Workday Report Standard

All reports are required to include the metadata in the following table. More details on each metadata element are provided in the subsequent sections.

The following general guidelines are to be used when for naming custom reports:

1. Use title case (i.e. use capital letters) for the first alphabet in the principal words. Do not capitalize prepositions, articles, or conjunctions.
   Example: Workers in Supervisory Organization

2. The report name should clearly state the purpose of the report. Do not use lingo.

3. There is no need to add the word 'Report' at the end of the report title unless there is a need to differentiate it from a business process or other Workday elements.

4. Avoid general terms such as "Compensation Report"or "Benefits Report". Use a specific name such as Employee Pre-Tax Benefits Deductions.
   Example: Employee Pre-Tax Benefits Deductions Report

5. Reports that are under development or going through testing must include "COM-RPT-#" as a prefix. When the report is ready to be published, you must delete "COM-RPT-#" from the title.
   Example: COM-RPT-02 Employee Pre-Tax Benefits Deductions Report

6. Avoid using abbreviations unless it is institutionally common practice to abbreviate a word or phrase. Longer, more detailed names can be very useful in communicating the purpose of a report to a user.
   Example:

   Correct	Incorrect
   Faculty	Fac
   CUPE 116	116

7. Spell out the word "and" instead of using an ampersand (&).
   Example:

   Correct	Incorrect
   BCGEU (Okanagan) Dues and Roster Report	BCGEU (Okanagan) Dues & Roster Report

8. User access may restrict access to data within a report. Central reports are designed for access to data across UBC that is relevant to their role. Distributed reports have restricted access based on a specific organizational unit.

   A central report is recommended to have "- Central" as a suffix at the end of the report title.

   A distributed version of a report is recommended to have "– Distributed" as a suffix at the end of the report title.

   Example:

   Central Report	Distributed Report
   Central report: Trial Balance - Central	Distributed report: Trial Balance – Distributed
   Central Report: Work Permit Expiry - Central	Distributed Report: Work Permit Expiry - Distributed

9. As much as possible, keep the length of the report name limited to allow it to be fully visible on the end user's screen.

10. Use spaces instead of hyphens or underscores between words as it can affect the user's ability to search for a report, except:

    • To set off part of the name: If you need to use a hyphen to set off part of the name from the rest, surround the hyphen with spaces. Example: Benefits Premium Report – Health Care; or
    • When the hyphen is part of a word, abbreviation, or form name and you expect users to include the hyphen in searches.Example: Ledge Summary – Distributed, Trial Balance – Distributed, Year End Financial Statements – Long-term Debt

Additional Notes on Specific Report Names

Reports That Contain Personal or Sensitive Information:

• These are reports that contain personal information (PI)¹. Personal information is a combination of a personal identifier (such as a name, Social Insurance Number, CWL ID, employee number, or student ID) and another piece of information about that person. Mishandled personal data can lead to detrimental consequences for both the individual and the university.
• If the report contains personal information such as salary and birth date, you must include this in the report name to enable business partners and administrators to schedule the right reports to users. For example, Current Worker Detail with Salary Report.

¹ For more information about PI, visit Privacy Matters @ UBC.

Reports on Worker or Finance Data:

Start the naming convention with the main noun of the business object, or verb, in Workday, for example: Active Worker, Terminated Worker, Worker Time Off, Cash Sale Details – Distributed, Payroll Summary – Distributed, Ledger Summary.

Similar Reports Summarized by Unique Attributes:

• These include nearly-identical reports that are summarized by slightly different attributes and filters.
• The unique attribute must be included in the title.
• Start the report name with the attribute status, such as Active, Inactive, Current, Historical, Current and Historical etc. For example, Active Position and Headcount Report.

Extract-by-Detail Reports

• These are reports where the end user only interested in a specific attribute to extract one piece of information. For example, Extract Position List, or Extract Department List.
• Include Extract in the report name.

Report type assists the user to understand the type of detail contained within a report. Depending on the nature of the report, below is a list of acceptable values to indicate for the report type and can be found in Report Type.

It is highly recommended that Simple Reports are only used for reports that are not intended to be shared by a broader audience.

To enable discovery and delivery of reports to users, you must assign one or more tags as specified below for each tag category. Use of tags will enable filtering of all reports within each category for users to select to run.

Creations of new tags must come from Central HR or Central Finance. Requests must be submitted via the Integrated Service Centre (ISC).

Ensure you select the appropriate tags associated with each category as specified below:

Step 1: Select the applicable User Access tag.

Specify whether the report is a Central report or a Distributed report. Central reports are designed for access to data across UBC that is relevant to their role. Distributed reports have restricted access based on a specific organizational unit.

Step 2: If the report will contain Personal Information, select the Sensitivity tag.

Personal information is a combination of a personal identifier (such as a name, Social Insurance Number, CWL ID, employee number, or student ID) and another piece of information about that person. Mishandled personal data can lead to detrimental consequences for both the individual and the university.

Step 3: Select the applicable Domain tag.

Specify the domain of the data contained within the report.

Step 4: Select the applicable Business Area tag.

Depending on the domain tag selected, specify the business area tag of the data contained within the report.

Step 5: If applicable, select any additional tags.

Provide the name, title and department of the person that is responsible for the report. The Report Business Owner has direct operational-level responsibility for the management of one or more types of Institutional Data and have authority to make decisions, but where required, they will escalate decisions to the Data Governance Committee. Report Owners have been identified for their respective business area.

