School of Education Workday Transition Support Center
The transition from HRS and related systems to Workday is a major change. We’re committed to supporting the School of Education with tailored resources. This page will be updated regularly with guides, training materials, and answers to frequently asked questions. Check back often for the latest updates and tools.
Cutover Dates
Cutover marks the transition of business processes from current systems to Workday. Activities are carefully sequenced and scheduled in the months before and after Workday’s go-live in July 2025.
The School of Education’s Cutover Dates are specific to the School. Divisional Human Resources must receive all relevant transactions by the close of business on these dates. Departments may request information from hiring managers and other stakeholders earlier to ensure timely processing. Administrators can access the School of Education Cutover Dates here.
Cutover Dates Resources
Security Roles and Training
Workday Security Role Assignments define and control user access and permissions within the Workday system, determining what data and functionalities individuals can view or perform.
- Security role assignments will be continually updated
- Assignments will trigger invitations to Workday training
- Will be iteratively adjusted based on system performance and evolving organizational needs
Security Roles and Training Resources
Security Role Basics
Security Roles in Workday at UW-Madison control who can view data and perform actions within the system. The types of roles you’ll encounter include:
- Initiator: This role is responsible for starting a business process or creating a new record. For example, an employee might be an initiator for a request to update their personal information. They begin the process.
- Reviewer: This role can examine the data entered by an initiator or during a business process step. They can provide feedback or make edits before the process moves forward. They don’t typically have the final say but ensure accuracy and completeness.
- Approver: This role has the authority to make a decision that allows a business process to proceed. Approvers are often managers or individuals with specific oversight responsibilities. Their approval signifies that the action is authorized. In some business processes, you may add additional ad hoc approvers.
- Viewer: This role has read-only access to specific data or reports. They can see information but cannot make any changes or initiate processes. This is often used for informational purposes or audit trails.
- Delegated Authority: This isn’t a specific role type but rather a temporary assignment of some or all of a user’s security role permissions to another user. This is often used when someone is out of the office. The delegated person can act on behalf of the original role holder for a specified period.
A single individual can hold multiple security roles, and a business process might involve several different roles in sequence. The specific roles and their functions are configured within UW-Madison’s Workday environment to meet the university’s needs and policies.
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School of Education Security Roles for HR Administrators
The following are common security roles that are utilized by the School of Education and are used by departments.
| Role Name | Assigned Job Titles | Training(s) | Tasks |
| HR Analyst | Divisional HR / Department Administrators / Department Administrative Managers | Fundamentals of Workday | View all HR setup and operational data for assigned supervisory organizations. No approval authority. |
| HR Process Coordinator | Department Administrators / Department Administrative Managers / Dean’s Office Executive Assistants / WCER HR / WIDA HR / Administrative Support Program | Changing Compensation, Staffing Actions | Initiate or perform human resource actions on members of assigned supervisory organizations, such as hiring, termination, position and compensation changes, and personal information changes. Can initiate most staffing and compensation business processes. |
| Learning Partner | Department Administrators / Department Administrative Managers / Dean’s Office Executive Assistants / WCER HR / WIDA HR / Administrative Support Program | Fundamentals of Workday | This role provides view access into a learner’s record. The Learning Partner is a constrained role and has responsibility to manage training assignments and enrollments for the supervisory organizations that they support. This role can run and view learning reports. |
| Recruiter (Supervisory) | Department Administrators / Department Administrative Managers / Dean’s Office Executive Assistants / WCER HR / WIDA HR / Administrative Support Program
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Candidate Management and Ready for Hire, Create Job Requisitions and Job Posting | Perform recruiting functions for assigned supervisory organizations. Examples include creating, qualifying, and evaluating applicants for jobs and positions. No approval authority. |
| Student Assistant Process Coordinator | Department Administrators / Department Administrative Managers / Dean’s Office Executive Assistants / WCER HR / WIDA HR / Administrative Support Program
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Changing Compensation, Staffing Actions | Support actions maintained in Workday for student assistant (SA1-7) employees ranging from hiring, to payroll, to ending jobs |
| Unit Timekeeper | Department Administrators / Department Administrative Managers / Administrative Support Program
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Fundamentals of Workday | Perform manager-like functions related to time and time off for all workers in the assigned sup orgs. Intended to be assigned to non-HR staff who serve as a support role for the Manager(s) of the Sup Org including entering time or time-off on the workers’ behalf, approving time or time off, and entering schedule changes. |
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School of Education Training for HR Administrators
The following are trainings that align with assigned security roles for HR administrators within the School of Education.
| Title | Security Role | Training |
| Academic Department Administrators and Administrative Managers/Specialists |
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| Administrative Unit Administrative Managers/Specialists |
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| WIDA Human Resources |
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| Dean’s Office Executive Assistants |
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Business Processes
A business process is a series of tasks initiated, acted upon, and completed to achieve a specific business goal. Once initiated, Workday assigns tasks to the appropriate security roles and enforces security and business rules throughout the process.
Workday also lets you track the current step of a business process. Additionally, it allows multiple users with the necessary security access to act on a step, minimizing delays caused by staff absences.
Business Process Resources
Core HR
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Hiring New Employee and Direct Hire
Hiring a new employee can include hiring a new permanent or project employee (i.e. Academic Staff (AS), University Staff (US) or Limited (LI) appointee), instructional staff member, and faculty with a renewable contract, through a formal recruitment. Additionally, it can be used to hire new Student Assistants and Student Hourly position.
A “direct hire” business process refers to hiring an employee directly into a position, bypassing the need for open recruitment. This process involves initiating a specific Workday business process, “Hire,” which includes tasks like creating a pre-hire record, entering employment details, and onboarding the new hire.
