Workday introduces new words into the work place. For a list of legacy system terms that have new names in Workday, please visit We Call It/Workday Calls It. If you have suggested additions to this list, please email them to firstname.lastname@example.org.
Commonly Used Workday TermsA handful of the most used Workday terms you might encounter. For a complete list of useful Workday, navigation, and functional area terms, please scroll down.
|Worktag||Keywords that you can assign to transactions and supporting data to make their business purposes clear and establish common relationships through classification. You can find information more easily, filter searches down to focused results, and analyze information in aggregated and summarized reporting by business dimension.||CROSS|
|Wet Signature||A signature on the hard copy of a document indicating the signer's intent to agree or to approve its content.||CROSS|
|Foundation Data Model (FDM)||Process and policy that will allow NSHE and its member institutions to consolidate their financial information within Workday, maintain compliance with accounting rules and laws, and produce detailed financial reports. The FDM includes but is not limited to what today is commonly referred to as the "Chart of Accounts." It also includes data elements - or what Workday calls "worktags" - attached to financial transactions when they're entered or generated.||CROSS|
|Business Process||A sequence of one or more tasks that accomplishes a desired business objective (e.g., hiring an employee, paying an invoice).||CROSS|
|Cancel (business process)||An action you can take on a business process. This stops the workflow in progress and reverses any changes made to Workday data. It is also a securable action in a business process security policy. You may need further approvals to cancel a business process.||CROSS|
|Correct (business process)||An action you can take on a business process. Correcting a business process changes a specification or data in the workflow while in progress. It is also a securable action in a business process security policy.||CROSS|
|Data Source||A particular set of business object instances for reporting purposes. A data source is similar to a database view, except it is more flexible in two key areas. First, a database view always returns a flattened out tabular data structure, whereas a data source can return hierarchical data structures. Second, a database view requires that technical staff manually join related tables together, while a data source automatically allows reportable access to all business objects related to those in the data source.||CROSS|
|Delegation (business process)||The ability of an employee to assign steps of a business process to another person to complete on their behalf; for example, managers may delegate certain tasks to their administrative assistants. Delegation may be temporary and not all steps may be delegated. Requesting a delegation change is a business process that may require approvals and may or may not be included in your organization's configuration.||CROSS|
|Deny (business process)||An action you can take on a step within a business process. Now, the business process can no longer proceed to the next step. In some cases, the entire business process may be terminated, and all Workday data restored to its state before the business process started. The ability to deny a business process may depend on your system permissions.||CROSS|
|Employee Self Service (ESS)||Functionality within Workday that allows employees to access and manage their personal HR, benefits and payroll records.||CROSS|
|Go Live||The date on which we'll "turn off" our legacy systems across NSHE and our institutions and "turn on" Workday. For NSHE, Go Live is October 2017.||CROSS|
|Initiator||The user that initiates the business process instance.||CROSS|
|(Data) Integrations||Process that connects the different, often dissimilar data from our assorted legacy systems, so that the data in each one becomes part of our new Workday system.||CROSS|
|Legacy System/Legacy Data||The systems NSHE institutions have used up until Workday, and the data stored in them. After the conversion and validation processes, this data is migrated into our Workday configuration.||CROSS|
|Organization||Grouping used to organize people, resources, workers and other organizations. Organizations can be defined for application uses like defining departmental hierarchies, project teams, etc. They can also be used to define cost centers and geographic or regional reporting structures. Types of organizations include Supervisory Organizations and cost centers.||CROSS|
|Rescind (business process)||An action you can take on a business process to completely reverse all changes made to Workday data in a completed business process. A task must be "Successfully Completed" to perform this action.||CROSS|
|Roles||A group of people with specific responsibilities and permissions. When a business process runs, the role for each step includes all of the workers in that role in the business process target organization.||CROSS|
|Security Group||A collection of users, or a collection of objects that are related to users. Allowing a security group access to a securable item in a security policy grants access to the users associated with the security group.||CROSS|
|Task||An action you must take in a business process, unless you reassign or delegate the task. Ex. Notifications or Inbox alerts are triggered by steps in a business process.||CROSS|
|Test Scenarios||Pre-defined scripts designed by our Project Team used during the testing process to thoroughly test our data validation, conversions, integrations, Business Processes and Workday configuration. Results will generate feedback on what is working well as designed and what we need to adjust.||CROSS|
|(Data) Validation||The process our campuses and iNtegrate 2 Project Team completed to clean up and correct our legacy data, to ensure it will function properly and efficiently within our newly configured Workday system.||CROSS|
|View (business process)||A feature within a business process enabling you to see its status and report on it. This is a securable item in a business process security policy.||CROSS|
|Worklet||A compact app displayed as an icon on an employee's Workday Home page. Worklets provide easy access to tasks and information employees use on a regular basis. Workday's pre-configured worklets also now include views, actions and analytics, and customizable menus and announcements. Some popular worklets include "Pay," "Personal Information," "Benefits," and "Time Off."||CROSS|
|Worktag||Keywords assigned to transactions and supporting data to make their business purposes clear and establish common relationships through classification. You can find information easier, filter searches down to focused results, and analyze information in aggregated and summarized reporting by business dimension.||CROSS|
|Designees||Employees from across NSHE and its institutions who are expert business, human resources and IT professionals with the highest level of proficiency and knowledge in their functional areas. They also have knowledge of industry best practices. Designees are playing critical roles in designing and testing the iNtegrate 2 implementation of Workday.||CROSS|
|Tenant||A self-contained instance of Workday.||CROSS|
|Grants Management||In Workday, a full lifecycle contract management application built on a cost accounting and billing engine. It provides you with the grant management tools to process your award business, along with non-programmatic activities after a grant is awarded.||FIN|
|Supervisory Organization||Grouping of employees into a management hierarchy required within Workday HCM. It provides structure for how employees are hired and organized. Departments may have multiple supervisory organizations (one per unique manager). All employees must belong to a supervisory organization and each supervisory organization must have a manager. The manager does not belong to the same supervisory organization that they manage, but instead generally belongs to the Supervisory Organization directly superior to the one s/he manages.||HCM|
|Human Capital Management (HCM)||Workday's HCM application unifies Human Resources, Benefits, Talent Management, Recruiting, Payroll, and Time Tracking into one system-of-record. These practices provide specific competencies and are implemented in three categories: workforce acquisition, workforce management and workforce optimization||HCM|
Complete List of Workday Terms
|Home||Directs you back to the home page. Your home page is your default page containing worklets, search, and your profile photo main menu. ||Employee|
|Main Menu||The main menu displayed on the home page that displays your profile photo with a blue icon for pending Notifications and a red count icon for Inbox items, and these menu options:|
• View Profile - displays your worker profile.
• Home - displays the Home landing page.
• Inbox - displays a count for your action items and takes you to your Inbox.
• Notifications - displays a count for your new notifications and takes you to your Notifications page.
• Favorites - a configurable list of favorite tasks, reports, business objects, and custom and shared custom reports available to you, sorted by category (secured to the Favorites domain in the System functional area). Use the Manage Favorites task to configure this list.
• W: Drive - a virtual drive where you can store generated reports (secured to the W: Drive domain in the System functional area). This is not a mapped drive on your computer.
• Documentation - links to the Workday Documentation on Workday Community secured to the Workday Documentation Link domain in the System functional area. Not recommended for self-service users.
• My Account - provides access to these account management tasks:
- Change Password
- Change Preferences
- Manage Password Challenge Questions (if enabled)
- Switch Accounts (if you are a delegate)
• Sign Out
|Search||A field on the home page that enables you to find tasks, reports and people within your organization. Search allows you to narrow results by categories including Common, Organizations and All (all of your organization). Search also allows you to filter results by specified criteria.|
Ex. If you select the Find Jobs task you can sort results by Organization, Location, Worker Type etc.
