Reporting on Training in Workday

Access to Learning reports requires an applicable security role.

There are three main Learning reports:

  • RPT7794 – Learning Enrollments and Completions for Active Learners
    • Best for simple completion data
  • RPT7270 – Learner Records (Assignments, Enrollments & Completions)
    • Best for viewing completions and assignments together
    • Best for completion records for inactive learners
  • RPT7268 – Learner Status Report for Assigned Learning
    • Best for monitoring open assignments

Jump to:

Verifying Completions

For an Individual

From the person’s profile, select Career in the left menu. Learning records are shown on the Learning tab in sections of Not Started, In Progress, and Complete. Use the column headers to sort or filter data.  

For a Supervisory Organization or Multiple Learners

Option 1: RPT7794 – Learning Enrollments and Completions for Active Learners

  • Supervisory Organization with Manager: Search for highest Supervisory Organization (SupOrg) and check the box for “Include Subordinates.” This can be left blank if you are searching for all completions of a specific course.
  • Include Extended Enterprise Learners: Leave unchecked unless you need records for Academic Affiliates, Non-Worker Students, or Guest WashU key holders. Reference Workday’s Extended Enterprise tutorial for more information about this population.
  • Enrolled Content: Select specific courses
    • For FCOI, select both courses: Financial Conflicts of Interest (FCOI) Education Prerequisite and Financial Conflicts of Interest (FCOI) Education Recertification
  • Completion Status: Only completions are shown by default. Select In Progress and Not Started to see records of individuals who have enrolled but not competed the training.
  • Include Only Most Recent Completion: By default only the most recent completion of the course will show for each person. Uncheck this to see all completions.

Note: Use RPT7270 if you need information on inactive workers.

Option 2: Learning Metrics Dashboard – Research Compliance tab

  • The bottom section of this report pre-fills common research compliance courses.
  • The dashboard defaults to your own Supervisory Organization (SupOrg).
  • Click View More at the bottom of the Research Training Completions (Active Workers/Extended Enterprise Learners Only).
  • Edit the SupOrg and check “Include Subordinates.”
  • Edit other prompts as needed.
  • Click OK.

Option 3: RPT7270 – Learner Records (Assignments, Enrollments & Completions)

  • Prompt options are similar to RPT7794.
  • If necessary, check Include Inactive Workers.

Monitoring Assignments

Option 1: Use the Learning Metrics Dashboard – Research Compliance tab

  • The top section of this report pre-fills common research compliance courses.
  • By default, it shows only open assignments.
  • The dashboard defaults to your own Supervisory Organization (SupOrg).
  • Click View More at the bottom of the Open Research Compliance Training worklet.
  • Edit the SupOrg and check “Include Subordinates.”
  • Edit other prompts as needed.
  • Click OK.
  • Set a regular reminder to return to the dashboard and review open assignments for your SupOrg or courses.

Option 2: Run RPT7268 – Learning Enrollments and Completions for Active Learners

  • Supervisory Organization with Manager: Search for highest Supervisory Organization (SupOrg) and check the box for “Include Subordinates.” This can be left blank if you are searching for all completions of a specific course.
  • Include Extended Enterprise Learners: Leave unchecked unless you need records for Academic Affiliates, Non-Worker Students, or Guest WashU key holders. Reference Workday’s Extended Enterprise tutorial for more information about this population.
  • Learning Content: Select specific courses.
    • All FCOI assignments are on the course Financial Conflicts of Interest (FCOI) Education Recertification.
  • Assignment Status: The report defaults to Open and Completed. To see just incomplete assignments, remove the Completed status.
  • Assignment Mechanism: By default, all assignments pull into the report.
    • Campaign: Automatic assignment rule
    • Retraining: Ongoing training requirement set by an expiring course
    • Learning Facilitated Enroll: Assigned by a person
  • Include Retraining Assignments Not Yet in Retraining Window: If checked, all open assignments regardless of due date will show on the report. If unchecked, only assignments that are overdue or due soon will show.

Retraining

If a course expires and the person still meets the criteria to complete the course, they will enter the Retraining Window a few weeks before the due date. This window is set by the course owner and is typically 4-6 weeks.

When the retraining window opens:

  • The retraining assignment appears by default on RPT7268
  • The leaner is notified that training is due soon
  • The course appears in the learner’s Required for You on the Learning Home page

Scheduling reports

From the report results page:

  • Click the Related Actions (three dot) icon
  • Custom Report
  • Schedule

On the pop-up select the frequency and check the box to populate default prompt values.

On the next screen:

  • Report criteria tab: Enter specific prompts (SupOrg, courses, etc.)
  • Schedule tab: Enter details for the recurrence
  • Output: Select the output type and other settings

At the scheduled time, the report is generated in Workday. A link to view the report is emailed to you.

Security

Access to Learning Records is based on a Supervisory Organization (SupOrg). To view learning records for others outside of your management structure, you need one of these roles:

  • Departmental HR Partner
  • Departmental HR Partner Lead
  • Learning Partner

Security roles are assigned at a SupOrg. If you have Departmental HR Partner at a SupOrg, but you need access to learning records outside that SupOrg, ask your HCM Security Contact to submit a role request for Learning Partner at a higher or additional SupOrg.

Learning Partner can also be requested at the highest WashU SupOrg (Washington University in St. Louis (Martin, Andrew D.) (SUP104992)). You may need to provide information about why you need access beyond your department.

SupOrg Structure and Reporting

The SupOrg owner is not part of the SupOrg. Department administrators likely need to request Learning Partner one level higher than the required SupOrg to see learning records for the SupOrg owner. If the reporter has access, the named SupOrg owner will pull into reports by default using behind-the-scenes logic.

Example: The security role Departmental HR Partner for SUP1234567 owned by Marie Curie does not allow reporters to see learning completion data for Marie Curie because she is not part of her own SupOrg. The Learning Partner security role must be requested for one level higher than that SupOrg. Then Dr. Curie’s learning records will pull in when running reports for SUP1234567.