Subscribe
Share
Share
Embed
This is The Possibility Perspective.
The show where we peel back the layers on enhancing enterprise solutions with Workday magic and PeopleSoft innovation. We’ll sit with real-time customers who've participated in our tailored services.
Whether you're eyeing a smooth Workday transition or modernizing your PeopleSoft with the power of Amazon’s public cloud (AWS), we've got you covered. We’ll dive into topics from cloud migrations to fluid user experiences.
Tune in and empower yourself with the knowledge to optimize your enterprise solutions.
[00:00:00] Alex Audet: So now your updated process, you can schedule this to run ahead of time Here. You have refresh criteria where you can select the unit and level combination or the program of study. And then the academic period, and then you can set this up ahead of time for each one of those to refresh on a specific schedule.
[00:00:19] Alex Audet: So these are essentially a set it and forget it situation, and it will save a ton of manual work.
[00:00:28] Jeff Miller: Hello friends. I'm Jeff Miller from ERPA and you're listening to The Possibility Perspective, the show where we talk to strategic minded Workday customers who partner with ERPA. For a better workday experience.
[00:00:41] Jeff Miller: Well, hello friends. I am Jeff Miller from ERPA. Thank you for joining ERPA's Higher Education webinar to review the top features for the Workday 2025 release two update. That is fast approaching over 100 of you registered for our event today. Thank you so much. Welcome. To all of you, ERPA supports customers throughout their entire lifecycle on Workday.
[00:01:03] Jeff Miller: Our model benefits both existing and new Workday customers with implementation services, whether that's initial implementation or a Phase X later, add-on application support, integrations, warranties, and much, much more with a team of named resources who are familiar with your tenant set up. But today.
[00:01:23] Jeff Miller: Today is all about Workday's upcoming release specifically for Workday students. On the next slide, you're gonna see what's now called the product statement. It used to be called the Safe Harbor Statement. I'll let you read this on your own while you're reading over this product statement. We have well over 100 of you who have registered for today's event, and we welcome all of you now to our table of contents.
[00:01:45] Jeff Miller: Here are our Workday student areas that we're gonna be reviewing today and. For those of you who might be interested in the functional cross application and technical areas for Workday platform, we did host a separate webinar last week for nearly 600 of you. So. If you miss that today is all about Workday student.
[00:02:09] Jeff Miller: But if you missed our platform webinar from last week, you can go back today and watch the recording from last week's platform webinar about Workday's upcoming release, and as well get access to our slide deck. Now we have a world class team of Workday experts at ERPA, and we're the best in the business, and I've got many of them today ready to present to you about all things Workday student as it pertains to upcoming Workday release.
[00:02:34] Jeff Miller: So now I'm gonna turn it over. Loki is the first of our team of experts presenting today. Welcome, Loki. Tell us a little bit about yourself and then feel free to to take it away.
[00:02:44] Lokesh Madnavat: Thank you, Jeff. Hello everyone. My name is Lokesh Madnavat, a recruiting and admission consultant at ERPA, and I'm gonna kick off Workday Student Top Features 2025 article releases for student recruiting and admissions.
[00:02:59] Lokesh Madnavat: Just a note that we don't have enough relief updates for student recruiting and admission. This time, however, we would go through few of them and see what impact they have put up for that module. So first one, in few of them is educational institution course version, plans for credit room Object Transporter for recruiting and admissions, as well as for other modules.
[00:03:27] Lokesh Madnavat: We will go in details with the educational institution course version. So Workday provides a feature with the ability to track changes in educational institution courses. Now it's easy to maintain historical record. For Education Institution course catalog, what they added a new effective date prompt on the Create Educational Institution course task, as well as for edit educational institution course task so that they can be defined course versioning in that.
[00:04:01] Lokesh Madnavat: Now on course catalog grade, you can view all the version. Of the course if in the new version history column, so you will be seeing multiple rows for your course catalog information, which has been changed, so you'll be seeing all of them in one column itself. Workday also updates few of the report field on educational institutional course business object, so it's recommended to update the custom reports to use the new report fields on the educational institution course object.
[00:04:36] Lokesh Madnavat: Instead of the old one. So if you have the previous report, which is on the previous O object, you might need to change them. So that is the impact which, which is gonna happen. So I'm gonna show it to you before and after view of educational course. So there is a screenshot, which I have prepared. So here you will see the difference, what it was before versus what it's now.
