Questions & Answers

Please attend an IAM Q&A Session to ask your question(s). We also recommend reviewing the IAM Q&A to see if your question has been answered. If your question is related to an IAM call to action email; carefully review the associated google sheet’s “Directions” tab as the directions are regularly updated based upon feedback/ questions received. You should also work with your assigned Readiness Project Manager or Technical Coach (as applicable).

Go to Integrations Resources and scroll down to the Integration FAQs section. The top of the page also has an “ATP Integrations Contact Form” for questions for the ATP Integrations Team.

Workday will define the reporting structure for contingent workers and Manifest will share the data as it is defined in Workday. Manifest Group owners will be able to select a Sup Org that contains both employees and contingent workers, a Sup Org that contains only employees, or a Sup Org that contains only contingent workers. Likewise, Manifest Group owners will be able to select a Cost Center that contains both employees and contingent workers, a Cost Center that contains only employees, or a Cost Center that contains only contingent workers.

(This question is related to the 10/3 communication → Manifest Groups using UDDS: Resources & Next Steps). You would indicate the Sup Org ID (example: SO00002795) or Cost Center ID (example: CC003040).

According to UDDS Guidance for Ancillary Systems, a Cost Center Hierarchy “indicates how Cost Centers are rolled up into one another for security and reporting purposes” and a Cost Center is the “lowest level in the Cost Center Hierarchy.”  In Manifest, each ‘level’ of the Cost Center hierarchy will be available as a Cost Center which will allow users to select any point within the Cost Center hierarchy as a cost center. Manifest will not display the levels within a Cost Center hierarchy as a structure (e.g. no tree).

UW–Madison HR is working on an initiative called Sup Org Remapping from now until January 31, 2025. IAM will pre-stage Sup Orgs in Manifest once HR has finalized changes to Sup Org and the data is available to us. Our current understanding is that will happen with the March 2025 refresh of the environment.

To enable UTF-8 in Windows 10 (or 11), you can do the following:  1) Go to Settings, 2) Select Time & language, 3) Select Language & region, 4) Select Administrative language settings, Select Change system locale, 5) Check the box for Beta: Use Unicode UTF-8 for worldwide language support, 6) Click OK, 7) Restart your computer.

The Person API can identify people with a relationship to a given Supervisory Organization. See the “In Operator” section of the Person API Filter Query Parameter resource for information on how to perform this sort of API request.

No, there is not a NetID to legacy data view mapping. This question is related to the Action Needed by August 15: IAM test option preparation (Legacy Data View) email.

IAM will be adding the legacy data view name(s) used by each ancillary system to this sheet: UW Madison Ancillary Systems with Known Data View_07292024. This sheet is only being used temporarily to collaborate with system owners and should not be considered a source of truth for a list of all systems using legacy data views and associated information. This question is related to the Action Needed by August 15: IAM test option preparation (Legacy Data View) email.

This question is related to the Action Needed by August 15: IAM test option preparation (Legacy Data View) email.

• Scenario 1: If a legacy dataview is used for an ancillary system that is then sharing data with other systems/ reports, then the ancillary system owner will need to coordinate with the “downstream” systems/ users. IAM will not be coordinating with the “downstream” systems/ users.  These “downstream” systems that are indirectly using data from the legacy data view do not need to be incorporated into answering questions associated with the Action Needed by August 15: IAM test option preparation (Legacy Data View) email in the UW Madison Ancillary Systems with Known Data View_07292024 sheet.
• Scenario 2: Multiple systems using the same legacy data view is not recommended. If that is the case, then IAM would need to know this information to ensure IAM can send proper testing communications. IAM is in the process of updating UW Madison Ancillary Systems with Known Data View_07292024 to list which legacy data view is used for each ancillary system. If there are inaccuracies, please email UW Madison ERP Ancillary Systems <uw-madison-ancillary.systems@mailplus.wisc.edu> with the ASUID, system name, legacy data view name, and a description on what is inaccurate.

In Manifest, there will be groups for both individual direct reports and cascading Supervisory Organization trees below it. For example, it will be possible to see Lois Brooks, UW–Madison CIO, direct reports or see the entire organization that reports to Lois.

Primarily, users will use the ID. Example: For DoIT’s user services the ID is CC003043 and the name is “UWMSN | DoIT | User Services”. For this example, the ID CC003043 will be primarily used in Manifest.

Users will also be able to see the name in the description.  Each supervisory organization will have multiple groups to represent a person’s organization membership (e.g. direct vs indirect).

If you are using groups that are constructed by IAM like “uw:ref:hr_system:current_paid_madison_job”, IAM will adjust those to meet Workday standards. While we don’t expect significant changes, there will be changes based on how Workday works. For example, in Workday, a person can only be an employee or contingent worker. Therefore,  populations will shift slightly due to changes upstream in Workday.

