Priority Issues List

The FHSU’s ERP Project Initiative is a strategic effort to identify, address, and innovate solutions for institutional challenges. This page serves as a centralized hub for tracking priority issues, organized by Workday Module Area. By categorizing and documenting these items, we aim to streamline collaboration, enhance transparency, and drive measurable progress across the university.

Absence and Leave Academic Advising Academic Advising Curriculum Management Academic Advising Financial Aid Academic Advising Financial Aid Student Core - Student Financials Academic Advising Financial Aid Student Records Academic Advising Student Core Academic Foundation Benefits Change Management Curriculum Management Reporting Core HR Curriculum Management Curriculum Management Integrations Curriculum Management - Student Records Expenses Expenses Reporting Expenses Reports Financial Accounting Financial Accounting Payroll - Student Finincials Financial Accounting Reporting Financial Aid Financial Aid HCM/Finance Payroll Financial Aid Reporting Financial Aid Student Records Grants and Awards HCM/Finance Reporting HCM/Finance Reporting - Student Financials Integrations Payroll Payroll Reporting Project Management Reporting Reporting Student Records Student Core Student Core Student Financials Student Financials Student Records Supplier Accounts Time Tracking

Title	Item Description	Workday Workstream	Risk Level	Impact	Resolution Effort
Medical Leave	The medical leave process is mostly manual. FHSU is manually adjusting timesheets.	HCM	Low	Low	Low
University Holidays EIB	University Holidays are not considered State Holidays and they need to be reported to the State as regular hours. FHSU has to manually load these time-offs to eligible employees via an EIB.	HCM	Low	Low	Low
Advanced Leave	FHSU would like to build a process where they allow new hires to get into a negative balance before accruals while installing guardrails to prevent non-new-hires from abusing the system. There is an opportunity to build out negative limits by hire dates.	HCM	Low	Low	Medium

Title	Item Description	Workday Workstream	Risk Level	Impact	Resolution Effort
Advisor Assignment Cohort Reports - Indexing	There over 1,000 cohorts that are used for advisor assignments/advising purposes, with 76% of those cohorts being dynamic. Dynamic cohorts required reports to use indexed fields and be optimized for performance. FHSU are currently restricted with the limited amount of indexed fields they could use to identify the correct student populations for advisor assignments (e.g., students with multiple majors are only seeing their advisor for primary program of study and not their advisor for their second major).	STU	Low	High	Medium
Academic Requirements Assignments Driven by Cohorts	Academic requirements are mostly configured at the college level with cohorts mainly driving the assignments of academic requirements. Many of these cohorts are interdependent of each other and required manual interventions/maintenance. (For example, one dynamic cohort report is referencing two other manual cohorts in the report filter). This is a major problem for double majors where requirements are only visible for the primary program of study.	STU	High	High	High
General Education Requirements	For the last 5 years, FHSU has experienced major changes to their general education curriculum every year. Students are on 5 different general education programs. Currently general education requirements are configured at the college level.	STU	High	High	Medium
Academic Progress Report Visualization Circle	FHSU has expressed that the visualization circle is not reflecting the true progression of academic requirements. This is because FHSU's requirements are mostly built in an aggregate (e.g., multiple courses in one requirement) model instead of one- course-one-requirement model.	STU	Low	High	Low
Academic Requirement Overrides	FHSU only configured two years of academic requirements (1/1/1900 and 8/1/2021) when they went live. Overrides were heavily used on the APR to allow degree completion to proceed (over 33,000 overrides completed in Workday). Academic requirements are also negatively impacted due to lack of transfer credit setup.	STU	Medium	High	High
Academic Plan Business Process - Deny	Advisors need the ability to deny academic plan approvals. Advisors end up having to let the approvals sit in their inbox because they can't deny them.	STU	Low	High	Low
120 Total Unit Requirements	The 120 total unit requirement is configured at the program of study level while TAR is also being configured for programs. This is causing double counting issues and impacting the user experience of the APR for students and advisors.	STU	Low	High	Medium
Effective Dating of Academic Requirements and Program of Study Declare Date	There have been some misalignments with the usage of effective dates in academic requirements with the program of study declare dates. For example, a student changing their program of study are expected to follow requirements based on the declare date (not matriculation date). Due to inconsistent effective dates of requirements, this has led to incorrect requirements showing up on their APR.	STU	Low	High	Medium
Naming Convention for Academic Requirements	The current naming convention for academic requirements is user-friendly for administrators but not end-users (students and advisors). For example, the CIP code is attached to all requirements, which takes up a significant amount of the user interface, thereby negatively impacting the usability of the APR.	STU	Low	High	High
Program of Study GPA	The program of study GPA is inaccurate due to the GPA policy configured to include inherited requirements.	STU	Low	High	Medium
Advising Reports and Dashboard	The current advising reports on the Advising dashboard are broken (e.g. Error messages - returning over 80,000 instances, exceeding limits). Graduate School does not have an advising dashboard.	STU	Low	High	Low
What-if (Evaluate Academic Requirements)	FHSU is not ready to take on the what-if functionality due to academic requirement issues. They have expressed a desire to eventually use this functionality once they are in a good shape.	STU	Medium	High	High
Academic Plan Templates	FHSU is currently not able to keep up with academic plan template updates due to resource constraints.	STU	Low	High	High

