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.
| 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 |
| BP: Student Institutional Withdrawal Event | Financial Aid could benefit from use of this BP. Wishes to revisit potential cross-functional configurations. Goal is to prevent transition of student to inactive status before FA (and SF) has opportunity to adjust aid according to federal regulation and student specific withdrawal scenario. |
STU | Medium | High | Low |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| Academic Plans Assigned upon Onboarding | Onboarding BP automatically assigns incorrect academic plan templates to students, thus adding administrative burden on the advising team in correcting the academic plan templates manually. | STU | Low | High | Low |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| Three Academic Calendars | International Partnership programs for SIAS and SNU operate on independent calendars. Board of Regents requires IP students to be reported within the Standard Calendar (State and Federal). | STU | High | Medium | High |
| Many non-standard periods | The presence of numerous non-standard periods within standard periods is causing issues with reporting drop-downs, registration, and duplication of academic appointment displays (e.g., Maymester dates). Additionally, there are challenges in pulling 8- week and 16-week course sections in reports. | STU | Low | Medium | High |
| Academic Levels | Multiple academic level splits exist within each 'true' academic level. For example: Undergraduate vs. Undergraduate Non-Degree. |
STU | Low | High | Medium |
| Date Controls | Date controls are not utilized, which has led to increased manual intervention. | STU | Low | High | Low |
| Academic Unit Ownership of Programs of Study | Programs of Study configurations have caused confusions due to muti-department ownership Ex: General Studies (Geosciences Studies) - AGS |
STU | Low | Medium | Low |
| Programs of Study | There are multiple versions of programs of study created for similar programs (Undergraduate, Graduate, Non-Degree levels) to account for the current academic foundation setup. This has led to downstream impacts in multiple functional areas (e.g., Advising) | STU | Low | High | Medium |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| Benefits Plan | There is a challenge with finding elections in Workday. They use to have WorkApp with external links but disappear after an update. | HCM | Low | Low | Low |
| Life Insurance | Employees on a 9-month pay period must be given a manual paycheck to trigger life insurance collection; then manually removing from the first paycheck. | HCM | Low | Medium | Low |
| Secure 2.0 | FHSU would like the system to automatically apply the right retirement plans at the right time | HCM | Low | Low | Medium |
| Other IDs - AAUP membership | Other IDs are used to tag populations for AAUP membership and there has been a challenge trying to report on Other IDs. State of Kansas ID issued in addition to Workday-delivered employee ID can cause confusion when switching back and forth between internal and external systems. | HCM | Low | Low | Low |
| Athletic Tickets and On Court Events | FHSU would like a process to enroll in athletic tickets and assign seat numbers. | HCM | Low | Medium | Medium |
| Yearly Enrollment for United Way | Voluntary deductions in Workday are not used currently but this could be an opportunity for improvement | HCM | Low | Medium | Low |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| Teaching Dashboard - Course Roster | Instructors/faculty members have experienced difficulty getting relevant information from the existing roster reports. | STU | Low | Medium | Low |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| Change Job coming from recruiting + AWP/DPP | AWP/DPP not available when processing a Change Job from recruiting | HCM | Low | Low | Low |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| Competencies | Competencies have never been mapped into a SIS system and are not using Workday. This was largely a result of timing / capacity issue during implementation. | STU | Low | Low | Low |
| Dual Listed Courses / Co- requisites / Course Equivalencies | Dual listed courses (e.g. 600 and 600G courses) are maintained at separate academic levels which require twice the amount of effort to maintain changes. This impacts official reporting as well because courses are listed only once with KBOR. | STU | Medium | Medium | High |
| Room Scheduling | Sections are manually imported to 25Live. Room conflicts are resolved manually in Workday. | STU | Medium | High | High |
| Study Abroad | Study Abroad is conducted via placeholder courses and advisory programs, and students apply via an external system. There is difficulty in tracking "dropped" students, transfer credit rules for courses taken during Study Abroad are not created in Workday. | STU | Low | Medium | Medium |
| Course Management Process | Course management process exists outside of Workday, and changes made to courses are being applied to multiple different systems. This can cause issues if students are registered in the courses. | STU | Low | Medium | Medium |
| Course Materials | There is no course information in Workday, making the experience more difficult for students as they are registering. | STU | Low | Medium | Medium |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| Blackboard Integration | There is a disconnect between WD and Blackboard, such that when students are dropped from courses (for example), it does not communicate to the other system, so students are receiving increased / unnecessary notifications | STU | Medium | High | High |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| Transcripts | Variable title courses don't show up on transcripts. | STU | Low | Medium | Low |
