Phase 2 (Fixing)

Phase 2 (Fixing) began Spring 2025 (March–April) prioritizing the opportunities identified in Phase 1 and determining the order in which they will be addressed. It is important to note that not all of the 157 opportunities will be tackled in Phase 2. We have been able to eliminate several opportunities already as either resolved or duplicative. (May–Dec) focuses on implementing solutions for these opportunities to improve our data integrity issues and enhance the service that we provide to our university.

Below is a chart of Workday fixes to date. The left-hand column briefly describes the problem identified; the right-hand column indicates the nature of the solution. This chart will be updated weekly.

Date	Change Sought	Improvements for Workday Users
11/21/2025	FIN State Reporting is manual— Desire to configure Workday for state reporting requirements	Decision to use OfficeConnect instead of Workday.
11/20/2025	Report/Dashboard Standardization Across HCM, FIN, STU— Interest in creasing standardization around the creation process of custom report and naming conventions of calculated fields and reports.	Creation of protocol for standardization of report tags (and anticipation of increasing reliance on dashboards across campus functions).
11/18/2025	Transcripts - Variable Course Titles —Solution to problem that variable title courses do not show up on transcripts.	Decision to use the section name field on transcript reports to show special topics.
11/18/2025	Evaluation BP POS Edits —Change to rule definition condition rules and BP step rules in accord with new Programs of Study.	This fix is now in the test phase.
11/18/2025	Procurement— Solution to issue that administrative assistants can change a closed p-card verification.	Security modifications made so that the “change” option is limited to the role of AP manager while allowing data entry specialists to initiate and submit verifications.
11/14/2025	Graduate Academic Level Cumulative GPA and Credit Totals —Set of standard set of reports to display transcript and report on GPA across all academic records at the graduate level	Report completed. This fix is now in the test phase.
11/13/2025	Change Programs of Study by Student —Use of Workday business process by students to change program of study (rather than submission of request by advisor and approval by chair)	This fix is now in the test phase.
11/13/2025	Supplier Maintenance Pain Point: Unable to Search for a Supplier by Tax ID— Improvement in ability to search suppliers by enabling that capacity through suppliers’ tax id.	This has been accomplished by leveraging the “alternate name” feature on the supplier profile.
11/10/2025	FISAP Reporting - Work Study— Solution to complexity caused by the need for manual journal entry modifications	New cross-functional report created. This fix is now in the test phase.
11/03/2025	Expected Completion Date— Process to maintain expected completion dates on a regular basis	Creation of a business process to route multiple forms to Records team.
10/31/2025	Academic Standing Problem— Fix to the issue that GPA calculations are inaccurate, making academic standings inaccurate, and must be audited on a case-by-case basis and manually updated.	Calculations have been modified and additional reports created. This fix is in the testing phase.
10/30/2025	Change Job coming from recruiting— Certain functions not available processing a change job from recruiting and error when staff with academic pay are driven from recruit function.	Identification of security role that is causing error and correction of the business process. This fix is in the test phase.
10/30/2025	Security Enhancements —Desire to show cost center managers expenditure and journal line data without showing them employee data.	Segmented security updates put in place and custom reports created. The fix is in the test phase.
10/30/2025	Grant Health Insurance Pain Point —Desire to use Workday functionality to mitigate grant spending on health insurance if the grant does not permit that.	After discussion, decision that a manual journal entry remains the most efficient way to handle these grants.
10/30/2025	Create Supplier Pain Point— Solution to issue that users may request the creation of a supplier in Workday while another request of the same supplier is in process.	Supplier duplicate detection based on Supplier Name has been set up, and a report called “Find Supplier Duplicates” has been enabled. This fix is in the test phase.
10/30/2025	Cash Basis Accounting— Desire to use cash basis accounting for supplier and customer invoices	Implementation of a Workday update that enables configuration and generation of cash basis accounting for supplier and customer invoices. This fix is in the test phase.