[00:05:02] Lokesh Madnavat: So you see in the yellow Mac. Checkbox, there is an effective dated field which is being added. This is the field which is actually creating versioning for educational institution course, uh, provide for versioning. So now what happens is, let's suppose earlier what happens is like you have created some course ID with the information, of course, unit types and other information, you need to edit the same information.
[00:05:28] Lokesh Madnavat: What you can do now is with the effective data logic, you can create it. A new row altogether with the new effective dated row. So whatever was there in the past versus what is there in the present versus what will be there in the future. All of them, you can maintain it smoothly. Moving on to the next feature, transfer credit rules.
[00:05:51] Lokesh Madnavat: So now what they provides with the flexibility to accommodate external courses with the different unit taps is another field which has been added to the task. So there is a new field, which is unit type for minimum units. That field is being added on the transfer credit rule business object, which is again, will be used in custom reports.
[00:06:14] Lokesh Madnavat: So again, it's recommended to update the custom reports, but use new unit type for minimum units report field what they updates the task called create transfer credit rule and edit transfer credit rule to display a new URI type field in minimum column. The grid. So we'll see that in the screenshot. So here you'll see in the yellow box where the unit tie field for the minimum unit column in the grid is being shown.
[00:06:45] Lokesh Madnavat: And with a minimum unit that more than zero the value, which is more than zero worked in now display this unit type field in this grade four minimum unit field. Moving on to the third feature, which is actually very helpful, which I'm using it my current project, and I'm very happy to see this changes.
[00:07:05] Lokesh Madnavat: So there is now what they enables you to migrate admission student admissions as well as financial student financial object to migrate through Object Transporter. Either you can migrate them individually or as a part of configuration package. Some of the objects are application decision, reason, response reason.
[00:07:25] Lokesh Madnavat: Then application grouping, student applicant type and application GPA. There is a long list of the object items. I would like to tell you few more object, which is associated to student financials. Something like student charge item, student payment item, student sponsorship, sponsor contract and waiver items.
[00:07:48] Lokesh Madnavat: So these many changes are there and there is a long list for the object which you can migrate through. Object Transporter. That's all I have for recruiting and admission. We have very minor changes this time, Howard. It is good to know about that. Now I would like to hand over to my colleague Terri Green.
[00:08:06] Lokesh Madnavat: She will talk about curriculum and advising. Thank you.
[00:08:10] Terri Green: Thank you so much, Loki. I appreciate it. Good day. My name's Terri Green and I am the student Curriculum and advising consultant here at the RPA. I'll be reviewing some of the top features in curriculum and advising for the R2 release of 2025. As you can see, we have many, many features that are being released for R2.
[00:08:37] Terri Green: We're gonna go over just a couple of them today, and the first feature that we're going to go over is filtering courses by period with published course sections. So this first new feature I'll be highlighting Workday, makes it easier to find courses with course sections offered within a specific academic period, providing the experience, improving the experience for both students and advisors.
[00:09:05] Terri Green: This feature is automatically available and provides a new academic period filter, which also allows the filter to be used to write custom reports on the course. Course definition business object. So let's dive in and do a quick demo so you can see this feature when a course is selected. Workday now displays three tabs, overview, published sections and past sections you see on the left side of your screen.
[00:09:37] Terri Green: The overview tab shows the typical periods for that course when that course is offered, along with other course information. On the next slide, you see the published sections and past sections. Under the published sections, you can see all the course sections that are published, and in this case, you can select from the 2025 fall and the 2026 fall to see the course sections that are published and available for registration.
[00:10:09] Terri Green: The last tab is the past sections, and it shows up to three years. Of past academic periods showing the available classes that were taught. This is an awesome feature. I think that both advisors and students are going to love this, and it gives them a quick view of what's available. The next feature we're going to discuss is the course prompt on academic plan, and it kind of goes hand in hand with the last one.
[00:10:42] Terri Green: This is kind of exciting for students and advisors as the academic plan. Now displays prompt categories to list courses that have a course section offered or have a typical offered section given in an academic period. This is automatically available to tenants that have the user in interface and creating editing and approving academic plan features enabled.
[00:11:10] Terri Green: Let's see what this looks like when a student or advisor edits the academic plan on a student's account. You see the student's information and the program of study. On the left in our demo, Ann Savage is an economics major with a 9 1 20 23 declare date. You see that the academic requirement for art does not have a class associated with it.