| 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 |
| Expenses Custom Report Need: | 1. Would like to see pending transactions related to expense reports that are in-progress* a. Summary level of expense reports tied to grants* |
FIN | Low | Low | Low |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| Open transactions Custom Report Opportunity: | 1. Would be nice to be able to pull a report based on account and see pending transactions (whether it came from a P Card or other source) a. This is being tracked in external spreadsheet* |
FIN | Low | Low | Medium |
| 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 |
| Monthly Allocation | FHSU needs a way to track fund balance and switch at the right time but currently cannot do that adjustment. A manual journal is required to fix this process. | FIN | Medium | High | Medium |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| FIN Reports and Dashboards Enhancements | The FIN team would like to have FIN reports group in one location and make better use of dashboards. | FIN | Low | Low | Low |
| FIN State reporting is manual | State reporting requirements are not configured into Workday to allow for easy reporting. | FIN | Medium | Medium | High |
| Custom report request to track balances on Virtual and Foundation Accounts: | 1. Jenny mentioned that she has around 20 accounts that she tracks manually on a spreadsheet to be able to track how much money is currently in there. 2. Would like a report that shows how much money is currently in an account and shows any pending expenses. * 3. Paul mentions that he does a similar process for these accounts (virtual and foundation accounts) and extracts WD data into a more user-friendly report in excel. 4. Q: has this report request been submitted to your reporting team? A: No 5. Adaptive is not being utilized |
FIN | Low | Medium | Low |
| 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 |
| Work Study | Remaining earnings when more than one job is worked. Additional issues are likely to be identified as we delve deeper into this initial problem. | STU | High | Medium | Medium |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| FISAP Reporting - Work Study | Manual journal entry modifications are causing complexity, which makes it difficulty to report work study data for FISAP reporting. | STU | Medium | Medium | Medium |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| Leave of Absence, Student Suspension, Institutional Withdrawal | Student Suspension processes are not processed in Workday, and are not driven by the student. There is not much consistency when it comes to inactivating student records, etc. | STU | Medium | High | Medium |
| 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 |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| Income Statements and Balance Statements | Income statements and balance statements exist in Workday but they are not working. | FIN | High | Medium | Medium |
| Roll-Forward Entry | End balance should roll forward to beginning balance (e.g., June 30th balance rolling over to July 1st balance). Roll-forward is not working as expected, which requires FHSU to manually reverse every single entry and run separate reports to make adjustments | FIN | High | Medium | Medium |
| Payment Swapping | There are some timing issues with Student Financials and Financial Aid which led to the need on the FIN side to swap payments multiple times and create new journals | STU | High | Medium | Medium |
| Athletics FIN Reporting | Athletics is set up as a separate company under the FHSU AU. With the current setup, users have to run the report separately every time to pull information from the two companies (FHSU account and athletics account) together. There is an opportunity to build more efficiencies around this area. | FIN | High | Medium | Medium |
| FIN Reporting Security | Departments cannot view payroll journal lines by employees for specific cost centers due to security concern (report: Detail Payroll Accounting). | FIN | Medium | Medium | Low |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| Cash Basis Reporting | There is an opportunity for improvement, but currently no clear paths to explore. Seems Workday is working toward enhancements here but haven’t gotten to student. From the FIN reporting session, FHSU shared their challenge with needing to transform cash basis data from Workday into accrual basis data manually. |
STU | Medium | Medium | High |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| Intsys: State of Kansas Passthrough | FHSU has expressed concern with the long-term maintenance of this highly complex integration. | Medium | High | Medium | |
| EAB | The development of the EAB integration has taken place independently of the central IT office, with insufficient documentation and communication. This process involves a series of RAAS reports, created by EAB developers in Workday, which are then ingested by EAB. | STU | Medium | High | High |
| EIBs | There is an interest in automating the EIB process, which currently requires significant manual intervention. Examples include student cohorts (learning communities), student award items, international partnership students, study abroad. |
STU | Medium | High | Medium |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| Pay Out Process | The pay out process is calculated manually. There is an opportunity to automate this process more. | HCM | Low | Low | Medium |
