About Workday in Research

Workday training is split into two sections:

1. A Self-Paced Learning Series that consisting of brief videos, powerpoints and simple exercises designed to get you aquainted with general terms and basic navigation in Workday
   
   Access to the self-paced modules is open to pretty much everyone.
   
   The last step in this series is a Learning Review Qualtrics survey designed to test how much you retained from the learning series.
   
   Once you complete the 30 question review, the results are submitted to the Workday Training team, who will then email you with the results of your review. Pass 80% of it and your transcript in UTLearn is updated to reflect that you've completed the Self-Paced Learning Series and can move on to additional training.
    
2. A series of Instructor-Led Online Classes that cover common processes related to HR functions, such as hiring and onboarding, costing allocations, how to use the faculty summer job costing tool (JCT), and other topics
   
   The Instructor-Led Online Courses are restricted access and available only to people whose completion of the self-paced classes is confirmed in the UTLearn system, AND who also already hold the particular roles in Workday that relate to the training topics.

When you access Workday for the first time, or head into the Qual Workday Environment to practice using it, there is an overarching concept that may be helpful to understand.

• For the most part, Workday Business Processes (aka BPs) are cyclical in nature - meaning that whichever specific thing you need to accomplish comes with a series of steps, or cycles, or mini-processes that have to be completed in specific order, one at a time, as you step through. 
   
  • When you initiate a BP in Workday, you'll find yourself cycling through the first step, and then submitting it. Then the second step shows up in your Workday inbox, or you click where you left off, and then move on to the next step, then submit that one, and so on.
    
    Of course, during the training, you are taken to each step, but (as of August 2024) it's not really explained just what you are seeing and why. This may be why some people get thrown off when navigating Workday for the first time.
     
    • Another way to think about it is... Every time you step into Workday to accomplish something, you are tasked with putting together a tiny jigsaw puzzle. Each step, process or layer is another piece to the puzzle that you fit into place. The last piece of the puzzle is the final approval that causes the process to appear as successfully completed in Workday.

Each college chooses its approach to Workday.

The College of Liberal Arts Workday approach consists of a mix of direct and centrally-based processing. Some business processes are handled by COLA HR, some are completed by COLA's Finance team in the Dean's Office, and some are processed at the dept/unit level.

• Some of COLA's centrally-processed requests have forms that must accompany the requests to assist the central teams with accurate processing.
   
• The nature of centrally-processed Workday requests can make it difficult for department and unit-level staff to have a clear understanding of how, when and by whom their requests are handled, especially when staff are new.

I am required.

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