Browse the glossary for definitions of project-specific terms.

This glossary includes terminology related to management of the Student Sunrise project, including implementation methodology terms, project management tools, acronyms, Workday Student functional areas, team member roles and more. Definitions of new Workday-specific terms will be shared later in the implementation as we learn about them and define how we will use them at WashU.

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Academic FoundationsWorkday functional area that establishes the structures in which our student systems environment operates. The components of Academic Foundations are academic structure, programs of study and credentials, academic periods and calendars, date controls and student eligibility rules.
Academic Process TransformationPart of the Student Sunrise scope of work to reimagine and unify key academic and student processes as part of the Workday implementation.
ActivityProcess term; represents the work that is performed in a process. An activity can be a task, which is a single unit of work performed by one person or group, or it might be a more complex group of activities, represented by a subprocess or linked process. An activity can be performed by a person or by a computer.
Advising, Degree Audit & CurriculumWorkday functional area that addresses critical areas for the Workday Student implementation related to advising, academic plans, degree audit (academic progress reports) and curriculum/course creation and management.
Architect, Configure & Prototype Stage (ACP)Workday Student implementation stage in which the bulk of future state design work occurs. During this stage, the project team gathers academic process requirements and technical specifications, then uses them to configure the software solution. The team also prepares for testing activities during this stage. 
BlueWorksA computer program used to create visual maps of academic and student processes.
Business Analyst (BA)WashU project team member who evaluates academic and student processes and how they align with stakeholder needs. This team member assesses the impact of process changes; captures, analyzes, documents and manages requirements for assigned projects; and supports the communication and delivery of those requirements to stakeholders.
Campaign Monitor (CM)The email communications platform used by the Student Sunrise organizational change management (OCM) team to send emails to project stakeholders.
Campus EngagementWe will engage experts from across the university throughout the project to capture the needs and viewpoints of our schools and academic units. Campus members will be involved a variety of activities to support system configuration and help prepare their schools and units for changes identified by the project. Visit the Campus Engagement page for more information.
Campus TeamsCampus teams are groups of experts in a particular functional area who support the project team by providing insight into current academic practices in each school/academic unit, contributing to the design and configuration of Workday Student and helping the university adopt the new system.
Change ManagerWashU project team member who serves as a liaison between the project and the schools/units and provides support during the transition to Workday Student. The change managers will help their assigned schools and units prepare for anticipated changes to their area.
CharterDefines the Student Sunrise project scope of work and methodologies employed to manage and complete the work.
the CloudRefers to software and services that run on the Internet instead of on a server at WashU or locally on your computer. Learn more on the FAQ page.
CommunityOr Workday Community; a Workday website that is the hub of information for Workday employees, customers and partners.
Constituent Relationship Management (CRM)Database used by the Student Sunrise organizational change management (OCM) team to track project stakeholders and their relationships to the project. Also used to create marketing lists for our email communications tool (Campaign Monitor) and report on stakeholder engagement.
Data AuditThe automated review of data in Workday against data from our legacy systems.
Data ConversionThe process to migrate data from our legacy systems to Workday.
Data GovernanceOrganizational framework that establishes guidelines and standards to effectively manage data. Includes common definitions for terms and other pieces of data. Read more on the Data at WashU website.
Data LoadThe process of importing legacy system data into Workday​.
Data WarehouseA centralized repository of data so that a shared, single source of truth may exist. This central repository – along with tools, training, and processes – will enable units to leverage the university’s data as an asset. Read more on the Data at WashU website.
Data ValidationConfirming that data from our legacy systems has loaded properly into Workday.
Data VerificationThe manual review of data in Workday against data in our legacy systems.
Deploy StageWorkday Student implementation stage; training and final go-live preparations occur during the Deploy Stage.
Discovery PhaseIn advance of the Workday Student implementation, the Student Sunrise project team completed a Discovery Phase to better position the project for success. Our discovery work, which ran from March 2020 to May 2021, focused on understanding how we do things today in our academic and student support areas and flagging things to consider and address as we implement Workday Student.
End-to-End Process (E2E)Process term; series of tasks and activities required to meet an objective in the academic and student support space. An end-to-end process includes all process steps, including those that occur outside of Workday.
Enterprise Applications (EA)WashU IT department that manages all technology systems and applications that are used enterprise-wide for the university.
EventProcess term; represents the things that might happen during a process, for example, the process starting, the process ending, or the detection of an error.
Executive Committee (EC)Student Sunrise governance group that is the final authority for the Student Sunrise project and is responsible for setting and managing the project’s vision, strategy and goals. Visit the Leadership page for more information.
Finance (FIN)Or Workday Finance; Workday’s tool for managing financial data and processes. WashU implemented Workday Finance in 2021.