| Work Study Pay | The costing for Work Study is kept at the Worker/Student level and not at earning level. | HCM | Medium | Medium | Low |
| Student Period Activity Pay | FHSU needs a way to ensure that students are earning the maximum amount stated in their contract while also earning from their allocations (which has 75/25 split from fund and department). | HCM | Low | Low | Low |
| One Time Payments | One-time payments that include fringes have to be manually adjusted (e.g. stipends for being a sponsor for the LLC) | HCM | Low | Medium | Low |
| Student Workers | The process for managing full-time student who is exempt from FICA and state unemployment tax is manual. | HCM | Low | Low | Low |
| International Student Workers | Data collection and audit for international student workers require high effort to maintain (e.g. SSN, citizenship values, no allowances, etc) | HCM | Low | Low | Medium |
| Taxes for Out of State Employees | Taxes are often calculated incorrectly - taxable wages are correct but not calculating. FHSU is currently using an online tool to audit weekly. | HCM | Medium | Low | Low |
| Payroll Accounting | Employees can be paid without SSN. FHSU is currently using a custom script outside of Workday to audit. | HCM | Medium | Low | Low |
| Terminated Employees Security | Terminated Employees lose their security and cannot view their pay slip information. The Terminee as Self security group is not currently used. | HCM | Medium | Medium | Low |
| Work Study Configuration | Currently there are issues with Work Study pay. Sometimes awards are being overused, and when an award expires students are not receiving regular pay for entered hours. There are also issues with the actuals/journals attached to the work study earnings. The work study is also not rolling forward correctly with the pay period schedule since it is not aligned perfectly with the semester/academic period | HCM | Medium | Medium | Medium |
| Academic Pay Configuration for Accruals | Manual intervention needed to pay out accrued earnings if employee terms mid school year | HCM | Low | Low | Medium |
| Reporting for Work Study pay | Would like a report to track students that are assigned work study awards, how much of the award is left, hours they are working, and if they have exhausted their award | HCM | Low | Low | Low |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| Payroll Reporting | The prompts for payroll reports are highly rigid and they can be improved by offering more flexibility in prompt selection (e.g. return all if prompt is blank). | HCM | Low | Medium | Medium |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| WD Update / Release Management Process Opportunity | 1. Rachel runs “What’s New Report” and classifies by department for FIN, Student and HCM 2. Releases tend to be monitored by business units / functional area a. Triage, Testing, and IT tickets are submitted by the functional area b. FHSU Prioritization and implementation of updates can be difficult to determine based on Workday Documentation alone. |
FIN | Low | Low | Low |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| Worksheets, Discovery Boards, Workday Drive Tools | FHSU is currently not using Worksheets, Discovery Boards, and Workday Drive and could benefit from these tools for ad-hoc reporting. | STU | Low | Medium | Medium |
| Report Writer Training | For any employees who want to become a report writer, they have to go through an approval process. Many functional areas are training resources individually. There is an opportunity to standardize report writer training. | STU | Medium | Medium | Medium |
| Report/Dashboard Standardization across HCM, FIN, STU | Report tags are not widely used in any office and campus knowledge around reporting standard varies. FHSU should consider enforcing more standardization across the creation process of custom reports/dashboards and naming convention of calculated fields/report names. | STU | Medium | Medium | High |
| Data Definitions and Crosswalk for Public Use | FHSU has a data definition dictionary used within IR only. FHSU would benefit from a public resource guide that provides more information around how business objects are structured, what the report fields mean, and how they are linked in Workday. Highlight differences between FHSU reporting definitions, state reporting definitions, and Workday definitions would help end- users and administrators interpret and apply report fields/business objects/data sources correctly in Workday. |
STU | Low | Medium | Medium |
| Common Student Fields Needed for IR Reporting | First Time Entering, First Time Transfer, First Time Graduate are common fields that FHSU would have like track throughout the student's career. | STU | Medium | Medium | Medium |
| HCM/FIN Reporting with Student Touchpoints | FHSU is experiencing challenges with reporting data with student touchpoints such as faculty who is in multiple roles (Worker, Student, Instructor). The reconciliation process is manual. |
HCM | Medium | Medium | Medium |
| Applicant Data | FHSU would like to be able to pull applicant pool data (e.g., application date, application source). | STU | Medium | High | Medium |
| Trended Worker Data Source | FHSU is not currently using the reports that come from the Trended Worker data source and would benefit from the usage of it. | HCM | Medium | Medium | Medium |
| Facility Usage Reporting for KBOR | This process is currently manual and requires a lot of effort to match location data for academic employees in Workday with the facility planning report required by KBOR. It can take up to one week to complete the process. | HCM | Medium | Medium | Medium |