Groups created or used in a school/college/division based on UDDS will require the manifest group owner to work on conversion because there is no one to one replacement of UDDS to Supervisory Organization. Specific instructions were sent to group owners in June and were posted here: Feedback Needed: Manifest Groups using UDDS

Natively out of Workday, supervisors are not in the Supervisory Organization of the group that they supervise. In our grouping infrastructure for Manifest and Person API, the supervisor will be in the group that they manage under the Supervisory Organization. This does not apply to the Cost Center.

Because of the tight timelines, there won’t be any early adopters/pilots groups. If you have an integration with IAM, get data from Campus Active Directory, have a system that’s connected to NetID Login, or manage UDDS driven Manifest groups you will be included in the communications we send to those Ancillary System Owners and Group Owners. All communications will also be published to our website: https://asp.wisc.edu/category/iam-updates/

Yes, IAM has done analysis to identify legacy dataviews, but there are likely systems or data views not included on the current ASP ancillary system list.

Please start by reviewing Unformatted Data (ASCII to UTF8), as this provides foundational information to understand UTF8.

In the future, NetID Login will deliver UTF8 names via the existing attributes. If your system is able to leverage UTF8 then there’s no change needed to consume the UTF8 name other than testing your application.

If your system is unable to leverage UTF8 characters, IAM will change out the value to the ASCII only character set. In order to facilitate this, IAM will reach out to system owners and ask if they are able to consume UTF8 characters. It will be crucial to be responsive to IAM communications.

IAM will communicate directly with ancillary system owners when technical testing for IAM integrations used by ancillary systems can begin. These communications will include testing options/ directions.

The first step is to review the resources listed in the UDDS Transitioning to Supervisory Organization and Cost Center page. If there are still unanswered questions:

Supervisory Organization vs. Cost Center questions: leverage the UDDS Guidance for Ancillary Systems webpage, specifically it states “Submit this form if you need help understanding the right structures to use in your application.” Additionally, we have asked our ATP colleagues to consider publishing additional resources and guidance.

Questions about supervisory organization should go to HR Readiness Leads for the specific School/ College/ Division which can be found by going to the The UW-Madison Stakeholder _ATP Readiness Dashboard. Scroll down to the section “School/ College/ Division Status”, click on the School/College/ Division that applies to you and a dashboard for your School/College/ Division will open that has a “Key Contacts” section. Your HR Readiness Lead will be listed in the “Key Contacts” section.

Questions about cost center should go to FDM Editors

HR Data data conversion questions should be routed to the HR Readiness Lead for your School/ College/ Division.

Finance data conversion questions should be routed to the Finance Readiness Lead for your School/ College/ Division.

Your HR and Finance Readiness Leads are listed in the dashboard for your School/College/ Division. Go to the UW-Madison Stakeholder _ATP Readiness Dashboard. Scroll down to the section “School/ College/ Division Status”, click on the School/College/ Division that applies to you and a dashboard for your School/College/ Division will open that has a “Key Contacts” section. Your HR and Finance Readiness Lead will be listed in the “Key Contacts” section. If you do not have an HR or Finance Readiness Lead, then submit your questions to your Readiness Project Manager.

Key contacts for ancillary system owners are listed in the dashboard for your School/College/ Division. Go to the UW-Madison Stakeholder _ATP Readiness Dashboard. Scroll down to the section “School/ College/ Division Status”, click on the one that applies to you and a dashboard for your School/College/ Division will open that has a “Key Contacts” section. Your Readiness Project Manager or Technical Coach will be listed in the “Key Contacts” section

You can also use this UW-Madison Technical Coaches and PM’s dashboard.

Manifest, NetID Login, Campus Active Directory, and Legacy Data Views can be used to provision to anyone with a NetID. However, the entire NetID population is very large and includes people like alumni.  Therefore, IAM does not generally recommend provisioning to everyone with a NetID. IAM recommends provisioning to specific populations, such as enrolled students and active paid employees. For provisioning application support, please use the IAM intake form.

If a legacy data view is still in use and will not be replaced by Person API, the IAM team will work directly with the system owner on a new data view that leverages Workday data. System owners will be responsible for identifying what department-specific Workday data elements should be used in the data view (e.g, Supervisory Organization) and testing the new data view. IAM will contact system owners directly with testing options/ instructions.

Only systems that receive name and/ or UDDS data via NetID login will be required to test for IAM. The associated Entity IDs for NetID login that consume name and/or UDDS data are listed NetID Login Validate System Info. IAM will communicate directly with these system owners when testing instructions are available.

Manifest groups that currently use UDDS (and may contain other HR data) will require owners to identify the Supervisory Organization and/or Cost Center that will replace the UDDS group used in their Manifest group. Manifest group owners for groups that use UDDS will also be asked to test their updated Manifest group(s).

Please review Manifest – Identifying if a Manifest Group is in Use to identify if a Manifest group is providing access to a service.

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.

• AIP = Administration, Innovation, and Planning – department within VCFA
• ASP = Ancillary Systems Program
• ATP =  Administrative Transformation Program (https://atp.wisconsin.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

The Ancillary System Disposition list 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.

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).

Unit, Division, Department, Sub-department (UDDS) will be replaced with several flexible Workday organization structures. To learn more, please visit the UDDS Guidance page.

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).