In light of the move to Workday, the university has established a plan to retire our legacy systems and to archive those systems’ data.

The system retirement strategy implemented as part of the MyDay program will ensure that all data in our legacy systems – HRMS and AIS – are archived and accessible, while retiring these systems in a timeframe that makes sense for the university both operationally and financially.

Retiring HRMS & AIS

Since Workday went live in July 2021, AIS and HRMS data became view-only except for FY21 closing and payroll business processes.

“View-only” means users will still be able to see data within the systems but won’t be able to make any updates to the data. Inquiries and reports can still be run, and documents can be downloaded, but any functions that update data will be hidden or turned off.

Read-only mode for AIS and HRMS will last for approximately one year after the Workday go-live date. Then, both AIS and HRMS will be shut down in December 2022.

  • This timeframe will provide AIS and HRMS users with a full year of access to those systems after we go live with Workday.
  • At this point, there will be one fiscal year (FY22) of data established in Workday.
  • Retiring AIS and HRMS a year after Workday goes live will minimize licensing and maintenance costs required to keep those systems running.

Accessing HRMS & AIS data post-shutdown

All data from HRMS and AIS will be saved or archived.

No data will be lost; however, the way we access that data will vary. Data will either be accessible through Cognos or available upon request.

Cognos

After HRMS and AIS are shut down, most of those systems’ data will be available for anyone at WashU to access through a tool called Cognos, which connects to the university’s data warehouse.

HRMS and AIS already send most of their data to the data warehouse; however, some of the data lives exclusively in the source systems. New operational AIS reports are now available in Cognos, which have been designed to be comparable to former AIS screens.

Training

If you are not familiar with running reports in Cognos, we recommend taking the Cognos Basics and Managing Shared Reports e-learning modules on Learn@Work.  

Requesting data

Some data will only be available upon request from the data archive. If you need to request AIS or HRMS data that is not available in a Cognos report, please click the button below.


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