Workday Audits

Audit Reports: Overview

These aren’t your traditional audit reports for seeing what instances changed
and when.
These audit reports are aimed at data cleanup and preventative maintenance
to cleanup our tenant.
On the various other pages, I’ll breakdown the report definitions and the
calculated fields that comprise each of these reports.
Duplicate National ID
Shows employees with the same SSN or SIN in the system. Where we can then
merge their profiles or communicate with the team about their duplicate
records.
Report Definition

Filter
Expense Report Draft/In Progress Audit
Employees with stale expense reports that have a status of Draft or In
Progress that are >12 months old.
We use the Cancel Expense Report EIB to accomplish this task. Take the
Reference ID populated in the Expense Report column on your report and
then put it in your EIB to cancel your expenses.

EIB
Report Definition
Filter

Prompts
Invalid Organization Assignments
Organization assignments for employees that are currently assigned, but not
currently allowed on supervisory organizations.
We restrict the allowed policies or “organizations” by supervisory
organization.
Report Definition

Filter
Managers Needing Supervisory Organizations
This report targets workers in specific job profiles as a proactive way of
creating supervisory organizations for them.
This also compliments our “Move Workers Supervisory” task that is enabled as
self-service for our end users to move employees around.
Report Definition
Column Heading

Filter
Report Definition

Filter
Spanish Preferred Language
This is our proactive approach to editing users accounts that have anything
other than English as their preferred display language. Certain actionable
buttons are no longer visible within Workday if the preferred language is not
English.
This report allows us to target these users and edit their Workday accounts to
“Allow Mixed Language Transactions”.
We use the Workday Account for Worker Update EIB to input the mixed
language transactions. Here is a sample screenshot of the EIB (columns have
been hidden for simplicity).

EIB
Report Definition
 Filters

Calc Field
Supervisory Organization Management Chain
This report shows any discrepancies between who a manager reports to and
who is the superior organization to their supervisory organization.
If a manager reports to a new manager via Change Job or Move Worker, this
audit will pick up the necessary changes.

Report Definition
Filter

Calc
Fields
Terminated Employees with Learning Enrollments
Shows terminated employees that are still enrolled in learning content.
We run the Cancel Learning Enrollments EIB to cancel these enrollments. It
helps clear up reporting.

EIB
 Report
Definition

Filter
 Calc
Fields
Terminated Employees with Security Groups
Shows terminated employees with user-based security groups still assigned.
This is accounted for already on the Termination business process now, but
we still leave this audit in place as a “check” to see if anything gets pulled in.
We have found that the Workday delivered condition rule only removes
workday delivered user-based security groups, so anything we have created
ourselves is not always removed.

Business Process Definition

Report Definition

Filter
 Calc
Fields
Worker Organization Policies
Employees that are missing policy or “organization” assignments. We have
condition rules that account for this on BP’s where this is required. But this
audit picks anything up as a catch.
When we acquire a company, this can sometimes gets missed and this audit
picks these up.
Report Definition
Filter
 Calc
Fields
Supervisory Organization Location and Manager
Fix
This is a bigger catch all report. We run our other supervisory organization
audit reports before this, or fix errors on them before looking at this one from
Worksheets.
The main catch of this report is to fix location discrepancies on the sup org
that differ from the manager’s location.
Our sup orgs and managers location have a 1 to 1 ratio, where they must
coincide.
Report Definition

Filter
Union Job Profiles
Shows employees with union job profile assignments that do not have a
union assigned and vice versa.
We have specific job profiles created for the US and Canada, along with union
specific job profiles for each country. So we ensure they have the correct
assignments and reach out to managers to confirm everything is assigned
accordingly.
Report Definition

Filter
GL Employee Work Tag Security
Shows controllers that are missing the GL Employee Work tag security group.
We assign this to all of our finance team (Controllers) as a proactive measure
to see have access to the “Worker Data: Position and Employee Worktag”
domain.
They then get role based security later based on what location hierarchies
they should be constrained to. This is mostly a unique audit to our business
needs.
Report Definition
Filter
Managers Needing Team Compensation Access
Managers in our company that need this security role assigned to their
supervisory organization by default to have access to their direct and indirect
teams compensation and pay slips.

Report Definition
 Filter

Calc Field
Managers Needing View Access Without
Compensation
Basic designed security group to allow visibility to basic user information on and
employees profile such as hire date, business title, tenure, etc.
We also leverage this role for many dashboards such as discovery boards to
report on location trending data without compensation access. This is highly
leveraged to managers that need constrained access, but also need to help drill
into certain data.
 Report
Definition
 Filter

Calc Field
Re-Hire Workday Accounts With Expiration Dates
When someone is terminated, we allow them access to the system for up to two
years before their accounts are disabled. This allows the terminated user to log in
to access pay slips and any T-4 or W2 as needed.
During this period, any expiration date is automatically put on their Workday
accounts. If they are re-hired during this period, the expiration date is still active.
This audit shows us anyone who is re-hired with an expiration date still assigned.
We then edit their workday accounts to remove this expiration date.
 Report
Definition

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 Calc
Fields