PASS - UW-Platteville HR Post-PASS Processing

PASS (Person API Stream Service) is the process utilized to receive employee and person data from Workday. Following this data retrieval, our campus will use the Post PASS process to transfer the retrieved data into either our SIS’s delivered tables or our final custom tables.

The key difference in the functionality between the two Processes:

  • PASS is for pulling and receiving Work Day data.
  • Post-PASS is for processing the data into our SIS and its delivered tables, such as Names, Addresses, Phone Numbers, and so on. This is the part HR will interact with most often.

The purpose of this documentation is to provide an overview of the process as it pertains to Human Resources’s role and usage of the data within the Post-PASS process.

[Please note: Our campus’s Student Information System (SIS) is also known as PASS. Trying to differentiate between our SIS and the Workday PASS system would be beyond confusing, therefore, in this documentation, our SIS PASS will be referenced only as SIS, while PASS will strictly pertain to the Workday PASS (Person API Stream Service).]

Access

There are 2 ways for accessing the pages HR will utilize while working with the Post-PASS data.

  1. HR Workcenter tile added to homepage - links for the pertinent pages have been added to the HR Workcenter to allow for easy access from a centralized location. The Workcenter contains links, queries, and reports to many non-Workday itesms as well. More information on the pages below will be discussed later in the documentation, if not already provided. The Workday links/pages covered herein are:
    1. PP Interface Process Status (found within the Adding and Linking Employee section).
    2. Supervisory Org Detail (found within the Department Setup and Mapping section).
    3. Person API Stream Service (PASS) Setup section, which includes links for:
      1. UW PP Interface Configuration
      2. Crosswalk Setup.
    4. Workday (found under the Shortcuts section).
      1. Clicking the link navigates the user to their campus’s prompt for their personal Workday login.Image of the Workday login window
    5. There are other custom Workday queries and reports that have been added as well that are outside this overview.
  2. Navigate directly via our SIS Navigator menu:
    1. UWP Satellite System > Staffing Community > Use > HR Workcenter

 

Post-PASS Processing

  1. PP Interface Process Status
    Image of PP Interface Process Status search criteria page.
    1. This page will be utilized often by HR to view entries set to review status to process them as needed. The steps to process those entries requiring review are as follows:
      1. Select Review from the drop-down list on the Process Status field and click Search, as reflected in the image above.
    2. Any entries requiring review will appear in the Search Results at the bottom of the Search Criteria page. The image below shows there are 11 pending entries to review.Image showing example of search criteria page with criteria results.
      1. The main categories of changes that will prompt review are:
        1. Emplid
        2. Workday ID
        3. External Org ID
        4. SSN
        5. Birthdate
        6. Gender
        7. Primary Last Name
    3. Click on each entry to view the information provided to determine why it was marked for review and the next steps needed.Image of resulting entry shown in grid as part of example
    4. The Post-PASS Review page opens to allow viewing of the PASS data recently pulled down from Workday prior to it being loaded into our Student Information System (SIS).
      Image with numbered fields to correspond with the descriptive numbered list that follows in the text
      1. Here is a brief overview of the top portion of the Review page:
        1. Mark for Hold/Mark for Archive
          1. Mark for Hold – puts the entry in Hold status while add’l action is being taken with this entry.
          2. Mark for Archive – used when entry is no longer needed/review can be ignored. If you don’t want to fix it or reprocess it, you can mark it as archived.
        2. Empl ID – shows as blank because the entry has not yet been processed into the database, hence the review status.
        3. Person Type - shows as blank because the entry has not yet been processed into the database, hence the review status.
        4. Process Action – select action from drop-down list – defaults to Not Determined when marked for Review.
          1. Add Person – used when person marked for Review does not exist in our SIS and needs to be created. This process takes all the Workday data provided, assigns the person a new Emplid, and adds it all into our SIS.
          2. Update Person – used when person being Reviewed already exists in our SIS and only needs data to be updated.
        5. Process Workday Data button – clicking this button will process whichever action has been selected in the Process Action field (Add or Update Person).
        6. Potential Matches section – provides information on a potential match in SIS pertaining to person being reviewed. This information may be helpful while using SearchMatch to verify.
        7. Processing Messages tab
          1. Opens the Processing Messages page that provides an in-depth data dump pulled down from Workday. Details will be included regarding the processing details, the fields and their values being pulled down from Workday, Identify Person details, Get Person Type details, Comparing Personal Information Data, and etc…