|Workday Logo||Displays your home page. This icon can also be used to navigate back to your home page.||Employee|
|Actions and View||Buttons to commonly grouped tasks and reports. Accessed through worklets.||Employee|
|Add Account Button||A clickable button from Payment Elections in the Pay worklet that lets you add an account. Ex. Adding a direct deposit account.||Employee|
|Add Button||A clickable button that lets you add additional information to any task.||Employee|
|Alert Message||Soft warning message that alerts you about system limitations based on configuration. This message enables you to continue your work without resolving the issue.||Employee|
|Arrow||A clickable icon that opens the page to additional areas that can be edited.||Employee|
|Attachments Icon||A clickable icon that lets you attach pdfs, word and excel documents to a task.||Employee|
|Back Button||A clickable button that returns you to the previous page.||Employee|
|Calendar||A clickable icon that opens a calendar to select a date.||Employee|
|Cancel Button||A button that disregards a change.||Employee|
|Change Account Button||A clickable button from the Payment Elections in the Pay worklet you can change your account information.||Employee|
|Change Payslip Printing Election Button||A clickable button where from the Pay worklet you can change your payslip printing election.||Employee|
|Chart||A clickable icon used to view a report as a chart.||Manager|
|Comments Icon||A clickable icon used for you to leave comments for yourself and/or other users of a particular page or task.||Employee|
|Configure Worklets||A clickable icon on the home page where you can configure the worklets that appear on your home page. Pending on your organization's configuration, some of these worklets are required, while others are optional. This icon can also be used a Settings icon.||Employee|
|Continue Button||A clickable button that advances you to the next page or the next step in your tasks process.||Employee|
|Delete Row||A clickable icon that removes the current row from a grid.||Employee|
|Details||A clickable icon that opens additional information relating to your task.||Employee|
|Done Button||A button that closes a confirmation screen.||Employee|
|Edit Icon||A clickable icon that enables the user to add and remove information on the page.||Employee|
|Error Message||Hard warning message that alerts you when there is a critical error. An error must be corrected to move forward in a process or to enable your configuration.||Employee|
|Excel||A clickable icon used to view a page as an Excel file. This can be restricted using the domain Export to PDF and Excel.||Manager|
|Filter||A clickable icon used to narrow down data. Clicking this icon will create a row on your report where you filter data to display from one or more columns.||Employee|
|Guide Me Button||Allows you to walk through a business process like Change Job through the Guide Me feature.||Employee|
|Home||Located at the top left corner of the page, indicating which page you are currently working in.||Employee|
|Location, Phone, Email Icons||Located in the Worker Profiles. Location is location of the worker, email is email address of the worker and phone is the phone number the worker has on file.||Employee|
|More Button||A button that displays several additional choices based on the business process.||Employee|
|My Account Preferences||Account information located in your main menu. Allows you to alter certain account information such as: Change your password, preferences, and manage your password questions.||Employee|
|Next Button||A clickable button that advances you to the next page or the next step in your tasks process.||Employee|
|OK Button||A clickable button to accept your changes.||Employee|
|Open Button||A clickable button to open the desired task.||Employee|
|A clicakable icon used to view a page as a printable PDF file. This can be restricted using the domain, Export to PDF and Excel.||Employee|
|Plus icon||A clickable icon to add a row to the current grid.||Employee|
|Progress Bar||The bar tracks your progress working through a task. Allowing you to move forward or return to a previous page within the task.|
|Prompt||A clickable icon that will present a list of options for a specific field. ||Employee|
|Related Actions||A clickable icon that enables the user to perform additional actions for an object. Possible actions include viewing your current benefit elections, editing your contact information, and requesting time off.||Employee|
|Remove Button||A clickable icon that deletes an area.||Employee|
|Request Time Off Button||A clickable button to request time off from the Request Time Off worklet.||Employee|
|Required Field Indicator||A field with an asterisk indicates that you must enter a value for this field before saving or submitting the page.||Employee|
|Save Button||A clickable button to save the item you may be working on.||Employee|
|Save for Later Button||A button that saves the item in your Inbox until action is taken.||Employee|
|Sign Out Button||A clickable button to sign out of the Workday system.||Employee|
|Social Networks||A clickable icon to link directly to a social network site.||Employee|
|Submit Button||A clickable button to accept your changes and move you to the next step in the business process.||Employee|
|Tag||A clickable icon to put a worker(s) into a selected talent pool.||Employee|
|View Team||A clickable icon to link directly to an organized chart of your team and organization. Can be accessed from the Worker Profile.||Employee|
|Phone, Skype, Email Icons||Located in the Worker Profiles. Email is email address of the worker, phone is the phone number, and skype is the username that the worker has on file.||Employee|
|Benefits||A worklet linking you to common actions and views related to benefits including; change benefits, beneficiaries, and dependents. View your benefit elections and current benefits cost.||Employee|
|Career||A worklet linking you to common actions and views related to your career including; refer candidates and view your certifications, education, languages, job history, and awards.||Employee|
|Compensation||A worklet linking you to common actions and views related to compensation including, comparing a direct report’s pay and salary range to others on the team. Use this worklet for your team to request one-time payments, stock grants, compensation changes, and view their compensation history.||Manager|
|Dashboards||A worklet containing key management reports and actions.||Manager|
|Directory||A worklet linking you to common actions and views related to your organization's directory. You can view a list of your co-workers, information about other workers in the company, including their work address and phone number. Also view your organizational chart, management chain, and organizations to which you belong.||Employee|
|Expenses||A worklet linking you to common actions and views related to expenses including, creating and editing expense reports, and viewing expense policies, reports, transactions, payment elections, and recent expenses.||Employee|
|Favorites||A worklet containing favorite reports and tasks for easy access.||Employee|
|My Team||A worklet linking you to common actions and views related to your team including, viewing your direct reports and their employment information. Transfer, promote, or change the job of a direct report.||Manager|
|Pay||A worklet linking you to common actions and views related to your pay including, access to withholding elections and payment elections, and viewing payslips, total compensation, bonus and one-time payment history, tax documents, and allowance plans.||Employee|
|Performance||A worklet linking you to common actions and views related to performance including, viewing goals, reviews, feedback received, and skills.||Employee|
|Personal Information||A worklet linking you to common actions and views related to your personal information including, changing your contact and personal information (such as addresses, email, and phone numbers), emergency contacts, photo, legal name, preferred name, and government IDs.||Employee|
|Recruiting||A worklet linking you to common actions and views related to recruiting, including, access to common actions and reports related to Recruiting. In addition, see a list of recent requisitions. Depending on your role, you can find candidates, invite candidates to apply, create a job application on behalf of an individual, open your job requisitions, search for requisitions by their status, or search all requisitions by name and search for referrals.||Manager & Recruiter|
|Spend Management||A worklet linking you to common actions and views related to spend management, including, viewing your team’s total spending and its details and viewing team members’ expense reports.||Manager|
|Talent||A worklet linking you to common actions and views related to talent including, managing a succession plan, assessing potential, and giving and getting feedback, and viewing a talent snapshot.||Manager & Recruiter|
|Team Time Off||A worklet linking you to common actions and views related to your team's time off including, managing your direct report’s time off requests, correcting time off requests, and placing employees on leave.||Manager|
|Time||A worklet linking you to common actions and views related to your time, including entering your time and viewing your time off balance.||Employee|
|Time Off||A worklet linking you to common actions and views related to time off; including time off correction, leave of absence, view your time off, and time off balance.||Employee|
|Absence||Workday's term for longer-term leave, such as FMLA or short-term-disability.||N/A||Employee|
|Benefit Event||An event that gives you the opportunity to change your benefit elections. These include staffing changes (such as getting hired or promoted) and life events (such as getting married or having a child.)||N/A||Employee|
|Business Process||A business process in Workday are tasks that you can initiate, act upon, and complete in order to accomplish a desired business objective. Business processes are created using a combination of Actions, Approvals, Approval Chains, To Dos, and/or Checklists. An Action can be a single task or sub process, which is also a combination of Actions, To Dos, and/or Checklists. Within the process, conditions can be defined which will identify whether a step will be initiated. Notifications can also be created to let a Workday user know that a step has begun, completed, or that a particular review response was selected.|
Ex. Business Process includes Hire, Change Job, Request Compensation Change, Terminate Employee etc.
|Compensation Package||A grouping of compensation guidelines (compensation grades, grade profiles) and plans that can be assigned to a set of workers. Compensation Packages provide a quick view of the eligible plans for a particular job or group of employees.||N/A||Employee|
|Contingent Worker||A worker who is not an employee. You can use contingent worker types, such as contractor or consultant, to categorize and track contingent workers in your organization.||N/A||Manager|
|Cost Center||Organization type used to track the financial impact of HR transactions (e.g., new hires terminations||N/A||Manager|
|Employee Type||Designation assigned to employees when they are hired (e.g., staff, student, faculty).||N/A||Manager|
|Event||A transaction that occurs within your organization, such as hiring or retiring an employee.||N/A||Manager|
|Full Time Equivalent (FTE) %||The ratio of a worker's scheduled weekly hours to the weekly hours for the business site. If a worker works 20 hours a week and the business site weekly hours are 40, then the worker's FTE% is 50%.||N/A||Employee|
|Functional Area||A functional area is a group of tasks, reports, and objects. |
Ex. The HCM solution includes functional areas such as Benefits, Talent & Performance, Absence and Manager/Employee self-service. Each of Workday's solutions (like HCM and Financials) is grouped into distinct functional areas.
