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All Research Administrators have immediate access to the Workday Quality Assurance Environment, a fully-interactive mirrored Workday website that lets us navigate, step through and submit processes without creating any issues in the live system. Use it to get comfortable navigating Workday.

Note: You won't be able to access more than what you currently can, due to privacy issues.
If you don't hold any of the deeper access roles and really want to learn more about Workday, click on the 'Other Training Options' in this section and watch the video there. It provides a thorough view into Workday.

If you're an employee just looking for help navigating Workday, head here (employee resources)!

START NAVIGATING

Follow the 3 short navigation tips below and you'll gain understanding of:

• What Workday access you have (or may need)
• How to navigate to employee-level details
• View or track progress of business processes (that your role allows you to view)

Needed Workday terms: Security Roles, Supervisory Organization
Log into Workday Qual Environment (<-- pop-up window) 
 

Navigation Tip 1

1. Workday Access:
   Click on your profile (View Profile - top right corner)
    
2. Under your name and title, click on Actions
    
3. Scroll to (and click on) Security Profile, then View Support Roles; you'll land on a table like this:
    

   Worker	Assignable Role	Worker	Role Enabled
   Your Name	Absence Partner	Amy M Ann K	Your supervisor's (PM) Sup Org
   	Academic HR Executive, etc.	Ann K Stuart T, etc.	Your supervisor's (PM) Sup Org

    
   • Scroll down, expand the worker column to see all names specifically in the Cost Center, Funded-By and HR titles. Make note of which roles your own name appears in. These are the Security Roles that you currently hold that determine what you can see and process.
      
   • Once you know your Roles, head to the Workday Informational Guide (WIG) for Security Roles to determine what your role(s) allows you to view and access. That document is a little overkill, feel free to skip to pages 10-13: HR roles.
      
     • If you don't have any of the security roles above, it may be the case that your dept/unit level lead hasn't requested the roles you need for doing your job. If you don't the roles you think you need, you may be able to get some version of them, depending on your business need for view/access. Contact your department or unit administrative lead, or let us know if we can help with this. 
        
     • If you don't have any roles at all established in Workday, you may need to wait to get them before proceeding to the steps below. It will quickly become apparent what you are and aren't currently able to do in Workday.
        

 Navigation Tip 2

1. Employee-level Details:
   Via View Profile, return to Actions under name/title, scroll to: View Worker History
   • Click on View Worker History by Category
      
2. Across the top nav-bar, you'll see categories that relate to your position
   • Feel free to click on any of those to see additional details about your employment
      
3. The first category in this section is Staffing
   • You'll see Hire History & Position Change History (if there have been any changes)
      
4. Under Hire History, click on the linked Hire item
   • This brings you to the details page for this event, which shows:
     • Your hire date
     • Position details
     • Your scheduled weekly hours (SWH)
     • FMLA exempt status
     • Job category and many other details
   • Due to interview-related privacy issues, it's unlikely you'll see much more than what's outlined above
     • But do check out the nav-bar that contains additional employment details - there's quite a lot

 
Navigation Tip 3

1. View/track Employee-level Processes:
   You may have a business need to view/track processes for employees in your unit
   • Below, we use your own profile as a starting point
      
2. Via View Profile, return to Actions under your name/title
   Scroll to View Worker History, View Worker History by Category
    
3.  If the Position Change History section is viewable, click on the earliest event (at bottom)
   • This section contains events like transfers, data changes, reclassify requests, etc.
   • Some items in your position history won't show much, due to privacy issues (such as hire/interview details)
      
4. If you have a transfer event or data change in your position history, click on one of those
   • At the top is a summary including your Sup Org, name of Overall Process, and Overall Status
   • There are 2-3 items below that: Event Details, Documents (if applicable), and Process
   • Event Details show previous and new versions of change, Document section is for supporting attachments
      
5. The Process tab contains a table outlining the Process History of the event
    

   Process	Step	Status	Completed On	Due Date	Person (up to 5)	All Persons	Comment
   Change Job (hotlinked)	Review, complete, verify, etc.	Submitted, Not Required, Approved, etc.	10/21/2021 05:27:05 PM		Stephanie, etc.	(# of ppl in group)	Description of need for event/change

6. If you click on just one step of an overall process and can't see much detail, you can use the summary above to click on Overall Process to see all steps, timing, approvals, etc. You can also click below on Remaining Process, which brings you to the rest of the subsequent steps in the Overall Process. It's somewhat cyclical, but as you click through and get a sense of the way the process timeline builds in the table, you'll get good at finding what you need.
    
7. Depending on your Security Roles, you may be able to use this process navigation to see the same level of detail for students, staff, faculty members in your Sup Org.
   
   For example: If you submit a request to process a summer assignment for a faculty member or student, you may be able to look that person up in Workday, and using the above steps, see how each business process is progressing and when it becomes final-approved and active in the system.
   
   Once you're comfortable with the steps above, exit the Qual Environment, log into the live Workday site and step through them again. You'll see the same set up that allows you to view employee data and track processes in real time.

 

How to Check on Business Processes You're Waiting On

Tracking progress of business processes via Worker History by Category is an effective way to manage processes via Workday whether you have direct access to processing, or are relying on central teams to process for you. If a process seems to have gotten stuck somewhere along the way, with a particular person, you can reach out to them directly to push the process forward, or contact them proactively when a particular process needs to be rushed through, due to a hard deadline.

The university requires employees who need Workday training to start with the self-paced modules before moving on to Instructor-led Zoom training classes. These are tiny little blasts of exposure to get you familiar with the over-all system, in prepartion for more comprehensive training.