| Misalignment with Course Owner Inventory | There is a handful of courses with an owning academic unit that is not approved as the official owning academic unit which requires manual intervention to modify the data. | HCM | Medium | Medium | Medium |
| Strategic Reporting | FHSU would like to have strategic reporting available for leadership in the future as well as time-based reports (monthly, quarterly, semi-annual, etc.) |
FIN | Low | Medium | High |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| International Population Reporting | There is no easy way to identify student types, such as online, international, or on-campus. International programs do not use Workday for registration, grading, or enrollment, and these processes are handled manually. | STU | Low | Medium | Medium |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| Duplicate Management | The use of placeholder SSNs and student ID had led to duplicate issues | STU | Medium | Medium | Medium |
| Athletic Team Membership | Manual cohorts are used to track athletic team memberships, requiring significant effort to maintain. There is no identifier for athletes on record, necessitating manual updates and the use of three different systems to manage students. | STU | Low | High | Medium |
| Orientation | Manual cohorts are used to manage orientations, and modality issues lead to inaccurate orientation lists for online students. These lists are mostly tracked outside of Workday. | STU | Low | High | Medium |
| Cohort Management | Many cohorts are no longer active, which negatively impacts report performance. | STU | Low | Low | Medium |
| International Student Management | International Partners students (SIAS, SNU, EPIE) are primarily identified by dynamic cohorts (using Program of Study as an indicator); Graduate international students are manually maintained. | STU | Low | Medium | Medium |
| Student Onboarding | A large amount of onboarding tasks are still pending/in-progress, which clutter students' inbox and impact user experience (e.g., there are 18,587 in-progress continuing student onboarding events dating back as far as Fall 2023) | STU | Low | Medium | Medium |
| Class Standing | Delays in receiving transfer credits, official transcripts, and evaluations often result in incorrect student classifications. Additionally, there are difficulties in accounting for elective credits | STU | High | High | Medium |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| Student Information | Work with other functional areas to improve collection and retention of accurate contact information, SSN, and other critical SF components (Residency, Citizenship info, etc.) using delivered Workday guardrails via functionality/BPs/validations | STU | Medium | High | Medium |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| Student Waivers | Automate assessment for waivers | STU | Low | Medium | Medium |
| Waiver Accounting | Opportunity to uptake multiple funding lines on student waivers to consolidate number of waiver items | STU | Low | Medium | Medium |
| External Payment Plans | Opportunity to leverage new Workday External Payment Plan web service/functionality to bring in CashNet payment plan data to properly display payment plans in Workday and mitigate Financial Aid concerns that arise out of current Sponsor Contracts workaround | STU | Medium | High | High |
| Payment Precedence Group | Update Cashnet integrations to facilitate accurate payment application of payments for collection costs | STU | Low | Medium | High |
| Collection Agreements | Explore using collection agreements for the handful of students where FHSU creates and stores an in-house agreement outside of Workday | STU | Low | Medium | Low |
| Student Financial Holds Security | Staff on the Academic side can override Financials hold to allow students to register, allowing them to take on more debt before paying for previous academic periods | STU | Medium | Medium | Low |
| Drops for Past Due Balances | FHSU is not using Workday Soft Drop and using EIB to unregister. There is an opportunity to look at a boomerang to completely automate this process, but would depend on pending policy decision. | STU | High | High | High |
| Payment Precedence | Edit Payment Precedence Configuration to correct Payment Application Issues with second 8-week academic period charges | STU | Medium | Medium | Medium |
| Sponsor Contracts | Create custom BIRT for sponsor invoices to provide the necessary level of detail to generate sponsor invoices out of Workday – missing level of detail | STU | Medium | High | Medium |
| SF Dashboard | There is an opportunity to create/improve SF dashboard and display information in a central location. | STU | Low | High | High |
| 1098Ts | Work in Progress with opt in for electronic vs paper delivery for 1098-Ts using new cashnet functionality to limit printed 1098-Ts to what is necessary | STU | Low | Medium | Medium |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| Academic Appointments | Within a single calendar, there are three different periods for setting registration appointments, causing duplicate values to appear for students. | STU | Low | Medium | Low |
| Credit Limit Increase | The current process is manual and conducted via email, requiring students to meet with their advisor, appeal to the Dean, and then manually update their courses. | STU | Low | Medium | Low |
| Prerequisite Management | The delay of receiving unofficial transcripts (not required upon admission for undergraduate) causes many students to not meet prerequisites their otherwise should. These requests are often sent back for failure to include comments or evidence supporting a prerequisite override. Students who manage to get into courses they should not be in are also manually audited and removed. | STU | Low | Medium | Low |