|Headcount||The number of workers in an organization.||N/A||Manager|
|I-9||An employment eligibility verification. A document all workers must complete to verify the identity and employment authorization of each employee. ||Employee|
|Job Catalog||Collection of user-defined job family groups available for use in hiring and other staffing transactions.||N/A||Manager|
|Job Classification (Group)||Means by which jobs classifications are grouped and maintained.||N/A||Manager|
|Job Category||Designation attached to a job profile that allows the tracking of additional job information.||NA||Manager|
|Job Family||Broad grouping of jobs that perform similar functions. For example, the Information Technology job family holds job profiles related to jobs that perform IT-related tasks.||N/A||Manager|
|Job Level (Hierarchy)||A means to categorize Job Profiles and their associated jobs and positions based on factors upon which compensation can be calculated, such as education, experience, or training. Job Profiles are assigned Job Levels , and those Job Levels are organized into a Hierarchy .||N/A||Manager|
|Job Management Staffing Model||One of two staffing models in Workday. (The other is “ Position Management .”) Within NSHE and its institutions, the Job Management staffing model applies to student workers and adjunct instructors. It includes a single set of hiring restrictions per organization and doesn’t require a specific limit on the number of jobs that can be filled.||N/A||Manager|
|Job Profile||Classification assigned to positions that exist in Workday. It’s similar to legacy job codes, and includes generic features and characteristics of a job/position that uses that profile. It defines features such as pay rate type, federal compliance classifications (EEO, AACP, IPEDS), work shift, and it has the ability to hold information such as qualifications, compensation grade, job description and more. All positions in Workday are required to have a job profile. Job profiles are the most specific element in the job catalog: job profiles make up job families, which make up job family groups.||N/A||Manager|
|Landing Page||Landing pages display a collection of worklets, so that a user is able to quickly view data and perform tasks. Some common landing pages are My Workday, My Workday 2.0, All About Me, and My Team. There are other specialized landing pages, such as dashboard landing pages.||Employee|
|Leave Type||Specific type of leave of absence, such as jury duty or FMLA. Leave type also can specify employee eligibility rules for requesting leave and validation rules for preventing invalid requests.||N/A||Manager|
|Life Event||A benefit event that occurs in the your personal life, such as getting married or having a child.||N/A||Employee|
|Onboarding||Business process that organizations execute from the point at which a job applicant has accepted an offer of employment to the point at which the new employee is productive at work. NSHE and its member institutions currently refer to this as "hiring" and "orientation." It includes benefit enrollment, provisioning activities (assigning office space, user identification and employer property) and orientation (connecting with colleagues and training).||N/A||Employee|
|Open Enrollment Event||A type of enrollment event. This event controls the benefits open enrollment process. Unlike benefit event enrollment, which is triggered by a life event or job change, an open enrollment event applies to an entire employee population.||N/A||Employee|
|Org Chart||A visual depiction of how an organization is structured. It outlines the roles, responsibilities, and relationships between individuals within an organization.||N/A||Employee|
|Performance Review Process||A process where an you receive formal feedback on your performance during a given period of time. This process includes a performance evaluation.||N/A||Employee|
|Pre-Hire||A term used in Staffing to identify individuals (candidates) before employment. Used in Recruiting to identify candidates who are in the Offer or Background Check stage.||N/A||Manager|
|Position||A seat to be filled by an employee. A position must be created or exist before an employee can be hired. The position is created within a Supervisory Organization, given a title and short description and then assigned default attributes such as Employee Type, Job Family and Job Profile that will then transfer over to any employee's job details when they are hired into that position. Vacant positions appear in a Supervisory Organization as unfilled and remain that way until they are either filled or closed.||N/A||Manager|
|Position Management Staffing Model||One of two staffing models supported by Workday. (The other is "Job Management.") Within NSHE and its institutions, the Job Management staffing model applies to professional positions. It allows for different staffing rules and restrictions for each position in the supervisory organization.||N/A||Manager|
|Role||Group of people with specific responsibilities and authorizations needed to perform certain tasks and access data and reports.||N/A||Manager|
|Staffing Event||Any event that changes your position or job, such as a hire, transfer, or promotion. Staffing events usually trigger an opportunity to edit/modify benefit elections.||N/A||Employee|
|Staffing Models||Defines how jobs and positions are created and filled in a supervisory organization. Workday supports two kinds of staffing models: job management and position management.||N/A||Manager|
|Supervisory Organization||Grouping of employees into a management hierarchy required within Workday HCM. It provides structure for how employees are hired and organized. Departments may have multiple supervisory organizations (one per unique manager). All employees must belong to a supervisory organization and each supervisory organization must have a manager. The manager does not belong to the same supervisory organization that they manage, but instead generally belongs to the Supervisory Organization directly superior to the one s/he manages.||N/A||Manager|
|Talent Reviews||A process in Workday that enables you to gather, evaluate, and report on a range of employee talent information such as skills and experience, performance and potential, career interests, and mobility preferences. The configuration of the talent review template, the Talent Review business process, and your security determine which actions employees and managers take during a talent review.||N/A||Manager|
|Team||Used to track projects across supervisory organizations. Team membership is established by directly assigning each worker or by using membership rules.||N/A||Manager|
|W-4||Your withholding allowance certificate. This will inform an employer of how much income tax to withhold from your paycheck.||Employee|
|Worker||A person who is either an employee hired by a company or a contingent worker contracted by a company. ||N/A||Manager|
|Worker Profile||Your continuously updated page which provides a quick view of your experience, skills, education, and projects.||N/A||Employee|
|Worklets||A compact report displayed as a “tile” on your home page, providing easy access to tasks and information you use on a regular basis. |
Ex. Worklets include Pay, Time Off, Personal Information, and Benefits.
|Worktag||Keywords that you can assign to transactions and supporting data to make their business purposes clear and establish common relationships through classification. You can find information more easily, filter searches down to focused results, and analyze information in aggregated and summarized reporting by business dimension.||N/A||Manager|
|Active Candidate||An individual who has applied for a job and is in the process of being considered.||Recruiter|
|Adverse Impact||A question or requirement that may result in unintended discrimination of persons along the lines of a protected trait.|
Ex. A question asked on a requisition may inadvertently yield “yes” answers from all men and “no” answers from all women.
|Applicant Tracking System (ATS)||A software application that enables the electronic handling of recruitment needs. An ATS can be implemented on a large-scale or small business level, depending on the needs of the company.||Recruiter|
|Behavioral Interview||Interviews that are based on the premise that a person’s past performance on a job is the best predictor of future performance. |
Ex. Questions might include: “Tell me about a goal you reached and how you reached it.”
|Candidate||Both prospects and active candidates who have applied to a job.|
|Candidate Funnel||The process of narrowing candidates through several different sources.|
Ex. Elements such as resumes, phone screens, and interviews assist in the process of narrowing down candidates until you’re left with a candidate to whom you can make an offer.
|Candidate Relationship Management (CRM)||Organizing, automating, and synchronizing the attraction, communication, and management of talent.|
Ex. Maintaining communications and reaching out to those who may not be ready to submit a resume.
|Case Interview||An interview in which the job applicant is given a question, situation, problem, or challenge and asked to resolve the situation.|
Ex. Questions might include: “Two members of your team staffed on the same project are constantly fighting. How would you handle this situation?”
|Competency||The ability of an individual to perform a task or do a job properly.||Recruiter|
|Criminal Check||An investigation of a candidate’s criminal history to assess the candidate’s trustworthiness and morality, often conducted by 3rd party vendors.||Recruiter|
|Data Confirmation||Corroboration of information provided on a resume.|
Ex. Dates of employment, degrees earned, accomplishments, etc.
|Disqualification Questions||Questions to which certain answers are mandatory for job performance.|
Ex. Asking an applicant if he or she is willing to travel for a traveling salesman position.
|Drug Testing||A technical analysis of a candidate’s biological specimen (e.g., hair, sweat, urine) to determine the presence or absence of specified drugs. Often conducted by 3rd party vendors.||Recruiter|
|eSignature||An electronic indication of intent to agree to approve the contents of a document.||Recruiter|
|Evergreen Requisition||A requisition for high-volume positions for which candidates are always needed.||Recruiter|
|Job Posting Aggregator||Websites that match job seekers with job openings based on relevance, which is determined by their keyword searches.|
Ex. Indeed.com, SimplyHired.com, GlassDoor.com
|Keyword Search||The most common and default type of searching by entering words or phrases relevant to your topic into the search box.||Recruiter|
|Offer Letter||A job proposal to a candidate that includes such terms as the starting salary, benefits, dates and times, etc.||Recruiter|
|Office of Federal Contract Compliance Programs (OFCCP)||An agency with the U.S. Department of Labor that enforces the contractual promise of affirmative action and equal employment opportunity (EEO) required of those who do business with the federal government.||Recruiter|
|Panel Interview||A candidate is questioned by a team of people at the same time.||Recruiter|
|Passive Candidate||A qualified candidate for employment who is not necessarily looking for work, but may be interested if the right job comes along.||Recruiter|
|Pipeline||A group of candidates that the company would be interested in pursuing when a job opens that fits their skillset.||Recruiter|
|Post||To publish a job requisition to an internal or external website.||Recruiter|
|Pre-Hire||Used in Staffing to identify individuals you are tracking before employment. Used in Recruiting to identify candidates who are in the Offer or Background Check stage.||Recruiter|
|Ranking||Involves imposing relationships among a group of candidates such that for any two candidates, the first is ‘ranked higher than’, ‘ranked lower than’, or ‘ranked equal to’ the second.||Recruiter|
|Reference Check||Investigation that verifies dates of employment, title, and role; if the candidate is eligible for rehire; duties and responsibilities; etc.||Recruiter|
|Resume Parsing||The conversion of a free-form resume into structured information suitable for storage, reporting, and manipulation by a computer.||Recruiter|
|Search Engine Optimization (SEO)||The process of affecting the visibility of a website or web page in a search engine’s search results.||Recruiter|
|Source of Hire||The job posting or recruiting effort that resulted in a hire. This information helps an organization focus on sources that yield higher rates of hire.|
Ex. College recruiting, employee referral, external corporate website, etc.
|Video Interview||A method of conducting a virtual interview with a candidate via video technology.||Recruiter|
|Wet Signature||A hardcopy signature when someone actually signs their name to a document indicating their intent to agree or to approve the contents of a document.||Recruiter|
|Accounting Basis||Method of recognizing revenues and expenses. Under the accrual basis of accounting, revenues are recognized when goods are sold and when services are rendered, regardless of the point in time when cash is received. Similarly, expenses are recognized when goods and services are received, and the difference is the net income figure for a particular period. See also "Cash Basis."||Manager|
|Accrual Basis||Accounting method where revenue is recognized as goods are sold and services are rendered, regardless of the time when cash is received. See also Accounting Basis and Cash Basis.||Manager|
|Ad Hoc Requisition||Request a non-standard good not found in the catalog. If you do not know all of the details, the buyer can fill them in later when processing the requisition.||Employee|
|Appropriation||Accounting to reflect that an organization has placed a reservation on previously unreserved funds. An appropriation enables an agency or department to (1) make spending commitments, and (2) spend money. Except in the case of entitlements, an appropriation determines how many dollars the Federal Government will spend on the program in a fiscal year. The formal federal spending process consists of two sequential steps: authorization, then appropriation. Alternate term: A high-level budget for authorizing organization. See also Authorization.||Manager|
|Authorization||A provision which obligates funding for a program or agency for one year, a fixed number of years, or an indefinite period. Authorization may be for a specific dollar amount, or for "such sums as may be necessary." The formal federal spending process consists of two sequential steps: authorization, then appropriation. See also Appropriation.||Manager|
|Award||Support from sponsors, including grants, contracts, cooperative agreements, gifts, etc. Can come from a range of sponsors including governmental, nongovernmental, foundation, corporate and private funders and grantors. See also Grant and Grants Management.||Employee|
|Basis||Workday allows you to select a basis limit to limit the amount of facilities and administration expenses charged to the award. You may apply the limit to an individual award line or to an aggregation of award lines. For example, if you assign the same basis limit of $25,000 to multiple award lines, you can charge facilities and administration on your award on the first $25,000 of each subcontractor's total expenses.||Employee|
|Bottom Up Budgeting||Budgets prepared by managers of all departments are combined to compute the resource needs for the entire organization. See also Top Down Budgeting.||Manager|
|Budget Book||Usually represents a legal entity, and is the primary entity for recorded business transactions and financial reports. A Workday company equates to a single tax ID within an enterprise. A company is a type of Workday organization.||Manager|
|Budgetary Control||Describes the transaction systems process of executing against established budgets via budget checking.||Employee|
|Cash Basis||A type of accounting where revenues are recognized only when money is received, and expenses are recognized only when money is paid.|
See also Accounting Basis.
|Catalog Of Federal Domestic Assistance (CFDA)||A database that helps the Federal Government track all programs it has funded domestically. Federal programs are assigned a number in the Catalog of Federal Domestic Assistance (CFDA). This number is referred to as the "CFDA number."||Employee|
|Commitment||Accounting that reflects an organization’s desire to acquire something or to earmark a budget early in the process to make other internal stakeholders aware of the intention to spend.|
Established to set aside funds for an expenditure that has not been externally committed. Alternate term: Pre-Encumbrance. See also Commitment Accounting and Obligation.
|Used to recognize future commitments of resources prior to an actual expenditure. Begins with an organizational budget, which is reduced when you make a commitment (sometimes called a pre-encumbrance); for example, when a requisition is approved. The commitment is then liquidated when you make an obligation (sometimes|
called an encumbrance); for example, when you issue a purchase order. When expenditure occurs, the obligation is liquidated; the balance is the unspent (or available) budget.