Financial AidWorkday functional area; addresses critical areas for the Workday Student implementation related to financial aid.
Functional AreaGroup of related processes and data that support a core academic or student activity or function, such as advising, curriculum management or student financials. Much of the Workday Student project work is organized around functional areas.
Functional Lead (FL)WashU project team member assigned to lead the configuration of a Workday Student functional area. Responsible for driving the design of Workday processes, policies and integrations.
Gate CheckProject management term; an evaluation process designed to minimize risks related to delayed work and decisions or oversights in system design. At designated points in the project, the project must pass gate check requirements before moving on to the next set of tasks. 
GatewaysProcess term; also known as decision points. Gateways determine which path is taken through a process.
HomegrownSystems developed by WashU, as opposed to a vended system.
Human Capital Management (HCM)Or Workday Human Capital Management / Workday HCM. Workday’s tool for managing human resources and payroll data and processes. WashU implemented Workday HCM in 2021.
IntegrationConnection between two systems to share data and/or move between systems to complete steps in a process.
Integration Design Document (IDD)A document that describes the technical design, data flow, use cases, and details of the data connections between Workday and another university system.
Integrations WorkstreamWorkday Student implementation workstream that will focus on developing integrations between Workday and other university systems that are necessary to launch Workday.
In-System Guidance (ISG)Also called “Sidekick.” Training tool that provides users with help inside of Workday.
IT Leaders Advisory GroupStudent Sunrise engagement group composed of IT leads in each of the schools and central units most impacted by the project. This group offers perspectives and recommendations to the project team regarding technical and other decisions. Visit the Campus Engagement page for more information.
LaunchWorkday Student implementation term; denotes the point at which WashU will begin using a defined set of Workday functionality in production. The project includes four launches during the go-live year. See the timeline for more information.
Legacy SystemCurrent technology system or application in use at WashU.
MilestoneWorkday Student implementation term; represents a significant point in the Workday implementation at which a set of activities are completed and/or decisions are made. A milestone may include multiple elements across multiple workstreams. Milestones are tracked in the project plan.
Move to production (MTP)Workday Student implementation term; denotes the dates during the Deploy Stage at which Workday configuration and data move into the production tenant. This may differ from launch dates, the points at which the university will begin using specific functionality in production. There are two moves to production in WashU’s Workday Student implementation timeline.
Move to production 1 (MTP1)The first move to production.
Move to production 2 (MTP2)The second move to production.
MyDayWashU project that implemented Workday HCM and Finance. MyDay also established new foundations to make it easier to share and manage data across the university, including helping to create the office of data governance and implementing new data management tools, processes and policies.
ObjectiveWorkday implementation term; an objective contains a collection of like activities which together complete a unit of configuration. Has a defined outcome which moves the configuration of the system forward. Must be completed within one workset.
Organizational Change Management (OCM)A framework that helps individuals and organizations move through a change that is desired to achieve a specific organizational outcome.
Organizational Change Management (OCM) TeamThe Student Sunrise project has a team dedicated to organizational change management team (OCM team) that focuses on the people side of change (vs. the technical side.) The Student Sunrise OCM team will support project communications and training, document changes and assess their impacts, and focus on preparing the university community for go-live.
Plan StageWorkday implementation stage during which the project team finalizes the project plan, timeline, scope and strategies that will be used throughout the project.
PlatformA single system with multiple product/functionality offerings. Workday’s tools for HCM, Finance and Student operate on a unified platform that creates a seamless end-user experience with one place to access data and processes for all these areas.
PlaybookOr workset playbook; also known as a tracker. A tool used to schedule and track all activities required to execute the objectives and tasks for a specific workstream.
PowerFAIDSWashU’s system to manage financial aid administration for Danforth undergraduate, graduate and law students. PowerFAIDS replaced WashU’s legacy STAR system in 2020 to manage all aspects of the financial aid process, including applications, disbursements, award distribution and federal work-study.
ProductionA system is “in production” when it is being used to complete live transactions.
Production TenantThe instance of Workday that is being used to complete live transactions.
Project Management Office (PMO)Subset of the Student Sunrise project team; establishes operations and project management plans for the project. Provides oversight to ensure best practices are followed.
Project PlanProject management tool used to track project milestones. Helps manage project activities to ensure timely completion.
RAIDQ LogProject management tool used to track all project risks, actions, issues, decisions and internal team questions.
ReportingThe process of organizing data into informational summaries in order to monitor how different academic and student areas are performing.
Reporting WorkstreamWorkday Student implementation workstream that will identify reporting needs and solutions for WashU’s academic and student areas.
Rolling go-liveA product release featuring functionality that is released through a series of launches over the course of one academic year (AY2024-25) rather than all at once. Learn more on the FAQ page.
