Workday Platform Divestiture Project
What is Workday Platform?
Workday Human Capital Management + Financials = Platform
Workday Platform is a software suite for businesses to manage their employment and financials business affairs. This includes functions like HR Recruiting, Employee Records, Job Data, Payroll Processing and Benefits, in the Human Capital Management (HCM) suite. As well as all Accounting, General Ledger, Asset Tracking, Vendors, Purchasing, Travel & Expenses in the Financials suite.
Who Uses Platform?
All job applicants, employees, managers, and administrators use Workday HCM and Financials to perform related job functions.
When did Platform Start?
Since 2015, BYU–Hawaii, BYU–Idaho, and Ensign College have been collaborating and using the same shared server or “tenant”. It was a pilot project to have all three campuses share resources and was successful overall despite some unique constraints based on how each campus operates and software design limitations.
What is Divestiture?
The roadmap to future software requirements does not allow us to continue sharing a single tenant as we have been up to today. To implement the Workday Student system, we must separate into single-campus tenants and de-couple our data and configuration from the other campuses in the tenant.
Divestiture Timeline
- September 21, 2025, BYUH will launch a new Workday Platform server for HR & Payroll.
- October 1, 2025, BYUH will launch the Financials functionality on the divested tenant.
- These two dates align with the start of 4th Quarter processing.
How Will This Impact Me?
Some notable changes after divestiture will include
- The BYUH OKTA authentication page will be used to access the BYUH Workday Platform application.
- Mobile app users will need to update their default Settings to point to the new Workday tenant before their initial sign-in on or after 9/21/25.
- Historical payroll data prior to January 2025 will be stored in an alternate file location rather than under the Pay worklet.
- Inactive employee record data will not be accessible on the new server but will be stored in an archive tenant accessible by the Human Resources and Financials department managers for reference if needed.
- Global search results will only contain Hawaii-specific options.
- Location prefixes on codes will be removed since everything will be Hawaii specific.
- Report and Integration naming conventions will be modified with no Hawaii prefix coding.
What Do I Need to Do?
- Keep financial transactions up to date to minimize manual adjustments required after the divestiture go-live.
- Watch this site and email Bulletins for updates about process freeze dates for the cutover.
- Process Job changes for fall outside the configuration freeze dates Sept 8-20, 2025 where possible.
- Cost Center Managers should save Budget to Actuals and any financial reports they may need to reference prior to January 2025 for historical reference, to a secure Box drive backup.
Other Information:
To learn more about the Workday Student Information System implementation project, click the link below:
Workday Student Information System (SIS) Project
Upcoming Changes
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Toggle ItemName Change “Time Off” Becomes “Absence”: July 28, 2025
- The “Time Off” functionality for employees in Workday has a new name, “Absence”, effective July 28, 2025. This mandatory update supplied by Workday for all customers is to provide new enhancements to track time off.
- Group Calendar View is one of the enhancements all employees can use. You will be able to see the time off status for all your peers and subordinates. No details will be visible – just time off which is has been submitted for each person in your team at the same level and subordinates based on reporting structure.
- Students can likewise use the Absence functionality to mark dates they are not available as unpaid time off, so they will also show up on the group calendar.
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Toggle ItemAbsence Entries and Balances September 21, 2025
- For leave plan-eligible employees, all paid time-off entries and leave balances through September 20, 2025, will be carried into the new divested “byuh” tenant.
- Any time-off which was entered into the old production server in advance for dates after 9/20/25 will not be imported and must be re-entered by the employee after the divested tenant is live on 9/21/25.
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Toggle ItemHCM Change Freeze Period: July 28-September 20
- A snapshot of the live Platform tenant was taken early on July 28 to copy all live production data into the divestiture implementation tenant.
- During the ‘freeze’ period, no configuration changes will be made in production.
- HR & Finance will continue to operate normally during the freeze. Managers and employees can still perform all regular business processes apart from self-service functions.
- All production employment data changes will be logged and entered as catch-up transactions in the newly divested tenant.
- During the Freeze period (July 28 - September 20), the following self-service update functions have been disabled:
- Edit Government IDs
- Edit Emergency Contacts
- Edit Home Contact Information
- Legal Name Change
- Edit Personal Information
- Preferred Name Change
- Work Contact Information
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Toggle ItemCatch Up Period: September 8-20, 2025
- On Sept 8, when the newly divested tenant is available for the HR & Finance departments to begin final preparations and they will enter all catch-up transactions to replicate everything in production up until go-live.
- This will be an extremely busy time for the HR & Finance staff at the start of the Fall semester working in parallel systems to keep everything in sync.
- We ask for your assistance in minimizing major changes to employment or accounting entries that can wait until the divested tenant is live.
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Toggle ItemDivestiture Go-Live: September 21, 2025
When the new divested tenant goes-live on September 21, before their first timestamp entry:
- Mobile app users will need to update the tenant name in the app settings to ‘byuh’.
- Any bookmarks to access the old tenant should be deleted and replaced with the current myBYUH path to authenticate.
- All employees are asked to review and validate their own Personal Information data for accuracy and submit a Help Desk ticket for HR or Finance if there are any discrepancies.
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Toggle ItemFull Financials Blackout: September 21-30, 2025
- All self-service financial transactions will be disabled during Sept 21-30 including Purchase Requisitions, Spend Authorization and Expenses.
- During the Blackout, Purchasing Cards may still be used but no reconciliations will be made until October 1, 2025.
- Starting Oct 1, all self-service financial transactions including P-card reconciliations, Purchase Requisitions and Expenses will resume in the newly divested tenant.
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Toggle ItemPost Go Live Impacts: September1 21, 2025
- Job History and Worker History details such as previous jobs and Start Dates will not be available in the new production tenant. Only ‘top of stack’ active employment data will be loaded to the new tenant.
- Inactive/Former Employees who terminated prior to 1/1/25 will not be loaded to the new production tenant and will not appear in search results.
- W-2s for 2020-2024 will be available in the new production tenant
- Payroll history prior to 2025 will not be available but reports from the old tenant can be requested if necessary.