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Below are a few terms that help make sense of the way Workday functions. Additional terms will be included in specific topics as we build out this resource.

Sup Org (Supervisory Organization)

The Sup Org is the way everything is organized in Workday; it's a grouping system. The Sup Org hierarchy is used to determine reporting structures, managers, subordinates, account ownership, and access rights. It's used the way Unit Codes function in all the other UT systems.

• (PM) Sup Orgs & (JM) Sup Orgs - You can think of them as Permanent vs. Junior (whatever works for you)
   
  • Position Management vs. Job Management
    PM Sup Orgs hold positions - that people fill or vacate
    JMs contain jobs that don't exist unless someone's in them (like students or summer faculty)
    
    Workday uses a chair analogy, we sit in Sup Orgs:
       - An employee sitting in a PM chair can get up, leave, and the chair remains for someone else to sit in
       - An employee in a JM chair gets up and the chair goes with them
     

The take-away here is not that you get free chairs when you work temporarily! 😂
 

Security Roles (Support Roles)

Security Roles are exactly what they sound like. Specific roles have access to specific functions. UT Workday has a big ol' document about security roles. Let's see if we can condense it a bit.

• Academic - all things faculty (including Academic HR)
• HR - employment activities (non-academic)
• Financial - the accounting leg
• Time - timesheet oversight
• Absence - leave, vacation oversight
• Recruiting - job posting, interviewing, hiring management
• Security - delegating access rights for all of the above

To see which roles you hold, you've got some choices:

 1) AskUs tells you to type in 'My Supporting Roles' in the search bar, then click on the result under Tasks and Reports - it's arranged by Sup Org, so if there are quite a few in your unit, you may have just entered a scroll-party. 

2) Head to your profile, click on your Sup Org, then Roles to see Supporting Roles, though this seems like a client-facing version of Supporting Roles because some key roles (behind the scenes) aren't shown.

3) From your profile, click on Actions below your name and title, then View Supporting Roles. This pulls up by role group all of the security roles in your group and all the individuals in each type of role. It also gives you a sense of the heirarchy involved, who owns the roles, or who has responsibility over them based on the right-side column.

As we build out this resource, we'll be focusing on HR and Financial functionality, as that's what impacts Research Administration the most. 

BP (Business Process)

Workday refers to specific tasks as business processes. Every transaction, every step is called a business process. And each business process can be part of an overall process. In Workday, when you fire off a business process, it leads you down a path of specific, individual other business processes that are part of the overall process. Confused yet? To Workday, your confusion is a business process. -ahem- There's a brief list of terms and concepts here. 

WIG (Workday Instructional Guide) aka WPO

Probably the single most uttered statement throughout initial Workday training efforts was, 'There's a WIG for that.' These days, they're known as Workday Process Overviews. Depending on the role(s) you have in Workday, you can log into the Workday Qual environment (which is a simulated duplicate site that doesn't impact real-world things), and use the WPOs to step through and try out the processes available to you. 

Additional Terms
To keep this spot easy to navigate, additional process-specific terms will be handled where each process is addressed.
(This is a work in progress - please check back!)

Coming soon - a place to find what you need when you don't know what it's called.

Did you know that our Unit Codes make an appearance in Workday?

One of the learning curves in Workday has been transitioning from the concept of using unit codes (which pull accounts under a PI group -with associated people) to using Supervisory Orgs (which pull people under supervisors -with associated accounts).

• Try this: Click on your Profile (<--pop-up login link), then Actions, then View Support Roles.

Scroll down to the Funded By section. Click on one of the FB account numbers (not the stop gap account).

That brings you to details about the funding source. There's a line in there called 'Included In.' About 4 digits in, you'll see your unit code shining through.

You'll also see other 10-digit account numbers included in that funding group (for salaries and wages).

