Questions & answers

Manifest Group Owners will be able to add multiple sup orgs and cost centers to a single Manifest Group. Manifest Group Owners can add multiple sup orgs in addition to multiple cost centers as a Manifest Group can have both added.

Please see Directions: Updating Workday Orgs in a Manifest Group for additional information and screenshots.

In Manifest, each Workday Organization folder will contain four different groups. Here is a breakdown of each of the groups and what they mean:

Direct + indirect contingent workers: Includes all direct contingent workers affiliated with an organization as well as indirect contingent workers. Indirect contingent workers are those that belong to a “parent” organization because they are a member of a “child” organization.

Direct employees: Employees who are directly affiliated with an organization by their position. This includes populations such as paid, active, and future employees.

Direct + indirect employees: Includes all direct employees affiliated with an organization by position as well as indirect employees. Indirect employees are those that belong to a “parent” organization because they are a member of a “child” organization. For example, within DoIT, the Identity & Access Management (IAM) department is organizationally under Application Infrastructure Services (AIS). Direct Employees of IAM (child organization) will be Indirect Employees of AIS (parent organization).

Direct contingent workers: Includes contractors, emeritus, volunteers, and others who are directly affiliated with an organization.

Workday will define the reporting structure for contingent workers. 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.

Please see Directions: Updating Workday Orgs in a Manifest Group for additional information and screenshots.

Manifest group owners will be able to add the following Workday Organizations to their Manifest groups: Supervisory Organization, Cost Center, Cost Center Hierarchy (CCH) via UW Organization Structure (UWOS).

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).

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.

Please see Directions: Updating Workday Orgs in a Manifest Group for additional information and screenshots.

Primarily, users will use the ID. Example: For DoIT’s User Services group 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 determine what Workday Organization should replace the UDDS. See  Manifest Groups Using UDDS Transition to Workday Organizations (Directions) for additional information.

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.

In Manifest, a manager will be a direct member of the group that they supervise and the group where they are the supervisee. For example, Abrianna Barca is the IAM Associate Director and Tyler Ratkowski is the IAM Manager. Tyler manages a group of people and he reports directly to Abrianna. Tyler will be a direct member of the Supervisory Organization that he manages as well as the Supervisory Organization that Abrianna Barca manages.

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.

The Workday Organization data is still being actively updated by HR and Finance Leads. If you have questions or feedback on the Workday Organizations assigned to individuals, please work with the Human Resources Lead and/or Finance Leads for your school, college, or division.

The “School/College/Division Change Readiness Leads” table on the Change Readiness Network website identifies the leads.

It is our understanding that generally HR and Finance leads are actively updating Workday Organization assignements to individuals. Each HR or Finance department may have their own process for submitting these questions.

Please work with your leads to:

Request Workday Organization updates for individuals

Ask for clarification on why the membership of a Workday Organization is different from the UDDS membership

Manifest groups that currently use UDDS will require owners to:

• Identify the Supervisory Organization (Sup/Org), Cost Center (CC), and/or Cost Center Hierarchy (CCH) via UW Organization Structure (UWOS) that will replace the UDDS group used in their Manifest group.
• Update their Manifest groups as needed to contain the identified Workday Organization(s).

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

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 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.

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.

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.

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.