[00:11:37] Terri Green: We all know that there are, I'm sure are a number of courses that would apply to this academic requirement. So let's see what happens when we click into the arch courses. When you click into the courses, you now get three pull down menus currently offered, courses typically offered and all courses. This gives students and advisors the ability to see what is being offered during the term that the student wants to take something in this category.
[00:12:10] Terri Green: This really allows students to plan for the courses that will be offered instead of selecting a course that might or might not be offered. As you can see, under the currently offered, there are two. This term typically offered. There are five, but all there are six. So this gives the students and the advisors some discussion on when's the best time to take these courses.
[00:12:36] Terri Green: And the last feature I'd like to share with you today is one of my favorite, and it's the Academic Progress Troubleshooting Console. This is a dynamic way for advisors to quickly examine and understand how Workday is applying student course registrations towards their academic requirement. This update is automatically available to all users that have access to the domain.
[00:13:03] Terri Green: This new report, Academic Progress Troubleshooting Console is a game changer for advisors. Now let's jump into the demo using the Academic Progress Troubleshooting Console report. The first thing you'll know is that you see is the last time that academic progress was evaluated. You might need to launch academic progress evaluation because what is shown on the console might differ from what is shown on the academic progress.
[00:13:34] Terri Green: Then you see four tabs, academic requirements, restricted requirement groups, registration, processing order, and academic progressing limits. The academic requirements for program of study is set up much like your academic progress tab of the student record. There are four distinct additions, eligible registrations, disqualified registrations, percent requirement in progress, and complete and percent requirement complete.
[00:14:10] Terri Green: In example, you can see under the diversity requirement at the bottom that there are two eligible. Registrations, but only one of them is satisfying. The requirement and literature two 40 is being disqualified. Using the related actions on the disqualified registration, you're able to see the reason in this case, the reason is the registration exceeds the academic progress limit.
[00:14:41] Terri Green: Eight units transfer credit. This is a big improvement to trying to dig around and look for why something isn't being applied. When you click into the academic progress limits, you'll see that there are two limit rules. One is the transfer credit. This shows you that eight units, and although there are many courses that meet the criteria, only two were used in another case.
[00:15:12] Terri Green: The disqualified registration reason is the registration is used by another requirement and can't be shared. Then if you click into the restricted requirement group tab, you see that the RRG that applies to this rule. I think everybody can agree. This is a fantastic tool for our advisors. It gives them a quick way to try to determine what the issue is.
[00:15:39] Terri Green: Under the registration processing order tab, you find a list of registrations listed in order that the academic progress evaluates them, as well as essential details about them. The last two columns, potential academic requirements and used in academic requirements provide the advisor with a quick look at the potential academic requirements that the registration could be filling.
[00:16:07] Terri Green: The last column shows how the registration is used to satisfy the academic requirement. If the advisor has security access for override, they can be done in the troubleshooting console. Also, there are so many awesome new features with this release, and I hope everybody gets in and then really plays around with them.
[00:16:31] Terri Green: This concludes the curriculum and advising segment. If you have any questions, please post them in the chat and we'll proceed with Alex Audet student record as the next presenter. Alex, the floor is yours.
[00:16:45] Alex Audet: Thank you, Terri. Hi everyone. I am Alex Audet. I am a senior student consultant at ERPA for student records as well as academic foundations student core.
[00:16:57] Alex Audet: But today we'll be focusing on our student records, R2 release features. So the features here with the asterisk we'll be diving into in detail. So I'll just highlight the other features that we won't be going over today, but are still very important. We do have an. For eligibility rule types for course section reserved capacity.
[00:17:21] Alex Audet: This now allows you to use combination rules and unit requirement rules for reserved capacity on course section. We also have an update to the grade event, business process notifications. For both the Mass Lapse Student Grades event as well as your final grading event, student course section grade event, you can now use condition rules in order to send notifications to specific groups of students based on those rules within these mass tasks.
[00:17:54] Alex Audet: We also have some new historical student data report fields, so you can essentially now report on historical students the same as active students on their academic period records with some of these new report fields that they have released. We also have an update to student holds updating a student hold now comes with its own business process that is configurable very similar to all of our other business processes in student records.
[00:18:23] Alex Audet: There are all are also some updates to view student schedules and how the student experience is within those safe schedules. So onto what we're diving into, a few very exciting feature releases for our registrar folks. Pretty simple but also very exciting. So this first one, automatic refreshes for registration appointments.
[00:18:46] Alex Audet: So this essentially allows you to schedule a job in order to refresh your academic appointments at a specific time interval or ad hoc, but to be able to set this up ahead of time and be proactive about when you are refreshing those academic appointments, those academic registration appointments for your student population.
