Frequently asked questions

This is a complicated project with a lot of moving pieces and parts. The following are a few of the questions we’ve heard so far, along with their corresponding answers. However, please reach out to us with additional questions.

Submit additional questions

ERP Ancillary Systems Program FAQ

This is an accordion element with a series of buttons that open and close related content panels.

I'm interested in the APIs. What is available now (May 2023)?

The Mock Person API, which only contains mock data that you can play around with, can be found here, https://developer.wisc.edu/apis. In the future, there will also be a mock HR API.

Apart from the API that are going to happen in the Workday and the integration environments, is there going to be a delivered solution that we're going to be able to implement in our SIS?

Building your outbound integration from SIS is not something that the ATP integrations team would help with. However, there is a central resourcing ask to assist those student information systems with the development work that they need. This resourcing should cover the development you’re looking for.

Are these "mock" APIs going against Workday or PeopleSoft data sources?

Currently PeopleSoft. Person API is sourced from Person Hub. Person Hub is then going to integrate with Workday and we hope to obfuscate the data source transition, so that the data consumers via the API do not need to make changes.

Is EAP going to capture this information in their data lake?

Yes, absolutely.

How will Workday work with the current peoplesoft HR person data?

Ultimately, we are trying to make the workflow as similar as possible between the two systems.

Where does distributed IT fit? (Distributed IT has many of the ancillary systems described).

Any IT team, including Distributed IT, responsible for supporting an Ancillary System will be engaged to help determine its final disposition. There will be cases where the IT team will be asked to take on some of the work to transition to the new environment. An example includes integrations to new sources of data.

How can distributed IT help prepare their staff (and others in their S/C/Ds who don’t work for them but consume their systems) for forthcoming changes?

IT Teams can start with providing information about ASP by directing them to the high-level information on our ASP website and ATP’s website.

When can distributed IT expect the next update?

We send updates the 3rd week of every month. If you are interested in staying up to date on this program, and wish to receive our monthly emails, please join the mailing list.

 

What should distributed IT be doing if they are not being communicated with in what they believe to be a timely fashion - who do they talk to?

Send an email to Patrick Hare (ASP Program Manager), Morgan Andersen (ASP Assistant Program Director) or Adam Paulick (ASP Program Director). You can also use the ERP Ancillary Systems Program feedback form.

What is an Ancillary System?

An ancillary system consists of any system or application that uses or provides HR or financial data or utilizes UDDS (Unit-Division-Department-Sub-Department). An example ancillary system might be as simple as a spreadsheet that pulls in financial data.

What do these program acronyms stand for?

  • AIP = Administration, Innovation, and Planning – department within VCFA
  • ASP = Ancillary Systems Program
  • ATP =  Administrative Transformation Program (https://atp.vcfa.wisc.edu/)
  • EAP = UW System’s Enterprise Analytics Platform effort
  • ERP = Enterprise Resource Planning
  • ODMAS = Office of Data Management & Analytics Services (https://data.wisc.edu/)
  • UDDS = Unit, Division, Department, Sub-department

What ancillary systems do you already know about?

The UW–Madison ERP Ancillary Systems Program Metrics (Source: app.smartsheet.com) gives a list of schools, colleges, institutes and divisions that we need to talk with as well as a list of ancillary systems that we currently know about. You may need to request access to view this dashboard.

What other major programs and projects are you working with as this seems to be similar with others?

 We’re working with ATP, AIP, EAP, Badger Analytics (ODMAS) and other programs to try and minimize the impact to campus staff.

Where can I find up-to-date information on ASP's progress?

Visit the Ancillary System Program dashboard (Source: app.smartsheet.com) to read the latest news and insights on this massive initiative.

What transition activities will I be responsible for, including planning, leading, and funding?

Your level of required effort will depend upon the systems you use and their final-state disposition. The ASP team is actively reaching out to system owners as we step through the initial disposition process, coordinating needs and next steps based on your specific scenario(s).

What is ATP's role in this initiative?

To standardize finance, HR, and research administration processes and improve your work experience, the Administrative Transformation Program (ATP) is implementing Workday, a new, integrated technology system, and retiring many of the on-premise systems we use now. If you would like to learn more about ATP, please visit the ATP website (Source: atp.wisconsin.edu). To view a comprehensive list of identified ancillary systems and their final disposition, please visit the Ancillary Systems Disposition (Source: secure.atp.wisconsin.edu) page on ATP’s secure website (NetID login required).

The Foundation Data Model (FDM) worktag has a value of Activity that differs from our current model. How will PeopleSoft values of Activity be represented in Workday?

Activity values will be replaced with the Function Code in Workday.

How will a Cost Center’s position within Cost Center Hierarchy be made accessible outside of Workday?

This will be made accessible by the Reference ID. The naming convention will include the hierarchical level.

 

 

The Jan. 18 FDM presentation notes that a Cost Center can belong to more than one Cost Center Hierarchy. How many Cost Center Hierarchies are being created, and for what purposes?

We don’t have a final answer on this yet. The purposes for multiple hierarchies could be related to reporting, compliance, academic tracking, etc.

View the January 18 FDM presentation here

What is happening to UDDS?

Unit, Division, Department, Sub-department (UDDS) will be replaced with several flexible Workday organization structures. Instead of using one set of UDDS codes to indicate academic, supervisory, and financial structures – there will be separate structures for each. This will allow for greater flexibility and adaptability when organizations change.

What is ERP?

ERP is an acronym that stands for Enterprise Resource Planning.

Workday will replace Shared Financial System (SFS) and Human Resource System (HRS) at all UW System campuses. ATP will implement 17 Workday modules to manage HR, finance and select research administration processes across the system. The Workday ERP is called Financial Management (FIN) and the human resources ERP is called Human Capital Management (HCM).

Low/no code FAQ

This is an accordion element with a series of buttons that open and close related content panels.

Where can I learn about Low Code solutions?

To learn more about Low Code solutions, visit the Low Code Solutions FAQ page.

Feedback loop

Fill out this form to send your questions and feedback.

We want to hear from you

Join the mailing list to get updates delivered to you.

Get updates in your inbox