Security RoleAssignable role that allows a user to access a defined set of processes and data within Workday.
Security WorkstreamWorkday Student implementation workstream that will develop the security model for Workday Student and partner with campus stakeholders to assign user access.
Service Delivery Model (SDM)The methodology, tools, processes and team that support Workday in production at WashU post-go-live. The SDM team manages the release of new Workday functionality, addresses issues, answers community questions, and updates training and support materials. WashU currently has an SDM team supporting Workday HCM and Finance.
Shadow SystemA WashU system that has been developed to take information from a core university system (most often a finance, HR, research or student system) and feed into a department’s personal system (often an Access or SQL Database) for departmental reporting. Shadow systems function as a workaround process in today’s environment to combine data from multiple systems into a single report. In Workday, much student, HR and financial data will be available in a unified platform, reducing the need for shadow systems.
Single-threaded DesignPart of the Workday Student implementation methodology; single-threaded design is an approach in which the full team meets together as one team as much as possible to design Workday, ensuring alignment of cross-functional decisions and impacts.
SlateWashU’s system to manage undergraduate admissions.
Source Data AnalysisThe process of determining how to format our legacy system data for loading into Workday.
SprintWorkday Student implementation term; a set of tasks to be completed within a two-week period.
Sprint LogWorkday Student implementation term; tracks progress of tasks within a sprint.
Stabilization StageWorkday Student implementation stage; addresses post go-live fixes and ensures the system is stable for operations.
Steering Committee (SC)Student Sunrise governance group that provides direction to the project team on project plans, scope, system design, and campus engagement and escalates items like policy changes and risk remediation plans to the Student Sunrise Executive Committee. This group also serves as project champions to help prepare their schools and units for anticipated changes resulting from the project.
StudentOr Workday Student. Workday’s tool for managing academic and student data and processes, including student records, student financials, curriculum, advising and more.
Student FinancialsWorkday functional area; involves calculating charges, producing bills, receiving payments and preparing tax statements for students.
Student Information System (SIS)WashU’s legacy student information system comprising 32 separate but connected homegrown technology systems, including WebSTAC, WebFAC and WUCRSL. SIS is the official record of the university, containing academic records and data for all WashU students.
Student Sunrise ProjectProject to advance WashU’s academic mission by using information to understand and support the needs of our community.
Subject Matter Expert (SME)A member of the WashU community who knows the functional and operational details of a particular subject.
SwimlaneProcess term; visually organizes process activities by the role or group responsible for performing that activity or decision.
TasksWorkday implementation term; describes units of work to be completed within one or more sprints:
-Design tasks determine what will be configured and the structure.
-Configuration tasks load data and design into the Workday tenant.
-Security tasks load the security model and assignments into the Workday tenant.
-Unit testing tasks test isolated academic processes (not end-to-end processes).
TenantWorkday implementation term; describes an instance of the Workday system. A Workday software environment, similar to development, test, stage, and production environments. WashU will use and manage several Workday tenants throughout the course of the implementation.
Testing StageWorkday Student implementation stage during which the project team conducts several rounds of testing to confirm that the system works as designed.
TrackerSee “playbook.
TouchpointA way to categorize configuration dependencies, either within a project or across project lines, that need discussion.
Washington University School of Medicine (WUSM) WashU’s medical school and clinical departments.
Web-based faculty access system (WebFAC)Legacy WashU system, part of SIS. A web-based application that allows faculty, instructors, teaching assistants and advisors to perform two main functions: access course and roster information and access advisee academic information.
Web-based student access system (WebSTAC)Legacy WashU system, part of SIS. A student’s access point to his/her academic record at WashU. Students can complete a variety of academic and other activities within WebSTAC, including adding/dropping classes, checking grades, requesting an official transcript, printing an unofficial transcript, reviewing billing information, interacting with Dining Services, Campus Card Services and Residential Life program sites, and more.
Workday Implementation PartnersTeam of Workday consultants helping the WashU project team build and launch Workday Student at WashU.
Workday ProcessProcess term referring to a series of tasks and activities completed within Workday to meet an objective in the academic and student support space. A Workday process is one component of an end-to-end process.
WorksetWorkday Student implementation term. A workset contains a collection of objectives to be completed within a defined timeframe (6-7 months) during the Architect, Configure & Prototype Stage. WashU’s implementation contains four worksets: A, B, C & D.
WorkstreamWorkday Student implementation term used to organize related project work areas. The Student Sunrise project work is divided into three main categories – functional, technical and organizational change management – each of which are composed of multiple workstreams.
WashU CouRSe Listing System (WUCRSL)Legacy WashU system, part of SIS. Database for course data, which is organized by curriculum, semester and section.