The Report Business Owner has the responsibility of:

• Approving or rejecting access requests to the report if an individual requires more access than what their role allows.
• Approving any changes required to be made to an existing report.
• Deprecating reports that are no longer in use.

With the exception of a Simple Report Type, the Report Business Owner is entered in the Comments field which is located in the Additional Info section.

Enter the details of the Report Business Owner in the following format:

Report Business Owner Name: [full name]
Report Business Owner Title: [title]
Report Business Owner Functional Organizational Unit: [unit name]

Provide the reason or objective for the report as well as the intended target audience for the report. Include examples of how the report would serve the end user.

With the exception of a Simple Report Type, the Report Purpose is entered in the Brief Description field which is located in the Output → Help Text section under Additional Info.

Provide the legacy name of the report, if applicable.

With the exception of a Simple Report Type, the Legacy Report Name is entered in the More Info field which is located in the Output → Help Text section under Additional Info.

An Analytic indicator enables one to analyze data quickly by viewing visual representations in a report. It can be used to:

• Display ratings
• Highlight data exceptions
• Illustrate progress
• Indicate status
• Monitor thresholds
• Visually categorize and group data

An Analytic Indicator must adhere to the following:

1. The Display Option Name must be unique for a business object and field. This will allow a user to easily identify their analytic indicator, and will avoid others modifying or deleting an incorrect one.
2. If you would like to modify an existing analytic indicator, check 'Where Used' tab and confirm that the change is applicable to all reports using the indicator. If not, do not modify the existing indicator.

Workday Analytic Indicator Naming Convention

Ensure the Display Option Name meets the following naming convention:

BusinessObject_ VisualizationTypeAcronym_DescriptiveName

Indicator Descriptive Name Guidelines

• Provide a meaningful description that is descriptive enough for someone to get a general understanding of its use.
• Include the field (e.g. worker, position), the metric or Key Performance Indicator (KPI), and any associated measures.

Visualization Type Acronyms

Below are the accepted Visualization Type Acronyms:

The following is the standard naming convention for a column: 

[PRIME WORD] [MODIFIER/QUALIFIER words or phrases] [CLASS WORD]

Where:

• PRIME WORD: Provides the context to where that column is from. Usually can be mapped to the master or transaction entity associated to the column
• MODIFIER/QUALIFIER: Specifies the specific information within the Prime Word
• CLASS: Defines the category of the data in that column

The I component is optional in case it is self-evident within the context of the report.

For example: "Account Activation Status Code"

• "Account" is the PRIME_WORD
• "Activation Status" is the MODIFIER/QUALIFIER word or phrase
• "Code" is the CLASS Word

In the example above, if the report is all about Account information, then the column name could omit "Account" and be only "Activation Status Code".

It is important to choose a qualifier that is not ambiguous or too generic. "Account Status Code" can be very vague, whereas "Account Activation Status Code" will inform much more precisely the purpose of that column.

A list of standard Classes includes:

• ADDRESS
• ADDRESSLINE
• AMOUNT (A numeric value of money)
• CODE
• COUNT
• CROSS REFERNECE
• DATE
• DAY
• YEAR
• MONTH
• DESCRIPTION
• FLAG
• IDENTIFIER
• INDICATOR
• KEY
• LOCATION
• NAME
• NUMBER
• SERVICE
• SEX
• STATUS
• TEXT
• UNIT

To name a column, or utilize the Column Heading Override, use the following standard:

1. If a calculated field is used, override the column heading using the calculated field description in concise manner for a user to understand.
   For example:
   Calculated Field: zCF - ESI - PD Fund on Non Primary Position
   Override Label: "Non-Primary Position PD Fund"

2. Column names will have only A-Z, 0-9, underscore (_) and hyphen (-) characters.

3. Use title case i.e. use capital letters for the first alphabet in the principal words.

4. Column names must be consistent with the field or attribute it represents.

5. Column names should not be cryptic and should be intuitive. Ideally should use long names instead of short meaningless abbreviations.

6. Where a column is for calculated fields, follow the Calculated Fields Report Standard for the naming convention.

Workday reports are typically visible based on security roles. Access to reports that are within a given security role is granted by the Integration Services Centre (ISC).

Access to a report that is outside a person's role access requires the submission of a Data Access Request form which will be reviewed and approved by the appropriate Report Owner. Visit Access UBC Data  for more information on the data access request process and to access the required form that needs to be completed.

Any changes to Workday reports require Report Business Owner consultation and approval. To request a change, submit a ticket via the Integrated Service Centre (ISC).

If you wish to report a data quality issue related to a Workday report, reach out to the ISC.

Deprecating Workday reports requires Report Business Owner consultation and approval.

1. Temporary reports must be marked with a prefix 'DNU'. Any reports with 'DNU' will eventually get deleted after review.
2. Reports not used for more than 25 months should be automatically be candidates for deprecation, following the consultation approval process.
3. Consult with users and give them time to respond before deleting reports that are not being used.

To request deprecation of a Workday report, reach out to the Integrated Service Centre (ISC).

Both Report Business Owners, and Administrators should be vigilant about who has access to their reports. On a periodic basis, an audit report should be generated to be distributed to each unit, with a list of the employees in that unit who have access to their Workday reports, as well as identify the level of access for each.

The unit is required to carefullyreview, update, or terminate accessas appropriate based on an employee's current job duties.

Units are required to update or terminate access for any employees who change jobs or leave the University as soon as the change occurs.