Submitting Workday Change Requests through Jira (WSS)
Once a proposed solution has been reviewed and validated, BPM formally submits a Change Request through Workday Support Services (WSS) in Jira.
This ensures approved recommendations move forward for configuration, testing, and deployment through the University of Arkansas System’s established governance process.
The purpose of this article is to outline the correct procedure for submitting configuration-related requests through Jira, including which form to select, how to attach documentation, and how to properly tag the request as a UAF Human Capital Management (HCM) submission.
Purpose
The purpose of this article is to outline the correct procedure for submitting configuration-related requests through Jira, including which form to select, how to attach documentation, and how to properly tag the request as a UAF Human Capital Management (HCM) submission.
Change Request Preparation
Before submitting a Change Request, ensure that all validated documentation from the design phase is complete and attached in the TDX project ticket.
Each Jira submission must include:
- ✅ Future-State Process Map (Excel + Visio)
- ✅ Functional Narrative Document (Word)
- ✅ Recommended Change Summary
- ✅ Test Scenarios (Excel)
- ✅ Security Role Requests (Word) — if applicable
All files should be final, reviewed, and approved internally before uploading to Jira.
Submitting a Change Request through Jira
To submit a Change Request for Workday configuration:
- Navigate to Jira Portal
Go to https://uasys.atlassian.net/servicedesk/customer/portal/5. This opens the Workday Support Services (WSS) portal.
- Select the Appropriate Request Type
- Business Process Change → Request a Change (for both Change and Project Requests)
- New Security Role → Request a New Security Role
- Edit Existing Security Role → Request a Security Change
- Complete the Form Fields
- Fill in all required fields, including Summary, Description, and Expected Outcome.
- Attach all supporting documents listed in Change Request Preparation.
- Institution Reference Number (REQUIRED for BPM): Enter the TDX ticket number (the related TDX project/service request ticket).
- Tag the Request for HCM Review (REQUIRED)
At the bottom of each Jira request form, locate the Share With dropdown menu.
Select UAF HCM to denote that this submission is for a Human Capital Management ticket.
- Submit the Request
Once submitted, WSS will assign the Jira ticket to the appropriate configuration analyst and confirm receipt.
Why this is required: The Institution Reference Number must reference the TDX ticket number so Power BI can link the Jira and TDX records together for monitoring and reporting.
HCM Visibility Rule: All HCM Jira tickets must be denoted as Shared with UAF HCM to ensure BPM-HCM visibility, coordination, and accurate reporting.
Tracking and Communication
After submission:
- Update the TDX project ticket with the Jira ticket number and submission date.
- Notify stakeholders that configuration has been submitted.
- Track Jira updates through integration dashboards.
- When Jira status changes to Customer Testing, proceed to Part 6: Testing & UAT.
Outputs
- Submitted Jira Change Request
- Linked Jira/TDX records
- Notification to requestor and functional approvers
- WSS acknowledgment and testing assignment