Alternate term: Encumbrance accounting
See also Commitment and Obligations.
|Company||The output of money from an individual or group to pay for an item or services. You can create your own expense reports. You can also create them on behalf of other workers when delegated, or if you have security access to the Create Expense Report for Worker task. ||Employee|
|Comprehensive Annual Financial Report (CAFR)||Official annual report for a non-federal government entity in the United States; for example, a state or county.|
In addition to a combined, combining (assembling of data for all funds within a type), and individual balance sheet, the following are also presented as appropriate on a combined, combining, and individual basis:
• statement of revenues, expenditures, and changes in fund balance (all funds)
• statement of revenues, expenditures, and changes in fund balances, budget and actual (for government fund types)
• statement of revenues, expenses, and changes in retained earnings (for proprietary funds)
• statement of changes in financial position (for proprietary funds).
|Controlled Budget||Intended to control activities that might cause you to exceed your budget. This implies that a decision to spend will still exist when checking the budget.||Manager|
|Cost Sharing||Cost sharing or matching requirements are common award conditions and refer to the portion of project/program costs not covered by the award, but which are to be paid for by the grantee. Often includes all cash or in-kind contributions the grantee makes to the supported program. Cost sharing requirements may be a set dollar amount, or a percent of the total value of the sponsored activity. Generally, government awards prohibit the use of other government awards as the basis of cost sharing by the grantee.||Employee|
|Direct Costs||Direct costs under a federal award are defined in OMB Circular A-21. A direct cost expense must meet four criteria:|
• Allowable - allowable and unallowable costs are defined in A-21 and in the terms and conditions of a specific award
• Allocable - only expenses which benefit a sponsored activity may be charged to that activity
• Reasonable - costs must reflect what a “prudent person” would pay
• Consistent - costs must be handled consistently and follow the grantee’s internal policies and practices
|Often required by funding organizations (for example, a governmental grantor or sponsor) to confirm they are correctly billed for and reimburse only those payroll expenses which fall within the scope of their funding agreements.|
Since cost sharing is auditable, grantees often establish a default accounting mechanism for employee effort that allocates and expenses staff effort passively. While efficient, this can introduce errors since the default is established prior to actual work being performed. To control for errors, grantors often require a grantee to affirmatively validate effort and payroll expenses through effort certification.
|A revenue budget in Education and Government. Tracked closely to allow for timely adjustments. Alternate term: Revenue Projection.||Manager|
|Expenditure||Any outlay of monies for expenses, assets, debt relief etc. Alternate term: Actuals|
Alternate meaning: Sometimes confused with expense, which is just one component of an expenditure.
|Expense Reports||A year period without regard to the calendar year where a company or government determines their fiscal condition. Fiscal years within Workday are created only within fiscal schedules. Each year within that schedule must share the same posting intervals – what differs is the end date from one year to the next. |
Ex. In a 4-4-5 fiscal schedule, the end date of period 1 might be January 23 for fiscal year 2010 and January 25 for fiscal year 2011, but both years share January as period 1.
|Facilities and Administration Rate Agreement||Sponsored research awards can allow for reimbursement of facilities and administration costs. For example, U. S. Government-funded awards often reimburse grantees or contractors for facilities and administration costs. Reimbursement rates for such costs are often detailed in a facilities and administration rate agreement.|
Workday enables you to define, manage, and receive payment for your facilities and administration expenses. For example, you can define and apply facilities and administration rate agreements to your awards. When an allowable expense occurs, Workday translates it to an object class and a facilities and administration reimbursement rate table is selected. Additional determinations are made and result in financial accounting. You can create exceptions to any or all parts of a rate agreement.
|Facilities and Administration Revenue Allocation Profile||This tool allows you to define how a facilities and administration reimbursement is distributed between or among units in your organization. This functions similarly to a costing allocation.||Manager|
|Facilities and Administration Waived Expense Allocation Profile||In Workday, a tool that allows you to manage how waived facilities and administration expenses are shared across organizations or funding sources.|
For example, an organization can create a profile which splits waived facilities and administration expenses 10%
to the central university and 90% to a center or department.
|Indirect or overhead costs (ODC) that are part of your general and usual award operations. These costs often cannot be attributed or isolated to a particular program, project or business unit; for example, the costs could be related to common space such as meeting and conference rooms, or joint services such as janitorial or human resources.||Employee|
|Foundation Data Model (FDM)||Process and policy that will allow NSHE and its member institutions to consolidate their financial information within Workday, maintain compliance with accounting rules and laws, and produce detailed financial reports. The FDM includes but is not limited to what today is commonly referred to as the "Chart of Accounts." It also includes data elements - or what Workday calls "worktags" - attached to financial transactions when they're entered or generated.||Employee|
|Fiscal Year||The annual period established for government and education accounting purposes. For example, the federal fiscal year begins October 1 and concludes September 30 of the following year. Some state fiscal years begin July 1 and end the following June 30. Practices vary in higher education where a fiscal year may coincide with an academic year, a calendar year, or a controlling budget year.||Employee|
|Fiscal Year||Tracks spend for physical objects, which can be expensed, capitalized, or issued to a worker. |
Ex. Include office supplies, IT hardware and software, etc. Purchase orders for goods will display information related to a purchase item, including item description, unit of measurement, and unit price.
|Fund Accounting||An accounting system emphasizing accountability rather than profitability; often used by nonprofit organizations and by state and local governments.|
For these and similar organizations, it is more important to keep a record of how money was spent, rather than how it was earned. Accounting records take the form of a collection of funds, each of which has a distinct purpose, ranging from operational expenses to funding the various activities of the organization.
|Fund(s)||An independent fiscal and accounting entity with a self-balancing set of accounts. Funds are classified into three groups for reporting and treatment:|
1) Non-proprietary or governmental fund types include capital projects, debt service, general fund, and special revenue funds.
2) Proprietary fund types include enterprise (business-like) and internal service funds.
3) Fiduciary fund types include agency, endowment, investment trust, and pension trust funds.
A fund classifies its assets based on the restricted use or behavior of those assets. These classifications include:
• Temporarily restricted
Alternate meaning: Funds – as in source of funds or a stash of money.
|Funding Sources||Method by which a program, project or other activity is paid. Commonly used in grants accounting, since grants are often funded by multiple sources.||Employee|
|Goods||The act of gaining goods or services from an external source. Procure-to-pay functionality within Workday includes: Spend for goods, services, contingent workers, and project-based services. Manage supplier contracts, requisitions, purchase and change orders, receipts, goods and services sourcing, and request for quotes. Maintain purchase items, catalogs, supplier links, and a supplier portal. Configure requisition access to spend categories, catalogs, and supplier links. Track and analyze time, activity, and spend. Create receipt accruals for approved, un-invoiced receipts.||Employee|
|Government Accounting Standards Board (GASB)||Organization that formulates accounting standards for governmental units. GASB is under the auspices of the|
Financial Accounting Foundation and replaced the National Council on Government Accounting.
The GASB maintains the Generally Accepted Accounting Principles (GAAP) for state and local governments. The mission of GASB is to establish and improve standards of state and local governmental accounting and financial reporting that will result in useful information for users of financial reports, and which will guide and educate the public, including issuers, auditors, and users of those financial reports.
The equivalent organization in the private sector is FASB (Financial Accounting Standards Board). FASB maintains
GAAP for the private sector.
|Grant||The primary cost organization for accounting in Grants Management. Used as a worktag in Workday.|
The grant captures the basic information needed to process grant activities including information used to manage and report on the grant. A grant may be linked to one and only one award. You may define grant hierarchies as a way to group grants together and, as with other hierarchies in Workday, roles can default from the parent grant to the child grant. Finally, use of the grant supports related worktags.
The grant is also used to detail information regarding roles and responsibilities. For example, you can identify and assign roles for your principal investigators or researchers, grant managers and financial staff. This allows you to define security, execute auto-routing, and individualize reporting.
See also Award and Grants Management.
|In Workday, a full lifecycle contract management application built on a cost accounting and billing engine. It provides you with the grant management tools to process your award business, along with non-programmatic activities after a grant is awarded.|
See also Award and Grant.
|Institutional Base||The annual compensation paid by an organization for an employee's appointment, whether that individual's time is spent on research, teaching, patient care, or other activities. Base salary excludes any income that an individual is||Employee|
|An administrative body established to protect the rights and welfare of human research subjects recruited to participate in research activities conducted under the auspices of the organization with which it is affiliated. An Institutional Review Board has the authority to approve, require modifications in, or disapprove all research activities that fall within its jurisdiction.||Manager|
|Integrated Postsecondary Education Data System (IPEDS)||The core postsecondary education data collection program for the National Center for Education Statistics, which is part of the United States Department of Education's Institute of Education Sciences (IES).||Manager|
|Letter Of Credit||A payment method that authorizes award recipients to request an electronic drawdown or an advance of funds approved by the sponsor for anticipated award cash needs.||Employee|
|An accounting method commonly used by government agencies that combines accrual basis accounting with cash basis accounting.|
Recognizes revenues when they become available and measurable and, with a few exceptions, recognizes expenditures when liabilities are incurred.
