GLOSSARY

A glossary of general terminology related to the Knight Vision program. Use the navigation menu in the sidebar to access additional application terms related to the Workday ERP Implementation.

General Program Terms

Activity

Departmental use worktag for tracking and reporting needs.

Business Process (BP)

A workflow used to complete an event such as hiring an employee, processing an expense report, requesting time-off or paying an invoice.

CARP

Custom Applications Replacements for PeopleSoft (CARP) is a key scope element of Knight Vision that will replace custom apps built in PeopleSoft over the last 20 years with alternative solutions.

CCAG

Campus Community Advisory Group (CCAG) provides a campus perspective on Knight Vision initiatives and offers input to the program team and the Business Owners Council (BOC) on key processes, impacts and decisions.

CPS

Customer Preview Sessions (CPS) are an opportunity for the Knight Vision program team to work closely with a select group of representatives from the UCF community to ensure the planned Workday design meets the business and operational needs of colleges and departments across campus. They will occur during the Configure & Prototype phase of the Workday ERP Implementation.

CoA

UCF’s Chart of Accounts (CoA) contains nine ChartFields used to classify and group accounting transactions into logical tables of information within the UCF Financials (PeopleSoft Financials) system. The Foundation Data Model (FDM) will replace the PeopleSoft chart of accounts following the Workday go-live date.

Company

Legal entity with separate tax ID and a balanced set of books (e.g. UCF, DSOs, etc.).

Cost Center

Unit with an ongoing business purpose within the institution, budget, positioned employees, and generally occupies space. Generally synonymous with “department” today.

Customer

Customers are external organizations or individuals that we are collecting funds from. Customers do not include students and sponsors. Workday will allow users to track and report revenue by customer. See more information on Workday Finance Terms page.

Designation

Used to capture smaller buckets of designated funds (e.g. PI Funds, Start-Up, Balance Accounts, etc.).

Data Gathering Workbooks (DGWB)

Data which contains the rules or logic of how data will be transformed into Workday data.

Division

High-level, visible roll-up level within a company’s structure. Broader than our divisions today.

Driver Worktags

FDM segments that default in other segments when selected (e.g. Cost Center, Gift, Grants, Project, Designation, etc.).

E2E (End-to-End) Testing

This is one of the testing cycle types to test flow of end-to-end processes between multiple functions and third party integrations and the validation of the employee life-cycle processes. Two E2E test cycles will be performed.

Enterprise Resource Planning (ERP)

An Enterprise Resource Planning system is a type of information technology (IT) system that supports business functions, with the capability of integrating each element within the supply chain (procurement, inventory, manufacturing, distribution, employee relations, payroll, sales, customer service, support, etc.). ERP systems are used in many industries to help leaders gain real time insight into the well-being of their operations. A successful ERP implementation and adoption is meant to lead to improved efficiency, reduced costs, better communication, faster transactions and data availability and increased overall performance.

ESS

Employee Self-Service (ESS) is a functionality within Workday that allows employees to initiate actions on a user-friendly dashboard.

Foundation Data Model (FDM)

The Workday Foundation Data Model (FDM) is a multi-dimensional data structure that serves as the backbone for transaction processing and reporting done within Workday. The FDM will replace our PeopleSoft chart of accounts.

FDM Segment

This is most closely associated with the individual ChartFields we select in UCF Financials or PeopleSoft Financials today (e.g. Department, Project, Fund, Business Unit, etc.).

Financial Initiative

Formal/Informal Inter-Departmental Initiatives

Fringe Category

This is what the user will select to tag a fringe transaction with its appropriate composite fringe group (e.g. Faculty vs. A&P).

Gift

Worktag associated with endowed and spendable gifts.

Grant

Worktag associated with sponsored funding (e.g. Grants). Required to be associated with an Award. See more information on Workday Terms – Grants page.

HCM

Human Capital Management is a system that will provide a mobile-friendly, configurable platform for employees at UCF. Workday will provide many of these benefits to HR processes.

MSS

Manager Self-Service (MSS) is a functionality within Workday that provides supervisors with job, position and compensation information for their direct reports.