10/30/2025	Athletic Tickets and On Court Events —Desire to automate the purchase of tickets to FHSU athletic events and seat assignments and to allow payroll deduction for payment.	Capacity has been built. This fix is in the testing phase.
10/30/2025	Multiple Academic Records— Manual intervention is required to address graduate students with multiple academic records.	Mass Update Student Status along with reports are being deployed to facilitate the auditing process.
10/30/2025	Offboarding Admissions Counselor —Desire for an off-boarding admissions counselor business process to remove admissions counselors and replacing them with an appropriate staff member.	Business process has been created. This fix is in the testing phase.
10/30/2025	Financial Security Enhancements Problem— Change to current situation in which academic staff can override financial holds to allow students to register, permitting them to take on more debt before paying for previous academic periods.	Two additional segmented security groups have been created. This fix is in the testing phase.
10/30/2025	Change Management and Training —Faculty and administrators indicated they do not have sufficient information to complete some of their tasks.	Videos for Request Course Section Prerequisite Override procedures has been completed; videos for Swap, Drop, and Withdrawal procedures are nearing completion.
10/29/2025	Data Controls —Reduce need for manual intervention by using date controls	“Academic Period Type Date Control Rules” used to establish dynamic rules for multiple functions (e.g. drop dates, mass drop for waitlist). This fix is in the test phase.
10/29/2025	Advanced Leave —Desire for a process by which new hires can generate a negative balance prior to leave accruals.	Addition of a conditional calculation on “Time Off” calculation tab. This fix is in the test phase.
10/29/2025	Registration Appointments— Solution to problem that there are three different periods for setting registration appointments, causing duplicate values to appear for students.	Open enrollment date controls on individual periods used to mass control registration.
10/28/2025	Staff by Department— Creation of a report to better report on “Staff by Department”	Report created. This fix is in the test phase.
10/24/2025	Student Information —Desire for collection and retention of more accurate contact information for students	Creation of reports to identify gaps in data and protocols for obtaining missing information. This fix is now in the test phase.
10/20/2025	120 Total Unit Requirements— Solution to double counting issues caused by configuration of 120 total unit requirement is configured at both program of study level and Total Academic Requirements (TAR).	Removal of 120 Total Unit requirements from POS academic requirement configurations. This fix is in the test phase.
10/17/2025	Payroll —Solution to the need for a manual journal process when a grant had one budget category for salary and one for fringe benefits.	Use of a recurring journal template to simplify this process.
10/16/2025	Trended Worker Data Source— Desire to use Workday reports that can report workforce trends over a period of months or years.	Reports were configured and a list provided of all trended work reports available in Workday. This fix is in the build phase.
10/09/2025	International Partner Student Management —An easier and more automatic way to identify international graduate students	Transition to use of new automated functions in Workday to identify undergraduate students (See International Population Reporting) This fix is now in the testing phase.
10/09/2025	Update Applications During Evaluation Step —Desire to be able to update an application when evaluation is in progress	This capacity, not needed for undergraduate applications, has been enabled for the review of graduate student applications. This fix is now in the testing phase.
10/09/2025	Academic Unit Ownership of Programs of Study— Solution to confusion of Program of Study configurations due to multi-department ownership	Use of “coordinating academic unit” field on Program of Study definition. This fix is in the test phase.
10/09/2025	Off-boarding Admissions Counselor Business Process— Desire for a business process that will replace an admissions counselor for accepted applicant with an appropriate staff member	This fix has been completed and is now in the testing phase.
10/08/2025	Orientation— Desire to manage orientations in Workday rather than through manual cohorts outside of Workday	Decision to use Workday Extend for Orientation Registration . This fix is in the test phase.
10/06/2025	Return of Title IV Worksheet Event— A business process in Workday is not routing students to the right security group	This fix will ensure that Student Accounts can satisfy its obligations in the mandated time period.
09/25/2025	Academic Levels —Currently, there are seven academic levels in Workday. Five of them will be phased out.
