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Functional Area (Module)

A collection of domain or business process security policies that are related to the same set of product features (i.e. Compensation, Benefits)

Sandbox

A copy of Production where clients can test new functionality/configuration changes before deploying in Production environment

Contingent Worker (Contractor)

A worker in the system who is typically paid through accounts payable. Less information is tracked and normally do not receive benefits from the company.

MoveIT

Aon's secure file transfer solution

Optimized BPs

Come from the Factory Defaults as a starting point for loading and empty tenant.

Central Desktop

Houses project content; shared between the client and Aon

iLoad

Implementer's tool to convert data or configuration into Workday.

Application Management Services (AMS)

Maintain the tenants post-deployment and configuration

Delivery Assurance Review (D.A. Review)

Quality control from Workday; occurs at certain milestones to verify the integrity of the configuration

Preview

Sandbox with features that will come in future Workday updates

Class Reference Field (CRF)

Simply put, it's a field, typically used for reporting

Initiation

The first step in any business process.

WD Setup

The tenant in which the Factory Defaults are stored and extracted from to configure an empty tenant for use.

Profile

A composite view of a worker, a job, or a group that puts a collection of information in one place

Community

A forum to post questions/answers regarding configuration; houses Workday concepts and configuration tips; owned and maintained by Workday

Subject Matter Expert (SME)

A functional expert in a particular area

Workday IDs (WIDs)

A globally unique identifier (GUID) that Workday automatically generates on all customer data. Workday IDs consist of a 32-character, non-changing string.

Action Steps

A separate business process or Review that initiates when this step runs.

Approval Chain

A sequence of approvals that starts with an individual, then goes to that person's manager, and on up the management chain until it gets to the top or until some exit condition is met. Typically the step is sent to the Manager role-based security group that starts the chain

Business Process (BP)

A set of tasks that people initiate, act upon, and complete to finish a desired business objective

Tenant

A single instance of the Workday platform/suite. They can have different designations such as partner, implementation, production etc

Stripped Business Process

A slimmed down Business Process definition that only has the minimal steps to get through the BP and have it work. Usually there are no approvals.

HP Quality Center (HPQC)

A system where the client and PC can log defects and track resolutions

Studio

A tool used to create complex integrations when an EIB is unable to; typically used when there is more than one data source

Tenant

A unique instance of the Workday service that is specific to each client; a logically separated database that is password protected

Employee

A worker in the Workday system who is typically paid out of the payroll system.

iLoad

Access to implementers only; a way to load data into the tenant using excel spreadsheet templates

Domain

An area of focus within Workday; ex: Benefits, Payroll, HCM, Time Tracking, etc.

Enterprise Interface Builder (EIB)

An integration system to mass load/extract data to/from Workday; looks similar to an iLoad; usually given to client with a sample row for them to input the information

Integrations Database (IDB)

An internal Aon database that is usually shared with the client; portrays the number of integrations remaining, the status, pending items, etc.

Consolidated Approval

Approving one or more selected steps at one time. Unlike the other approvals, it is not for approving the entire process Configured from the View mode.

Pre-Hire

Before you can hire a worker, the person must exist as a pre-hire in Workday. You can create a pre-hire during the hire process. You can also create pre-hires earlier and track their progress through the process of interviews and evaluation.

Prototype 0 Environment (P0)

Built before Discovery; minimal HCM data loaded, but contains client data so it is easy to see what the tenant would look like for their employees; used throughout the Architect phase

Custom Organizations

Can be used to meet any requirement which a client may have. However, custom fields can now be used to solve many challenges that ____________ solved previously.

Data Gathering Workbooks

Captures the client's configuration needs

Production

Client's live Workday environment; Gold become Production

Functional

Configures the tenant as per the client's requirement

Functional areas

Contain logical groupings of securable items Examples:Talent, Core Compensation, System, Expense, etc.

Business Process Security Policies

Controls what you can DO Collections of securable items related to business processes, including initiation steps and step actions. They also are where you specify permissions for actions on processes: view, approve, rescind, cancel, and correct.

Domain Security Policies

Controls what you can SEE Grouping of parent-child relationships, also called domain - sub domain. In these cases, the securable items listed in the parent domain security policy are actually in the child, or sub domain, security policies

Phase N Implementation

Designation for projects when the client is already live on Workday; scope is to introduce new functionality to the Workday platform

Phase 1 Implementation

Designation for projects when the client is not yet on Workday; scope is to bring the client onto the Workday platform

Knowledge Sharing Sessions (KSS)

Domain specific calls hosted by Workday to discuss functionality

Profile Groups

Each profile collects information into content groups. Workday defines which ______________ are available for each profile and the standard reports available in each group. (You can add custom reports to some ______________, such as the Worker Profile > Overview group.)

Principal Consultant (PC)

Executes the plan designed by the LFA; responsible for using iLoads, testing, and status reports; the face of the project and primary contact for the client

Prototype 1 Environment (P1)

Extensive configuration takes place; completed using the "Functional Checklist"; expectation is to be built to 80% of accuracy within Production

Gold Environment

Final build and the client's production environment; begins 6 weeks prior to Go Live; expectation is the loads and configuration are 100% accurate; no testing is done directly in Gold

Cost Center

Financial grouping of employees typically used to charge employees to the proper GL accounting structure.