| Change Programs of Study | FHSU is not currently using Business Processes (BPs) for Add/Change/Remove Programs of Study. Instead, the process is manual: a student talks to their advisor, the advisor submits the request, and it gets approved by the Chair. | STU | Medium | High | Medium |
| Enrollment Verification | Enrollment Verifications are processed through NSC, but FHSU still receives individual requests (typically via email) | STU | Low | Low | Low |
| Program Completion | There is difficulty in assessing whether students meet the requirements to graduate, and these processes require a lot of manual intervention. Students also tend to apply too early, "locking" their account from making registration and academic plan changes. | STU | Low | High | Medium |
| Change Management and Training | Faculty and Administrators complain about not having the proper training/knowledge to perform their daily tasks. | STU | Low | High | Low |
| Programs of Study (concentrations) | Each concentration is configured as is own POS, and when new concentrations are created, they are created as a completely separate/new program. Program Areas are not being used. | STU | Medium | High | Medium |
| Academic Honors | Academic Honors is done manually. | STU | Low | Medium | Medium |
| Academic Standing | GPAs are inaccurate, making academic standings also inaccurate. Academic Standings are audited on a case-by-case basis and manually updated. | STU | Medium | Medium | Medium |
| Appeal Process | There is no way for students to appeal their suspension in Workday | STU | Low | Low | Medium |
| Multiple Academic Records (Graduate) | Graduate School does not allow students to have multiple academic records, so there is manual intervention to fix those who end up with more that one record. | STU | Medium | High | Medium |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| Submitting Invoice via Workbench Pain Point | 1. FHSU should be submitting order from the workbench – if it is not requiring manual attachment the Purchase Order. However, some users do not use the supplier invoice workbench. The result is that invoices that at not initiated via the Workbench are not tied to the Purchase Order. | FIN | Low | Low | Medium |
| Batch Approve Individual Payment Pain Point | 1. High volume of manual individual payments (100-250 a year). FHSU would like to be able to batch process these types of payments/ approvals while also adhering to accounting best practices. For example could they batch the student teacher evaluation payments. | FIN | Low | Low | Low |
| C-Suite Small Dollar Approvals Pain Point | 1. Small dollar amount payments require higher level approvals but should not. The current configuration requires a CFO level approval for a $5 purchase (working as designed). | FIN | Low | Low | Low |
| P Cards Verification Pain Point | 1. Daily files from UM Bank with transactions – loaded via integration 2. Admin assistants create P Card Verification 3. Routes through and arrives at business office for final approval 4. Integration then runs to post transactions at the state 5. Issue previously documents: reopened P Cards reroute and repost to the state* |
FIN | Medium | Medium | Medium |
| Supplier Maintenance Pain Point: Unable to search for Supplier by Tax ID | 1. Biggest issue – lack of ways to search the supplier. 2. The Employee may not have accurate supplier name when looking for the supplier in Workday. FHSU would like to search based on Tax ID. If the individual does not know the primary name of the supplier 3. One supplier may have several DBAs i. This pertains to the supplier invoice task ii. Security related differences in the Supplier Admin group vs others across the institution limited searching for others iii. Would like to search based on reference ID |
FIN | Medium | Medium | Medium |
| Create Supplier Pain Point | 1. When a supplier request is in process some users may not know that a supplier request is pending and re-request the creation of the same supplier. 2. Users unfamiliar with starting the process of creating a supplier and saving the supplier for later (if they cannot complete the data entry in one sitting). |
FIN | Medium | Medium | Medium |
| Teacher Stipends Pain Point | 1. It is time consuming to process teacher stipends. Would it be possible to batch the submission or approval of the 200 – 250 student teacher evaluation. Currently those payments of $150 each are processes as supplier invoices which require both manual entry and controller approval. | FIN | Medium | Medium | Medium |
| Title | Item Description | Workday Workstream | Risk Level | Impact | Resolution Effort |
| Manager Approvals for Time Tracking | Getting approvals from managers for time tracking business processes have been challenging because a lot of managers are not frequent users of Workday. FHSU need to follow up via emails with managers frequently. There is an opportunity to automate the follow-ups by leveraging scheduled alerts. | HCM | Medium | Medium | Low |
| Expected Completion Date | Expected Completion Dates are not always up-to-date, which can impact Financial Aid and IR reporting. Need a process to maintain expected completion dates on a regular basis (e.g., be a part of a review activity when doing graduation processing) | STU | Low | Low | Low |
| Historical Students | Unable to articulate historical students' records. The current EIB process to merge the records takes multiple days to finish. | STU | High | Medium | High |