WorkCyte News February 2019

This month, we’re thinking about workshops, reports, and faculty forums. And warmer weather, even though that’s not within the scope of the WorkCyte program.

Is a Workday workshop in your future?
The next few months might be called Workshop Season. Dozens of workshops continue to be offered on everything from basic employee self-service functionality to travel cards, procurement, time tracking and worktags, which are keywords assigned to transactions. The sessions are also being videotaped, so you can even watch from your desk, if necessary.

Pit Crews in the colleges and units (small teams who are helping the campus transition to Workday and the other components of the WorkCyte program) have identified hundreds of colleagues who could benefit from attending the various workshops related to their position.

If this includes you, please take the time to attend the appropriate workshop(s), and learn how the business processes you rely on today will change after July 1. Visit the WorkCyte events page to view current workshop offerings.

Detailed training for specific Workday roles will begin in March and continue past the July 1 go-live date.

Reporting changes
Many of us are accustomed to pulling financial and other data from Kuali, eData, and other sources in order to make informed decisions for your department, college, or unit. While the information is not going away with Workday, how you access that information will change significantly.

After go-live on July 1, only historical financial and human capital management data will reside in eData. Current information will reside within Workday, and you will be able to access that data through reports within the software.

There are many delivered reports in Workday, and the Workday team is developing hundreds of custom reports, based on your feedback, to help ensure you have access to the information necessary to do your job. Data from the reports can then be imported into Worksheets (spreadsheets that reside within Workday) that allow you to manipulate data by cost center, worktag, or other parameters available in Workday. One important benefit of generating reports in this way is that you’ll always be working with the most recent data.

Another significant change is that access to data and reports will be based on your role and security access, i.e., not everyone will have access to all data. The Workday team is working with the Pit Crews and other Iowa State subject matter experts to complete a process called role mapping that will identify who needs access to various types of data. Assigning roles helps maintain the security of our HR and financial information, in much the same way as we limit access to HR and student information today.

Workshops on reporting and using Worksheets will begin later this month.

Faculty forums scheduled
SAVE THE DATE: Four forums will be held in March and April to educate faculty on how Workday will affect their day to day work, and also to provide an avenue for feedback to the WorkCyte team. The forums will be held:

  • Thursday, March 14, 11 a.m. – 1 p.m.
  • Tuesday, March 26, 10 a.m. – noon and 1-3 p.m.
  • Tuesday, April 2, 10 a.m. - noon

The forums will focus on areas such as hiring and managing people, grants management, travel and expenses, process changes related to Improved Service Delivery, and training opportunities.

For more information …
Look for more information on WorkCyte each month through this newsletter. You can also stay up-to-date by reading Inside Iowa State every week, and by visiting the project website: