Workday Fields of Study: Why They Matter and How to Maintain Them

Why Are Fields of Study Important in Workday?

Have you ever wondered why Workday places such importance on Fields of Study? In a world where data-driven decision-making is at the core of HR management, accurate educational data is essential for hiring, workforce planning, and career development. Fields of Study in Workday provide organizations with structured educational qualifications, ensuring that job requirements align with employees’ academic backgrounds.

According to a survey by the Society for Human Resource Management (SHRM), 67% of HR professionals say that educational background significantly impacts hiring decisions. This means that having a well-maintained Field of Study dataset in Workday is critical for effective talent acquisition and internal mobility.

In this guide, we’ll explore the role of Workday’s Fields of Study, best practices for maintaining them, and how to keep them accurate for compliance and business needs.

The Role of Fields of Study in Workday

1. Enhancing Recruitment and Job Matching

Recruiters often look for candidates with specific academic qualifications. By maintaining a comprehensive list of Fields of Study, Workday helps recruiters filter applicants based on relevant educational backgrounds.

2. Streamlining Career Progression and Learning Paths

Organizations can map career progression and professional development programs based on employees’ Fields of Study. This helps in identifying skill gaps and offering targeted training programs.

3. Ensuring Compliance with Local Regulations

Some countries require companies to track and report employees’ academic qualifications for compliance and auditing purposes. A well-maintained Field of Study database in Workday helps organizations remain compliant with industry regulations.

4. Facilitating Accurate Workforce Analytics

Organizations use Workday’s analytics tools to assess workforce educational composition. Having structured and standardized Fields of Study ensures that reports and analytics provide meaningful insights into workforce trends.

How to Maintain Fields of Study in Workday

1. Configuring Fields of Study in Workday

Workday provides predefined Fields of Study based on global education standards, but organizations can also create custom values. To maintain accuracy:

• Review existing Fields of Study and identify missing or redundant entries.
• Align the list with industry standards, such as CIP (Classification of Instructional Programs) codes.
• Establish a naming convention to avoid duplicates (e.g., “Computer Science” vs. “Comp Sci”).

2. Adding and Editing Fields of Study

To add or modify Fields of Study in Workday, follow these steps:

1. Navigate to Workday Configuration > Fields of Study.
2. Select Add New Field of Study and enter the name, code, and category.
3. Assign the appropriate academic levels (Bachelor’s, Master’s, etc.).
4. Save and test the changes to ensure they integrate seamlessly with job profiles.

3. Mapping Fields of Study to Job Profiles

Once the Fields of Study list is standardized, ensure they are mapped correctly to job profiles. This enables Workday’s Recruiting and Talent modules to function efficiently by filtering candidates based on education.

4. Regularly Updating and Auditing Fields of Study

Workday administrators should schedule regular reviews to:

• Remove outdated or irrelevant Fields of Study.
• Update names based on changes in educational terminologies.
• Merge duplicate or redundant fields.
• Ensure alignment with industry and governmental compliance requirements.

Best Practices for Managing Fields of Study in Workday

1. Standardize Naming Conventions

Avoid inconsistencies by using uniform naming conventions. For example:

• ✅ “Business Administration”
• ❌ “Biz Admin”

2. Leverage Workday’s Validation Rules

Workday allows the use of validation rules to ensure users select only predefined Fields of Study. This minimizes errors and enhances data integrity.

3. Maintain Data Governance Policies

• Assign a dedicated HR or IT team to oversee the management of Fields of Study.
• Document changes and establish a review cycle (quarterly or annually).
• Train recruiters and HR teams to use the correct Fields of Study when inputting employee data.

4. Align with Local and International Education Standards

Workday allows companies to align Fields of Study with international education frameworks, such as:

• The ISCED (International Standard Classification of Education) framework.
• Country-specific education systems to ensure compliance with local labor laws.

Common Challenges and Solutions

1. Duplicate Fields of Study Entries

Problem: Different departments may add Fields of Study with slight variations (e.g., “Engineering” vs. “Engineering Studies”).

Solution: Implement a controlled entry process and establish a governance team to oversee the additions.

2. Mismatched Job Requirements

Problem: Some job profiles may have incorrect or outdated Field of Study requirements.

Solution: HR teams should regularly review and update job profiles to match current industry trends and organizational needs.

3. Data Entry Errors

Problem: Employees or HR teams may enter incorrect Fields of Study.

Solution: Use Workday’s dropdown lists and validation rules to limit manual entry errors.

Conclusion: The Power of Well-Maintained Fields of Study in Workday

A well-structured and up-to-date Field of Study database in Workday improves recruitment, workforce planning, compliance, and analytics. By standardizing naming conventions, aligning with global standards, and conducting regular audits, organizations can maximize the effectiveness of their HR and talent management processes.

Key Takeaways:

• Fields of Study play a crucial role in recruitment, career development, and compliance.
• Standardization and validation rules help eliminate inconsistencies.
• Regular reviews and governance policies ensure accurate data management.

By following best practices, organizations can ensure that their Workday Fields of Study data remains accurate, relevant, and compliant—paving the way for better workforce insights and decision-making.