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:
- Talk to your supervisor or manager about the role, if appropriate
- Contact your upstream Tier 2 Affiliation Manager
- Get enrolled in the required training program
- Complete the program
- Let your upstream Affiliation Manager know when you complete the training
- 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
The space ODHS | Temp Affiliation is a temporary location for partners and providers. If a member of your team is currently in ODHS | Temp Affiliation, it is important to move them to your organization’s affiliation or the affiliation of the ODHS Program through which you provide services (like APD or ODDS). Please contact your
upstream Affiliation Manager if you have questions on how to do this.
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.
Usernames in Workday are not case sensitive and follow one of the two formats:
- If created before June 9, 2023, they start with 'EEL' and are followed by six numbers, like 'EEL123456'.
- If created after June 9, 2023, they are the email address associated with the account.
There are two possible reasons:
- They may not have a Workday account. If not, refer them to the Create an EELearner Account job aid.
- They are in the wrong sub-affiliation and you cannont 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 Navigation for Workday 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 Article section of the search results.
Yes, Workday security requires a new password 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 contact their Affiliation Manager to first reactivate their account.
Send your coworker the self-registration URL for your organization. When they enter their information, it is very important that they use the exact same email address used in the inactivated account. When the new account request is reviewed, the system will identify the existing (inactivated) account with the matching email address – and the account will be re-activated.
Refer them to the short Enrolling in a Digital Course video. Step-by-step instuctions are also available below the video.
Note that Workday refers to on-demand, eLearning courses as "digital courses".
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:
- Your coworker's name and Workday username.
- The exact course name from Workday (since there may be similar names)
- Include a screenshot of the error your coworker receives and a description of the issue
They probably have more than one Workday account. It's crucial for learners to maintain a single account because training records cannot be merged across multiple accounts. Work with them to download the necessary transcripts and deactivate all but one account
- On the Workday home page, type "transcript" into the search bar.
- Select "My Transcript" from the Tasks and Reports section in the search results.
- Once on the transcript page, click on the PDF icon near the upper, right corner to save or print the transcript.
Workday provides reports to help Affiliaton 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 Oregon records can no longer be merged with Workday Learning records.