Glossary

Below are some common terms found throughout our website and supporting materials. UBC community members may start to see these terms more often as we move forward with implementing Workday as UBC’s platform for Student, HR and Finance administration.

Don’t see a definition for a particular term or acronym? Contact us at integrated.renewal@ubc.ca or through the contact form.


 

A

Academic Model
A conceptual model representing all of the learning opportunities at UBC and their relationship to learners, faculty, and staff organizational units and timeframes. It represents an inclusive and flexible way of understanding the many ways in which people engage with learning throughout UBC. The Academic Model will create a common vocabulary and structure for curriculum and learning to categorize similar processes and entities.
Tagged:
General
Accessibility
Websites and web tools should be accessible to people with a diverse range of hearing, movement, sight, and cognitive abilities. The Web Accessibility Initiative (WAI) is an international consortium that develops strategies, standards, and supporting resources to help make the web more accessible to people with disabilities. Recommendations from the WAI form the best practices for web standards internationally: https://www.w3.org/WAI/.
Tagged:
General
Architecture Review Board
The Architecture Review Board is an advisory body that enables business and technology alignment driven by Enterprise Architecture (EA) principles which provide UBC with a common vision for IT initiatives and architecture trends across the university. It provides a formal mechanism for architecture approvals and maintaining the link between the implementation of the architecture and institutional priorities.
Tagged:
Solution Design & Delivery

B

Business Intelligence, Analytics and Reporting (BAR)
Ensures the data captured in Workday through newly designed business processes are easy to use and leveraged for strategic insights, decisions and actions.
Tagged:
Solution Design & Delivery

C

Campus Wide Login (CWL)
Campus-Wide Login (CWL) is designed to give an individual access to UBC’s online applications with the same username and password. A CWL account currently provides access many systems such as the Student Information System (SIS), UBC Library, Blackboard Vista, and Connectivity Services. Once deployed, a CWL will be required to access many of Workday’s functionalities.
Tagged:
General
Cloud
Workday operates on a cloud-based platform, which is a secure way to store information without any hardware on location. As the Cloud is accessed from the internet, it is conveniently available to any account holder on any device at any location barring any access restrictions imposed by security administrators.
Tagged:
General Workday
Community Engagement
The consultation of our key stakeholders: students, faculty and staff in order to ensure the successful development and implementation of Workday, co-creating the future, adopting streamlined and standard processes based on higher education best practices.
Tagged:
General
Configuration
Configuration refers to the arrangement of steps, approvals and variables that UBC as an institution will make to the Workday software. A configuration uses tools unique to the system to change its behaviour or features.
Tagged:
Workday

D

Data Governance
A discipline that enables UBC to formalize and guide behaviour over the definition, production, and use of information. Institutional data is a strategic asset for UBC, therefore, appropriate governance for management and use of data is critical to enable faculty, students and staff to make decisions. Inappropriate governance can result in inefficiencies and exposes the university to unwanted risk. A consistent, repeatable, and sustainable approach to data governance is necessary in order to protect the security and integrity of UBC’s data assets.
Tagged:
General Solution Design & Delivery
Data Readiness
Work completed during the Pre-Implementation phase of the Integrated Renewal Program which provided the team with a common understanding of key Workday business objects, as well as UBC’s as-is data as it relates to these business objects. The analysis was focused on a key subset of the most critical business objects within Workday’s Foundation Data Model (Department ID, Academic Units, Locations, Supervisory Organizations, Compensation, and Job Catalogue), and involved participation from resources across the university.
Tagged:
Solution Design & Delivery

E

Executive Sponsors Committee
The Executive Sponsors Committee is responsible and accountable for the strategic oversight and risk management to ensure the success of the Integrated Renewal Program (Student, HR, and Finance). The Committee owns the business case and is accountable for the overall successful delivery of the program, including the achievement of the vision and benefits and oversight to the Program’s scope, schedule and budget.
Tagged:
General Leadership

F

Financial Management System (FMS)
Enables the university to manage and govern its finances efficiently using the PeopleSoft web-based accounting and reporting software. The PeopleSoft database holds all of UBC’s transaction data. Reporting tools such as the month end and over/under reports and the PeopleSoft tools of nVision and Query are key to monitoring the financial aspect of all areas of UBC. View the FMS reporting tools, including how to access them.
Tagged:
Finance
Foundation Data Model (FDM)
The Foundation Data Model is a multi-faceted classification system that allows users to attach common keywords, or “worktags,” to transactions. By labeling information with worktags that are shared between business areas (HR, Finance and Student), the university can effectively report and analyze data.
Tagged:
General Solution Design & Delivery Workday
Functional Area
A collection of domain or business process security policies that are related to the same set of product features, for example, Benefits or Compensation.
Tagged:
General Workday
Functional Teams
The Student, HR and Finance Functional teams’ roles are to articulate the vision and goals of the UBC community and to guide the design of responsive solutions that deliver value to stakeholders.
Tagged:
Finance General Human Resources Student

G

Governance
The Integrated Renewal Program is governed by a range of groups and committees representing the interests of the UBC community. Participants are drawn from the Vancouver and Okanagan campuses, UBC Leadership, UBC IT, Enrolment Services, the Integrated Renewal Program team, faculty members, administrative staff, student representatives, as well as executive representation from leaders outside of UBC.
Tagged:
General

H

Human Resource Management System (HRMS)
The primary source of information for UBC faculty, staff, and student employees in managing HR/salary administration, benefits administration, payroll, position management, recruitment, and workflow rules administration.
Tagged:
Human Resources

I

In-Scope Process Areas
Business areas and processes that are approved within the budget envelope of the of the Integrated Renewal Program across the Student, HR and Finance workstream.
Tagged:
General
Information Technology Advisory Council (ITAC)
Established in September of 2014, the Information Technology Advisory Council (ITAC) provides advice to the UBC Executive and Board of Governors related to maximizing the benefits from investment in Information Technology at UBC. ITAC considers subjects relating to the appropriateness of technology solutions proposed, the expected change impact to the institution, likelihood of success with the proposed implementation approaches and the appropriateness of funding and other resourcing assumed by the university. The council membership includes Senior Executives from outside of UBC as well as Senior Faculty and Administrators from within the university.
Tagged:
General Leadership
Integrated Process and Outcomes Committee
The Integrated Process & Outcomes Committee is a group of leaders from across the university who are invested in and contributing to the future state of the HR, Finance & Student eco-system for the Integrated Renewal Program. This is the primary body responsible for overseeing and approving processes and outcomes that impact more than one workstream, and providing consultation to functional workstream subcommittees on workstream specific high impact processes and outcomes.
Tagged:
General Leadership
Integrated Renewal Program Steering Committee
Works in partnership with the Sponsors & Leadership Team and the Executive Sponsors Committee to collaboratively achieve the Integrated Renewal Program vision. Its role is to define and execute the program deliverables in support of students, faculty, and staff.
Tagged:
General Leadership

O

Organizational Change Management (OCM)
The Organizational Change Management (OCM) team is responsible for developing and leading strategies that ensure stakeholders are ready, willing and able to adopt new business processes and enterprise technologies. This team ensures stakeholders are ready, willing and able to adopt new business processes and technologies during implementation.
Tagged:
General

P

Procurement
The identification, sourcing, access and management of the external resources that the Integrated Renewal Program needs, or may need, to fulfill its strategic objectives. The purpose of procurement is to explore supply market opportunities and to implement resourcing strategies that deliver the best possible supply outcome to UBC, its stakeholders and customers.
Tagged:
Finance
Procurement Modernization
As part of the Procurement Modernization project, Financial Operations has collaborated with faculty and administrative unit representatives from across the university to design and implement changes to improve procurement processes, guidelines and procedures. This project is led by Financial Operations in collaboration with faculties and administrative units across the university.
Tagged:
General Finance
Program Directors
Ensure the overall coordination and cohesion across the various Program workstreams, as well as leadership for their teams.
Tagged:
General Leadership
Program Management Office (PMO)
Manages overall visibility, collaboration, quality and financial and budgetary control. The PMO provides oversight to ensure the end results measure up to the expectations and needs of a diverse group of stakeholders.
Tagged:
General
Program Sponsors
Ensure the university’s support for the Integrated Renewal Program’s vision and objectives, and for the work involved in these achievements. This group will act to arbitrate conflicting demands on the Delivery Team and oversee achievable goals and objectives within the UBC context.
Tagged:
General Leadership

