Why I Call It 'Data Translation' Instead of 'Data Conversion' - A First-Hand Perspective

When institutions engage with Workday Student, they often think of the process as "data conversion." However, based on my experience, I see it as "data translation." This distinction is not just a matter of terminology; it profoundly affects how schools manage student data when moving away from older systems.

Additionally, it leads schools to underestimate the work involved.

The Complexity of Data Translation

Translating data from a legacy student information system to Workday Student involves more than just uploading files. It requires an understanding of different data structures and their implications. For example, let’s say a student enrolls in graduate courses while still classified as an undergraduate in a legacy system. In that case, the transcript in the old system might categorize the courses correctly but may not show the complete academic picture in Workday. The new system pulls data based on academic records, which is unique per level. It will allow you to pull the data in data conversion as you had, but will lead to data misrepresentation on the transcript.

This situation highlights why "translation" is a better term; it emphasizes the need to adapt and accurately reflect each student's journey through the education system in a new way.

Collaboration is Key

Collaboration between teams is essential in successfully translating data into Workday Student, particularly using Workday's fantastic tool - course tags. These tags facilitate the dynamic grouping of courses that qualify to meet an academic requirement. To do this successfully, you have to have a coordinated effort between the functional team and data conversion team to find out how the data needs to be translated from the legacy system into Workday.

I’ve seen firsthand how coordinated efforts lead to better outcomes. Keeping accurate records of testing notes and ensuring the translation team understands specific needs are crucial steps for a successful migration to Workday.

Validation is Non-Negotiable

One common pitfall in the data loading process is misinterpreting loading percentages. A file may show that it was loaded successfully at, say, 85%, but that figure merely reflects file format compliance and does not guarantee the data fulfills institutional needs.

Effective validation processes are vital to confirm that data transferred to Workday is not just present but accurate and reflective of the institution's requirements. Surprisingly, many project management teams overlook validation efforts, which can lead to significant downstream issues, including disrupted student services and delayed or rocking go-lives.

Tracking the accuracy of the data loaded into Workday is 100% the responsibility of the institution. Institutions must allocate dedicated resources to validation.

Final Thoughts on Data Conversion

Referring to the process as "data conversion" simplifies the complex work involved in moving data to Workday Student. It's not merely about shifting data from one place to another; it's about transforming that information to accurately reflect students’ academic histories.

If your institution would benefit from refining its data translation approach, and would like to have a free data conversion strategy presentation and conversation, just request a discovery call. These informational sessions are free and meant to point you in the right direction.

I've created content on this topic to offer schools advice on improving their data conversion, drawing from my experience with several Workday Student implementations.

Let’s ensure that your move to Workday Student showcases the depth and integrity of your academic data!

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