            This is where the reason for the review status will be found.
        8. Post-PASS Data tab
          1. Displays person’s data following the Add/Update action.  
        9. Return to Search button
          1. Clicking this button will return the user to the search page.
        10. Next in List button
          1. Clicking this button will automatically update the Status page to display the next entry to be reviewed without the need of returning to the Search page and selecting the next value.
    5. There are many scenarios that can cause entries to be reviewed for one of the seven reasons mentioned previously above. This documentation will look at the following scenarios and review the entries that fall under them.
      1. New Employee – needs to be processed and a new Emplid created
        1. When selected entry opens in the Review page and the Process Action field defaults to Add Person, and the Potential Matches section is blank, it is a strong indication this person does not exist in our SIS and needs to be added.
          Image of screen shot that shows what the following verbiage describes of how the fields look when the entry being reviewed is a NEW person.
          1. Suggested process to follow is:
            1. While all indications per Post-PASS are that this person does not already exist in our SIS, it is a good practice to verify by first doing a SearchMatch using the Last Name and First Initial to review any similar results. SearchMatch is available via a link in the HR Workcenter or can be navigated to via the PASS navigation menu.
            2. For this example’s purpose, no viable result was returned for the person we were searching for, further proving that we are correct in processing the Add Person action and clicking Process Workday Data (as shown in image above).
            3. Once successfully completed, all 3 tabs will reflect a successful update. The PP Interface Process Status tab project status will show Completed,image of how the PP Interface Process Status page appears when review has been completed
              the Processing Messages tab will show “Marking as complete”,Image of how the Processing Messages tab screen appears when review has been completed.
              and the Post-PASS Data tab will display the updated values where previously they were all blank.Image showing how the Post-PASS Data tab page appears when the reviewed entry has been completed.
      2. New or Existing Employee – SearchMatch finds potential matches in our SIS, but review is necessary to determine if viable option exists or if a new ID should be added.
        1. Reviewed entry defaults to Not Determined for Project Status, yet there is a Potential Match.
          Image shows the screen when the default value for review is set to "Not Determined".
        2. HR can click on the Potential match to review the data between Workday and PASS. In this case, the SSN, DOB, SIS ID match, but not the Legal/Primary last name. HR will then make the call if it is the same person or not.Image of an example Comparison screen with its fields and values shown for compare.
        3. If the same person, they will use the Update Person action and click the Process Workday Data button.Image of Review page showing its defaulting value for Process Action = Update Person.
          1. Once successfully completed, all 3 tabs will reflect a successful update. The PP Interface Process Status tab project status will show Completed,
            image of how the PP Interface Process Status page appears when review has been completed
            the Processing Messages tab will show “Marking as complete”,
            Image of how the Processing Messages tab screen appears when review has been completed.
            and the Post-PASS Data tab will display the updated values where previously they were all blank.Image showing how the Post-PASS Data tab page appears when the reviewed entry has been completed.
        4. Another scenario of the same sort, but the compared values difference is the DOB, yet the SSN and other pertinent fields are the same.
          Uploaded Image (Thumbnail)
        5. If the same person, they will use the Update Person action and click the Process Workday Data button. If not the same person, switch the Process Action from Update Person to Add Person.
          Image showing Review screen defaulting to Update Person.
          1. Once successfully completed, all 3 tabs will reflect a successful update. The PP Interface Process Status tab project status will show Completed,
            image of how the PP Interface Process Status page appears when review has been completed
            the Processing Messages tab will show “Marking as complete”,
            Image of how the Processing Messages tab screen appears when review has been completed.
            and the Post-PASS Data tab will display the updated values where previously they were all blank.Image showing how the Post-PASS Data tab page appears when the reviewed entry has been completed.
             
      3. Existing Employee with core data changes (Change in SSN or DOB or Legal Gender/Sex or Legal/Primary Last name or SIS ID or Workday ID)
        1. Reviewed entry defaults to Update Person for Project Status, yet there is a Potential Match.Uploaded Image (Thumbnail)
        2. HR can click on the Potential match to review the data between Workday and PASS. In this case, the SSN, DOB, SIS ID match, but not the Legal/Primary last name. HR will then make the call if it is the same person or not.
        3. If the same person, they will use the Update Person action and click the Process Workday Data button. If not the same person, switch the Process Action from Update Person to Add Person.Uploaded Image (Thumbnail)
          1. Once successfully completed, all 3 tabs will reflect a successful update. The PP Interface Process Status tab project status will show Completed,
            image of how the PP Interface Process Status page appears when review has been completed
            the Processing Messages tab will show “Marking as complete”,
            Image of how the Processing Messages tab screen appears when review has been completed.
            and the Post-PASS Data tab will display the updated values where previously they were all blank.
            Image showing how the Post-PASS Data tab page appears when the reviewed entry has been completed.
        4. Another scenario of the same sort that has a difference and comes in with the Process Action of Update Person.Uploaded Image (Thumbnail)
        5. HR can click on the Potential match to review the data between Workday and PASS. In this case, all the pertinent fields match except for gender. HR will then make the call if it is the same person or not.
        6. If the same person, they will use the Update Person action and click the Process Workday Data button. If not the same person, switch the Process Action from Update Person to Add Person.Uploaded Image (Thumbnail)
          1. Once successfully completed, all 3 tabs will reflect a successful update. The PP Interface Process Status tab project status will show Completed,
            image of how the PP Interface Process Status page appears when review has been completed
            the Processing Messages tab will show “Marking as complete”,
            Image of how the Processing Messages tab screen appears when review has been completed.
            and the Post-PASS Data tab will display the updated values where previously they were all blank.
            Image showing how the Post-PASS Data tab page appears when the reviewed entry has been completed.
             

Supervisory Org Detail

Supervisory Org Detail screen

 

Person API Stream Service (PASS) Setup

           This section of the Workcenter consists of 2 sub-sections containing setup information necessary for the operation of the Workday to our SIS. These setup processes are view-only but contain information that may be useful while working through Workday processing.

  1. UW PP Interface Configuration
    Image of UW PP Interface Configuration page - view-only
    1. The configuration image is pretty self-explanatory as to what each value pertains to. These values are managed by WD/SIS Admin.
       
  2. Crosswalk Setup
    Image showing the Crosswalk Setup page and its values.
    1. Sex is currently the only crosswalk set up. It provides a mapping of Workday gender values to our SIS sex values.

 

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