[00:19:08] Alex Audet: So the current process, you have to manually run the registration appointment task anytime you want to refresh a registration appointment. When a student either no longer meets an eligibility rule for an appointment or newly meets a an eligibility rule for a registration appointment, the appointment within that academic period and that academic unit and level configuration needs to be refreshed.
[00:19:35] Alex Audet: So considering if you have, say, eight standard terms and non-standard terms within an upcoming period, you have combinations of academic units and levels or programs of study with that. Multiply that maybe by three you're looking at a lot of manual work in preparation for registration. So now your updated process you're seeing on the right hand side, you can schedule this to run ahead of time so you can configure.
[00:20:04] Alex Audet: Here you have refresh criteria where you can say, select the unit and level combination or the program of study and then the academic period, and then you can set this up ahead of time for each one of those to refresh on a specific schedule. The schedule options you can see on the right hand side here.
[00:20:24] Alex Audet: So these are essentially a set it in, forget it situation that we have now. It will save a ton of manual work, hopefully in the registrars, the fist typically, so you can also view your refresh schedule. So especially if you are setting up a bunch of these for upcoming periods, you might look at this and you might have 8, 9, 10 refreshes scheduled for institution.
[00:20:50] Alex Audet: You'll wanna check that and manage it, and you also have a process monitor, very similar to other jobs, scheduled jobs in Workday. Next exciting feature that we are gonna highlight here is automatic feature dated reporting record change. So these are for very importantly our, our multi-institution folks, but also any institutions where you may have a student with multiple academic records that are in progress at the same time.
[00:21:19] Alex Audet: So, as you may know if this pertains to your school, you do need to manually manage the reporting record identification for students with multiple in-progress academic records at one time, depending on your policy and how that's set up to determine which reporting record at what given time is going to be identified.
[00:21:42] Alex Audet: So now Workday has taken some of that manual work away by assuming when an expected completion date of a primary program of study of an academic record has passed. That means this is no longer your reporting record if the student has another active academic record option. So in this screenshot, you can see this particular student has multiple in progress academic records.
[00:22:09] Alex Audet: Right now, this computer science major, the expected completion date is in the future. You can see on that bottom screenshot there that currently the computer science major is the reporting record for this student. Alright, now we are going to pretend mathematics expected completion date has passed.
[00:22:28] Alex Audet: Speeding up in time here. You can now see that the computer science major for this student is in the past. So nine one a couple days ago. What Workday did on its own is to swap the reporting record, so you can see that arrow going to just demonstrate that. Now the reporting record is the active English literature program on the other.
[00:22:53] Alex Audet: Academic record. You can also see a nice feature here in without having to dive into the reporting record information for the student. You can tell in this screenshot on the left side here that these academic records have flipped. So the academic record that is on the top given if there are two active records, will be your reporting records.
[00:23:16] Alex Audet: So you can tell Workday automatically flip those. Now you will have other instances where you'll continue to need to manage reporting records and changing reporting, record identification for other reasons. But this at least takes some manual work away from your management of that process. Alright, last soon.
[00:23:35] Alex Audet: Records feature, very exciting course repeat policy and academic statistics enhancements. So the course repeat policy now includes a brand new, super fancy chat box. It is a mouthful. It's include repeated and replaced registrations for academic periods. Statistics. So if you don't check this, workday automatically excludes your units earned in GPA units for registrations that has have been replaced.
[00:24:08] Alex Audet: With this checkbox, you can override that at a policy level as opposed to manually overriding the academic statistics for individual students. So here you can see the course repeat rule set. You can see in the green box here that is that mouthful checkbox there. What we've done is in this example, we've checked the box.
[00:24:31] Alex Audet: You see the Yes there. Now I've given a, a screenshot to some repeat help text for a student in their academic history where in this particular registration, econ 1 0 2 has been replaced by a newer instance of the student taking that course. However, you can see in yellow, it's replaced, but it is included in the cumulative GPA there with this update.
[00:24:56] Alex Audet: It also comes along with some additional. Grade category types that are brand new that relate to this process. So the first one is deprioritize repeat processing. So this can be used when transfer credit is not intended to be counted to replace an internal attempt. As an example, if you have a transfer credit grading scheme, this is gonna work wonderfully for you if that is your policy.
