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Office of Information Technology

Workday Platform Divestiture Project

Workday Platform Go-Live Freeze Dates

September 23, 2025: HCM Go-Live & October 1, 2025: FIN Go-Live

Human Resources, Student Employment, & Payroll Events

DateEventsDetails
Jul. 28 – Sep. 20HCM Change Freeze PeriodNo configuration changes in production.
HR/Finance operations continue, but self-service updates (e.g., ID edits, contact info, name changes) are disabled.
Sep. 08 – 20Catch-Up PeriodHR & Finance will use parallel systems to replicate all production data.
Please avoid organizational changes during this busy period if they can wait.
Sep. 18Job Applications & Requisitions FreezeLast day to apply for jobs or create requisitions in the old tenant.
All job postings unposted at 5:00 pm. so HR can snapshot data before migration.
Sep. 19HR-related transactions and processing deadlineOther than entering time and approvals all other job changes completed by 5:00 pm.
Sep. 20Last timestamps in old tenantEnter time on old tenant through Sep. 20.
The new tenant will be available on Sep. 23 for time entries.
Sep. 21Official Go-Live DateNo user access to the new "byuh" tenant until Sep. 23 at 12:00 am.
Sep. 22Timesheet Submission & ApprovalsHourly employee timesheets must be submitted in old byuhi tenant by 12:00 pm.
Manager approvals for all timesheets due by 5:00 pm.
Access to shared "byuhi" Workday tenant ends at 5:00 pm.
Sep. 22Student Employment Office ClosureStudent Employment will be closed as we convert all HR transactions from September into the new system.
Sep. 23New Tenant Access (HCM & Payroll)EMPLOYEE ACCESS TO NEW TENANT BEGINS.
Please review your own personal and job data for accuracy.
Update mobile app and bookmarks to the new tenant.
Add time worked starting Sep. 21 in new tenant.
Sep. 23Absence Entries & Balances (for eligible employees)All paid Absence balances up to Sep. 20, 2025 migrate into the new tenant.
Future-dated absences must be re-entered after Sep. 23.
Post-Go-Live (after Sep. 23)HR Data ImpactsOnly active/top-of-stack job data migrated.
Terminated employees prior to Jan. 1, 2025 not migrated.
Payroll history pre-2025 available by request.
Sep. 26Payroll InformationAll payroll data between Jul. 28 – Sep. 26 will be imported to the new tenant by Oct. 1.

Financials, Purchasing, & Travel

DateEventDetails
Sep. 08P-cards, Expense, & Supplier RequestsAll August Corporate Card expenses need to be submitted and approved in the Old Workday.
No Expense reports, including expense reimbursements, will be submitted for September until October 2 in the new Workday tenant.
Last day to submit and approve all Supplier Requests.
New Honorarium and Independent Contractor requests must be submitted prior to this date to allow HR to submit the Supplier Requests on time.
Sep. 15Last Day for ApprovalsAll Purchase Requisitions and Supplier Invoices need to be submitted and approved.
All Spend Authorizations need to be submitted and approved for those who already have plans on travelling for business this year.
Spend Authorization submission will resume on October 1.
For any emergency travels during this freeze period, please contact Travel Services.
All Journal Entries need to be submitted and approved.
Sep. 16 – Oct 01Full Financials BlackoutSelf-service financial transactions disabled (Purchase Reqs, Spend Auth, Expenses).
P-cards may be used but reconciliations paused.
Oct. 01Financials Go-LiveAll self-service financial functions resume in the new tenant, including P-card reconciliations, Purchase Reqs, and Expenses.
Oct. 02P-card availabilityPurchasing Card transactions available for reconciliation.

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 23, 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.
  • October 2, 2025, Purchasing Card transactions available for reconciliation.
  • These dates align with the start of 4th Quarter processing.

How Will This Impact Me?

Some notable changes after divestiture will include

  • FULL WORKDAY BLACKOUT - NO ACCESS TO WORKDAY on Mon., Sep. 22 from 5:00 pm until Tues., Sep. 23 at 12:00 am.
  • The Workday link on the BYUH portal will be disabled for 7-hours Monday night to allow for final cutover steps then will be redirected to the new tenant.
  • 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 September 23, 2025.
  • 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

Change Agent Network Meeting Dates

Upcoming Changes

    • Salaried employees' Sick & Vacation balances as of the close of day on Sep. 15, 2025 will be copied into the new tenant and available for use on Sep. 24, 2025.
    • Eligible hourly employees' Sick & Vacation balances as of the close of day on Sep. 20, 2025 will be copied into the new tenant and available for use on Sep. 24, 2025.
    • No Absence entries beyond these cutoff dates at the end of the pay period will be imported to the new tenant and must be added starting Sep. 24, 2025.
    • 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 26), 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
    • On Sep. 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.

    • Last day to apply for jobs or create job requisitions in the old Workday tenant.
    • All jobs will be unposted at 5:00 pm on September 17 so HR can capture a final snapshot of requisitions and candidates.
    • Data will be migrated into the new tenant.
    • All Job Requisitions which were open as of September 18 will be imported to the "byuh" Workday tenant along with associated applicant information.
    • Job Requisitions which were not open (filled or closed) will not be imported so rather than copying from an existing job requisition, hiring managers will need to create those Job Requisitions the first time they post the job in the new Workday tenant.
    • Candidates may begin applying for jobs in the new tenant.
    • Managers may resume creating job requisitions and hiring applicants.
    • Supervisory Organization change requests will be made in new tenant.

  • When the new divested tenant goes-live on September 23, 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. 
    • All self-service financial transactions will be disabled during Sep. 23 – 30 including Purchase Requisitions, Spend Authorization and Expenses.
    • Starting Oct. 1, financial processes and transactions including Purchase Requisitions and Spend Authorizations resume in new tenant.
    • During the blackout, Purchasing Cards may still be used but no reconciliations will be made until Oct. 2, 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 January 1, 2025 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. 

  • Regular financial transactions resume in new divested tenant.

  • Purchasing Card transactions available for reconciliation.
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Go-Live Freeze Dates
Change Agent Network Meeting Dates
Upcoming Changes
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