McGill University has recently taken a bold step to modernize its administrative infrastructure by decommissioning its longstanding Staff Directory. As of January 31, 2025, the traditional directory is no longer in use. Instead, McGill IT Services has shifted identity and display name management to Workday—the platform that will now serve as the “single source of truth” for staff names across Microsoft 365 applications such as Teams and Outlook.
In this article, we explore the details behind this change, its impact on staff, and the broader implications for IT administration and security improvements in large organizations.
Traditionally, the McGill Staff Directory was used not only for internal information retrieval but also reflected the names displayed across Microsoft 365 apps. With the transition to Workday, staff names and prefixes will now be updated based on the information stored in Workday. Here are the key updates:
For Windows users, especially those involved in IT support or administration, this change highlights the importance of staying current with modern identity management practices. Whether you’re an employee adapting to these changes or an IT pro tasked with managing similar systems, embracing automation and centralized data control is the way forward.
If you’re interested in discussing further how similar updates might affect your organization’s IT landscape, or if you have questions about Microsoft 365 integrations, feel free to join the conversation on our forum. In today’s rapidly evolving digital world, staying informed is half the battle won.
Stay tuned for more updates and expert insights on IT management and Microsoft 365 enhancements, right here on WindowsForum.com.
Source: McGill University Staff Directory decommissioned – Staff to update/review Workday information
In this article, we explore the details behind this change, its impact on staff, and the broader implications for IT administration and security improvements in large organizations.
What’s Changing at McGill?
Traditionally, the McGill Staff Directory was used not only for internal information retrieval but also reflected the names displayed across Microsoft 365 apps. With the transition to Workday, staff names and prefixes will now be updated based on the information stored in Workday. Here are the key updates:- Decommissioning the Directory: Effective January 31, 2025, the longstanding Staff Directory has been officially phased out.
- Unified Source with Workday: All staff display names in Microsoft 365 applications, including Teams and Outlook, will now pull directly from Workday.
- Automatic Updates: If staff do not update their preferred name settings in Workday, their legal name and legal prefix will automatically be used as the default display names.
- Streamlined Processes: Telephone coordinators no longer need to complete revision forms for new hires or departmental changes, reducing administrative overhead.
Impact on Microsoft 365 and Daily Operations
For many organizations—and particularly those leveraging Microsoft 365—the display name is more than just a cosmetic detail. It often reflects identity, professionalism, and identity consistency across various communication platforms. Here’s how the new system will affect routine operations:- Consistent Branding in M365 Apps: As staff names update based on Workday entries, consistency across platforms improves. This is essential when using Teams or Outlook for external communications.
- Enhanced Security: By removing external access to the old Staff Directory, McGill reduces exposure of sensitive personnel information. This can help mitigate phishing attacks and other cybersecurity risks.
- Reduced Administrative Burden: Eliminating the need for manual updates via telephone coordinators means resources can be reallocated to other IT initiatives.
Step-by-Step: How to Update Your Workday Information
For staff wanting to use their preferred display names (including name prefixes) in Microsoft 365 applications, updating information in Workday is essential. Below is a simple guide to help you verify or change your details:- Access Workday:
- Navigate to the Menu (top left) and select Personal Information > Name.
- Editing Your Preferred Name:
- Under the Preferred Name section, click Edit.
- Uncheck the box that says "Use Legal Name as Preferred Name".
- Update your Preferred Name and/or Preferred Prefix as desired.
- Submit the changes.
- Removing Your Name Prefix:
- To use your legal name without a prefix, follow the same navigation to Personal Information > Name.
- Click Edit under Preferred Name.
- Uncheck the box "Use Legal Name as Preferred Name" and then click the
x(or remove) icon to delete your current prefix. - Submit your update.
- Information Propagation:
- Please note that display changes will take up to 24 hours to update across Microsoft 365. On desktop versions of Outlook and Teams, it might take a little longer.
Operational & Security Benefits
The decision to replace the old Staff Directory with Workday-based management isn’t just an IT upgrade—it’s a strategic move towards robust data security and process automation. Here’s why:- Mitigating Cyber Threats:
The decommissioning of an easily accessible staff directory reduces the chances of malicious actors harvesting email addresses and other contact information. This is a critical step in lowering the susceptibility to phishing attacks. - Process Simplification:
Shifting to Workday means that personnel no longer require redundant manual checks and updates performed by telephone coordinators, streamlining HR and IT workflows. - Data Consistency and Integrity:
With one centralized source for name management, discrepancies between data sets (legal names versus display names) are minimized. This level of consistency is crucial for seamless integration across multiple software systems, particularly within dynamic environments like Microsoft 365. - User Empowerment:
Employees now have direct control over how their names appear across platforms. This not only enhances personalization but also improves overall user satisfaction.
Broader Implications for IT Administration
McGill’s transition rings true with a general trend in the world of IT management, where data consolidation and automation replace manual, error-prone processes. Some wider industry implications include:- Streamlined Identity Management:
Organizations can significantly reduce administrative overhead by centralizing personnel data. This is particularly beneficial in today’s dynamic work environments where remote collaboration tools and cloud applications are standard. - Enhanced User Experience:
With display names automatically managed via a secure system like Workday, end-users avoid unnecessary updates and discrepancies across different platforms. This leads to more professional communications via Teams, Outlook, and other Microsoft 365 applications. - Security as a Priority:
Modern IT infrastructures emphasize proactive security measures. Decommissioning legacy systems that could be vulnerable has become a priority amid increasing cyber threats. McGill’s approach underscores how updating and consolidating systems can serve as an effective defense mechanism. - Automation Over Manual Processes:
As IT evolves, many organizations are recognizing the benefits of reducing manual input and automating routine tasks. The Workday update perfectly encapsulates this trend, serving as a blueprint for others looking to modernize their operations.
How Does This Connect to the Windows Ecosystem?
While McGill’s update is institution-specific, the ripple effects extend to the broader realm of enterprise IT—especially in environments where Microsoft 365 is heavily utilized. The synchronization between identity management platforms and cloud applications is an increasingly serious matter:- Microsoft 365 Integration:
Any organization relying on Microsoft 365 can draw parallels from McGill’s approach. Consistent display names and automated updates improve clarity in communications, whether for internal team interactions or external client engagements. - Enhanced Collaboration in Teams:
With automated updates, team members can trust that the names they see in Teams reflect the most current and preferred identity information. This is particularly useful in large organizations where personnel changes are frequent. - Potential Inspirations for Other Institutions:
If McGill’s model proves successful, similar institutions might follow suit in decommissioning outdated directories in favor of a secure, automated system. This shift reflects a larger industry move towards streamlined identity governance—a noteworthy trend for Windows users and IT professionals.
Final Thoughts
McGill University’s transition from a traditional Staff Directory to a Workday-based approach signals a significant evolution in how organizations manage personnel data in the digital age. By updating their display names for Microsoft 365 applications through Workday, McGill is not only enhancing security but also simplifying administrative processes—a move that other institutions might soon emulate.For Windows users, especially those involved in IT support or administration, this change highlights the importance of staying current with modern identity management practices. Whether you’re an employee adapting to these changes or an IT pro tasked with managing similar systems, embracing automation and centralized data control is the way forward.
If you’re interested in discussing further how similar updates might affect your organization’s IT landscape, or if you have questions about Microsoft 365 integrations, feel free to join the conversation on our forum. In today’s rapidly evolving digital world, staying informed is half the battle won.
Stay tuned for more updates and expert insights on IT management and Microsoft 365 enhancements, right here on WindowsForum.com.
Source: McGill University Staff Directory decommissioned – Staff to update/review Workday information
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