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Office of Information Technology

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.

When is Divestiture Happening?
September 21, 2025, BYUH will switch to a new Workday Platform server with only BYU–Hawaii configuration and data.

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, and users may need updated security to access them.

What Do I Need to Do?

  • Keep financial transactions up to date to minimize extra manual adjustments required after the divestiture go-live.
  • Watch for updates about process freeze dates for the cutover.
  • Plan ahead to hire /change employees in fall prior to the process freeze dates to be announced (likely during the week prior to the cutover 9/15-20)
  • Cost Center Managers will need to save any necessary Budget to Actuals reports locally prior to January 2025 for historical reference.

Change Agent Network Meeting Dates

  • Jul 17
  • Aug 21
  • Sep 18
  • Oct 16
  • Nov 20

To learn more about Student Information System project, click the link below:
Workday Student Information System (SIS) Project