Hot Take: Say "No" to Calculated Fields in Workday Reports

I can't tell you how many times I see calculated fields that are unnecessary. I think this is because reporting training often focuses on how to build a report and not understanding the data model.

This is also why I am a huge advocate of taking a triad approach and not working in silo workstreams (technical, functional, data/reporting). 

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Here are the issues I see most often:

1. Using the Wrong Data Source

I frequently see this in reports (including many written by implementation partners).

Too many reports in Workday Student start with the Academic Record (data as of the current day you run the report) or Academic Period Record (data as of the past or only current period if the student has registered OR done continuing (not new) student onboarding).

There are many other data sources that often would be better based on the data needed.

Figuring out if you want multiple rows to look at the past or look at data as of current day (which is typically not best to blend with past data) is key.

If you pick the right data source, your report needs fewer or no calculated fields.

Reports used in integrations are one of the areas where I see the most mistakes. This is where I love teaming up with an integrations SME so that we can blend my functional/data knowledge with their technical knowledge.

We can whip out an accurate integration in a fraction of the time because we got the report associated with the integration correct from the start.

2. Not Using a Related Business Object

I frequently see reports where someone created a calculated field on the primary business object when they could have just used the related business object and selected the field on there.

You might say, "Why is this a problem?"

If you aren't careful, calculated fields can clutter up your business objects quickly. If they weren't even needed to begin with, it seems like a waste.

Additionally, I love to empower functional users (the people doing the work). The more they can easily understand the report and not have to dig through a web of calculated field set-ups, the better.

Get Started with Workday Reports

At Legato, we help institutions understand the Workday Student data model so that they can build accurate reports in a fraction of the time it would take otherwise.

We teach how to take a triad approach so that your institution has an operating model that involves the right people from the start.

Institutions that build their reports this way have significantly less errors and less maintenance of their tenant. They can more easily maintain and manage their reports and data.

We offer a free hour of consulting to all institutions. Let us take a look at some of your key reports and integrations to see if they are built as efficiently as possible. A second set of eyes always helps!

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