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Workday data

Workday data was extracted from legacy systems (*DEFINE and HRMS) around October 23-25, 2018. This means that current data will exist in Workday as of the data extract date, and historical data will exist in legacy systems. Workday can only report on data loaded into the system, and the majority of historical data is not being loaded. Information Quest (IQ) has a Cognos HCM Year-Over-Year cube that combines legacy (historical) and Workday (current) data. The reports in *DEFINE and HRMS will still be available to retrieve historical data. 
 
A general rule of thumb is to look to Workday for data moving forward after November 2018, to legacy systems for data and history prior to Workday, and to IQ for data spanning both periods.

See also COE: *DEFINE > For which years is information available in *DEFINE?

Where do I go for help with Workday?

1. Search askUS using key words.

2. Search the Workday@ UT website for helpful Workday guides and processing overviews. Favorite this page!

3. Contact the Help Desk.

• Email: askus@austin.utexas.edu

• Phone: 512-471-8802 (hours 8am – 5pm, Monday – Friday)

4. Enroll in training:

• Existing Training Resources

• Training Events & Schedule - please sign-up even if there is a waitlist; the waitlist can move & future trainings can open up based on those who sign up.

Useful Workday reports by role

General

"Report of reports": UT Custom Reports Search - RPT0961

Academic HR

• Academic Appointment Details - RPT0241

• Academic Summer Rate (Monthly) - RPT0806

• Add Job Analytic (Academic) - RPT0018 (all additional jobs for a single faculty member)

• Faculty Contracts - RPT0240

• Faculty - Not Active Jobs - RPT0813

• Faculty Positions Missing Contracts - RPT0976

• Faculty Salary Supplements Costing Allocations - RPT0242

Compensation/job title analysis

• Job Profile Catalog - RPT0286

• Job Profile Compensation Statistics - RPT0287

• Qualifications for Position - RPT0280

Hiring and onboarding

• Onboarding Status Summary - UT Modified - RPT0352

• Workday Form I-9 Process Status - RPT0932

Jobs/positions/FTE

• All Jobs by Sup Org - RPT0810

• All Positions for Sup Org - RPT0462

• All Workers with Expired Work Authorization - RPT0828

• Edit Position Restrictions Event Changes - RPT0812

• Employees Over 100% - RPT0818

• Filled Position Details - RPT0245

• Filled Position Basics with BPs Awaiting Action - RPT0292

• Headcount and FTE for a Sup Org - Counts Only - RPT0467

• Headcount and FTE for a Sup Org - RPT0466 (by job code)

• Headcount Analysis for my Organizations

• Mass End Employment Date Audit - RPT0741 (run before and after mass end add job/termination process runs)

• "View Supervisory Organization As Of" - enter in search bar. See members or positions as of a specific date

Misc.

• Contact List for Sup Org - RPT0469

• Staff Service Award - Am I eligible? - RPT0894

Performance

• Performance Appraisal Load - RPT0935

• Performance Appraisals Needed - RPT0893

Position compensation/costing

• Active Workers with No Funded By Org Assignment - RPT0706

• All Positions Costing Allocations - RPT0433

• Compensation Plan Assignments with Actual End Dates

• Compensation Plans with No Associated Costing Allocation - RPT0465

• Costing Allocations on Stopgap - RPT0464

• Current Funded By with Costing Allocations - RPT0890

• Faculty Salary Supplements Costing Allocations - RPT0242

• Filled Position Basics with Compensation - RPT0432

• FY Budget Positions with no Position Restriction Costing Allocations (PRCA) - RPT0863

• One-Time Payments - RPT0273

• Pay Result Earnings for Worker(s) or Supervisory Organization - RPT0504

Recruiting

• Candidate Data - RPT0801 (includes questionnaire answers)

• Candidates That Require a Final Disposition - RPT0356

• Job Posting Preview - RPT0773 -

  • Preview a job requisition before it is routed for approvals and ready to post. To preview, save the requisition, which causes Workday to generate a job requisition number. Run the report, enter the requisition number into the prompt, and then select “Print” to view the Job Posting Preview. Alternatively, users may click "Notify Me Later" to have a PDF of the Job Posting Preview sent to their Notification folder.

• My Job Requisitions - RPT0351

• Open Job Requisitions (Detailed) - RPT0353

• Open Job Requisitions by Sup Org - RPT0354

• Tracking Candidate Communication - RPT0749

• Why is Ready for Hire Not Available? - RPT0512

Time and Absence

• Compensation Time Expiring for Worker - RPT0823

• Employee Time Off Balances by Supervisory Organization - RPT0381

• No Time or Time Off Entered in Last 35 Days - RPT0942

• Time Events Included in Mass Advance - RPT0792 (run after mass advance of hourly time runs)

• Time Off Hours Awarded and Used by Supervisory Organization - RPT0365 (FML)

• Timesheet Completion Report for Worker - RPT1016

• Timesheet Status Detail - RPT0378

• Unpaid Time Off and Leave - RPT0262

• Workers with Expiring Time Off - RPT0545 (time expiring in next two months)

Workday resources

• Academic Employment Resources

• Additional & Sporadic Employment Resources

• askUS Knowledge Database

• askUS Support

• askUS Ticket history and notifications information

• Cancel & Rescind webpage  - this includes the rescind matrix & rescind form

• COE Workday Processing cheat sheet

• Financials Training Resources

• General topics training for employees

• HCM Core Training Resources

• Recruiting & Onboarding Resources

• Resources for Remote Working - Workday

• Student Employment Resources

• Workday@UT

• Workday All Training Spreadsheet

• Workday Business Rules Database

• Workday Financial Transaction Guidance

• Workday Fundamentals Self-Paced Training online

• Workday Process Finder

• Workday QUAL testing environment

• Workday Quick Links and Forms

Please send suggested additions to this page and notifications about broken links to COE-HR@austin.utexas.edu.