Glossary

Business Process - Set of tasks that need to be completed for an event to occur, the order in which they must be done, and who must do them.  Referred to as a “BP”.

Employee Self-Service - Allows employees to initiate and perform tasks for themselves related to their worker status (e.g., update personal information, enter time off, maintain benefit information, etc.)

Manager Self-Service - Allows managers/supervisors to perform tasks that pertain to their manager role (e.g., approve time off, transfer, promote, terminate employee, etc.)

Supervisory Organization - Refers to a grouping used to organize people, resources, workers, and other organizations. Supervisory Organizations provide management, visibility into, and reporting (roll-up) structures for resource allocation. You can also use organizations to define cost centers and geographic or regional reporting structures.

Tenant - PRISM, the system where you will complete transactions.

Crosswalk

New Terminology

Absence - An umbrella term for time away from work that can be taken as either a longer-term Leave of Absence or a shorter Time Off request.  

Time Off Type - Time Off is a shorter request to be away from work and the dates are certain. The request includes each day the employee expects to be off work. Examples are Sick, Bereavement, Comp Time.

Leave of Absence - An extended period of time away from work where the return date may be an estimate. This is different than a Time Off Request which is normally shorter in duration with specific dates away.  In Workday the worker must be returned from the Leave. Examples are FMLA, Military, or Workers’ Comp. The term Leave is often used in legacy systems to refer to both Time Off and Leave of Absence, whereas in PRISM we clarify Leave of Absence.

Accrual - Defines how much time off employees can accrue, the timing of the accrual, and other rules. Can define eligibility rules, a frequency, and limits that differ from the time off plan.

Full Time Equivalent (FTE) % - The ratio of a worker's scheduled weekly hours to the business site's weekly hours. If a worker works 20 hours a week and the business site's weekly hours are 40, then the worker's FTE is 50%.

Intermittent Leave - A single leave of absence taken as separate blocks of time. To facilitate tracking, you can coordinate time offs with Leave of Absence, such as FMLA. Validation rules and supporting data for coordinated leaves and time offs can reference combined balances. For example, eligibility and validation rules can check to see if an employee has a sufficient balance across coordinated leave types and time offs to take all days in a leave of absence or time off request.

Leave Family - A set of similar leave of absence types. For example, a company-specific family might include disability leave and bereavement leave, while a separate regulatory family might include jury duty, family medical leave act (FMLA), and similar leaves. Workday displays the leave family name as a category of leave types for requesters to select from when entering leave requests.

Leave of Absence Rule - Can be used to define worker eligibility for leaves of absence and to define validations that prevent users from submitting invalid requests.

Leave Type - Defines rules that apply to a specific type of LOA, such as jury duty or FMLA. Identifies the leave of absence family and unit of time for leave requests. It can also identify employee eligibility rules for requesting leave, validations rules for preventing invalid requests, whether to track entitlement balances, and other
options.

Period Schedule - Defines the accrual frequency for a time off plan, such as annual or monthly (unless the plan has a custom frequency), and the start and end date of each reporting period. The period controls reporting of both accruals and time off requests.

Time Off Code - Defines the configured rules that apply to a specific type of time off. Identifies the time off type (what the user sees in their list when requesting Time Off), whether adjustments are allowed, and validation rules that prevent users from entering invalid requests. Can also define eligibility rules and limits that differ from the time off plan.

Time Off Plan - Defines the rules for entering and tracking one or more related time offs. Identifies the unit of time (hours or days), eligibility requirements, whether to track balances, and if time offs are position-based or worker-based. Time-off plans that track balances also specify the balance period (plan year), accruals that add to the plan balance, carryover limits, and other balance tracking rules.
 

Crosswalk

Crosswalk

Crosswalk

New Terminology

Close Job Requisition - Closes the requisition permanently.

Recruiting Start Date - Date you want your recruitment to start. 

Target End Date - This is used for limited-period positions only. This is the anticipated end date of the temporary position.

Target Hire Date - Date the date you wish to have the position filled (this is only an estimated date). 

