Please note: this webpage is intended for learning purposes of Workday only. It is not a determination of how UMD intends on using the Effective Dating functionality.
An Effective Date in Workday Student is the date when a version of a task, security, policy or process goes into effect. Based on the action being completed, this may be a past, present or future date. Effective dating is a common feature used to manage a variety of functions.
When an Effective Date is on a task, security, policy or process, users can:
- Edit data in the system without losing the prior history. The feature is similar to creating a “version 2” of a document. Having a version history allows users to view, or report on, how something was configured at a certain point in time.
- Enter changes in the system that are set to take effect at a future date—even years ahead—and they will update automatically. This is similar to scheduling a delayed email.
Effective dating might be used to:
- Update course details such as titles, methods of instruction, course components, or student eligibility rules for prerequisites. Administrators can adjust course details by creating a new effective-dated version rather than creating new courses. This functionality in Workday helps reduce the proliferation of course numbers.
- Place a student on university leave, withdrawal, suspension, etc.
- Use reporting within Workday to view data as a snapshot in time.
Example:
Meet Hope.
Hope realizes she needs to update the title of a course for the upcoming semester. To make sure the change takes effect at the right time, she sets the effective date for the term after the current one. Once the effective date is entered, she submits the update, and the request is automatically routed through the approval process before the change is finalized.
Key Takeaways
Does the effective date mean today’s date?
No, an effective date can range anywhere from the past, present and future with the caveat that some functions in Workday cannot be backdated.
This website will grow over time with workstream information, ideas, and topics, so please continue to revisit! To ask a question or request assistance, please contact elevate@umd.edu.