Title	Item Description	Workday Workstream	Risk Level	Impact	Resolution Effort
Title	Item Description	Workday Workstream	Risk Level	Impact	Resolution Effort
Governance for Program Change Requests	Program change requests can occur at anytime throughout the year. Requesters submit the changes via a Sharepoint form and it gets routed to the department/college and the advising office for approval. Program changes are communicated to students prematurely, which lead to confusion.	STU	Low	High	Medium
Academic Plan - Typical Periods Offered	All courses have the same typical periods offered (Fall, Spring, Summer, Intersession). This setup has confused students, causing them to think a course is available during a specific semester when it's not.	STU	Low	High	Medium

Title	Item Description	Workday Workstream	Risk Level	Impact	Resolution Effort
POS Load Status	POS Load Status is dependent on configuration of program requirements. Because not all POS have their requirements configured, FA cannot depend on the accuracy of the Workday determined POS Load Status	STU	High	Medium	High

Title	Item Description	Workday Workstream	Risk Level	Impact	Resolution Effort
Student Data Security	Faculty advisors can see sensitive student financials and financial aid data - e.g., how much money a student owes, a student's parent's tax return	STU	Medium	Medium	Medium

Title	Item Description	Workday Workstream	Risk Level	Impact	Resolution Effort
Duplicate P-Card Number Pain Point	1. All three companies have different credit cards 2. When requesting credit cards, it is possible to have Duplicate Card numbers based on the last 4 digits. 3. The same Card Number (last four numbers) cannot be issued to multiple companies – this applies to all cards 4. The integration cannot map to the correct employee if the last 4 digits on the credit card numbers are the same 5. Cards are requested from UMB 6. There is an open ticket regarding this issue	FIN	Medium	Medium	Medium
Occasional issues with personal charges on P- Cards	• Recent State audit showed P Card use for personal items • Not intentional, just track and get the employee to reimburse • Department Admin is trained and becomes the expert for the department • Communicated within submission of Workday Document	FIN	Low	Low	Low

Title	Item Description	Workday Workstream	Risk Level	Impact	Resolution Effort
FDM	FHSU would like more automation in the FDM element request process (e.g. cost center request).	FIN	Low	Low	Low
Cash Basis Accounting	Several pain points revolve around cash basis accounting requirements, such as customer invoices are currently only being utilized for grants. This functionality did not support cash basis accounting at the time of implementation	FIN	Low	High	Medium
Expense Approvals	Some expense approvals routing to higher levels could be handled at lower levels. There is an opportunity to redesign the approval routing process based on dollar thresholds.	FIN	Low	Medium	Low
Allocations	About half of the allocations are inactive and still showing up in the list. They can be inactivated to make the user experience better	FIN	Low	Low	Low
Asset Accounting	Many of the process is manual and time consuming to get the state required ledger account posting. For example, supplier invoices – step goes to Rachel, she expenses, then a manual journal is created Manual Asset Accounting Journal: Don’t have the knowledge of what workday is supposed to do. Currently a manual process	FIN	Low	Low	Medium
Financial Statements	The current process involves exporting data from Workday to Excel, which is time-consuming to prepare for auditors. Additionally, there isn't a direct crosswalk between spend accounts, ledger accounts, and spend categories, making the format challenging.	FIN	Low	Medium	Medium
Bank Reconciliation	There is an opportunity to implement more reconciliation automation.	FIN	Low	Low	Low
Bank Match Rules	There are a number of ad-hoc transactions. Some are unavoidable, but there are some that are more regular – looking at enhancements for automation. They are currently not utilizing banking match sets	FIN	Low	Low	Low
Budgets	Currently, budgets and roll-over budget dollars are manually populated and loaded using EIBs. It would be beneficial to automate this process.	FIN	Low	Medium	Low
Supplier Invoice Effective Date Pain Point	Accounts payable approves (1000+ Supplier Invoices) – routes to-do step for Rachel, need it to come back to audit date, can’t get it to come back to accounts payable manager	FIN	Medium	High	High
FIN Security Enhancements	1) Want to show expenditure data and journal line data without seeing employee data to Cost Center Managers 2) Very difficult to track payroll data and where the money is coming out and who its going to. Would like to see which person the money is being distributed to	FIN	Low	High	High
Procurement Card Verification Security	Admin assistants have the security to change a closed p card verification – reopening the p card and retriggering all the approvals. Security Group: Procurement Data Entry Specialist	FIN	Medium	High	Medium
Students performing expense reports for worker	If the student is not set-up as a contingent worker, students don’t have access to the task. Security Group: SA initiator / FH Initiation	FIN	Medium	Low	High