New Terminology

*TAMS Codes may fall under Time Entry Codes or Time Calculation in PRISM

Eligibility Rules - Eligibility rules define the rules and criteria a worker must meet to use specific time entry templates, time entry codes, time calculations, and period schedules.

Time Entry Template - This is the area of Time Tracking that drives what displays for a worker within Time Tracking. Drives the Daily and Summary (Weekly) Totals for a worker. Also distinguishes the ability to use certain time entry methods (autofill from prior week, autofill from schedule, quick add, etc.).

Period Schedule - A time period schedule defines which dates are available for entry at a given time and defines which dates will be paid in which pay periods. They can line up with pay periods; or, in more complex scenarios, they can be paid on a lag.

Work Schedule - Drives what days display on Time Entry Calendar as scheduled/non-scheduled days, can be used in time calculations. At a minimum, all workers using time tracking in PRISM are required to have at least a generic work schedule assigned or defaulted.

Day Breaker - The time of day on which a worker's work day and work week begins. Defines the 24-hour period over which daily time calculations execute and the 168-hour period over which weekly time calculations execute. Unless otherwise specified, the default day breaker is 12 am.

Holiday Calendar - Allows for Time Tracking to display what days are recognized as Holidays. Also, can be leveraged to allow for time calculations that are specific to holidays run only on recognized holidays.

Time Entry Calendar - A set of self-service pages that workers use to enter, edit, and
view time.

Time Entry Codes* - The codes that a worker selects when recording time. (i.e. Regular, Training, etc.)

Time Calculation Tag - PRISM applies a calculation tag to time blocks during time calculations. The tags map to payroll earnings to drive how time blocks are paid and can be included in time-off and accrual calculations. You can also use them to display time and time-off totals on the time entry calendar.

Time Code Groups - The primary use of time code groups is to determine which time entry codes a worker is eligible for. Time code groups are assigned to a worker or to a position via eligibility rules (i.e. Scuba only displays with someone who has the appropriate certification).

Auto-Fill - A time entry method that copies time block from a worker's schedule or from a previous week onto the current week on the time entry calendar.

Micro-edit - The ability to edit existing time blocks or add time blocks directly
to a day by double-clicking on the time entry calendar.

Quick Add - A time entry method that enables you to create a time block and
copy it to multiple days in a week.

Time Clock Event - A time clock event describes a worker's actions, such as a check- in or check-out, on the web time clock or an external collection system. PRISM matches time clock events to form time blocks, which workers can edit and submit using the time entry calendar.

Reported Time - A worker's time that has been entered into the time entry calendar but has not had any time calculations applied.

Calculated Time - Result of applying time calculations to a worker's reported time. Automates application of company or regulatory rules.

Time Calculation* - A set of rules to apply a time calculation tag to calculated time blocks for payroll or other purposes. For example, you could create a time calculation to automatically convert regular hours into overtime hours if a worker works more than 40 hours in a week.

Time Calculation Groups - Groups together time calculations based on eligibility rules (i.e. shift differential only would calculate for those eligible)

Calculation Priority - Calculation priorities specify the order in which time calculations
execute.

Time Tracking Validations - Provides warnings or critical errors to alert workers to an issue (or potential issue) based on what they have entered in their timecard. Critical validations prevent a user from submitting time. Warnings appear on the time entry calendar but don't prevent the user from submitting time.

Time Block - A time block carries information about a portion of time, such as the number of hours worked or in/out times. Time blocks can be reported or calculated, but only calculated time blocks are pulled into Payroll.

Time Shift - When reporting In/Out time, can categorize a time block (or group of time blocks) as all part of one shift. This can then be leveraged within time calculations and/or time validations. *This can be particularly helpful for work that crosses the day breaker.

Time Day - Refers to all time blocks entered within a day.

Time Week - Refers to all time blocks entered within a week.

Timekeeper Role - Security Group specific to time tracking that allows for view/edit access of time tracking data within PRISM for a select group of workers (typically based on Supervisory Org or Location)