Divides available funds into separate entities within the organization to ensure that the money is spent as intended.
See also Accounting Basis.
|National Science Foundation (NSF) Code||You can classify each award by a federal sponsor with a National Science Foundation (NSF) code, a numeric code that indicates an NSF award’s field of research activity. Can be used to report annually on federally funded research volume (expenses) by NSF code category.||Manager|
|Obligation||Accounting to reflect that an organization has obligated itself to spend funds on something for which it has yet to receive consideration, or earmarking.|
Alternate term: Encumbrance
Alternate meaning: Earmark a budget to prevent use by other activities. External parties rely on funding. See also "Commitment" and "Commitment Accounting."
|Uses statements of missions, goals, and objectives to explain why money is spent. A way to allocate resources to achieve specific objectives based on program goals and measured results.||Employee|
|An annual process to create a budget to execute against.||Employee|
|Position Budget||An annual budget for planned compensation for a position. Spend and projected spend for the position can be tracked against the budget.||Employee|
|Validates that funds are available when opening a new position.||Employee|
|The process of calculating and generating a financial budget for newly added positions or headcount. Could be mid-year or as part of Planning and Budgeting process.||Manager|
|A common point person for an award recipient. A faculty member or academic is often the principal investigator at a university or college. The PI is responsible for the direction and success of any research, scholarship, education or training supported by the award. The PI is also responsible for ensuring the funded program is carried out in compliance with university policy, governing laws and regulations, and sponsor requirements.||Manager|
|Procurement||Tracks spending for a project or task-oriented endeavor.|
Ex. of project-based services include:
- Marketing Campaign
- Landscaping Project
Purchase orders for deliverable project-based services will display information related to a project including tasks and phases.
|Project-Based Services||A way to organize goods and services not associated with a supplier or supplier contract. Purchase items can be grouped to facilitate searching, item selection, and reporting. An item might belong to more than one purchase item group. |
Ex. A laptop could belong to both the “office supplies” and the “laptops and desktops” purchase item groups.
You can either assign purchase items to item groups, or assign a group to an item when creating the item.
|Purchase Item Groups||Goods and services that are not associated with a supplier or supplier contract. Create or edit each purchase item. They differ from supplier catalog items.||Manager|
|Purchase Items||Commercial document and official offer from the buyer to seller. In Workday, you create or edit purchase orders before issuing them to suppliers. Purchase orders based on requisitions can be automatically created. ||Employee|
|Purchase Order||Request to purchase goods, services, and contingent labor. To request contingent worker services, use job requisitions. ||Employee|
|Requisition||A collection of goods and services that make the requisition process simpler, faster, and more manageable. Can also control access to private, shared, and public templates.||Manager|
|Requisition Templates||Any item you want to track, from company vehicles to software licenses and access cards. For capital resources, you can capture the acquisition cost and record depreciation based on the depletion schedule attributes. You can also track resource custodianship. ||Manager|
|Resource||A catalog of available goods, as well as supplier catalog items. Organization's catalogs will vary.||Employee|
|Salary||Permitted to earn outside of duties for the applicant/grantee organization.||Employee|
|Search Catalog||Services procurement track spending for services that are cost-based and not based on quantity.|
- Warranty services
|Services||A budget of expenditures you plan to make for a future purpose. Your organization may require you to obtain pre-approval for anticipated expenditures before entering actual expenses in Workday. Spend authorizations act as a cost control or expense policy compliance tool. The process of creating a spend authorization is initiated by the worker, not the manager. Managers take actions on spend authorizations after they are submitted for approval. ||Employee|
|Spend Authorization||A budget of expenditures planned to be made for a future purpose. Your institution may require you to obtain pre-approval for anticipated expenditures before entering actual expenses in Workday. Spend authorizations act as a cost control. The process of creating a spend authorization is initiated by a worker. The manager takes actions on spend authorizations after they are submitted for approval. ||Manager|
|Spend Categories||A way to organize suppliers of different goods and services into one or many groups that you find useful. Groups are a way to categorize suppliers for reporting and selection. They are also available for use in account posting rules, but not recommended as they are not required, and each supplier can have multiple groups. ||Manager|
|Sponsor||An organization (e.g., governmental, nongovernmental, foundation, corporate and private funders and grantors)|
providing funding for an award. Alternate terms: Grantor or Funder.
See also Award, Grant and Grants Management.
|Detailed description of the work to be performed under the award/contract.||Employee|
|Sub-award||Legal instrument by which an award recipient provides funds (or property in lieu of funds) to an eligible sub- recipient (or a lower-tier transaction) to perform a substantive portion of the grant-supported program or project. Can include such financial assistance when provided by any legal agreement (even if the agreement is called a contract), but does not include any form of assistance that is excluded from the definition of grant, including the recipient's procurement of property or services needed to carry out the project or program. The term includes consortium agreements.||Employee|
|Supplier Groups||A proposal made out to the source of goods and/or services that are requested. There is a supplier request business process available to those who have authorization. Once given, as the initiator, you are required to fill minimal information about the suppliers you wish to add, such as name and contact information. ||Manager|
|Supplier Request||A business entity from whom you purchase goods or services.||Manager|
|The process of creating budgets starting from the highest level and working toward the bottom. See also Bottom Up Budgeting.||Employee|
|Voucher||A document that acknowledges a liability or provides authorization to pay a debt. Used to denote an approved|
Accounts Payable invoice.
|Warrant||A document issued by a government entity that represents an obligation to pay, as to employees for payroll or to suppliers for goods or services rendered.||Manager|
|Additional Payment||An off-cycle payment made in addition to a worker’s scheduled on-cycle payment. You can process additional payments as part of a manual payment or on-demand payment.||Manager|
|Balance Period||The period of time, such as current period, month-to-date, quarter-to-quarter, or year-to-date, over which Workday calculates a pay component value.||Manager|
|Compensation Element||Smallest unit of compensation for a worker in a specific position. Workday uses compensation elements to determine the amount, currency, frequency, and other attributes of a worker’s compensation.|
Ex. Base salary, bonus, benefits, commissions, allowances, etc.
|Direct Deposit||A payment election. You can choose Direct Deposit as a payment type. If this is elected, any payment from the company will go directly to the bank account specified. You can set up your direct deposit to include several accounts, and specify the percentage of payment that you would like to go into each account.||Employee|
|Manual Payment||An off-cycle calculation that records check or cash payments made outside Workday Payroll.||Manager|
|Off Cycle||A payment, such as a manual payment or on-demand payment, made outside the regularly scheduled payroll run. Reversals and history payments are also classified as off cycle. Off-cycle manual and on-demand payments enable you to issue additional or replacement payments.||Manager|
|On Cycle||A scheduled payroll run.||Manager|
|On Demand Payment||An off-cycle payment that replaces, or is issued in addition to, a worker’s on-cycle pay.||Manager|
|Pay Component||An earning (such as base salary or bonus) or deduction (such as federal withholding taxes or medical) that applies to a worker’s gross-to-net pay calculation or tax liability.||Manager|
|Pay Component Group||A collection or combination of related earnings, deductions, or pay component-related calculations that are combined to simplify payroll calculations.|
Ex. Employer-Paid Benefits, Pre-Tax Deductions and Federal Taxable Wages.
|Pay Group||A group of workers defined to have their pay calculated and processed together.||Manager|
|Pay Rate Type||Type of worker pay; whether that's a paid salary or a certain amount per unit of time.|
Ex. Hourly or weekly.
|Payment Elections||Designates the payment type (check or direct deposit), account information for direct deposits, payment order, and the distribution of balance for split payments. Controlled for each type of pay that you receive, such as regular payments and bonus payments.||Employee|
|Payslip||An online or printed summary of your gross-to-net earnings. Also referred to as a pay stub. Payslips can be found in the Pay worklet.||Employee|
|Period Schedule||When and how often to process payroll. Defines payment dates and forward accruals, using a Period Start Date, Period End Date, and Payroll Payment Date.||Employee|
|Proration||Creates sub-periods when there is a change in the worker’s compensation mid-period. It can be based on calendar days or days worked (work shift).||Manager|
|Replacement Payment||An off-cycle payment that replaces a worker’s on-cycle payment in a period that is in progress or not yet started.||Manager|
|Subject Wages||All of your wages subject to a particular tax, including wages for exempt positions and those that exceed a wage cap.||Employee|
|Taxable Wages||All of your wages subject to a particular tax, excluding wages for exempt positions and those that exceed a wage cap.||Employee|
|Timesheets||Record work hours for submission, approval, and eventual payment through payroll, if enabled. (Often this is enabled via the Time Tracking worklet instead of here.) ||Employee|
|Withholding Elections||Income tax withheld from your salary based on a set of criteria. Includes Federal, State, Local elections, and Tax Allocations. From the Pay worklet, view withholding information on the State Elections tab and to View/Modify your Federal Elections. ||Employee|
|Worker Eligibility||The conditions you must meet to be eligible to receive a particular earning or deduction.||Employee|
|Worker Tax Elections||Your marital status, number of elections, exemption status, and other information required for tax collections.||Employee|
|Auto-fill||A time entry method that copies time blocks from a worker's schedule, or from a previous week into the current week on the time entry calendar.||Manager|
|Micro-edit||The ability to edit existing time blocks or add time blocks directly to a day by double-clicking on the time entry calendar.||Manager|
|Quick Add||A time entry method that enables you to create a time block and copy it to multiple days in a week.||Employee|
|Time Entry Calendar||A set of self-service pages that you use to enter, edit, and view time.||Employee|
|Time Entry Validation||Errors or warnings that prevent you from entering invalid time. Critical validations prevent you from submitting time. Warnings appear on the time entry calendar, but do not prevent you from submitting time.||Employee|
|Time Off||Reported time that is not worked. Common types of Time Off include sick leave, jury duty, and vacation.||Employee|
|Time Type||The type of time off an employee enters in his or her time entry calendar. Time Type is selected from a list of Time Off Plans available to an employee, such as maternity, annual leave, sick leave, etc.||Employee|
|Academic Calendar||The official calendar of the institution that lists key academic and administrative dates, including deadlines.||Student & Staff|
|Academic Leave||An interruption of studies for one or more time periods with definite plans to return. Note: U.S. Department of Education's meaning of "leave of absence" has specific parameters which are not usually met by many traditional programs/institutions.||Student|
|Academic Standing||The state of a student’s progress toward graduation.||Student & Staff|
|Academic Status||The state of a student's academic performance which may result in temporary or permanent separation from the institution. |
Ex. Academic probation, suspension, dismissal (negative) or Dean's List (positive).
