UDDS Transitioning to Workday Organizations

The Administrative Transformation Program (ATP) Governance decided on the decommissioning of UDDS in February 2021. When we transition to Workday, we will use Workday Organizations including the UW Organization structure to organize and manage people and money. UDDS will be retired.

Ancillary system owners and Manifest group owners (aka group administrators) need to complete the following steps:

1. Step 1: Understand UDDS will transition to Workday Organizations

   IAM will provide supervisory organization, cost center, and UW Organization structure data as grouping options.

   • Understand how UDDS will transition to Workday Organizations including the UW Organization structure and what that means to you by leveraging these resources.
     • UDDS Guidance for Ancillary Systems
     • From UDDS to Workday: Understanding UW’s New Organizational Structure (Video)
       • The information shared in this video is still accurate. Because it was created at least 7 months ago, it does not include information on the UW Organization Structure.
     • Workday Organizations

2. Step 2: Understand UW Organization Structure

   • UW Organization Structure (UWOS) will be a field available from Workday
   • This is new information shared with campus on February 4, 2025, via the ATP Integrations Follow-up | Workday Organizations Realignment and UDDS Guidance Updates email
   • UW Organization Structure (UWOS) will be available in Manifest
   • While there is not a drop-in replacement for UDDS for ancillary systems, the UW Organization Structure will be the closest equivalent for use cases that need to group workers, similar to grouping people by HRS UDDS today.
   • UW Organization Structure is the Supervisory Organization (Sup Org) structure grouped by Cost Center Hierarchy Level (CCHL) in Workday.
   • Review the 2/5/2025 MSN Ancillary Systems Technical Readiness Meeting Information
     • Topic: Guest speakers from EAP and ATP Integrations to discuss UW Organization Structure (formerly Workday Organizations e.g. Cost Center, Cost Center Hierarchy, Supervisory Organization, etc.), especially for outstanding Ancillary Systems needs around Identity Access Management.
     • Meeting Recording and Meeting Slides.
   • Review the UWOS Resources section with links to Tableau dashboards
     • Please review the Tableau dashboards and UDDS replacement video for an overview of these Tableau dashboards. Disclaimer: Audio description of this video will be available in the next week or two.

3. Step 3: Understand Supervisory Organizations

   • Supervisory organizations (a.k.a., “sup orgs”) group workers into a hierarchy based on reporting relationships. This is equivalent to creating an organizational chart based on “Reports To” in HRS.​
     • Use Supervisory Organizations when your system needs to understand the reporting relationships between supervisors and employees.
     • In Workday, managers are not part of their supervisory organization. In the identity data from IAM infrastructure, managers will be part of their supervisory organization.
   • Leverage the Workbooks and Tableau dashboards listed in the UWOS Resources section to navigate through supervisory organization hierarchy.
     • Please review the Tableau dashboards and UDDS replacement video for an overview of these Tableau dashboards. Disclaimer: Audio description of this video will be available in the next week or two.

4. Step 4: Understand Cost Center Hierarchy

   • Cost Center Hierarchy is a group of cost centers in a tree structure within a controlling area that represent specific areas of cost incurrence from a controlling perspective.
     • Use the Cost Center Hierarchy when your system needs to support accounting and financial reporting functions. The Cost Center structure will be used to represent SIS Instructional Departments.
   • Cost Center resources:
     • FDM Mapping Tool
     • Workday Hierarchies

5. Step 5: Understand your current use of UDDS

   Ancillary system owners and Manifest group owners (aka group administrators) need to:

   • Understand how your systems are currently leveraging UDDS
     • Is UDDS used for display purposes and/or provisioning purposes?
     • If your ancillary system is receiving and displaying department, sub-department, etc. within the system then consider:
       • What are you using that for?
       • Determine what the plan is for moving forward without that information
   • The Manifest Groups using UDDS_Shared sheet lists all Manifest/ Grouper groups that use UDDS data driven groups. This list is updated monthly.
   • If possible, setup or configure a test environment for your ancillary system.
     • A test environment will be invaluable to test new data from Workday

6. Step 6: Understand IAM Responsibilities

   IAM is actively working on updates to infrastructure to allow for ancillary system owner and Manifest group owner testing. IAM will:

   • Communicate with system owners and Manifest group owners directly when testing options and data is available.
     • All communications will be published to the IAM Updates website. Please review these communications for the most up-to-date information, directions, and action items for you to complete as a system owner and/or Manifest group owner.
   • Provide supervisory organization, cost center, and UW Organization Structure data as grouping options.