Excerpt |
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Workday illustrated with all other systems at a very high level. Not illustrated is whether or not an Integration Broker would be in the middle of all a2a interfacesa focus on KFS' modules. The KFS/PS remediation diagram was leveraged here. |
Legend:
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# | Name | Content Description | Timing | Use of data or Business Process Supported | A | |||||
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1 | Workday/PS | Employee Biographical Data, Employee status and affiliation, transaction data to support PS Campus Solutions | Realtime for new employees, updates and deletes | new Employee creation with duplicate avoidance | ||||||
| 2 | PS/Workday | Employee ID creation | Realtime for new employees, updates and deletes | new Employee creation with duplicate avoidance | |||||
| 3 | IdCard | Student and Employee ID data | Daily Batch and Real-time components | ID Card generation | |||||
| 4 | Library | Student and Employee data | Daily Batch | Library patron privileges. | |||||
| 5 | ELM | Campus Community data for all students and employees | Daily Batch | To provide courses to Human Resources, EHS, Cash Management, KFS, Gannett (and others in future) a person's bio/demo data must exist in ELM. | |||||
| 6 | IdMgmt | Just Student ID data (Employee data has to be taken out of the existing feed) | Daily Batch | To keep the Directory current, Reference Groups providing access, WhoIam and NETID management tools operating. | |||||
| 7 | EMN | Just Student Emergency data (Employee data has to be taken out of the existing feed) | Daily Batch | To feed the 3rd party EMN system. | |||||
B | 1 | SES | Student Employment/Work Study | Daily Batch | To support Financial Aid's work study tracking and award processing. Send student data and eligibility information to Workday from Student Records and Financial Aid (I9s). | |||||
| 2 | Workday/Kronos | Hourly employees and their supervisors | Daily Batch | To support pay for hourly staff. | |||||
| 3 | Kronos/Workday | Time collection detail for hourly employees | Daily Batch | To support pay for hourly staff. | |||||
| 4 | KFS/Workday | Account, Org and department data | Daily Batch and Real-time | Support for financial processes involving labor data. Requires the correct account, org and department | |||||
| 5 | Workday/KFS | Liability, position, salary earnings detail, gross pay encumbrance data | Daily Batch | To support accounting of labor related transactions. | |||||
| 6 | 3rd Parties | Banks and benefits providers | Unknown | TBD | |||||
| 7 | Warehouses | HR and Payroll detail | Daily Batch | All analytical and reporting needs for HR/Payroll required for the University's analysis and operational reporting not provided by Workday, particularly for historical needs starting with the first use of Workday. Conversion of old HR/Payroll data to a new Workday Era warehouse is yet to be defined in scope. | |||||
| 8 | Transportation | Names of employees, permit withholdings for Payroll | Daily Batch | Transportation tickets, permit creation and change processes require employee data. This interface is expected to be a Transportation office and HR/Workday responsibility and is not included in the CIT estimates. CIT is not expecting to own or steward this interface. | |||||
| 9 | ELM | Employee job data (workforce and position) | Daily Batch | To provide courses to Human Resources, EHS, Cash Management, KFS, Gannett (and others in future) a person's job/position data must exist in ELM. | |||||
| 10 | EMN | Employee ID data | Daily Batch | To feed the 3rd party Emergency Mass Notification system . | |||||
| 11 | IdMgmt | Emergency phone number, text enabled or not flag, and emergency contact table. | Daily Batch | To keep the Directory current, Reference Groups providing access, WhoIam and NETID management tools operating. | |||||
| 12 | Grad Earnings | Emergency phone number, text enabled or not flag, and emergency contact table. | Daily Batch | To provide the Grad School with a complete picture of a student's financial picture. Provides a summarized view of Students Charges, Financial Aid, Academic data and Payroll Earnings data. | |||||
| 13 | SES | Student Employment/Work Study | Daily Batch | To support Financial Aid's work study tracking and award processing. Send gross earning for student employees into PeopleSoft Financial Aid system for tracking against overall award amounts. | |||||
C | 1 | Other Systems | Systems downstream from the HR/Payroll warehouse will be indirectly affected and are not included in scope. | periodic batch | One example is Digital Measure's Activity Insight, which extracts some HR data for the Academic Reporting processes the software support | |||||
| Liabilities (after tax deductions) and taxes | Each pay period (~4 times a month). Batch | Make GL entries for liabilities (after tax deductions) and taxes withheld per account. | |||||||
2 |
| Account numbers and other chart data | Real time (but daily is acceptable) | Provides Workday valid values for entry of KFS chart fields on jobs and other HR/PR data entities. | ||||||
3 |
| Labor data - salary and encumbrance charges; | Each pay period (~4 times a month). Batch | For individual charges on account(s) per employee for each pay cycle. | ||||||
4 |
| Labor object codes | Labor object codes | To inform Workday on what object codes can be used for labor expense on jobs and other HR/PR labor data. | ||||||
5 |
| Position/Department in HR | Daily Batch | To inform KFS budget of the positions/department budgets accounts currently set up in Workday. Used at the beginning of the budget cycle to see current distributions. Used throughout the year for Budget variance analysis. | ||||||
6 |
| Position/Department distributions from Budget | Annual Batch (June) | To inform Workday of the association of position/department budgets to accounts for the new Fiscal year at the end of the Budget creation cycle. Position/department budgets are used by payroll for jobs that don’t have distributions |
| 2 | IdMgmt | Systems downstream of the Directory that use HR attributes will be affected and are not included in the scope. | batch or real time | One example is Vivo, which pulls basic HR data from the directory. If the attributes change or are removed these systems will be affected. |
Gliffy Diagram | ||||||||
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