|Student & Staff|
|Academic Year||A period of time schools use to measure a quantity of study.||Student & Staff|
|Accepts/Admits||Students who have been accepted into the institution.||Student & Staff|
|Applicants||Students who have submitted an application to the institution.||Student & Staff|
|Applicants (Completed)||Students who have submitted all necessary credentials in support of their application.||Student & Staff|
|Articulation Agreement||An official agreement between a community college and a four-year institution which designates the transferability of specific courses and/or degrees.||Staff|
|Audit||Signifies the course has not been taken for credit. Tuition and fees are sometimes charged (but may be a lower rate than for credit), but the student is not evaluated, nor receives a grade.||Staff|
|Award Letter||A letter that details federal, state, institutional, and private student financial aid.||Student & Staff|
|Award Year||The school year for which financial aid is used to fund a student's education.||Student & Staff|
|Class Level||Freshman, sophomore, junior, or senior. The level is usually determined by the number of credits completed, not by the number of years in attendance.||Student & Staff|
|Cost of Attendance (COA)||The total cost to attend school for the academic year.||Student & Staff|
|Course Transcripts||The transcript is a chronological order of a student’s academic history. It contains courses taken at other institutions, as well as current academic history at their home institution. Also included are any placement exams taken and passed. The transcript academics are split by terms, and each term, in two sections. The top section contains courses taken or currently enrolled. The bottom section contains the current and cumulative hours/points and GPA.||Student & Staff|
|Curriculum||An organized program of study offered at an institution.||Student & Staff|
|Direct Loan Program||Student loans provided by the U.S. Department of Education to enable a student to pay for education after high school. Eligible students borrow directly from the U.S. Department of Education at participating schools.||Student & Staff|
|Disbursement||Payment of funds to the borrower by the school. Scheduled/anticipated and actual (when funds are paid out).||Student & Staff|
|Dual Enrollment||A program through which high school students may enroll in college courses while still enrolled in high school. Students are not required to apply for admission to the college in order to participate .||Student & Staff|
|Earned Hours/Units||The total number of earned hours that count towards the student's career.||Student & Staff|
|ED||U.S. Department of Education||Student & Staff|
|Eligible Program||A program of organized instruction or study of a certain length that leads to an academic, professional, or vocational degree or certificate, or other recognized education credential.||Student & Staff|
|Endorser||Someone who does not have an adverse credit history and agrees to repay the loan if the borrower does not repay it.||Student & Staff|
|FAFSA||Free Application for Federal Student Aid. The FAFSA is a form that must be completed annually to help determine eligibility for federal student aid.||Student & Staff|
|Federal Work Study (FWS)||A part-time work program awarding on or off-campus jobs to students who demonstrate financial need. FWS positions are primarily funded by the government, but are also partially funded by the institution. FWS is awarded to eligible students by the college as part of the student’s financial aid package. The maximum FWS award is based on the student’s financial need, the number of hours the student is able to work, and the amount of FWS funding available at the institution. This is a type of Title IV Aid, but is not considered grant aid to students.||Student & Staff|
|Financial Aid Package||The types and amounts of financial aid (federal and non - federal) a student is offered by the school to help pay educational costs.||Student & Staff|
|Financial Need||The difference between the cost of attendance (COA) at a school and a student's Expected Family Contribution (EFC). While COA varies from school to school, the student's federal EFC does not change based on the school they attend.||Student & Staff|
|First-time Freshman||A student who has not previously enrolled in an institution of higher education, but who may have earned some college units prior to matriculation.||Student & Staff|
|FTE (of students)||The full-time equivalent (FTE) of students is a single value providing a meaningful combination of full-time and part-time students.||Student & Staff|
|GED (General Educational Development)||Refers to the tests of General Educational Development (GED), which provide an opportunity to earn a high school credential.||Student & Staff|
|Grade Type||The type of grading method selected by the student for a course. Grade Type is required for enrollment in the course, or assigned by the registrar's office staff to handle special grading considerations, e.g. Pass/Fail, Audit, Graded.||Student & Staff|
|Grants||Monetary gifts to people who are pursuing higher education. Unlike student loans, grants do not require repayment.||Student & Staff|
|Incomplete||A grade given to students whose work in a course has been qualitatively satisfactory, but due to illness or other circumstances are unable to complete the course requirements. The student makes a contract with the instructor, specifying the work to be completed which must be completed before a regular grade can be assigned. Usually, the work must be completed prior to the end of the subsequent semester.||Student & Staff|
|Inquiries||Students who have expressed interest in the institution.||Student & Staff|
|Leave of Absence||See Academic Leave||Student & Staff|
|Lender||The organization that made the loan initially; the lender could be the borrower's school, a bank, credit union, other lending institutions, or the U.S. Department of Education.||Student & Staff|
|Lifetime Eligibility Used (LEU)||The amount of all Federal Pell Grant aid (in percentage) awarded to a student divided by the amount of Pell Grant aid the student would have been eligible to receive based on full-time enrollment. The amount of Federal Pell Grant funds a student may receive over his or her lifetime is limited by federal law to be the equivalent of six years of Pell Grant funding.||Student & Staff|
|Loan||Money that a student borrows and must repay with interest.||Student & Staff|
|Loan Fee (Origination Fee)||A fee charged for each federal student loan that is a percentage of the total loan amount borrowed (gross amount). The loan fee is deducted proportionally from each disbursement of the loan. This reduces the actual loan amount received (net amount). Students are required to repay the gross amount.||Student & Staff|
|Loan Period||The portion of the academic year for which the loan is requested.||Student & Staff|
|Master Promissory Note (MPN)||A legal document that is a promise to repay a federal student loan(s) and any accrued interest and fees to lender or loan holder. There is one MPN for Direct Subsidized/Unsubsidized Loans and a different MPN for Direct PLUS Loans.||Student & Staff|
|Matriculants||Students who have begun their academic career at the institution and are eligible to enroll.||Student & Staff|
|Merit-based||Based on a student's skill or ability. |
Ex. A merit-based scholarship might be awarded based on a student's high grades.
|Student & Staff|
|Need||The cost of attendance minus the student's expected family contribution.||Student & Staff|
|Net Price||An estimate of the actual cost that a student and his family need to pay in a given year to cover education expenses for the student to attend a particular school. Net price is determined by taking the institution's cost of attendance and subtracting any grants and scholarships for which the student may be eligible.||Student & Staff|
|NSLDS (National Student Loan Data System)||The central database for student aid. NSLDS receives data from schools, guaranty agencies, the Direct Loan Program, and other federal student aid programs.||Student & Staff|
|Official Grade||The grade assigned to the student for a course.||Student & Staff|
|Origination Fee||See Loan Fee||Student & Staff|
|Payment Plan||Payment method designed to assist those students and their families who may find it difficult to pay the total semester bill by the due dates. Can be administered by the institution or an outside company, and allows families to divide charges into monthly payments without penalty and/or interest.||Student & Staff|
|Perkins Loan||A loan made under the Federal Perkins Loan Program for students with exceptional financial need. Perkins Loans are administered by the school.||Student & Staff|
|PLUS Loan||Loans for eligible graduate or professional students and eligible parents of dependent undergraduate students to help pay for the cost of the student's education at participating schools.||Student & Staff|
|Post Baccalaureate Teacher Certification Program||A program for students who have already earned a bachelor’s degree that (1) does not lead to a graduate degree, (2) is treated as an undergraduate program, and (3) consists of courses required by a state in order for the student to receive a certification or license to teach in an elementary or secondary school in that state.||Student & Staff|
|Prerequisite||A requirement which must be completed prior to enrollment in a particular class. This can be a placement test score or a course. |
Ex. Accounting 101 must be taken prior to Accounting 102.