• Completion is linked to the UTLearn system that tracks and records progress, to ensure no one accesses the Instructor-Led Training courses without knowing the basics.
   
• If you completed Workday training prior to January 2020 (and you hold the appropriate Role that matches the training you wish to take), you can skip the self-paced training and head to the Instructor-Led Courses. You'll need to seek exception and receive approval in advance of the course. (if it's been a while, consider stepping through them again anyway)
   

After you've completed the self-paced sessions (they're each only 5 minutes long), scroll to the bottom of the training list and take the Learning Review. Within several days to about a week of submitting the review, you'll receive email confirmation of having passing the review, and being cleared to take the Instructor-Led Courses. (or not passing and a suggestion to retake the lessons)

• If you're confident in your Workday savvy, feel free to jump directly to the Learning Review.
   

Workday Self-Paced Fundamentals of Workday
 

1. Navigation: Home Page – Overview

• Lesson  - Video (4:16)
• Learning Exercise

2. Navigation: Workday Applications

• Lesson - Video (4:01)
• Learning Exercise

3.  Organizations

• Lesson - Narrated PowerPoint (5:28)
• Learning Exercise

4. Staffing Models

• Lesson - Narrated PowerPoint (4:37)
• Learning Exercise

5. Security Roles

• Lesson - Narrated PowerPoint (5:02)
• Learning Exercise

6. Business Processes & Approval Routing

• Lesson - Narrated PowerPoint (5:15)
• Learning Exercise

7. Navigation: Home Page – Search

• Lesson - Video (5:30)
• Learning Exercise

8. Navigation: Home Page – Inbox & Notification

• Lesson - Video (4:51)
• Learning Exercise

9. Navigation: Home Page – Main Menu

• Lesson - Video (4:01)
• Learning Exercise

10. Worker Type 

• Lesson - Narrated PowerPoint (2:20)
• Learning Exercise

11. Employee & Contingent Worker Type

• Lesson - Narrated PowerPoint (4:49)
• Learning Exercise

12. Navigation: Worker Profile

• Lesson - Video (4:14)
• Learning Exercise

13. Navigation: Learning Resources

• Lesson - Video (4:10)
• Learning Exercise

Comprehensive Learning Review

The Learning Review provides the opportunity to validate your knowledge and obtain course credit in UTLearn upon completion of all the lessons.  

To be eligible to take the online Instuctor-Led Workday courses, the following are required:

1. Taken and passed the Learning Review for Workday Fundamentals Self-Paced lessons
2. Registered an account with UTLearn, where you can access your transcripts and confirm your progress
3. You hold the appropriate Workday Security Role that matches the class(es) you'd like to take
    

To confirm your security roles, head to your Workday profile, click on Actions (under your name), View Support Roles, then scroll through each group of roles to see which your name appears in. If you're not sure how to complete this step - you really need those Workday Fundamentals before pressing on!
 

Currently Available courses based on Security Roles

Security Roles	Instructor-Led Courses
HR Partner HR Executive HR Associate HR Assistant Academic HR Partner Academic HR Executive	Hire & Onboarding Changes During Employment -2 pts Multiple Jobs & Additional Work -2 pts Non-Employee & Contingent Worker Job Costing Tool (for faculty summer jobs)
Recruiter	Workday Recruiting -2 pts
Cost Center Manager	Costing (Basics) Costing (Advanced) Job Costing Tool (for faculty summer jobs) Costing Approval

Find the course(s) you're interested in, click on View Schedule and Register on UTLearn
Note: Don't click on the arrow on the right side, click on 'Select a Session.'

• After confirming you have the required role, as well as the pre-requisite self-paced class credit, click on Select a Session, then click on the Session Details and either register for the class or seek exception.
   
  • You'll receive confirmation of registration, or of your pending exception request.
    
    *note that requesting an exception means you are waiting for a human to confirm the exception via email, and then update the UTLearn system (which has had delays or issues in the past re registering exceptions --it's just something to keep in mind when trying to get into the ILT classes). Don't assume - confirm you've got the all-clear.
    
     --Sometimes it really is easier to just step through the self-paced little 5 minute video blasts to ensure you've got the credit. Or you can skip that, and just take the Learning Review at the end and wait for that confirmation. 
    Make sure the exception request is approved before you show up online for class, as you will get dropped as soon as the audit is performed, just as the class gets under way  
     
  • Also, if you register for an advanced ILT course before you have other basic ILT courses, the UTLearn system seems to treat the recommendation more as a requirement. Wait until AFTER you've got the BASIC ILT course BEFORE signing up for the ADVANCED ILT courses. You'll feel slightly less frustrated with the sign up process. :)
     
  • Also, if you sign up for ILT courses before your needed security role goes live, that too may create issues with UTLearn. It's a pretty basic online system that needs a little hand holding. Make sure your security role is live (for a good day or two) before signing up for the ILT course. Again, it's all about feeling less frustrated with a fairly glitchy and basic system/process.

• This 2020 1-hour Workday Presentation for CoLA senior staff assists with getting acclimated to Workday. This video does not replace Workday training requirements, nor will it count toward gaining access to the Workday Instructor-Led Training courses managed by the UT Workday Training Team. 
   
• As processes have shifted, some content in this video may be outdated. The purpose of this video is to help with getting acclimated to the Workday environment. It does not replace or add to the official self-paced training modules or the Instructor Led Courses managed by UT's Workday Training team. 
   
• Topics covered during the presentation:
  Navigation
  Sub-processes
  Financial business processes
  Stand-alone costing change
  Costing hierarchy, approval
   
• Stay tuned. Other training options are being explored with the university's Workday Training team. 

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