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DRAFT ON HOLD October 30, 2019 – This draft proposal is on hold while data governance considers issues of data ownership, data quality, and fit for purpose. For a subset see also UW groups for access to Legacy HR data.

ANALYSIS
Customers

Initial customers include:

John Borwick, Academic Personnel – for access control in the Electronic Document Management System, for access to EOAA related information such as Affirmative Action Plans, and communications to Academic Personnel Office Partners. Possibly replace brand new direct BiPortal to Workday API calls which get WD security role information.

Jill Hoven, ISC – for communications to individuals in various Workday security roles.

Jeff Blancato, ISC – for communications with NSCs (Named Support Contacts). NSCs hold an HCM Initiate 2, HR Partner, and/or Academic Partner Workday security role.

Laura Baldwin, UW-IT – for access to Bridge Training Management System to identify individuals in various Workday security roles.

Alin Hunter, UW-IT – for access to various Legacy HR/P Archive reports that are hosted in the BI Portal; also for communications to individuals in various Workday security roles.

Application Use

See Customers above.

Membership (Business Definition)

Group memberships based on assignable security roles in Workday.

See https://isc.uw.edu/admin-corner/security-roles/assignable-roles/

See https://isc.uw.edu/support-resources/how-to-get-workday-help/named-support-contacts/

Business ProcessWorkday security role management
System of RecordWorkday
Subject AreaHuman Resources
Business DomainStaffing
DESIGN
TypeGroup/role
Home GroupTBD. Choose a home group that aligns with the UW Group Naming Plan and the business domain of the related institutional data.
Group IDs
Assignable RoleTBD - Workday Role IDGroup IDArea
Academic Chair / Chair’s DelegateAcademic_Chair_Chairs_Delegate
All
Academic Dean / Dean’s DelegateAcademic_Dean_Deans_Delegate
All
Academic PartnerAcademic_Partner
All
Additional Approver 1Additional_Approver_1
All
Cost Center Manager

All
Costing Allocations CoordinatorCosting_Allocations_Coordinator
All
HCM Initiate 1HCM_Initiate_1
All
HCM Initiate 2HCM_Initiate_2
All
HR PartnerHR_Partner
All
I-9 CoordinatorI-9_Coordinator
All
ManagerManager
All
Time and Absence ApproverTime_and_Absence_Approver
All
Time and Absence InitiateTime_and_Absence_Initiate
All
UWHires Hiring ManagerUWHires_Hiring_Manager
All
VO-STAFF

All
VO-STAFF-COMP-COST

All
VO-STAFF-COMP-COST-PERSONAL

All
Absence Office PartnerAbsence_Office_Partner
Central
Academic Personnel Compensation Office Partner

Central
Academic Personnel Office PartnerAcademic_Personnel_Office_Partner
Central
Advancement InitiatorAdvancement_Initiator
Central
Advancement PartnerAdvancement_Partner
Central
CBU – Benefits Office Partner

Central
Compensation Office PartnerCompensation_Office_Partner
Central
EOAA Office Partner

Central
HR Office PartnerHR_Office_Partner
Central
Labor Relations / Union Office PartnerLabor_Relations_Union_Office_Partner
Central
Recruiting Office PartnerRecruiting_Office_Partner
Central
Risk Management Office Partner

Central
UTemp Office InitiatorUTemp_Office_Initiator
Central
UTemp Office PartnerUTemp_Office_Partner
Central
Work Study Office PartnerWork_Study_Office_Partner
Central
ISC – Absence Office Partner

ISC
ISC – Benefits Office Partner

ISC
ISC – Compensation Office Partner

ISC
ISC – HR Office Partner

ISC
ISC – Payroll Office Partner

ISC
ISC – Retiree Office Partner

ISC
ISC Customer Support Representative

ISC
Organization Partner

ISC
Payroll Settlement Specialist

ISC
Security Partner

ISC
Medical Centers Job Requisition Approver 1Medical_Centers_Job_Requisition_Approver_1
Med Centers
Medical Centers Job Requisition Approver 2Medical_Centers_Job_Requisition_Approver_2
Med Centers
Medical Centers Job Requisition Approver 3

Med Centers
Medical Centers Payroll Partner (RBC)

Med Centers
Performance Initiate

Med Centers
Performance Review Alternate

Med Centers
Position and Job Requisition InitiatePosition_Job_Requisition_Initiate
Med Centers
VO-Medical Centers Absence for Leave Specialist

Med Centers
VO-Medical Centers Payroll Partner (RBC)

Med Centers
Committee Office Partner

Specific Group
Committee Partner

Specific Group
VO-STAFF for CoMotion

Specific Group
Display Name

TBD. Need to check if Workday has a user-friendly display name for each Workday security role.

Lifecycle Policy (Creation)

TBD. We could create a complete set of groups, one group for each Workday security role; or we could create one group at a time, based on customer requests.

Lifecycle Policy (Deletion)

Groups wouldn't be deleted until custodians approve their deletion.

Membership (Direct)

Direct membership of each group would include the UW NetIDs of individuals assigned to the specific Workday security role.

Membership (Exceptions)

No exceptions for additions or deletions. All updates will be mastered in Workday.

Membership (Grace Period)

None

Membership (Opt-in)N/A
Membership (Opt-out)N/A
Contact Person

TBD. A contact appropriate for Workday security role support, e.g. "ischelp".

Description

TBD. Define descriptions that help potential customers understand fit for purpose and use, including lifecycle policy, membership policy, data quality standards, appropriate use guidelines, access control policy, ownership, and contact information. Some business processes master data that can be used for descriptions.

More InformationN/A 
Application Settings (Exchange)

Inactive; change to settings will require custodian approval.

Application Settings (Google)

Inactive; change to settings will require custodian approval.

ACCESS CONTROL
Data Custodian

Rachel Gatlin, Margaret Stuart, Cindy Gregovich, Nancy Jagger

Classification

TBD. Determine the appropriate UW data classification (Public, Restricted, Confidential).

Access Control PolicyTBD. Decide and document the access control policy including membership viewer control, sender control, appropriate use guidelines, terms and conditions of use, etc.
Membership Viewer ControlTBD. Define the membership viewer control, including exceptions to the access control policy.
Sender ControlN/A
IMPLEMENTATION
Data Source

TBD. HRPWS is the likely source.

Membership (Technical)

TBD. Define the technical definition of the memberships in terms used by the data source and its data elements, as well as any additional filtering.

ProvisioningTBD. Define a provisioning model for data integration and reconciliation that ensures the groups are created in accordance with their lifecycle policy and managed in accordance with their data quality standards.
De-ProvisioningTBD. Define a de-provisioning model that ensures the groups are deleted in accordance with their lifecycle policy.
MonitoringTBD. Define a monitoring solution that helps identify incidents and problems, particularly those that impact availability and reliability.
Data Quality Standards

TBD. Define data quality standards under normal operations, including data validation rules, timeliness of updates, defined error rates, integrity monitoring, and reliability. The standards will depend on the business process, system of record, data source, provisioning and de-provisioning models, monitoring, and operations.

Internal DocumentationTBD. Define what internal documentation will be developed and where it will be maintained.
Customer DocumentationTBD. Customer documentation will resemble what we use for UW Human Resource Groups and Employee Location Groups.
Communication PlanTBD. Define the communication plan to inform audiences about the new reference groups.
OPERATIONS
Request FulfillmentTBD. Define how requests will be fulfilled. For example, standard requests for information, access to memberships, membership exceptions, email settings, design changes, etc.
Incident ManagementTBD. Define how incidents will be handled.
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