The School of Education’s Administrative Transformation Program (ATP) Readiness Team will use this page to share news, highlight resources, relay training opportunities, and communicate SoE-specific information in preparation for UW’s implementation of Workday.
Workday is the enterprise resource planning (ERP) system all Universities of Wisconsin universities will use to standardize and streamline finance, human resources, and research administration processes, including accounting, managing time off, completing payroll, and closing out research awards.
Workday will go-live July 2025!
Do you have questions about Workday? Send an email to the SoE readiness team at soe-atp@education.wisc.edu
Workday Readiness: Finance, Human Resources and Research Administration Process Reviews and Walkthroughs
We are excited to announce that we will be scheduling a series of Workday Readiness meetings in the coming weeks. These sessions are designed to walk you through key Workday business processes, provide hands-on experience processing transactions within the training tenant, and offer a forum to troubleshoot any questions or issues you may encounter.
The agendas for upcoming meetings, along with relevant resources, will be available on this website. Please check the website regularly for the latest information and schedules.
We encourage you to forward these meeting invitations to other individuals within your departments who may have involvement in the specific topics being covered on any given day. Your collaboration in ensuring broad awareness will be greatly appreciated.
Please fill out this survey about training preferences. We will use the survey feedback to shape the content of our sessions.
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Thursday, April 24. 2025 (10:30 - Noon) - Finance/HR Topics: Foundation Data Model & Supply Chain Management (Purchasing)
Recommended Training Session
- Workday Fundamentals: Finance Core Concepts (CBT) – Workday Fundamentals: Finance Core Concepts will cover the basics of the Foundation Data Model (FDM) and introduce worktags. The FDM is the framework that supports accounting and financial reporting in Workday. The FDM drives security, workflow, and reporting, and will affect end users transacting in the system. The foundation set in this course provides background for future finance and research administration training.
Supplemental Training Sessions (Requisition Validator Role)
- Workday for Finance: Procurement for Requisition Validators (CBT) – Workday for Finance: Procurement for Requisition Validators will cover the requisition approval workflow, detailing roles and responsibilities as well as how to initiate change orders. Additionally, the course will highlight the functionalities of the Procurement and Accounts Payable Dashboard.
- Workday for Finance: Supplier Accounts for Requisition Validators in Workday – Supplier Accounts for Requisition Validators in Workday will provide an overview of supplier accounts as well as how to create supplier invoices and supplier accounts match reporting. Additionally, this course will cover how to access supplier account information from the Procurement & AP UW Dashboard.
Agenda
- Review SoE Webpage for Support Materials
- Review Foundation Data Model Tableau Dashboards for SoE Department Structures
- Review Key Security Roles involved in Procurement Processes
- Demo Procurement Process in Workday Training Tenant
- Q&A
Thursday May 1, 2025 (10:30 - Noon) - Finance/HR Topics: TBD
Agenda
- Review SoE HR Webpage and Additional Resources
- Create Job Requisition
- Create Job Posting and Post Job
- Hire New Employee
- Faculty, Academic Staff, Limited, and University Staff
- Student Assistants and Fellows
- Student Hourly
- Demonstration
- Q&A
Thursday, May 15th, 2025 (9:30 - 11:00) - Admin Forum
Agenda
- Academic Appointments
- Performance Management
- Benefits Updates
Thursday May 22, 2025 (10:30 - Noon) - Finance/HR Topics
Agenda
- One-time Pay Process
- Period Activity Pay
- Time/Absence Entry, Request and Correction
- Time Approval
- Payroll Costing Allocation Updates
- Payroll Accounting Adjustments
Thursday May 29, 2025 (10:30 - Noon) - Finance Topics
Agenda Topics
- Finding My Funding Resources
- Workday FDM Cross Walk
- Crosswalk Downloads
- Behind the Scenes Look at the Mapping Process
- ATP Financial data Model Crosswalk
- FDM Mapping Rules
- FDM Account Mapping
- Workday FDM Cross Walk
- Key Financial Reports in Workday
- WISER to Workday Reporting
- All Funds Financial Budget to Actuals (UW)
- Find Journal Lines
- WISER to Workday Reporting
Thursday June 5, 2025 (10:30 - Noon) - HR Topics
Agenda Topic: Job Changes
- FTE Change
- Termination
- Expected Job End Date
- Location Change
- Business Title
- Compensation Changes
- Change in Responsibilities
- Transfer, Demote, Promote
Thursday June 12, 2025 (10:30 - Noon) - HR Topics
Agenda Topics:
- Recruitment Assessment, and Selection Plan updates
- Candidate Management
- Work Agreements and Contracts
- Skill Survey and Reference Checks
Thursday June 19, 2025 (9:30 - 11:00) - Admin Forum
Finance Agenda Topics Coming Soon
HR Topics:
- Learning Management
- Flexible Work Arrangements
Finance:
- Workday Reporting Overview
- Reporting Resources
- Reporting Tips and Tricks
Thursday June 26, 2025 (10:30 - Noon) - Finance/HR Topics
Agenda Topics Coming Soon
HR Topics:
- Data and reporting
Workday Training and Learning Opportunities
Training for ALL Employees Begins May 2025
Computer-based training, How-to Videos, and Job-Aids will be available to all employees starting May 6, 2025 in your UW System Canvas dashboard.