[00:25:28] Alex Audet: We also have exclude from academic period total, or exclude from cumulative totals. So at the grading scheme level, you can make this determination to work in conjunction with your repeat policy. So if the grade is included in the GPA, it also removes the GPA units. If the grade earns credit, it removes the credits earned.
[00:25:52] Alex Audet: If you are using this exclusion grade category. So if you have a registration that you only wanna include in your academic period statistics or your cumulative statistics, or excluding them from both, you have a lot of options here when you're setting up that grading scheme. You can also hide repeat registration notes.
[00:26:16] Alex Audet: So this can just make sure that there isn't any confusion. You can have that ability to determine who sees those notes and who does not see those notes. All right. And that's it for my student records. Exciting updates. So I'm gonna pass it to Sharon Gan for student financial end updates.
[00:26:34] Sharon Gan: Thanks. Thank you.
[00:26:36] Sharon Gan: Hello everyone. Uh, my name's Sharon Gan, and I'm a student financial aid consultant with ERPA. This release has several excellent enhancements for financial aid, and I'm excited to share 'em with you today. These features are gonna help with streamlining administrative tasks, ensuring compliance, and improving the student experience.
[00:26:57] Sharon Gan: So this slide here shows the six key updates. With this release we've got streamlining, alternative long management, a work study, payroll reallocation, return of Title IV reporting, and of course the new Institutional Student Information Record layout for 26-27, the ISIR. There are also new report fields for master promissory note certifications and some great updates to Object Transporter for financial aid.
[00:27:27] Sharon Gan: Like you mentioned, Object Transporter earlier, financial aid's. Got some good news stuff coming out there too. I'm gonna take a little extra time to discuss three of these items in more detail, and then I think we'll have the most impact, immediate impact for you and your teams. So. First, let's look at streamlining alternative loan management.
[00:27:48] Sharon Gan: So what this is, it's a set of improvements that are designed to make managing alternative loans more accurate and efficient. The key features for are that a new lender canceled loan status is being introduced for loans that are imported with a status of terminated or denied. Also now loan periods start and end dates as well as the grade level codes will now auto-populate, and that reduces manual entry for you when you certify.
[00:28:18] Sharon Gan: There are also dynamic required fields for pre and post disbursement changes, and that's gonna be based on the data that you enter. And probably the best thing too is there are immediate changes to a student's total financial assistance tab when you submit your alternative loan changes. You don't have to wait for the lender response file anymore, so you can immediately see the impact of, of those changes on your student's aid.
[00:28:42] Sharon Gan: So these updates are going to improve your experience with the alt loan management systems as they'll be reducing our data entry errors and lender inquiries that gives us higher quality data for our certified loans, and they'll be eliminating manual corrections and providing faster loan processing for us.
[00:29:01] Sharon Gan: So on the next slide. You can see the new statuses that come in as you're receiving your loan rosters and you can see the status of lender cancel it. So loans will still be there, but you won't be able to take any action on them. And then these fields here for the loan period, start an end dates as you enter this information and they'll just be auto-populating for you.
[00:29:25] Sharon Gan: The manual processes go away. So our next slide is the work study. Uh, accounting reallocation and let's talk work study. So there's a new internal job called payroll accounting reallocation, and that reprocess and recreates a work study payroll accounting for the design cost allocations. And here's how it's going to work after you run a complete pay and counting reallocation task.
[00:29:57] Sharon Gan: The system automatically updates the payroll accounting entries tied to work study. The work study amount earning paid and the amount remaining filled on each journal line now reflects the recalculated earnings for that student worker. And so this enhancement is great. It's gonna be ensuring that the work study payroll accounting always reflects the correct distribution of costs.
[00:30:20] Sharon Gan: It provides accurate, real-time tracking of student work study earnings. This will help us greatly for budgeting, reporting, and reconciliations. So on this slide here, it's just a quick look, a view of the financial aid reporting side of things. So as we keep track of earnings and remaining award amounts, we'll have the most updated and accurate information.
[00:30:44] Sharon Gan: Moving on to our return of Title IV features. So here's what, this is a new overwritten academic period with breaks report field. Has been added to our return of Title four worksheet Business Object. How it works is this field's gonna show any overrid academic periods and giving you greater visibility on which periods that may have overrides and reducing potential errors in reporting.
[00:31:15] Sharon Gan: Now this field is automatically available. Of course, you need to update some existing reports that may be required so that you can use it in your filters and your output. If you don't include the new field, you're not going to see the overridden periods with scheduled breaks, and that could potentially cause you some errors.