S

Scope
Defines the financial, technical, and business goals and objectives to be delivered within a project. Specific to the Integrated Renewal Program, the scope of the core enterprise solution is to seamlessly connect Student, Human Resources, and Finance functionalities to enable a cohesive, integrated, and enriched experience for the UBC community.
Tagged:
General Finance Human Resources Student
Software as a Service (SaaS)
Software as a Service (SaaS) applications are managed and updated by the vendor, which is Workday at UBC. Upgrades are delivered twice per year with all Workday clients, regardless of the industry sector, operating on the same version. This will ensure UBC is always current, with new features and functionality added regularly. UBC’s Workday instance will be hosted at a secure facility in Canada.
Tagged:
General Workday
Solution Design & Delivery (SD&D)
The SD&D team is responsible for designing and delivering technical solutions required to meet the Program’s needs. These solutions span a wide range of activities, including the overall technical vision for how the new enterprise solution will be securely populated with data from current systems and launched into the complex technical ecosystem at UBC. The team works with various technology vendors and partners to plan all aspects of system implementation, including data migration, reporting and system security.
Tagged:
General Solution Design & Delivery

T

Transition Captains
Transition Captains are trusted, local knowledge experts to support localization of change and adoption within their unit, becoming a go-to resource for Workday sustainment.
Tagged:
General Workday
Transition Leads
Transition Leads are the primary liaisons between the local unit and the Integrated Renewal Program, and key facilitators of their unit’s transition to new processes and the Workday solution.
Tagged:
General Workday
Transition Network
The Transition Network is an extension of the Integrated Renewal Program to: understand the faculty/unit environment(s) (what are the strengths, challenges and resources in relation to the Integrated Renewal Program transformation?), localize the change (translating the people, business process and technology changes emerging from the Program to the local context. What will this mean for us? How do we need to change to embrace the opportunity?), and embed the change (preparing people to navigate changed processes and tools, and sustain that change. Network members will cascade Integrated Renewal Program communications throughout faculties/units; inform of plans and activities, and help organize local training; be an informed resource for others).
Tagged:
General Workday

W

Workday
Workday is a cloud-based application that will replace all three core administrative systems (Finance, HR and Student Information Systems) at UBC. Workday is an industry leader in providing enterprise cloud applications for HR, Finance, and Student processes and data, and will provide UBC the opportunity to integrate all three streams in one system. There are a number of characteristics of Workday that fit the requirements of UBC’s ever-changing needs, including: intuitive navigation, mobile-friendly, automated processes, agile design, and an integrated, modern, and interactive interface. It’s extremely user-friendly and the system itself can be configured as required to address UBC’s requirements.
Tagged:
General Workday
Workday Foundation Tenant
Workday is made up of a number of instances or environments, called Workday Tenants. The Foundation Tenant will be UBC’s first instance of Workday. It is a key tenant containing the UBC-specific data necessary for supporting the overall Workday application and will include Human Resources, Finance and Student information.
Tagged:
Finance Human Resources Student Workday
Workday Tenant
An instance of the Workday software that users access in a dedicated, secure space. This data exists independently of other tenants and can be configured and adapted to the user’s specific needs. Each Workday customer has a secure tenant that is accessible only by them.
Tagged:
General Workday
Worklet
Display icons on the Workday Landing Page that provide quick access to frequently referenced data and tasks. Users can easily share these custom reports within their organization.
Tagged:
General Workday
Workstream
Refers to the Student, HR and Finance functional streams of work.
Tagged:
Finance General Human Resources Student
Worktag
A named attribute that Workday clients can assign to events and objects to indicate their business purpose. For example, users can use the worktag to assign a customer to an expense in an expense report or a product sales event.
Tagged:
General Workday