09/23/2025	Student Residency Determination —A way to record student residency in Workday.	Because levels are tied to courses, sections, scheduling, and reporting, this change will make all of those functions easier and faster.
09/19/2025	Program of Study Declare Date— Standardization of effective dates of academic requirement for programs of study.	Currently, student residency is not recorded in Workday. A questionnaire has been created that will allow administrators to request residency information from students and provide documentation that could be used for residency appeals and updates. T his fix is now in the testing phase.
09/19/2025	Academic Honors —An automated process to assign academic honors.	Currently, students changing their program of study sometimes have been expected to follow incorrect academic requirements (based on the date they declare the change rather than the date they matriculate). This change will address that problem. This fix is currently in the testing phase.
09/19/2025	Common Student Fields for Institutional Research— Modifications to Workday to provide standard reporting definitions of new student cohorts.	This fix will automate a process that previously has been performed manually. This fix is currently in the testing phase.
09/19/2025	Data Definitions and Crosswalk for Public Use —Desire to highlight differences between FHSU reporting definitions, state reporting definitions, and Workday definitions of data.	This fix will allow the university to track more effectively the retention, persistence, and graduation rates of these cohorts, which are data officially reported at the state and federal level.
09/05/2025	Student Financial Holds Security —Restricted access to Workday functionality that allows overrides to financial holds on registration.	A document has been created that describes how Workday uses data.
08/07/2025	“Other IDs” - AAUP membership— use of “other ID” tag used to designate AAUP membership caused confusion between Workday-employee ID and state of Kansas ID	Currently, academic staff can override financial holds on student registration, allowing students to take on more debt before paying for previous academic periods. This fix will restrict access appropriately.
07/01/2025	Security Issues for Work-Study Students —Desire for work-study supervisors to have access to students’ work-study award, amount earned, amount remaining	Change of terminology resolved the confusion when switching back and forth between internal and external systems.
06/20/2025	Workday-Blackboard Integration— Workday was not communicating to Blackboard when students dropped classes, resulting in outdated rosters and irrelevant course notifications for students.	Managers of groups can “share report with” individual managers of student employees.
06/11/2025	Sponsor Contracts— Need for customization and enhancement of Workday’s student sponsor invoice layout in order to print sponsor invoices directly out of Workday.	This task is completed for all known instances and anticipated future instances. Blackboard team requests information from faculty and staff if they experience any ongoing difficulty.
05/27/2025	Allocations —Inactive allocations were showing up in a list of active allocations.	Completed. A custom invoice layout has been created and invoices are now being automatically generated from Workday instead of manual creation outside of the system.
05/24/2025	Expenses Custom Report Need— Desire for detail on pending transactions for in-progress expense reports.	Problem fixed. No impact for end users.
05/24/2025	Open transactions Custom Report Opportunity —Desire for report to see payment source of pending transactions	Functionality already exists. There is an Expense Hub that employees can use to track their expense reports or they can run “Find Expense Reports.”
05/24/2025	Submitting Invoice via Workbench Pain Point	Functionality already exists. There is a current report called “Pending Transactions by Cost Center/Grant” that can be run to find any pending transaction in Workday by Cost Center or Grant.
05/24/2025	Benefits Plan— Benefits elections not accessible after last Workday update	Both AP and Purchasing do not feel there is any problem with this process.
04/07/2025	Academic Plan Business Process - Deny —Desire to provide advisor ability to deny academic plan approvals. Advisors were originally only able to approve or send back the request for Approval of Academic Plan.	Benefits and Pay Hub currently being designed will address this problem.
03/26/2025	1098Ts —Desire to omit printing of 1098-Ts that students had elected to receive electronically	Completed The option to deny an Academic Plan is now active for academic advisors.
02/25/2025	Security Configuration to support student customer services	Completed. There is now enhanced security for student employee supervisors to be able to more accurately budget federal work study awards. No impact on students.