Resources
Change Job
In Workday, the Change Job business process is meant to make a variety of changes to an employee, from transferring to a new position, changing the employee’s location, or even modifying the employee’s FTE.
The options for Change Job in Workday are:
- Transfer/Promotion/Demotion
- Expected Job End Date Change
- FTE Change
- Location Change
- Change in Responsibilities
- Reassignment
- Supervisory Organization Change
- Student Assistant Reappointment
- New Title Assignment
Change Job Resources
Academic Appointments
Academic appointments at the University of Wisconsin Madison covers Faculty Tenure Appointments (tenure/tenure-track), Faculty Named Professorships, and Joint Governance Appointments for both staff and faculty. Workday provides three business processes – Add Appointment, Update Appointment, and End Appointment – to track academic appointments for paid and unpaid academic members, including relevant dates, academic unit affiliation, rank, title, and tenure status.
Resources
Flexible Work Arrangements
Flexible Work Arrangements (formerly known as Remote Work Agreements). Flexible Work Arrangements are how the School and University track an employee’s hybrid or remote work schedule and ensures we are in compliance with statutes, policies, procedures, and guidelines.
It is important to ensure that Flexible Work Arrangements are up to date and accurate to ensure compliance.
Flexible Work Arrangement Resources
Recruitment
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Job Requisition and Posting Jobs
A job requisition is a request to fill a position, while a job posting is the advertisement for that position to the public. The requisition initiates the hiring process internally, while the posting makes the opportunity known externally.
- Job Requisition: This is the task and business process that requests the creation of a new position or the filling of an existing one. It specifies the job’s requirements, responsibilities, and other details needed for the hiring process. This replaces JEMS PVL Recruitments and Waivers.
- Job Posting: This is the external advertisement that makes the open position known to the public. It will be posted on the university’s jobs board and other job boards that automatically scrape from UW Madison.
The requisition goes through various approval steps to being posted and eventually filled. The status of the requisition can be tracked in Workday.
Job Requisition and Post Job Resources
Compensation, Payroll & Benefits
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One Time Payment and Period Activity Pay
One Time Payment
In Workday, a one-time payment is a single, non-recurring payment made to an employee outside of their regular salary. It’s used to compensate for work completed on a short-term project, temporary additional duties, or in recognition of superior performance, like a bonus.
One-Time Pay is for initiating the following types of pay:
- Performance Bonus
- Retention/Referral Bonus
- Hiring Bonus
- Moving Stipend (post-hire)
- Awards
- Pay Plan Lump
One-time pay can be embedded into the following business processes:
- Change Job
- Hire
- Termination
- Create Position for scholar payments
Period Activity Pay
In Workday, “Period Activity Pay” (PAP) is a way to pay employees for specific activities or projects over a defined period, such as a term or academic year. It’s a distinct process from regular salaries or hourly wages and is used for various scenarios like summer service or summer session appointments, fellowships, and overloads.
Types of Period Activity Pay:
- Camp
- Committee Participation
- Continuing Education (CE) Course
- Coverage
- Course/Curriculum Development
- Event Speaker
- Lecture
- Mentoring
- Lecture (Not for Credit)
- Service-Related Payment
- Service-Related Payment (Overload)
- Residence Hall House Fellow
- Standby
- Stipend (Fellow/Trainee)
- Summer Session
- Summer Service
One Time Pay and Period Activity Pay Resources
Performance Management
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Before Workday Go-Live
As we are transitioning from our current performance review system, PMDP, to Workday Performance Management, supervisors and employees will need to complete some tasks in PMDP before fully transitioning to the Workday Performance Management System.
Supervisors
Supervisors can find current PMDP resources here.
- Open annual evaluations in PMDP by June 14, 2025
- If you supervise employees and conduct evaluations on the annual review cycle (July 1, 2024, to June 30, 2025), you must open a summary evaluation for each employee in PMDP by June 14, 2025.
- Evaluations don’t need to be finished by this date, but they must be started.
- After June 14, you will no longer be able to start new reviews in PMDP. You’ll only be able to close ones already in progress.
- Complete all evaluations in PMDP by September 1, 2025.
- Make sure all evaluations for university, limited, and academic staff on the annual cycle are completed in PMDP by September 1, 2025.
Divisional Human Resources will email supervisors additional information regarding:
- Probation and Evaluation Periods:
- After Workday goes live, supervisors may need to follow special procedures to complete reviews for employees who are on probation or under evaluation.
- Initial Setup in Workday:
- You’ll need to enter expectations and goals from the FY25 PMDP evaluations into Workday. This will prepare you for the first Workday review cycle, starting with the midpoint evaluations in January 2026.
- This task will be initiated by the Divisional Human Resources Office.
Employees
- You don’t need to take any action right now.
- You may receive a notification that a PMDP evaluation has been opened sooner than expected. Rest assured, this is a standard step in our plan to ensure a smooth transition to Workday
Performance Management in Workday
Workday Performance Management is a suite of tools and features within Workday designed to help organizations manage employee performance, development, and career growth. It integrates with other Workday modules and allows for a more holistic view of employees’ performance and development, including goal setting, performance reviews, feedback, career profiles and talent management.
The Performance Management cycle occurs at the start of a performance-eligible position and throughout the probation period. It then continues the regular annual cycle following the fiscal year.
Performance Management Resource
Reporting
Workday will improve data access and reporting capabilities for users across the Universities of Wisconsin. With Workday and the development of a UW data lake (the Enterprise Analytics Platform, or EAP), we can:
- Improve access to operational data
- Ease the experience for data users and consumers
- Expand the audiences and types of quality data available for broader uses
- Standardize data and definitions across units, divisions, departments, schools, and institutions