Some employees are hired for multiple jobs. Each additional job is tied to a separate supervisory organization with distinct responsibilities.
The Absence Partner verifies and approves the type of leave requested by employees (F.M.L.A, Medical, Military, Personal, etc.). They are also responsible for sending employees written rights and responsibilities tied to the requested leave type.
Alternate Owner roles do not have approval authority but they do have maintenance authority. They assist the Organization Owner (only one can be assigned).
Provides a history of Workday reports and tasks sorted by category.
Benefit Partners manage benefits for eligible university employees (financial, health, tuition waiver, etc.)
Workday links and stores data as business objects. Related business objects are automatically linked together so that an employee is associated with a position, the position is associated with a job profile, and the job profile is associated with a management level, job classification, exempt status, etc.
Business Process (BP)
A sequence of one or more configurable steps/tasks that guides the user through the system to accomplish a desired business objective. Examples of business processes are hiring an employee, changing an employee’s compensation, and updating personal information. The ability to perform actions within a business process is determined by the security role(s) granted to specific user.
A business title is a descriptive title that provides greater understanding of employees’ job profile information.
Job Profile = Custodian
Business Title = Hart Building Custodian
Job Profile = Office Assistant
Business Title = Executive Assistant or Administrative Assistant
The Committee Partner is in a group with a committee organization which has contextual access to a committee and its members.
A compensation element is the smallest unit of compensation for individual employees (hours for hourly employees, base pay, and month or per month pay). Workday uses compensation elements to determine the amount, frequency, and other attributes of compensation. Compensation elements are linked to compensation plans. Base pay, allowances, and stipends can be mapped to compensation plans, but not to merit plans.
A bundled group of compensation plans.
Compensation Partners must approve all compensation changes such as pay increases. They also verify that pay is issued correctly when one time pay or job position changes occur.
Assigns monetary amounts to a workers’ pay (salary, allowances, stipends) Some compensation plans, such as a commission, are discretionary and do not show in each paycheck. Plans similar to salary plans are included in every paycheck.
Contracted employees, service missionaries, or volunteers.
A cost center is a specific account from which an employee or expense/billing is paid. Cost centers vary depending on employee type and department.
Designed and built by customers using the Workday Report Writer. Reports can be created or copied from standard custom reports.
User interfaces featuring graphical representations of Workday options and reports.
Processes related to inputting, managing and maintaining employee data.
Standard settings with which Workday is pre-configured based on specific business processes. As you make selections within Workday, fields may auto-fill depending on the specific input the user chooses.
Business processes (BP’s) can be delegated to superiors (managers’ managers) and/or peers. The purpose of delegation in Workday is to ensure that BPs are not delayed because a manager is away and can’t advance BPs received in the Workday inbox. Workday defaults do not facilitate delegation to subordinates.
Reports enable users to drill down to see underlying data. 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 Drill Down to Detail Data” check box is selected on the “Advanced” tab of the report definition, you can also select details associated with the selected report element.
Eligibility rules define criteria which workers must meet in order to qualify to participate in HR-related tasks (ex: time entry templates, time entry codes, time calculations, period schedules)
Administrators, faculty, or staff
Employee Self Service (ESS)
Ability for employees to update or view their personal HR and payroll data.
A user-defined type that is assigned to each employee when the employee is hired. Typically Workday can filter employees by their employee type. Employees designated as fixed term employees have predetermined end dates for employment.
Error (Hard Stop)
An error which will appear when a business process needs to be resolved. This will appear in Workday as a red alert box, and requires immediate attention.
Error (Soft Stop)
An alert which will appear when there is a possible issue in the business process. This will appear in Workday as a yellow box, but does not require immediate attention.
The starting date of first-time or rehired employees in regular positions (i.e. vacation or sick–time-eligible positions).
Every action made within workday is stored. Workday history helps track business processes, make corrections, and run reports.
HR Analysts perform HR reporting functions for assigned organizations. They are the approval authority for human capital management processes including functions related to positions, staffing, compensation, and benefits.
The HR Partner is a support role for HR processes and is not necessarily a human resources employee. This role will usually be assigned to office assistants, allowing them to create and approve new positions and assignments.
Links to new pages (often blue, underlined text).
A boundary across which two independent systems meet, act on or communicate with each other.
All action items route to users’ Workday inboxes, which act similarly to email inboxes. All existing employee Outlook accounts are synced with Workday prior to implementation but they can be separated using the “Edit Tenant Setup – System” function in Workday (use search bar to locate).
A grouping of job profiles that are organized according to organizational functions.
