Glossary

Below is a glossary of terms related to the Enterprise Project. These terms focus on project structure, processes and technology. If you need information on specific Workday terminology, download the latest Workday glossary shared by our vendor partner.

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A

Academic Units are the primary organizational dimension in Workday Student. They are used to represent departments, schools, colleges and other entities. These units can recruit prospective students, admit students, offer programs of study or administer financial aid. Academic Units are used as the tenure initiating units (TIU) for faculty promotion and tenure, and also in conjunction with academic appointments to designate instructors for classes.

Academic Units will not be created for reporting purposes or for purely administrative departments, such as the Office of Academic Affairs or the Office of the Registrar.

All of Ohio State’s Workday systems (including Financials, HCM and Payroll) will be able to leverage Academic Units as a common worktag.

ADKAR is a research-based, individual change model that represents the five milestones an individual must reach in order to change successfully. ADKAR creates a powerful internal language for change and gives leaders a framework for helping people embrace and adopt changes. (prosci.com)

  • Awareness of the need for change
  • Desire to support the change
  • Knowledge of how to change
  • Ability to demonstrate new skills and behaviors
  • Reinforcement to make the change stick

B

Business Intelligence, Analytics and Reporting (BAR) refers to the Ohio State reporting service deliverables (currently eReports, Data Warehouse, Operational Data Store, etc.) that will be part of the Enterprise Project business transformation. The file from this link provides presentation slides with more detail. Additionally, a .pdf overview document is also available.

A detailed operational process flow that is part of an overall End-to-End Process (e.g., student registration, add/drop/swap and fee assessment/adjustment)

The Business Process Crosswalk shows how Workday functional areas correspond to Ohio State Finance System business processes.

C

Visualizing the ideal process without taking into account the current state. The clean sheet approach asks the question, “If you started from scratch, how would you design this process?"

“Cost Center” provides structure for financial institutions within Workday.

The Cost Center identifies a unit within the organization where payroll, operating expenses, revenue and budget are tracked. Each Cost Center will have an assigned Cost Center Manager who will approve financial transactions. Cost Center provides hierarchies that roll up individual Cost Center values to a grouping, which allows for easier reporting (e.g. multiple departments may roll up into a college).

Cost Centers will have an ID that begins with “CC,” followed by a numerical value (e.g. CC10182). New Cost Center values (leveraging sequential numbering) will be created for the university, OSU Physicians and OSU Health Plan. For the Health System, Cost Center values will be the current “Org” chartfield in PeopleSoft.

The Cost Center keyword, known as a “worktag” in Workday, will replace the PeopleSoft “Org/Department” chartfield in most cases.

E

A high-level operational process flow (e.g., course registration).

An entire organization, such as The Ohio State University (including the Wexner Medical Center).

A tool used by the Enterprise Project team to track major project activities, meetings and events.

Provost Bruce McPheron, Vice Provost Beth Hume, Senior Vice President Susan Basso, Interim Senior Vice President Michael Papadakis, Vice President Michael Hofherr and Vice President Mark Larmore.

F

The Foundation Data Model is a multi-faceted classification system that allows users to attach common keywords, or “worktags,” to transactions. By labeling information with worktags that are shared between business areas (Finance, HR, Payroll and Student), the university can effectively report and analyze data. Access the FDM Overview page for more information.

The Enterprise Project’s functional areas are Finance, Human Resources and Payroll, Student and Enablement.

H

Human Capital Management often refers to human resource support and systems that encompass:

  • Personnel administration
  • Benefits administration
  • Payroll
  • Employee Self-Service
  • Service center

I

Inbox

The “inbox” is one of the primary sources for tasks that require action in Workday. The inbox is always located in the top right corner of the system, in a static toolbar, and can also be accessed from the body of the homepage. Similar to text messages or emails on a smart phone, the inbox icon includes a color circle with a number indicating how many unread items are in the inbox.

There are two sections within the inbox – the Actions tab and the Archive tab:

  • Actions – This is where the tasks and business processes assigned to each person will appear, requiring action to complete.
  • Archive – The Archive tab captures the history of recent tasks.

 

​Notifications

“Notifications” are alerts from business processes citing specific progress in the workflow. Notifications are nice-to-know updates separate from the inbox. The notifications icon is located in the static toolbar at the top, right next to the inbox icon, and also includes a circled number indicating unread notifications.

The process of creating a data feed to or from Workday into another system.

L

Examples of proven and emerging business practices to help institutions improve operations and enhance service delivery.

N

A level of business process transformation that will improve technical capability and cross-university data quality.

O

A level of business process transformation that will create new structures that change how the process/capability is sourced by and delivered to the institution.

 A level of business process transformation that will streamline how processes are executed to improve quality and timeliness.

OCM focuses on the people side of change. The team maximizes the positive effects of change and mitigates the negative effects of change by facilitating:
• Understanding of the change
• How quickly people adopt the change
• How many people adopt the change
• How effective people are after the change

 

P

Project directors provide strategic leadership for collections of Enterprise Project teams (Business Process, Enablement, Organizational Change Management, Project Administration, and Release Management).

Project leads, reporting to Project Managers, provide leadership for a specific business process area.

Project managers, reporting to Project Directors, provide day-to-day oversight and direction for teams, such as Finance, Stakeholder Engagement, etc.

R

Related Actions button
In Workday, users can easily take action on an item via the "Related Actions" button, which is a rectangle with three dots inside. Clicking on the Related Actions button allows the user to see the list of available actions involving next steps or additional information. This means users can quickly move to the next task right from where they are in the system, rather than having to navigate elsewhere.

Examples of Related Actions include editing details, viewing an audit of the actions already taken or even creating a report.

  • The RAE, powered by Amazon Web Services, will hold all data that may be needed for analytics.
  • Tableau Server will be used for data visualization within the RAE.
  • Historical PeopleSoft data, as well as data from other systems that will not be converted to the new Workday format, will be loaded to the RAE.
  • The RAE will provide capabilities for data analysts to bring additional datasets into the system for deep, cross-functional analytics.

S

Individual decision makers with shared responsibility for the success of the Enterprise Project. Sponsors communicate the project’s vision, legitimize a change effort and have, or delegate, authority to make decisions. Sponsors are generally leaders of highly affected stakeholder groups or business process owners.

A level of business process transformation that will change where work gets done within existing organizational structures.

Supervisory Organization illustrates reporting relationships in Workday. It places employees into a hierarchy that provides structure for employee management.

Supervisory Organizations are used to drive staffing transactions, including creating positions, terminations, compensation changes, transfers and promotions, among others. In addition, they will be used to route time entry and leave requests for approval.

The Supervisory Organization keyword, known as a “worktag” in Workday, will replace the “Reports to” PeopleSoft field.

T

A Workday tenant is a standard and secure environment that can be altered to build, test and demonstrate functionality. Tenants enable the university to adapt Workday to Ohio State’s unique business needs. Quick tip: If Workday is a house, then Ohio State is one of its tenants!

A level of business process transformation that will create new processes or fundamentally change how an existing process works to improve outcomes.

W

A level of business process transformation that will change the roles and responsibilities of workforce segments critical to the process’s success.

Different teams that complete specific tasks all of which are required for a successful project. In the Enterprise Project, Student, Operational Design and Deployment are examples of workstreams.