Setup Considerations: Workday Student
You can use this topic to help make decisions when planning your configuration and use of Workday Student. It explains:
- Why to set it up.
- How it fits into the rest of Workday.
- Downstream impacts and cross-product interactions.
- Security requirements and business process configurations.
- Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.
What It Is
Workday Student is a suite of applications that form an end-to-end student information system. Applications include:
- Academic Foundation
- Student Recruiting and Admissions
- Curriculum and Registration
- Student Records
- Academic Advising
- Financial Aid
- Student Financials
Business Benefits
Workday Student provides:
- Students easy, intuitive access to self-service tasks and reports that enable them to access information and carry out tasks for themselves, removing barriers to success.
- Faculty and staff the flexibility to configure tasks and reports that reflect the practices and policies of your institution. They can access everything they need in one place, promoting efficiency.
- Third parties, such as parents or guardians, configurable, secure access to student accounts.
- Real-time reporting and insights to ensure that your school is on track to achieve its goals.
Workday Student is unified with Workday core solutions, including Workday Financial Management, Workday Human Capital Management, and Workday Payroll. This union enables efficient reporting and data management across Workday and provides a consistent experience for users with multiple personas, such as student workers.
Use Cases
With Workday Student, you can:
- Set up the academic structure, programs of study, and academic calendars that comprise the foundation of your institution.
- Recruit, admit, track, and engage with students.
- Manage course curriculums, student registration, and academic records.
- Calculate, award, and disburse financial aid.
- Process student charges and payments.
Questions to Consider
Questions | Considerations |
|---|---|
What is the status of your implementation of Workday Human Capital Management and Workday Financial Management? | Workday Student has many dependencies, touchpoints, and configuration requirements for the platform solutions. Customers typically deploy Workday Student at the end of the implementation lifecycle. If you haven’t planned for Student requirements while implementing the platform solutions, be prepared to revisit many of your platform configurations. |
What is your approach to these core Workday concepts for your platform implementation, and do you plan to follow the same approach for Workday Student?
| Workday recommends having an overarching plan for these concepts to promote consistency across your Student implementation. Your approach for Student can be different from that of your platform solutions, but Workday highly recommends keeping the approach consistent within Student.
Example: Decide whether you want to create separate business process definitions for every variation or use a single definition with condition rules to accommodate variations. Then apply that decision as you implement each application within Student. |
Do you have multiple ways of referring to the same thing? Example: Alma Mater University, Alma Mater, AMU. | During implementation, Workday creates an instance for each unique text box. Example: If you have a single tuition charge item that sometimes goes by Alma Mater University Tuition and at other times goes by AMU Tuition , Workday will create 2 charge items instead of 1. If you meant to only have 1 charge item for tuition, you must remove the duplicate charge item.
To simplify implementation, clean up your data as much as you can beforehand. |
Who at your institution will be:
| Implementation partners use various tools to import your data into Workday. At times, they even manually enter data. Be prepared to test the imported data to verify that the conversion is accurate.
They also assist you with configuring Workday Student, but you are in the best position to determine whether the configuration is working as expected for your institution. Examples:
Identify who would be the best people at your institution to participate in these processes and inform them of what to expect. |
Recommendations
- Work with Workday Professional Services or a Workday-certified implementation partner on your Workday Student implementation.
- To simplify Workday Student implementation, implement and deploy Workday Human Capital Management and Workday Financial Management before Workday Student. Many foundational elements, such as cost centers, worktags, locations, and supervisory organizations, must be in place prior to configuring Student. Deploying everything simultaneously adds to the complexity of the project and requires more customer resources. As you implement the platform solutions, plan for and consider the upcoming Workday Student implementation.
- Decide on an overarching plan for business processes, security, reporting, and naming conventions across your Student implementation. Make an intentional choice to either be consistent with the platform solution configurations or use a different approach for Student. Whichever you choose, be consistent with your approach within Student.
- Cleaning up your data in preparation for implementation takes a significant amount of time. Workday recommends starting this process as soon as possible. You can begin preparing your data even before you’re officially a Workday Student customer.
Requirements
You must implement Workday Human Capital Management before you can implement Workday Student. Workday strongly recommends implementing Workday Financial Management before implementing Workday Student. Both implementations must be complete before you can deploy Workday Student. Workday strongly recommends against attempting a simultaneous deployment.
Limitations
No impact.
Tenant Setup
Many tenant-wide configurations for Workday Human Capital Management and Workday Financial Management also apply to Workday Student, such as supported languages, mail servers for email notifications, and worktag balancing. Verify that these configurations meet your requirements for Workday Student.
Some tenant settings are specific to Student, such as student ID generators and whether users can apply student holds across the entire tenant. You can configure these settings on the
Edit Tenant Setup - Student
task.If your tenant supports multiple institutions, the tenant configurations apply to all institutions in the tenant.
Security
To view the security domains for Workday Student, access the
Domain Security Policies for Functional Area
report and select a Student functional area:
- Academic Advising
- Academic Foundation
- Action Items and Holds
- Admissions
- Campus Engagement
- Financial Aid
- Student Core
- Student Financials
- Student Records
- Student Recruiting
Business Processes
To view the business processes for Workday Student, access the
Business Process Security Policies for Functional Area
report and select a Student functional area:
- Academic Advising
- Academic Foundation
- Action Items and Holds
- Admissions
- Campus Engagement
- Financial Aid
- Student Core
- Student Financials
- Student Records
- Student Recruiting
Reporting
To view the Workday-delivered reports for Workday Student, access the
Workday Standard Reports
report and select a Student category:
- Academic Advising
- Academic Policies
- Campus Engagement
- Financial Aid
- Set Up Academic Foundation
- Set Up Student Recruiting
- Student Admissions
- Student Core
- Student Finance
- Student Records
- Student Recruiting
Integrations
Workday provides many integrations that support Workday Student. For more information, see:
Connections and Touchpoints
Product | Considerations |
|---|---|
Workday Education and Government | Touchpoints include, and are not limited to:
|
Workday Financial Management | Touchpoints include, and are not limited to:
|
Workday Human Capital Management | Touchpoints include, and are not limited to:
|
Workday Payroll | You can use Workday Payroll to pay student workers, including Work Study participants. |
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.