[00:31:35] Sharon Gan: And you can see here in this slide, the new field and the description for it. So just to recap. This release is gonna bring us a nice range of improvements for financial aid, and specifically with the three that I had just spotlighted. We'll have more accurate work study payroll, reallocation, smarter or alternative loan management, and we'll have greater transparency and return of Title four worksheets.
[00:32:02] Sharon Gan: All of these will be helpful as we move forward into next year's aid processing. And that concludes the financial aid update. So now I'm gonna pass this off to Jonathan for student finance. Thank you all.
[00:32:15] Jonathan Cedeno: Thank you, Sharon. Hello everyone. My name is Jonathan Cedeno. I am a student financials consultant here at ERPA.
[00:32:22] Jonathan Cedeno: I will be featuring the Workday Student financials top features from the 2025R2 release. As you see here, there's several items that really stand out for student financials. On just a note that while we walk through these top feature updates for student financials, I'll be highlighting just a few of those features.
[00:32:41] Jonathan Cedeno: However, we do see that we have the usual 1098-T tax reporting for the upcoming year or for the upcoming reporting year. And as well we see some web service items there, uh, and Object Transporter, which was already highlighted. However, our first and number one student financials feature is related to real-time student accounts.
[00:33:03] Jonathan Cedeno: As we see on the next slide here, this update is highly anticipated and with all the time spent in student financials, I'm sure that we're all excited for this functionality. Workday now delivers enhanced configuration options for real-time student accounts. Yes, whether you're a student, an administrator, or you're a third party, such as a parent perhaps making a payment for a student, this is real time data.
[00:33:26] Jonathan Cedeno: Any student financial reaction triggers are an immediate update to student charges. Student waiver payments, account balances, and or hold removals. Now, prior to this update, this was only processed during nightly orchestration, that job run or perhaps maybe the manual task of run student financial processes, or more recently, that refresh button definitely helped quite a bit, but if we remember to use it.
[00:33:50] Jonathan Cedeno: Now with this update, there'll be less confusion from the user perspective, less discrepancies, less outdated data. This will allow administrators and students to take immediate and accurate steps when reviewing a student's account. Now, to make this happen, administrators simply need to enable this feature using the maintain student financials task.
[00:34:10] Jonathan Cedeno: Let's see how this looks, uh, from the user perspective. Now, if we look at it here, this is a simple task that we really go to. Often, as was mentioned earlier, kind of set it and forget it, court kind of a task. Most don't go there often, but as we see here, an administration, an administrator can simply just opt in for real-time accounts.
[00:34:29] Jonathan Cedeno: Of course, there are some exceptions. Workday postpones real-time assessment during peak registration window, and once any charge activity happens after the peak registration window, then the real-time assessment will resume from this same maintain institutional student financials option configuration.
[00:34:47] Jonathan Cedeno: It could be, uh, set for the refreshed account button to be displayed during peak registration. In addition, there may be a delay in some real-time assessment. If certain jobs are running in advance, let's say student payment auto application, maybe the bill for Student Financial Period Records or assigned student charges via SFPR, the Student Financial Period Record, as well as holds soft dropper, aging group removal.
[00:35:10] Jonathan Cedeno: Now once completed, the real-time assessment will proceed. Now this feature can also be disabled if you need to simply by selecting none of the above. But as usual, test, test, test please in your sandbox environments before touching production. Now moving on to our second highlighted student financials feature, we want to take a look at operational journal generation consolidation and aggregation.
[00:35:36] Jonathan Cedeno: Now with this release feature work that delivers the ability to group transactions and aggregate. Student receivable journal lines created by the same charge as job under a single journal. This enables you to effectively aggregate data when maintaining accuracy and consistency in your financial records and thus improving the performance of the operational journal.
[00:35:57] Jonathan Cedeno: Now to make this happen, administrators simply need to enable this feature using the edit tenant setup dash student task. Let's take a look at that again because this is often a set it and forget it task. It's so simple the configuration here. Just checking that simple box. And when you enable grouping, student transaction journal lines, workday groups charges with the same student and academic period, and then the assigned charges via SFPR job run, and the same company, you'll be able to create student charge transaction groups for assessed charges, cancel charges, charge adjustments, refund recovery, write-offs.
[00:36:37] Jonathan Cedeno: Basically all those journal lines kind of get wrapped into one group as well. Pending charges, prev, oh well once processed via the assigned charges for the SFPR job become assessed charges and workday groups them accordingly. Workday also groups previously pending charges separately from other assessed charges.
