instructions to request account reactivation support​. 

Send your coworker the self-registration URL for your organization. When they enter their information, it is ​ important that they use the same email address used in the inactivated account. If they can’t recall the email address or if they’re joining you from another organization, you may need to work one-on-one with them.

What happens after they submit the form depends on the email they entered and where their old account is located.

You approve it directly: email matched and you support their sub-affiliation.

  • The email matches their inactive account.
  • Their inactive account is in a sub affiliation you manage.
  • You receive a Workday inbox notification to approve.
  • After you approve, their old account is reactivated.

You approve it directly: email does not match.

  • The email does not match the inactive account.
  • Workday treats this as a request for a new account.
  • You receive a Workday inbox notification to approve.
  • After you approve, a new account is created (not connected to their old records).

Someone else approves it: email matches + account is not in your sub affiliation

  • The email matches their inactive account.
  • Their inactive account is not in a sub affiliation you manage.
  • Your upstream Affiliation Manager will receive the approval request.
  • They will reactivate the old account once they approve.
  • Contact your upstream Affiliation Manager if you have questions or need faster processing.

Guide them to the video called How to Access Learning that has been Assigned to Me. ​It explains how to find their assigned training in their Workday Learning dashboard.

​​Refer them to ​t​he short Enrolling in a Digital Course​ video. Step-by-step instructions are also available below the video.

​Note that Workday refers to on-demand, eLearning courses as "digital courses".

​

Refer them​ to ​the​ short video Enroll in an Instructor-Led Course​. Step-by-step instructions are also available below the video.​

​​​​​Refer the​m t​o the ​Drop My Enrollment knowledge article for ​instructions.​

​If the course isn't working as it should, reach out to your upstream Affiliation Manager for help. When you contact them, make sure to provide:

  1. Your coworker's name and Workday u​sername.
  2. The exact course name from Workday (since there may be similar names)
  3. Include a screenshot of the error your coworker receives and a description of the issue

The ​Certificate of Completion knowledge article will walk them through how to print their certificate.

They probably have more than one Workday account. It's crucial for learners to maintain a single account because t​​raining records cannot be merged across multiple accounts. Work with them to download the necessary transcripts and deactivate all but one account​

  1. On the Workday home page, type "transcript" into the search bar.
  2. Select "My Transcript" from the Tasks​ and Reports section​ in the search results.
  3. Once on the transcript page, click on ​​the PDF icon near the upper, right corner to save or print the tran​script.​​

Workday provides reports to help Affiliati​on Managers keep track of their organization's training. You can find step-by-step instructions on how to access and generate these reports in the ​Reports an Affiliation Manager Can Run job aid.​​

​iLearn records can no longer be merged with Workday Learning records.​

​

Looking for EELearner resources to share with coworkers? Visit the Workday Learning Information for Providers and Partners page.