Job Family Group
The broadest category of job profile groupings.
One of the three staffing models available to use in an organization. It provides the least control over the definition of individual positions. The hiring restrictions you define apply to all jobs in the supervisory organization, and users can define only one set of hiring restrictions per organization. In addition, with job management, users don't set specific limits on the number of jobs that can be filled. This is the model used for students, service missionaries, volunteers and contract workers.
Defines generic features and characteristics of a job type; such as, position type, pay range, duties, and competencies and proficiencies. The more specifically defined a job profile is, the more specifically defined those jobs and positions are. Job profiles are the most specific element in the job catalog (job profiles make up job families and job families make up job family groups).
Proposal for new job, which is created by certain users to open a position and to specify the characteristics tied to that position. Comparable to the current employment proposal.
A page with multiple configured Worklets to meet the needs of a certain user or group of users. These Worklets enable employees to quickly view data and perform tasks. Landing pages can be configured by individual users.
Leave of Absence
An approved period of time during which an employee may be absent from work for reasons other than vacation. See leave of absence policies for more information.
Defines the rules that apply to specific leaves of absence, such as eligibility and entitlement maximums.
A type of staffing model. Hiring restrictions are established at the organization level. No quantity is defined for the number of jobs available for hire within an organization. A position no longer exists after a worker is transferred, demoted, promoted or terminated, unless it is moved with the employee.
Managers are for employees with one or more direct reports. They can view and change business information, employee positions, compensation, and time-off requests. Managers can also initiate and approve the business processes (promotions, transfers, demotions, compensation changes, etc.) for those who report directly to them.
Alerts or reminders that are sent as part of a business process. Employees can also set up notifications to alert when a task is overdue.
Pay Group (Payroll Related)
A group of workers sharing the same job classification or unique characteristics. The pay group must also share the same work period, accrual schedule, and pay date. Pay groups facilitate the calculation of payroll. Workers in a pay group share the same period schedule.
An employee’s specified bank account linked to their net pay via direct deposit. For each account provided, the employee can designate amounts and/or percentages to be deposited.
The process by which employees’ net pay is derived. The process combines compensation, benefits, and statutory, voluntary and involuntary deductions, which results in the net amount payable to the employee. Amounts are displayed on employees’ pay stubs.
Personal information related to human resources, benefits, and payroll (federal tax information, direct deposit information, benefit choices, retirement elections, dependent and beneficiary information, birthdate, ID information and emergency contacts).
A type of staffing model. This is the staffing model used for staff, administrative and faculty positions (created by Human Resources). To hire, promote, demote, contract or transfer into a position, there must be an approved and available position on the worker’s start date. Positions can open after a job change, move from one supervisory organization to another, and close if the position is no longer needed.
An employee that has been placed in Workday, but has not yet been officially hired. Pre-hires are placed in Workday to avoid creating duplicate accounts. A pre-hire is provided limited access to employee self-service features in Workday to facilitate onboarding activities.
Some individuals may delegate securities and privileges to other authorized employees to work on their behalf in Workday. This includes delegating securities to submit hours for payroll, hiring students, etc. Securities can be delegated indefinitely or for a specified period of time. The person working with delegated powers is a proxy.
Most items within Workday have a related action icon next to them which allows users to interact with the item.
Reports - Standard Reports
Reports that are defined and delivered to employees by Workday. Users can export reports to Excel or View them in Workday.
Authorization within Workday for employees that need specific access and privileges to information and/or business processes.
A group of employees with similar security and job responsibilities (ex: One security group is HR Partner and another is Manager).
Specified security accesses and privileges given to a specific person.
Succession Partners have the approval authority for succession processes. They can maintain positions for succession and talent pools or perform other succession management tasks.
The management hierarchy (who reports to whom). A supervisory organization can be a business unit, department, group, or project. Jobs, positions, and compensation structures are associated with supervisory organizations, and workers are hired into jobs or positions associated with a supervisory organization.
The joint Workday database shared between BYU-I and BYU-H, which houses all employment and payroll records.
Time Keepers are responsible for making sure employees have entered time. They can submit time or add time for employees if needed.
Worker (Employee VS. Contingent)
BYU-Idaho administrators, faculty or staff are “employees”. “Contingent” workers are contracted employees, service missionaries, or volunteers.
A worker profile contains employees’ personal information such as address, job title, phone number.
Term that refers to shortcut icons on the Workday landing pages which provide quick access to tasks and information. Examples of Worklets are Pay, Time Off and Personal Information icons.