Volume 6

Dear Colleagues,

Recent headlines remind us of the importance of safeguarding online information. Workday commits to protecting personal data in the system, using the protocols described below. Learn more by exploring a demo, which was initially shown at one of the University’s Pop-up Labs. The lab enabled campus to interact with Workday and its security features, as part of a series of events held during October’s National Cyber Security Awareness Month.

Access to Workday is based on Roles, which specify what each user can see and do in the system. As an example, an Academic Partner will be able to review and approve transactions related to recruitment, academic appointments, and compensation. An Absence Partner will be able to see time off balances and approve leave of absence requests. The Workday Roles are associated with positions rather than people. This is important because, if you transfer to a new position, you may need to see different parts of the system. The colleague who moves into your previous position will need the access you originally had.
An individual’s Workday Role access can be further tailored through Security Groups, which organize faculty and staff by characteristics such as job profile and department. As an example, you may need to approve transactions for all Development Officers or everyone in the English department. The Wake Forest Workday team will work with colleagues across the University to create and assign these Roles and Security Groups.
Workday encrypts data while it is “at rest” in a database and “in transit” across the internet. Complete database protection is possible because Workday operates with only a few dozen tables, as opposed to the tens of thousands that comprise other systems. These tables rely on an algorithm called the Advanced Encryption Standard (AES), which is trusted throughout the world to encrypt sensitive information.
When users access the data through the internet, Transport Layer Security (TLS) protects network traffic from eavesdropping, tampering, and forgery. Additionally, Workday resources and third-party vendors regularly test the network to ensure it is not vulnerable to hackers.


Beyond electronic safeguards, Workday employs physical security to protect the servers where the company stores user information. State-of-the-art data centers, designed to host mission-critical computer systems, are monitored by security personnel 24 hours a day, seven days a week. Additionally, camera surveillance systems are installed at critical internal and external entry points. Individuals entering the server area must complete several layers of authentication, and unsuccessful attempts are logged and monitored. Workday adheres to the strictest physical security measures to highly restrict access to its data centers.