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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.

HR records	*DEFINE	HRMS	Workday

HR records	*DEFINE	HRMS	Workday
Processing system	September 1, 1973-October 31, 2009	November 1, 2009-October 22, 2018	October 23, 2018-present
Records actively created	September 1, 1973-October 2018	November 1, 2009-October 31, 2018	October 23, 2018 (legacy data uploaded via data conversion around October 28, 2018 )
Archival (legacy) information only	October 2018-present	November 1, 2018 - present	n/a

Where do I go for help with Workday?

Search askUS using key words.

This database is always expanding with answers to common questions. If you don’t find exactly what you need, then:

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

Search tip: Use Ctrl + F to search for key words (change job, contract contingent, etc.) to find the document you need.

Contact the Help Desk.

Email: askus@austin.utexas.edu
Phone: 512-471-8802 (hours 8am – 5pm, Monday – Friday)

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
Academic Unit Role Assignment Inventory - RPT0014
Add Job Analytic (Academic) - RPT0018 (all additional jobs for a single faculty member)
Degree Contingencies - RPT0244
Faculty Contracts - RPT0240
Faculty - Not Active Jobs - RPT0813
Faculty Positions Missing Contracts - RPT0976
Faculty Salary Supplements Costing Allocations - RPT0242
NTT Faculty in F-INA Job Profile for 3 Years - RPT1031
Research Fellows, Academic Program Directors, and Department Chairs End Dates - RPT0246

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

Payroll

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

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

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