• You can use the search function to find accounts (and associated Unit Codes) in Workday by starting with either the FB or AC designation followed by the budget group number (the first 8 digits of the account number). The intuitive nature of the search function in Workday will pull up all associated subaccounts for that group. But they'll only be subaccounts related to salaries and wages because that's all the Workday system deals with. The other non-HR subaccounts aren't loaded into the HR system because Workday won't process transactions on non-HR subaccounts, such as the 50 or 80 subs.
  
  (Screen 3 in the CA3 module in *Define will also show you which subaccounts are loaded into Workday.)
   
• If you do a search for only 'FB26,' hit enter and see 'No Results,' click on More Categories and then you'll see 100 of the 'Organizations' that fall under what we know as 26 accounts in your purview. It's not the most helpful way to find account numbers in your unit, but it does give you a sense of how Workday can be used to sift through account numbers (associated with salary and wages).
   
• Another way to dig into accounts in Workday is to head to a person's Profile, then select Pay, then Costing Allocations and click on any of the linked 'Costing' sources aka accounts (assuming you have an HR role that allows you to see these kinds of details).
  
  That will take you to that same page that shows details about the funding source, including the group the funding is included in --and once again, by clicking on it, you'll see the group, or unit that the funding source is assigned to. For academic assignments, you're likely to see the main unit code ending in 000 that reflects the top level unit associated with the department or unit of the employee. And clicking on that will reveal some of the groups or subordinate groups under that top level unit. Again, not super efficient, but informative.
  
  Click around in the various Funded By groups and see how they build. What you'll see is hierarchal information about our PI groups and accounts, which helps explain how Workday uses these hierarchies to attach to the Supervisory Orgs (also hierarchies) that our people are grouped in.
   

It feels a little cyclical, but it also lifts some of the mystery of how it works.

Did you know that our Unit Codes make an appearance in Workday?

One of the learning curves in Workday has been transitioning from the concept of using unit codes (which pull accounts under a PI group -with associated people) to using Supervisory Orgs (which pull people under supervisors -with associated accounts).

• Try this: Click on your Profile, then Actions, then View Support Roles.

Scroll down to the Funded By section. Click on one of the FB account numbers (not the stop gap account).

That brings you to details about the funding source. There's a line in there called 'Included In.' About 4 digits in, you'll see your unit code shining through.

You'll also see other 10-digit account numbers included in that funding group (for salaries and wages).

• You can use the search function to find accounts (and associated Unit Codes) in Workday by starting with either the FB or AC designation followed by the budget group number (the first 8 digits of the account number). The intuitive nature of the search function in Workday will pull up all associated subaccounts for that group. But they'll only be subaccounts related to salaries and wages because that's all the Workday system deals with. The other non-HR subaccounts aren't loaded into the HR system because Workday won't process transactions on non-HR subaccounts, such as the 50 or 80 subs.
  
  (Screen 3 in the CA3 module in *Define will also show you which subaccounts are loaded into Workday.)
   
• If you do a search for only 'FB26,' hit enter and see 'No Results,' click on More Categories and then you'll see 100 of the 'Organizations' that fall under what we know as 26 accounts in your purview. It's not the most helpful way to find account numbers in your unit, but it does give you a sense of how Workday can be used to sift through account numbers (associated with salary and wages).
   
• Another way to dig into accounts in Workday is to head to a person's Profile, then select Pay, then Costing Allocations and click on any of the linked 'Costing' sources aka accounts (assuming you have an HR role that allows you to see these kinds of details).
  
  That will take you to that same page that shows details about the funding source, including the group the funding is included in --and once again, by clicking on it, you'll see the group, or unit that the funding source is assigned to. For academic assignments, you're likely to see the main unit code ending in 000 that reflects the top level unit associated with the department or unit of the employee. And clicking on that will reveal some of the groups or subordinate groups under that top level unit. Again, not super efficient, but informative.
  
  Click around in the various Funded By groups and see how they build. What you'll see is hierarchal information about our PI groups and accounts, which helps explain how Workday uses these hierarchies to attach to the Supervisory Orgs (also hierarchies) that our people are grouped in.
   

It feels a little cyclical, but it also lifts some of the mystery of how it works.

Panel 5. Add body text in this space.