[00:36:56] Jonathan Cedeno: Workday creates a single journal entry by company for each student charge transaction group. In addition, Workday now posts an adjustment journal when a charge is canceled. Workday will post each cancellation adjustment in its own student charge transaction group. You'll be able to view the journal tasks from the student charge transaction group, and if you turn the group student transaction journal lines functionality on, and then off from the same screen here, Workday.
[00:37:24] Jonathan Cedeno: Now this plays a warning message for you. Just let you know that you may need to make some manual adjustments or draw entries. If you do nothing at all, this won't affect your current configuration. The current accounting methods will remain as they have been. Now, there's some more tidbits to this feature, which you can review on community, but there'll have to probably be some collaboration with your financials team, with the Fins, folks at your institution.
[00:37:44] Jonathan Cedeno: And again, test, test, test and sandbox first. And lastly, it may be a small, impactful feature. Mass apply Student charges can be tremendous for your institution. Workday now enables you to mass apply student charges for perhaps late fees, late registration fees, ad fees, drop fees. Now this has the potential to save hours of time and work for you just by automating some charges.
[00:38:10] Jonathan Cedeno: Now this can be done within the Mass Operation Management functionality, or often known as MOM, which you now have the ability to apply student charges with. This allows you to mass apply administrative fees to students based on a criteria from a custom report. On our next slide, we can show you how that can happen.
[00:38:28] Jonathan Cedeno: Now, maybe you are accustomed to using this task that hasn't much been much functionality in the past for student financials, but you would need to create a segmented base security group with access to mass apply student chargement segments. Once security has been provided, the administrator would access the mass operation management task.
[00:38:46] Jonathan Cedeno: Where you select the mass operation type of apply student charges in the input report field, you can select a predetermined and custom report to identify what you need to do with these charges, who they need to be applied to, as well as run frequency. Just some things to keep in mind is remember that bit, apply.
[00:39:03] Jonathan Cedeno: Student charge mass operation does have a limit of up to only 50,000 instances per run, and if you future schedule mass operation and a selected charge items become inactivated. Before runtime that it won't apply the charges there. It also won't apply charges the students that matriculated for the selected academic unit or if the academic period is invalid for the student.
[00:39:25] Jonathan Cedeno: Now if you do nothing, you can continue to apply charges as you have been. So these are just some really impactful highlights from student financials with 25 R2. Now we'll be handling off to our director Caroline.
[00:39:39] Caroline Weir: Thanks, Jonathan. Hi everybody. Um, my name is Caroline Weir. I'm the work-based student director here at ERPA.
[00:39:46] Caroline Weir: I mean in the Workday student ecosystem since 2016, and I'm delighted to share with you some cross application services. So the cross application services aren't necessarily just for the student product, we're bringing them to you today because they have a direct impact on your student team users and and I picked two in particular, as Jeff mentioned earlier, we did do a platform webinar recently and that may cover other cross application.
[00:40:12] Caroline Weir: Features such as security hubs, but these are the two that I picked out to share with our student users. So let's go into the first one, which is our Global Navigation Sidebar. This is really a way of organizing all of your favorite kinda top apps, your top tasks, your top reports. It's really turning that navigation from everything in your main login page, your main homepage to actually a fight bar where you can, um, you can organize things, you can control what is in there.
[00:40:44] Caroline Weir: It's the same as before where you have required apps. Or your favorite apps, and it just cleans up your screen. It allows that Global Navigation Sidebar to be available no matter what task you're doing, so that you don't lose that navigation. As soon as you navigate away from the home screen. There is an opt-in for it.
[00:41:03] Caroline Weir: It's a really simple one. It's an edit tenant set up system. There's a Global Navigation menu, Sidebar opt-in, checkbox you can check, and once it's on, it's on. We feel, aside from usability for your users being able to quickly access their favorite tasks and whatnot, we think that this biggest impact is obviously on your training materials.
[00:41:25] Caroline Weir: 'cause the look in the feel of your homepage and, and your other pages may now feel a little bit, uh, different. So. Let's go into the next slide and we'll show you what your homepage looks like right now. This is our ERPA ANS Tenant because we care very deeply about student things here. Um, I've highlighted down in the bottom right hand corners the, your top apps.