|Student & Staff|
|Propriety School||A private, for-profit school that provides education and training.||Student & Staff|
|Prospects||Students who have not yet expressed interest in the institution, such as students whose names and addresses were purchased from a list vendor.||Student & Staff|
|Provost||The chief academic officer of an institution.||Staff|
|Quality Hours/Units||The student's total number of Quality Hours earned toward a career. Quality Hours are registered hours that are divided into Quality Points to determine a student's GPA.||Student & Staff|
|Quality Points||The student's total number of Grade Points. These are divided by Quality Hours to determine a student's GPA.||Student & Staff|
|Registered Hours||The number of credits a student will receive upon successful completion of a course.||Student & Staff|
|Remedial Coursework||Coursework to prepare a student for study at the post-secondary level (as opposed to preparatory coursework which prepares a student for a given program). A student enrolled solely in a remedial program is not considered to be in an eligible program. The student may count up to one academic year’s worth of these courses in his enrollment status for federal aid. For the purpose of this limit, that is 30 semester or trimester hours, 45 quarter hours, or 900 clock hours.||Student & Staff|
|Satisfactory Academic Progress||A school’s standards for satisfactory academic progress toward a degree or certificate offered by that institution. Check with your (student and staff) school to find out its standards.||Student & Staff|
|Scheduled Award||The maximum grant amount a student is eligible to receive for the award year if they are enrolled full-time for the full school year. This amount is calculated from the information the student and their family provided when filing a Free Application for Federal Student Aid (FAFSA).||Student & Staff|
|Stealth Applicants||Students who made their first contact by submitting an application without inquiring beforehand; often categorized dually as applicants and inquiries.||Student & Staff|
|Student Aid Report (SAR)||A summary of the information submitted on the Free Application for Federal Student Aid (FAFSA) that provides students with their Expected Family Contribution (EFC).||Student & Staff|
|Student’s Career||The academic career to which the cumulative statistics apply. Categories are Undergraduate, Graduate, or Professional.||Student & Staff|
|Subsidized Loan||A federal student loan for which (in some cases) a borrower is not responsible for paying the interest while in an in-school, grace, or deferment period.||Student & Staff|
|Transfer Credit||Credit taken at collegiate institution which is transferable to another institution.||Student & Staff|
|Transfer Hours||The student's total number of transfer hours associated with a career.||Student & Staff|
|Unofficial Transcripts||A report that includes the same course and grade information as the official transcripts. However, they are not considered official because they do not have the official university seal imprinted on them and are not suitable for transfer purposes. Unofficial transcripts are used primarily for student reference.||Student & Staff|
|Unsubsidized Loan||A federal student loan for which the borrower is fully responsible for paying the interest regardless of the loan status.||Student & Staff|
|Verification||The process a student's school uses to confirm that the data reported on your Free Application for Federal Student Aid (FAFSA) is accurate. The student's school has the authority to contact he/she for documentation that supports income and other information that they reported.||Staff|
|Academic Date Range||The period of time associated with a student recruiting cycle, such as 7/1/2015 -3/31/2016. Date ranges associated with a type of Recruiting are the only ones currently supported.||Admissions Counselor|
|Academic Level||The level of an educational objective that students can pursue, such as Associate, Undergraduate, Graduate, or Professional. When you configure an academic curricular division, you specify what each academic level can do in Workday.||Admissions Counselor|
|Academic Period||A period of time with a defined start date and end date (such as a semester, quarter, or other fixed period) that you can select to identify a prospective student's anticipated start date.||Admissions Counselor|
|Academic Person||A student prospect, applicant, or other person in Workday Student who falls within the range of prospect to alumnus.||Admissions Counselor|
|Academic Unit||A Workday organization type that represents a school, college, university, or other unit of your institution. Academic units are also used with academic appointments in Workday.||Admissions Counselor|
|Anticipated Start||A start date for student prospects to begin their enrollment. It can be an academic period, such as Fall 2015, or a dynamic date, like October 1, 2015.||Admissions Counselor|
|Conversation Tag||A descriptor, such as Dietary Restrictions or Special Needs, which can be assigned to an engagement conversation to identify its subject. Search for conversations by conversation tag.||Admissions Counselor|
|Conversation Topic||A conversation tag or recruiting event name that you can associate with an engagement conversation to make conversations easier to find.||Admissions Counselor|
|Engagement Conversation||A documented conversation between a student prospect and a representative of your institution. You can search for conversations by topic and see the history of conversations with a prospect on the Engagement tab of the prospect's profile.||Admissions Counselor|
|Engagement Email||An email that you can include in engagement plans or associate with a recruiting event. When you create recruiting events, you can have Workday email invitations, registration confirmations, and post-event communications.||Admissions Counselor|
|Engagement Plan||A communication plan that supports a recruiting campaign. The plan identifies one or more recruiting emails to send to student prospects who meet specific criteria. This plan includes a mailing schedule. Each plan applies to one level of an academic curricular division.||Admissions Counselor|
|External Association||A non-profit, community-based, or other non-educational organization that you can associate with student prospects or identify as a location for recruiting events.||Admissions Counselor|
|Fixed Period||An academic period, such as semester, quarter, or session, that has fixed start and end dates.||Admissions Counselor|
|General Educational Interest||A subject of interest, such as Teaching or Science, which can be associated with student prospects. This will help you gauge overall interest in potential programs of study, and understand students' long-term career goals.||Admissions Counselor|
|Match and Merge||The process that identifies duplicate student prospects when adding or updating prospect information in Workday. This process merges prospects that are an exact match and flags those that are very similar as suggested matches. You can review and reconcile suggested matches.||Admissions Counselor|
|Postal Code Set||The range of alpha-numeric postal codes you can use to define recruiting regions.||Admissions Counselor|
|Program of Study||An educational objective, such as a History Major, for which students can achieve a Bachelor’s degree at your institution. Each program of study is specific to a level of an academic curricular division. Prospective students can indicate interest in a program of study during the recruitment process.||Admissions Counselor|
|Program of Study Type||A classification, such as Major, Minor, or Non-Credit, that you associate with a program of study to control the configuration options available to it. You can configure a program of study type to stand alone, grant credentials, or have concentrations.||Admissions Counselor|
|Recipient Threshold||The maximum number of prospects to whom you can send an email at the same time without requiring approval. You can change the default value of 1,000.||Admissions Counselor|
|Recruiting Cycle||A period of time for which one or more academic levels of an academic curricular division will recruit student prospects. Recruiting cycles are associated with student recruiting campaigns and let you track and measure the success of your recruiting efforts.||Admissions Counselor|
|Recruiting Event||Activities like career fairs, high school visits, or virtual events that are part of a recruiting campaign. Recruiting events can be scheduled, occur on- or off-campus, and can last more than one day.||Admissions Counselor|
|Student Recruiting Region||Workday's term for a recruiting territory. A recruiting region can represent a geographical area, one or more schools, or schools in selected school districts.||Admissions Counselor|
|Source||A location or thing identifying where you heard about a prospective student. |
Ex. A high school visit, a recruiting event, or information from a search service.
|Stage||A value such as Lead, Inquirer, or Applicant that identifies a student prospect's current stage in the recruitment or admissions process.||Admissions Counselor|
|Student Prospect Profile||A worklet displaying information for a prospective student, including contact information and recruitment details.||Admissions Counselor|
|Student Prospect Type||A Workday-defined value, such as First Year or Adult Returning, which you can assign to prospective students and use to automatically match student prospects to recruiters.||Admissions Counselor|
|Student Tags||An attribute, such as Veteran, Athlete, or Scholarship Recipient, that can be assigned to student prospects. It is used to automatically find prospects and match student prospects to recruiters. It also serves as criteria for associating engagement plans with prospects.||Admissions Counselor|
|Yield Rate||A criteria for evaluating a university’s recruitment effort. Equals number of students enrolled divided by number admitted.||Admissions Counselor|
|Apps||A combination of dashboards and worklets. You can take actions, view analytics and custom reports all within configured and pre configured apps. ||Employees|
|Approve (business process)||Designated participants in a business process with a defined responsibility in this type of event indicate that they approve the proposed action. (The business process can proceed to the next step.)||Manager|
|Business Object||A set of related fields, similar to how a table or spreadsheet is composed of a set of related columns. Instances of a business object in Workday are like rows in a table or spreadsheet, with each instance representing a unique occurrence of that type of object, such as an organization or worker. A business object can have no instances, one instance, or many instances. Workday automatically links related business objects together.|
Ex. Purchase order lines are linked to a purchase order header; the purchase order header is linked to a supplier; the supplier is linked to a company, and so on.
|Business Process||A sequence of one or more tasks that accomplishes a desired business objective (i.e., hiring an employee, paying an invoice).||Manager/Employee|
|Business Process Instance||A business process that the initiator has started. |
Ex. The Hire Employee for Organization X business process definition becomes an instance when the initiator uses it to hire a particular pre-hire.
|Cancel (business process)||An action you can take on a business process. This stops the workflow in progress and reverses any changes made to Workday data. It is also a securable action in a business process security policy. You may need further approvals to cancel a business process. ||Manager|
|Contextual Custom Report||A custom report created to simplify the selection of data and fields by limiting choices to those related to the context of the object. A custom report can be created by selecting Reporting > Create Custom Report from Here from a Workday object's Related Actions. ||Manager|
|Correct (business process)||An action you can take on a business process. Correcting a business process changes a specification or data in the workflow while in progress. It is also a securable action in a business process security policy.||Manager|
|Dashboard||Landing page for a functional area that can be accessed from the Workday home page. It's represented by an icon and comprised of reports, actions and views containing information related to that area. Several dashboards are automatically delivered with a number of "worklets" specific to a functional area, like Talent Management or Workforce Planning.||Manager|
|Data Source||A particular set of business object instances for reporting purposes. A data source is similar to a database view, except it is more flexible in two key areas. First, a database view always returns a flattened out tabular data structure, whereas a data source can return hierarchical data structures. Second, a database view requires that technical staff manually join related tables together, while a data source automatically allows reportable access to all business objects related to those in the data source.||Manager|
|Delegation (business process)||The ability of an employee to assign steps of a business process to another person to complete on their behalf; for example, managers may delegate certain tasks to their administrative assistants. Delegation may be temporary and not all steps may be delegated. Requesting a delegation change is a business process that may require approvals and may or may not be included in your organization's configuration.||Employee|
|Deny (business process)||An action you can take on a step within a business process. Now, the business process can no longer proceed to the next step. In some cases, the entire business process may be terminated, and all Workday data restored to its state before the business process started. The ability to deny a business process may depend on your system permissions.||Manager|
|Drilldown||A feature to view more data in a matrix report. When you click on a drillable element (such as a drillable field in the table view or a column, line, or pie segment in the chart view), a context menu appears that enables you to select a new View By field. If the Enable Drilldown to Detail Data checkbox is selected on the Advanced tab of the report definition, you can also select details associated with the selected report element.||Manager|
|Employee Self-Service (ESS)||Functionality within Workday that allows employees to access and manage their personal HR, benefits and payroll records.||Employee|
|Event||A transaction that occurs within your organization, such as hiring or terminating a worker.||Manager|
|Field (reporting)||Contains data related to a particular primary or related business object within Report Writer.||Manager|
|Filter||A clickable icon used to narrow down data. Clicking this icon will create a row on your report where you filter data to display from one or more columns.||Manager|
|Functional Area||Grouping of tasks, reports, and objects. (e.g., the HCM solution includes functional areas such as Benefits, Talent & Performance, Absence and Manager/Employee self-service). Each of Workday's solutions (like HCM and Financials) is grouped into distinct functional areas. ||Manager|
|Go Live||The date on which we'll "turn off" our legacy systems across NSHE and our institutions and "turn on" Workday.||Employee|
|Home||Your default page containing worklets, search, and your profile icon main menu. ||Employee|
|Initiator||The user that initiates the business process instance.||Employee|
|Initiation Step||The first step of a business process.||Manager|
|(Data) Integrations||Process that connects the different, often dissimilar data from our assorted legacy systems, so that the data in each one becomes part of our new Workday system.||Employee|
|Instance||One unique occurrence of a business object. |
Ex. Your Executive Management organization, or John Doe, the worker.
