Summary

To get time off balances for a whole region that managers can use for coverage planning, you can create a custom report and ensure proper security access.

Build a custom report for managers to view time off balances for their organizations. Use data sources such as "Workers for HCM Reporting," "Workers by Organization," or "My Direct and Indirect Workers." Include fields like "Time Off Plan" and "Time Off Balance." For projected balances, create a custom report with a built-in date prompt or a "Lookup Value as of Date" calculated field. This report can be enabled on the time off worklet or embedded in the manager approval step.

Ensure managers have view access to the "Worker Data: Time Off (Time Off Balances)" domain, and potentially the "Worker Data: Time Off (Time Off Balances Manager View)" domain. When configuring the report, set the default for the Organization row to "Determine default value at runtime" and the default value to "Top Supervisory Organizations Managed by Current Worker" to automatically default to the manager's top supervisory organization.

Retrieved From Workday Documentation

From Customers

To get time off balances for a whole region that managers can use for coverage planning, consider the following approaches:

1. Create a Custom Report for Manager Visibility

   • Build a custom report for managers to view time off balances for their entire organizations
     1.
   • Use data sources such as "Workers for HCM Reporting"
     2.1, "Workers by Organization"
     1, or "My Direct and Indirect Workers"
     3.1 to pull in time off balance information for the team or organization. The "My Direct and Indirect Workers" data source can help avoid prompts and provide all levels of workers without requiring managers to select each supervisory organization
     3.1.
   • Include fields like "Time Off Plan" and "Time Off Balance"
     1.
   • To allow managers to see projected balances as of a specific date (e.g., year-end), create a custom report with a built-in date prompt (e.g., 12/31/current year)
     4.1,
     4.2. This report can be enabled on the time off worklet or embedded in the manager approval step
     4.1,
     4.2.
   • You can create a "Lookup Value as of Date" calculated field that pulls the time off balance at a specific date, allowing the user to input the desired date
     2.1.

2. Address Security for Manager Access

   • Ensure that managers have appropriate view access to the "Worker Data: Time Off (Time Off Balances)" domain. Some organizations also include managers for the "Worker Data: Time Off (Time Off Balances Manager View)" domain
     1,
     1.1.
   • When configuring the report, in the Prompts tab, you can set the Default Type for the Organization row to "Determine default value at runtime" and the Default Value to "Top Supervisory Organizations Managed by Current Worker" to automatically default to the top Supervisory Organization managed by the logged-in worker
     3.3.