[00:41:51] Caroline Weir: So I'm logged in, I'm proxy president here as a student, and I'm seeing as a student, the academics hub and the financials hub here on my homepage. As soon as I navigate away from this page and the old setup, I'm gonna lose access to those top hubs, and I'm gonna have to go up to my menu and I'm gonna have to find them again.
[00:42:10] Caroline Weir: But let's look at the next screen where we see what that Global Navigation Sidebar looks like. And here we have on the left hand side constantly pinned, is this sidebar. You can see, because I'm proxied in as a student, the things that I'm seeing are the student academics hub and financials hub, and I just hover over that to get to those and, and, and reo.
[00:42:31] Caroline Weir: I've got that navigation constantly available to me, which is I think a really great experience, especially for students. So that's our global navigation sidebar. The next feature I would like to share with you is my, probably my favorite across all of the features that came out in Workday, this release, this is a new student configuration hub.
[00:42:52] Caroline Weir: I've been on many implementation projects and you, you know that every year. After we lead you, after your live, you have this annual cycle of things that you have to configure. Sometimes you're doing it every academic period, and some of those tasks, because you're doing them primarily on an annual basis, are not familiar to you.
[00:43:11] Caroline Weir: You maybe don't remember what the name is. Um, you don't always remember all of the tasks that you need to do, so you know your implementation partner, and certainly I do, we'd, we'd write you up a nice documentation saying, these are all the things that you have to do every year. Now you work to make that a little bit simpler, but having the student configuration hub, so all of the student areas are included in this.
[00:43:34] Caroline Weir: So it is a centralized location for all of those tasks which you need to configure on an annual or academic period by period basis, it is automatically available to you. I turned on in our tenant, and I'm gonna show you a picture here in a second. I turned on for the global navigation menu, so that other feature that we just covered, the global navigation sidebar.
[00:43:59] Caroline Weir: Now also have the Student Configuration Hub available to you. So let's go into the next screen and let's have a look and it. This is from the Global Navigation Study Bar. Again, I added it. So now I have a configuration option. I'm logged in as myself here into this tenant. I'm no longer a student, and I can see that I have a few things, including Learning management, but I've now got this configuration option for Student Configuration Hub.
[00:44:26] Caroline Weir: If we go into the next screen, let's see what it looks like. On the left hand side, you'll see all of the student help configuration areas so nicely. It does split up academic advising and curriculum from student records. But in the academic advising world, we now have taught tasks around that. Advisor management, academic requirement management, transfer credit management.
[00:44:50] Caroline Weir: Under curriculum, we have things like curriculum management and course attributes, financial aid. We have cost of attendance options, financial aid configurations, such as award items and your packaging strategies, the separated calendar into its new one, so that's great. So academic calendar is under the calendar management, and then in prospective students, we've got access to be able to configure verifications and student sites.
[00:45:17] Caroline Weir: Student financials is the one that you see here. So this centers in charge, aggregate rules, um, anything to do with charging, anything to do with course fees, registration based fees, your charge assessment schedules and waivers and payments. So not everything is showing here. It's just a very brief screenshot.
[00:45:34] Caroline Weir: So I encourage you to all go and play with your student Configuration Hub, and hopefully that makes your annual maintenance as you roll over from one year to the next, a little bit simpler. And that is all I have on the cross application items, so I would love to pass it back to our fearless leader, Jeff.
[00:45:52] Jeff Miller: Fantastic. Thank you very much, Caroline. Let me direct everybody's attention to the link to our registration page for last week's platform webinar. This covers all of the upcoming release features related to HCM, finance integrations, cross application, functional technical areas. If you haven't, uh, received enough information about the upcoming release webinar today was all about student, but we did host a webinar last week with nearly 600 people who registered for that webinar, and it's all about.
[00:46:21] Jeff Miller: Platform features that are coming out. So it's a full one hour packed webinar for your information. And if you'd like to reach out to us, we'd love you to follow us on LinkedIn and get in touch with us. I wanna thank our experts and their teams today for the work that you put in to this material. Great job presenting on all of these upcoming release features that pertain particularly to the student module.
[00:46:43] Jeff Miller: Thank you all of you who joined us today. Let's keep the conversation going. Here's a way you can get in touch with us, a number of ways you can get in touch with us on the slide in front of you. For now, thank you for joining our webinar to review these top features. Thank you for joining us today. We hope that you have a great rest of your day.
[00:47:00] Jeff Miller: Thanks everybody. Bye-bye. Thanks for listening to The Possibility Perspective. If you'd like to talk to ERPA about what's next in your workday journey, be sure to visit erpa.com.