Cross-Functional

Functions within the product that might be used across multiple functional area

Approval

Gives the designated approver the opportunity to approve or deny the entire business process. Use the Group column to control which security group (usually a role-based security group) performs the approval. Everyone in that group who is granted permission is notified that they have an approval. Unless the step's All column is checked, as soon as one person in the role approves the request, the notification disappears from everyone else's inbox and the business process continues.

Multi-tenancy

Having single tenants share the same code line and all being on the same version, providing for faster innovation, stronger collaboration, lower cost and vendor managed updates.

Job Management

Hiring restrictions defined apply to all jobs in the supervisory organization and you can define only one set of hiring restrictions per organization Provides the least control over the definition of individual positions Use it when you need to assemble a critical mass of employees in the shortest possible time

SharePoint

Houses internal Aon content like methodology guides, shared calendars, configuration tips and tricks, etc

Location-Based Security Group

Include one or more locations. Workers are granted access to items in a policy secured with a location-based security group if they are in any of the locations included in the group. Not recommended

Organization-Based Security Group

Include one or more organizations of any type. You can optionally include subordinate organizations. Workers are granted access to items in a policy secured with an ___________________ if they are in any of the organizations included in the group. Applies to Current Organization and all Subordinates

Data Conversions

Loads employee data into the Workday tenant; does not load in configuration

Intersection Security Group

Made up of one or more other security groups. Includes users who are in all of the specified groups. That is, being in only one of the specified groups is not sufficient. To be included, you must be in every specified group.

Aggregation Security Group

Made up of one or more other security groups. Includes users who are in any of the selected security groups. That is, one does not have to be in every included group; being in any one group is sufficient.

Point of View Environment (POV)

Maintained by CDS and is considered to be our "best practice" configuration

Prototype 2 Environment (P2)

Migrated from P1; includes changes in configuration that were made

Prototype 3 Environment (P3)

Migrated from P2; typically only used for Payroll

Template Driven UI

New technology being deployed by Workday which allows for the consolidated of multiple business processes into one, typically all on the same page.

Position Management

Provides the greatest control over hiring Gives you the ability to define separate hiring rules and restrictions for each position Straight-forward headcount reporting

Reference IDs

Reference IDs uniquely identify specific instances of a business object in Workday and will remain the same between tenants if migrated.

Company

Represents a legal entity, set of books or FEIN.

Integration

Responsible for building the bridge between Workday and other HR software used by the client

Project Manager (PM)

Responsible for organizing everything for a successful deployment—project plan and scheduling across the project; may not be the Subject Matter Expert (SME) regarding the configuration

Business Processes

Set of tasks that are initiated, acted upon, and completed by users in Workday. Once initiated, Workday routes the tasks to the responsible roles (users who are capable of completing the tasks based on their membership in security groups), and ensures that security and business rules are enforced throughout the execution is complete.

Software-as-a-Service (SaaS)

Software delivery model in which software and associated data are centrally hosted on the cloud. Typically accessed by clients via web browser. Removes the need for organizations to handle installation, set-up and often daily upkeep maintenance

Business Process Framework

Technology that gives you the ability to configure and reconfigure processes whenever and wherever you need—without involving your IT department

GMS

Tenant that is often used for demonstrative purposes, including sales.

Lead Functional Architect (LFA)

The Subject Matter Expert (SME) during deployment and configuration; lead the Discovery sessions, drive decision making, and eventually hand the responsibility over to the Principal Consultant; designs the blueprints for their specific domain

Compensation

The rate per frequency that an employee is eligible to earn NOT the actual wages in an employee's paycheck

User-Based Security Group

This is the least restrictive group. Group to which you directly add workers as members. When the security group is used to grant workers permission to access items in a security policy, all the users in the group have that permission

Factory Defaults

To help accelerate deployments and provide a starting point for additional configurations, Workday offers more than 200 pre-defined business process definitions as well as setup configurations.

Regions

Typically a financial grouping which follows geographic areas. LATAM, APAC, CARICAM, EMEA, NA It often tracks responsibility

Matrix Organizations

Used to create dotted line reporting structure. Can be used in business processes. Can be used to drive security.

Secure File Transfer Protocol (sFTP)

Used to store customer data and general file management; protects client data using multiple passwords to grant access

Ecosystem

Workday Professional Services, partner firms, and large system integrators. This group of highly trained and experienced resources collaborates across the ecosystem in order to consistently and successfully deploy Workday to all customers.

Learning Management System (LMS)

Workday site that houses training presentations, maintains certifications and training releases specific to updates

Object Management System (OMS)

Workday's proprietary technology which is an in-memory object model, which is defined by metadata. Unlike a traditional database, which might store thousands of tables containing personal data, it interprets the metadata and builds the in-memory object model during runtime.

Role-Based Security Groups

_______ are tied to a position. If a person changes jobs into a new position, their _________ will not move with them. Group associated with an organization role. Roles are defined with one or more positions, each of which is likely to have workers in it.

Job-Based Security Groups

associated with job profiles, job categories, job families, management levels, and exempt/non-exempt jobs. You can associate a _______________ with only one of these types. Multiple associations are allowed for all the criteria except Exempt/Non-Exempt

Cloud Services

formerly known as BPO; goal is to maintain a long term relationship where Aon operates the system for the client