Title	Item Description	Workday Workstream	Risk Level	Impact	Resolution Effort
Security issues for Work- Study Supervisors	Work-Study supervisors should have access to student's Work- Study award, amount earned and amount remaining	STU	High	Medium	Medium
Grad Assistants Being Paid Work-Study	Work-Study pay earnings not accurate for Graduate Assistants receiving Work-Study	STU
Typical Attendance Pattern Updates	Revisit TAP configuration. Should be configured to represent student behavior vs institutional preference. For POS where part time attendance is the norm, FA needs reflected in TAP. Same issue for summer period.	STU	Low	Medium	Medium
Security Configuration to support student customer services	Domain Student Data: Student Event History is not enabled in production. This security configuration allows for view of Student Events History in the Student History profile. FA requires holistic view of student actions and activities	STU	Low	Medium	Low
Loan (Sub and Unsub) Packaging is problematic	Loan packaging is not working correctly when federal loans are added following packaging of merit awards.	STU	High	Medium	Low
BP: Return of Title IV Worksheet Event	Step routing is not working as intended. Each step should route to different security group, based on whether the student has grants, loans or both	STU	Low	Low	Medium
Workday Release Management	Need systematic structure for analyzing new features, configurations and working crossfunctionally to identify up and downstream impacts	STU	High	Medium	Low
Campus Community Needs Workday Training	There is a need to train end users and administrators on how to navigate Workday. Training have been handled by different departments independently in the current state.	STU	Low	Medium	High

Title	Item Description	Workday Workstream	Risk Level	Impact	Resolution Effort
Payroll	Grant Budget Categories: We have a custom org for identifying grant budget categories. However, with payroll, when there is a grant budget category for salary and one for fringes, WD cannot automatically assign these so once a month, I process a journal to assign these.	FIN	Medium	Medium	High
Grant Budget Cost Pain Point(s)	1. Indirect cost cannot be applied to different grant budget categories during payroll runs. 2. WD cannot automatically assign the custom organization for grant budget categories on payroll transactions when there is a grant budget category for salary and a separate one for fringe. o There is a custom org for identifying grant budget categories. However, with payroll, when there is a grant budget category for salary and one for fringes there are errors. Once a month, Rachel processes this journal manually to get the correct account assignment. 3. Grant might only allow 8% total a specific budget category, but data entered will be 12%. FHSU must keep a side spreadsheet to track indirect on every transaction then send to Rachel to adjust* 4. Would be nice to treat each grant as its own individual entity* o Would be nice to know original award compared to spending annually and quarterly	FIN	High	Medium	Medium
Grant Health Insurance Pain Point:	1. Some grants do not allow Health Insurance to spend. The grant allocation is based on the position salary total which includes the insurance required for each position. Thus, the grant allocation by position considers insurance cost. o There is a manual work around to find which grants / positions need to have the insurance spend removed. This is tracked in a spreadsheet then a manual journal is used transferred to the correct amount of spend into/out of the grant account	FIN	Medium	Medium	Medium
Grant Categories Pain Point:	1. Individuals don’t always know which grant budget category to select on a transaction. Jenny must resolve incorrectly tagged transactions based on what budget categories are allowed on which grants. 2. This FHSU would like to limit the grant-by-grant budget categories to mitigate data entry errors. a. Ex: Supplies vs Materials b. Each Grant would only have the allowed grant categories visible to the end user for selecting on a transaction c. This is where all those 60+ validations come into play d. Rachel would be the best contact for further information	FIN	Medium	Medium	Medium
Faculty Committed Grants Pain Points:	1. It would be helpful if there is a way to see faculty members that have committed grants and those efforts. Some faculty members have several grants and there is currently nothing in place to make sure that the faculty does not surpass the limitation of spending 20% of their time on grants research. Currently this is being tracked manually by faculty.	FIN	Low	Medium	Medium