A recent enhancement was made in Workday to identify and resolve UID issues earlier in the Hire business process. This is to help eliminate 6 digit UIDs from being created and to increase efficiency with new hires being able to activate their directory ID and login to Workday.
With this enhancement, the initiator of the transaction will be notified, via email, if their transaction has failed or is pending with the ERP Services Human Capital Management (HCM) team.
Workday UID Integration: Important Email Notifications You May Receive
As part of the Workday UID integration process, you may receive automated email notifications when issues related to UID (University ID) creation are identified. These notifications are designed to help ensure worker data is accurate and aligned with existing University systems. Below is a summary of the three types of emails you might receive, along with the appropriate actions to take:
1. Worker Data Collision
What it means:
This notification indicates that a 9-digit UID cannot be generated because the individual already has a record in the University's Identity System with differing personal data. This typically happens when the person has had a prior affiliation with the University (e.g., as a student, employee, or affiliate).
Action required:
Review the worker's data you entered--specifically first name, last name, date of birth (DOB), and Social Security Number (SSN). Make any necessary corrections to ensure it matches University records.
2. Existing Worker in Workday
What it means:
This message confirms that the individual you entered already exists in Workday with a UID.
Action required:
Locate and use the worker's existing pre-hire record (linked to their UID) when initiating the hire event. Do not create a new record. If a new record has been created, submit a ServiceNow case to request the pre-hire record be deleted.
3. External Student Already Exists in Workday
What it means:
This notification is sent when the person being hired is already in Workday as an external student with an existing UID.
Action required:
Use the student's current UID to proceed with the hire event. Do not create a new record. If a new record has been created, submit a ServiceNow case to request the pre-hire record be deleted.
As a final reminder, please remember to always use the "Search for Person" functionality in the "Hire Employee" and "Hire Student" tasks to verify if the worker/student you are trying to hire is already in the system.
If you have any questions about this process, submit a ServiceNow case to the ERP Services - HCM team.
Thank you,
ERP Services - HCM