Frequently Asked Questions

LSU has been reliant upon legacy systems developed in the 1980s to handle administrative functions including payroll, accounting, and human resource processes. The legacy system technology is outdated and is no longer supportable.

The mainframe will not be used for finance or human resource processes after July 1, 2016. The mainframe will still be used for student information systems until a new solution is implemented.

LSU has contracted to implement Workday’s Financial Management (Finance) and Human Capital Management (HCM) products.

Workday data centers adhere to the strictest physical security measures. In addition, Workday encrypts every attribute of customer data within the application before it is stored in the database.

HR will create instructional resources for hiring managers that will guide them through the transactional steps in Workday. The training will be a combination of short e-course videos, printable job aids and step-by-step reference guides.

The set up in Workday for CWSP and CSAP will automatically charge the students department account once they have used all of their award.  There will also be a process, possibly a report, for departments to monitor or be alerted when a student is nearing the award limit.

Yes, students will be hired via a truncated hire process.

Yes, additional compensation will still exist.  How it is processed and described under Workday will change but the concept of additional pay for special assignments and additional assignments will still remain in place.

Yes.

LSU’s current chart of accounts (COA) limits the university. Importing the current structure to Workday goes against the very nature of Workday methodology as well as the stated guiding principles of the university.

Workday relies upon a multi-dimensional structure of accounting and fiscal reporting called its financial data model (FDM). FDM includes, but is not limited to a chart of accounts and the new data elements which are attached to financial transactions as they are entered or generated. FDM enables LSU to retrieve and make use of data more easily and at a more granular level.

LSU Financial Systems Services has generated a conversion tool to enable you to match the two.

Within Workday is a spend authorization business process which will gather information that today is gathered via the AS292 form.  It is possible that a truncated form of the AS292 may still be required to answer the additional questions that cannot be configured in Workday, such as disclosure of personal travel destination/dates, justification for larger vehicle rental or lodging up to 50% in excess and the identification of travel greater than 30 days or to a high risk region.  If determined to be a necessity, this truncated form of the AS292 will be uploaded to the spend authorization business process and routed electronically within Workday for approval. There should not be any extra signatures or paperwork involved, just an additional set of questions that will need to be completed and attached within the business process.  Once the requirements are finalized, they will be documented in the training material that is being prepared.

An example would be when purchasing materials that require special approvals like trademark licensing usage for marketing material.

The delegation feature should be leveraged.

Delegation is used to enable another user to complete a task on your behalf. Delegates only have the ability to review and complete specific tasks for the business processes you select for them to complete. There are three types of delegation:

• Business Process Initiation Delegation - Allows users to delegate the ability to initiate selected business processes to another user
• Inbox Delegation - Allows a user to give access to their entire Workday Inbox (or specific business processes from their Inbox) to an individual for a specified period of time
• Task Delegation - Allows users to delegate a task that is already awaiting user action in their Inbox

Actions and notifications will automatically go to your Workday Inbox. You may determine whether you additionally want these items to forward to your LSUMail.

Yes. Transactions will be processed through Workday as of July 1, 2016 instead of through myLSU. Bank of America will send transactions through Workday, and then matching receipts to transactions will take place within Workday as well. Detailed instructions will be made available as part of future training.

 

Workday provides a variety of reporting options, but their access is dependent upon the employee role. Reports may be viewed as results on the screen, based on the criteria entered by the user. Results can be filtered by column and exported to Microsoft Excel for additional sorting, formatting, and analysis..