On-Demand Payment

An off-cycle payment that replaces, or is issued in addition to, a worker’s on-cycle pay.

Parallel Testing

This is one of the testing cycle types to perform parallel payroll validation against the same pay period processing against the legacy production application (PeopleSoft). The testing team will validate payroll results such as YTD balances, YTD taxes, deductions and other third party integration results. A minimum of two parallel test cycles will be performed.

Pay Group

Method to identify who to process in a payroll (e.g. UCF Payroll or UCF Athletics Payroll)

Payment Election

Banking information in an employee’s record that identifies how their pay and/or expense reimbursements should be distributed to their personal checking or savings accounts.

Payroll Input

Earnings and/or deductions (e.g. Cellular Phone Device Stipend or DSGI Medical)

Payslip

A document that shows employees their earnings, deductions, taxes, as well as employer paid deductions and taxes for the pay date.

Performance Testing

This is one of the testing cycle types but will not be planned and executed as UCF’s volume threshold did not meet Workday’s requirement.

Program

To classify functional purpose of transactions. Aligns with NACUBO and state reporting needs.

Project

Specific begin and end dates that may cross fiscal years. Used for Capital Projects, IT Projects, RF Licenses & Incubator Programs and Carryforward Plans. Additional use cases still TBD.

Regression Testing

This is one of the testing cycle types to verify that configurations, security, business processes, reporting and integrations continue to behave as expected with an upcoming Workday feature release, which is usually done twice a calendar year.

Revenue Category

This is what the user will select when performing a banking transaction such as a deposit. It is a granular level of revenue that rolls up to a Workday ledger account.

SET

Service Enhancement Transformation (formerly referred to as Service Delivery) enables UCF to optimize how key services are delivered and will provide consistent and high-quality Human Resources (HR) ― Finance services expected by all university stakeholders. It focuses on who is involved, what services are provided and how they are delivered across an institution for the customers.

SFTP

Secure File Transfer Protocol (SFTP) is the preferred data transfer protocol for Workday. With strong encryption and integrity checking, SFTP ensures the highest levels of authentication and encryption, ensuring that your confidential and sensitive information stays safe and that you meet regulatory requirements.

Smoke Testing

This is one of the testing cycle types to ensure tenant build is complete and ready for data validation by executing short tests to ensure all key functional areas are working correctly. This occurs after every tenant build.

Spend Category

This is what the user will select when making a purchase. It is a granular level of expense that rolls up to a Workday ledger account.

Tax Documents

Federal and/or state required calendar year-end documents made available to each employee for tax filing purposes (ex: W-2).

Tax Elections

Tax withholding information in an employee’s record that identifies marital status, additional amounts to withhold, federal exemption requests, non-resident alien withholding status, etc. in order to calculate an employee’s estimated tax obligation per paycheck.

Tenant

A database or application in Workday or Adaptive Planning.

Tenant Data Validation

This is one of the testing cycle types to validate that the converted data and configurations collected in data gathering workbooks (DGWB) are accurate and complete in all tenant builds. This occurs after every tenant build.

Time Blocks

Carries information about a portion of time, such as the number of hours worked or in/out times.

Time Off

Formally known as Leave. Time Off is the time you take away from work (e.g. sick leave, annual leave, jury duty, administrative leave, bereavement, etc.).

User Acceptance Testing (UAT)

This is one of the testing cycle types that allows select users, outside of the core project team, to provide final validation that the configured system meets the needs and expectations of the end users.

Unit Testing

This is one of the testing cycle types where initial testing of the configured tenant takes place to ensure the process will work during the subsequent test cycles.

Unmatched Clock Events

When an employee clocks in, it creates an unmatched clock event. Once the employee checks out, Workday will match the check in and check out event to create a time block.

Withholding Order

Garnishments required by law to be deducted from an employee’s paycheck for items such as child support, student loans, tax levies, etc.

Worktags

Worktags are attributes/labels used in Workday to indicate the business purpose of a financial transaction. Multiple worktags are combined to accurately categorize transactions (multi-dimensional). Equivalent to Attributes in PeopleSoft.