Training for Finance, Human Resources (HR), and Research Administrators Begins March 2025
Computer-based training courses and live webinars will be available in your UW System Canvas dashboard starting in March 3, 2025 and assigned based on an employee’s work role. Note that you must register for live webinars in Canvas.
Workday Training: Frequently Asked Questions
Question: I did not receive a Welcome to Workday Training email message from service.operations (serviceoperations@uwss.wisconsin.edu) on Feb. 20? Does that mean I have no assigned role?
Answer: Every UW-Madison employee will have an assigned role in Workday. Training for employees in finance, research administration, and human resources roles will begin first. All other employees will receive training invitations in May. Please refer to the chart below for more information:
Question: I checked my Canvas courses and did not see any Workday trainings listed. What should I do?
Answer: Unless your role is in finance, research administration, or human resources, you will not have any training courses assigned to you at this time (see chart above). Additionally, Workday training will take place in the Universities of Wisconsin Canvas portal, not in the UW-Madison Canvas portal.
Question: I would like to block off my calendar for the required Workday training. How can we find out about the time for our Workday courses?
Answer: Much of the Workday training will be self-paced, computer-based training. For training sessions that are instructor-led, invitations will be sent to the appropriate staff. For more information about Workday training, visit the Universities of Wisconsin Workday training website.
Change Preparedness Resources
Change is hard, and this is a big one. The Office of Human Resources offers many resources to support individual employee change preparedness.
What's Changing for All UW Employees?
Bitesize Info/Demos for All Employees
SoE Resources
ATP for SoE Finance Administrators
Information and resources for SoE administrators who serve in a finance role or perform finance-related tasks.
Attend the SoE Administrative Forum
The SoE Business Office will be introducing ATP concepts and hosting info-sessions at their monthly Administrative Forum through Workday implementation. All SoE staff are welcome to attend.
Upcoming Admin Forum Topics:
June 2025, Workday Reporting
ATP for SoE Human Resources Administrators
Information and resources for SoE administrators who serve in a human resources role or perform HR-related tasks.
Engage with the SoE Readiness Team
Leads: Sheryl Van Greunsven, Elissa Barnett
Team: Jason Erdmann, Andrew Johnson, Jennifer Krug, Anna Lewis, Danielle Maillette, Lauren Meyers, Jody Moen, Tammy Wacek
The SoE Readiness Team is happy to join your upcoming department and/or staff meetings to share information on ATP.
soe-atp@education.wisc.edu
What's Changing for UW Administrators?
Bitesize Info/Demos for Administrators
- Workday Organizations Overview - 7 minutes
- FDM Overview - 2 minutes
- Workday Data and Reporting Overview - 5 minutes
- Security Roles Overview - 7 minutes
- Period Activity Pay Overview - 3 minutes
- Temporary Base Adjustments Overview - 4 minutes
- Approvals Overview - 4 minutes
- Delegation and Reassignment Overview - 3 minutes
Finance, Human Resources (HR), and Research Administration tasks will roll up into the Workday system.
This means the functionality of current tools like WISER, Cost Transfer Tool, JEMS, TREMS, HRS, and many more will be available in one system – Workday.
Current to Future State Crosswalks
FDM Mapping Rules (Tableau) – Conversion tables showing Account code mapping & SFS funding string mapping to Workday
FDM Mapping Tool – SFS to Workday tool for mapping existing SFS values to Workday (limited access). Also contains read-only and downloadable content (broad access).
WISER to Workday Reporting –WISER financial report crosswalk
OBIEE to Workday Reporting – HR report replacement crosswalk
Find out more about changes for Finance Administrators | HR Administrators | Research Administrators
Key Dates
August – October 2024: User experience testing (UXT) for human resources and finance professionals.
January – July 2025: Cutover planning. This is the window in which we will stop using our current systems and transition to Workday.
March, April 2025: *TRAINING begins* for human resources and finance professionals.
May 2025: Training for all other employees begins
July 2025: Workday go-live.
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Reporting
Enterprise Analytics Platform
The Enterprise Analytics Platform (EAP) endeavors to be our trusted, governed source for enterprise data, empowering data-driven answers for analysis and decisions.
EAP is a data analytics infrastructure that can be immediately leveraged to meet the needs of the data warehousing and longitudinal data needs of the Administrative Transformation Program (ATP) in a manner that will be expandable over time to campuses and their needs around student data, learner data, and the integration of such data sets for improved decision-making.
Projects
EAP is comprised of several evolving projects housed in the same data warehouse. The data sets and workstreams housed within platform include the following.
- The Core Platform (Infrastructure)
- Administrative Data (HR, Finance)
- Enterprise Data Governance
- Enterprise Data and CDR Modernization
- Student Lifecycle (Admissions, Registrar, Financial Aid)
- Learner Data (Canvas)
See an overview of EAP projects here.
Administrative Data (HR, Finance) Workstream Updates
Approach
The primary objective of this workstream is to replicate legacy and Workday datasets and dashboards to provide a base to grow analytics capabilities. The below graphic illustrates the EAP architecture at a high level.
To ensure that EAP can meet the data needs of the Universities of Wisconsin at the time of Workday’s initial go-live (July 2025), we recently shifted to a “replicate and iterate” approach in which we’ll become hyper-focus on replicating existing EPM, SFMart, and InfoAccess views to free-up downstream effort – all in an effort to facilitate a successful Workday launch. The below graphic illustrates the path forward with this approach.