|Legacy System/Legacy Data||The systems NSHE institutions have used up until Workday, and the data stored in them. After the conversion and validation processes, this data is migrated into our Workday configuration.||Employee|
|Matrix Report||A custom report forming the foundation for custom analytics. It summarizes data by one or two fields that contain repeating values. The resulting matrix is displayed as either a table or chart that users can drill through to see the associated details. You control the specific detail data users should see when they drill down by selecting the desired fields when defining the report. Matrix reports also provide features such as filtering, run time prompts, worklets, and report sharing.||Manager|
|Modify (permission)||The permission to view and gain direct access to securable items through the Workday user interface. It includes view permission. ||Manager|
|Organization||Grouping used to organize people, resources, workers and other organizations. Organizations can be defined for application uses like defining departmental hierarchies, project teams, etc. They can also be used to define cost centers and geographic or regional reporting structures. Types of organizations include Supervisory Organizations and cost centers.||Employee|
|Reassign Task (business process)||An action you can take on a business process where you can request for a task to be reassigned. This may require further approvals.||Employee|
|Related Business Object||A set of objects related to the primary business object defined in a report. These related objects might have their own set of fields that can be included in the report as well.|
Ex. You create a report using Employee as your business object. To find the total default annual compensation defined for an employee's position, you need to access a related business object off of Employee, which would be Position .
|Report Writer||Feature within Workday that allows a user to design and build custom reports. These reports can be created new or as a copy of another standard or custom report that is then revised to provide different or additional information.||Employee|
|Rescind (business process)||An action you can take on a business process to completely reverse all changes made to Workday data in a completed business process. A task must be "Successfully Completed" to perform this action. ||Administrator|
|Roles||A group of people with specific responsibilities and permissions. When a business process runs, the role for each step includes all of the workers in that role in the business process target organization.||Manager|
|Security Group||A collection of users, or a collection of objects that are related to users. Allowing a security group access to a securable item in a security policy grants access to the users associated with the security group.||Manager|
|Simple Reports||One of three types of reports customers can build using the Workday Report Writer. (The other two are advanced and matrix.) A simple report provides straightforward design options ideal for beginning or occasional users who want to create reports quickly and easily.||Employee|
|Standard Reports||Reports developed and delivered by Workday to all Workday customers. They may be modified and copied using the Workday Report Writer.||Employee|
|Target||The object on which a business process operates. |
Ex. For business processes that involve a worker record, the target is the worker. For business processes that involve a financial object, such as an accounting journal, the accounting journal is the target. Since the target determines the organization, it controls which business process custom definition Workday will use.
|Task||An action you must take in a business process, unless you reassign or delegate the task.|
Ex. Notifications or Inbox alerts are triggered by steps in a business process.
|Tenant||Workday's term for what is commonly known as Quality Assurance or production environments. The "tenant" is where we will test our various prototypes, which will be made up of validated data from our institutions, and the Business Processes we've designed to govern it.||Employee|
|Test Scenarios||Pre-defined scripts designed by our Project Team used during the testing process to thoroughly test our data validation, conversions, integrations, Business Processes and Workday configuration. Results will generate feedback on what is working well as designed and what we need to adjust.||Employee|
|To-Dos||Reminders to do something outside of the Workday system. They can be part of business processes, and have to be marked complete before the workflow will go to the next step.||Employee|
|(Data) Validation||The process our campuses and iNtegrate 2 Project Team completed to clean up and correct our legacy data, to ensure it will function properly and efficiently within our newly configured Workday system.||Employee|
|View (business process)||A feature within a business process enabling you to see its status and report on it. This is a securable item in a business process security policy.||Manager|
|Workflow||An orchestrated and repeatable pattern of business activities necessary to complete a task. Workflow defines who can perform a task and in what way, and provides a routing mechanism to "flow" the information and task execution from one user to another.||Employee|
|Worklet||A compact app displayed as an icon on an employee's Workday Home page. Worklets provide easy access to tasks and information employees use on a regular basis. Workday's pre-configured worklets also now include views, actions and analytics, and customizable menus and announcements. Some popular worklets include "Pay," "Personal Information," "Benefits," and "Time Off."||Employee|
|Worktag||Keywords assigned to transactions and supporting data to make their business purposes clear and establish common relationships through classification. You can find information easier, filter searches down to focused results, and analyze information in aggregated and summarized reporting by business dimension.||Employee|
|Cloud Computing||Centralized computing, hosted off-site from an organization’s physical location. The cloud accommodates large and growing amounts of data, and is flexible and less expensive over time because multiple clients share the same expensive hardware. Workday “lives in the cloud,” and once the software goes live at NSHE and our member institutions, Workday will handle all upgrades, hardware and maintenance we now do. Having our implementation in the cloud also will provide employees with secure access to personal information and data anywhere – including from smart phones, home computers and tablets. Workday undergoes several security audits each year, has a number of security certifications, and as of this date, has not been subjected to a data breach.||Employee|
|Conversions||Moving and converting data from an organization's legacy systems into the Workday application. Because legacy data has often been gathered and shared by different computer systems and platforms, this process ensures compatibility and interoperability between dissimilar data, and that it's mapped properly within the Workday application.||Employee|
|Crosswalks||Files and programs that ensure that our legacy data maps or links correctly to the corresponding values in our new Workday configuration.||Employee|
|Design Sessions||Held in the spring and summer of 2015, our Design Sessions included representation for all of our campuses and assessed the state of business operations at NSHE and its member institutions. Topics included the current state of our Business Processes and what needed to change, and issues that Workday should address/correct.||Employee|
|Designees||Employees from across NSHE and its institutions who are expert business, human resources and IT professionals with the highest level of proficiency and knowledge in their functional areas. They also have knowledge of industry best practices. Designees are playing critical roles in designing and testing the iNtegrate 2 implementation of Workday.||Employee|
|Enterprise Resource Planning (ERP)||Industry term referring to business systems (such as payroll, HR, and finance systems) that are "integrated," or work together as a unified system. NSHE and its member institutions now use separate applications for payroll, HR, finance and other business functions. Workday will be our ERP system and integrate our campuses, departments and functions into a unified information system. NSHE and its member institutions will be a single "enterprise" in Workday.||Employee|
|Human Capital Management (HCM)||Workday's HCM application unifies Human Resources, Benefits, Talent Management, Recruiting, Payroll, and Time Tracking into one system-of-record. These practices provide specific competencies and are implemented in three categories: workforce acquisition, workforce management and workforce optimization.||Employee|
|Playback Sessions||Meetings during which consultants will walk the Project's Core Team, Leads, Designees and Subject Matter Experts (SMEs) through each business process configured during the Design and Working Sessions. The consultants will demonstrate how each activity will move through Workday based on how the Design Sessions and Working Sessions configured the Business Processes. Examples include: hiring, job changes or transfers, and processing payroll and expense reimbursements. Also included are functions that will touch all employees (sometimes referred to "Day in the Life"): requesting leave, reviewing pay stubs; reviewing or changing benefits or dependents, etc.||Employee|
|Software as a Service (SaaS)||Increasingly prevalent software distribution model in which applications are hosted by companies such as Workday and made available to customers over the Internet via "cloud computing." Benefits include: easier administration; automatic updates, included needed patches and bug fixes; compatibility and easier collaboration (because all users have the same software version at all times).||Employee|
|Subject Matter Experts (SMEs)||Employees from across NSHE and its institutions who are expert business, human resources and IT professionals with the highest level of proficiency and knowledge in their field of work. SMEs also have knowledge of industry best practices. SMEs are playing a key role in designing and testing the iNtegrate 2 implementation of Workday.||Employee|
|System/End-to-End Testing||Conducted in the P2 Tenant, System Testing (also known as "End-To-End Testing") will test our Business Processes from beginning to end, and confirm that notifications, approvals, accounting, etc., occur correctly. It is scheduled to occur in the Spring and early Summer of 2016, and will involve the Project Team, Designees, SMEs and consultant Sierra-Cedar, Inc.||Employee|
|Unit Testing||First phase of the testing process of a Workday implementation. Conducted by the Project Team, Unit Testing tests the validated data, and individual components of Business Processes and the workflows developed during Design and Working Sessions to ensure they function correctly.||Employee|
|User Acceptance Testing (UAT)||Conducted in the P3 Tenant, UAT will involve a subset of end-to-end test scenarios executed by a broad cross-section of campus employees and the Project Team. It is scheduled to occur in mid-Summer/early Fall of 2016, and will involve the Project Team, Designees, Subject Matter Experts (SMEs) and consultant Sierra-Cedar, Inc.||Employee|
|Working Sessions||Held during the fall of 2015 during which the Project Team reviewed and refined the business rules and requirements defined during Design Sessions.||Employee|