Finance Reporting and Analytics Release Notes

August 7 Release Notes

Finance Reporting and Analytics Release Notes for August 7  This update includes significant new reports and modifications that have been released since the new fiscal year began, as well as known issues that we are investigating or working on currently.

Archived Release Notes:

June 25, 2024

Finance Reporting and Analytics Release Notes for June 25, 2024    

 

As we end fiscal year 2024, here are some notes of interest and reminders from the Finance Business Intelligence (BI) team for the past quarter.  If you have a finance reporting need or feedback, please reach out to at AskFinance@virginia.edu 

 

Fiscal Year End UBI Schedule: 

The data warehouse and UBI Finance apps will reload overnight on Friday June 28^th to capture final June close activity.  The warehouse and UBI will next update on Sunday night the 30^th. 

 

FY25 Budget and Obligations: 

The FY25 Original and Working Budget Plans will be available in Workday by the EOD on July 1^st and will be available in UBI on July 2^nd.  Payroll Obligations for the new fiscal year should be available in UBI by the end of the 1^st week of the year. 

 

UBI Journal Lines 

As we mentioned in our last update, we encourage you to use Workday Journal Lines – Actuals Only OR Workday Journal Lines – Income Statement Only when you need detailed transaction information in UBI instead of the more general Workday Journal Lines.  These datasets are more targeted and the apps will perform better. 

 

UBI Code Review and Standardization 

We are overhauling most of the UBI Finance apps to clean up code, standardize metrics, and redesign the layout for some sheets.  We are doing our best to be mindful of the impact on private or community sheets, but if you find yourself in a situation where you see an “Invalid Dimension” error please contact us and we’ll help you straighten it out.  This work started in February and we expect it to continue through the summer. 

 

UBI Sheets 

A couple of general reminders about Sheets in UBI… 

• Public Sheets have been created by the UBI Team and tested by functional experts. 

• Community Sheets have been created by individual users and “Published” for sharing.  The individual user is responsible for vetting these sheets. 

• You can click on the information icon on the Sheet thumbnail to see who published the sheet and when. 

• Published by Me sheets are sheets which have previously published to the Community 

• You only need to publish your personal “My Sheets” if you are sharing them with other users.  If you need to share a sheet so others can test it, please put TEST or WIP in the name while in testing and republish with final name once testing is done. 

• Please give your published community sheets meaningful names so users know what they are for.  This should include your MBU or Department as a prefix to the name for easy identification by others. 

• If you want to share a bookmark/link to a sheet with others, you need to publish the sheet, then create and publish the bookmark.  Once the bookmark is published, you can share that as a link. 

• My Sheets are sheets you create for regular personal use or ad hoc analysis. 

• If you create a My Sheet and don’t expect to use it again, please practice good hygiene and delete it to keep the system healthy and happy 😊 

• Here is a helpful link to creating and sharing sheets:  Custom Sheets and Sharing in UBI 

  

A friendly reminder that you always find this information and more reporting resources at:   

• Business Intelligence & Analytics | UVA Finance (virginia.edu) 

  

Adaptive Planning Release Notes delivered from Office of Planning and Analysis. 

  

  

UBI 

Other Items of note: 

• Workday Fund Balance: 

• We have removed the Function worktag from the Fund Balances with Worktags report because we do not track balances by Function and this was causing some confusion. 

• Workday Function Analysis: 

• This app is used to compare spend % by function across years and now has the Original Budget added as well to help identify variances from plan which may need investigation. 

• NEW: Workday eVA Fee Charges:   

• This app is used to apply the eVA charging rules provided by the Schools/Units to the bi-monthly eVA fee file sent from the State.  FYTD charges through January were booked in the ledger in March.  

• Workday RAD and Workday RAD for PIs: 

• Cost Share budgets and expenses are now included. 

• Expanded access so that PIs can view Grants where they are the Lead Award PI even where they are not the Grant PI. 

• An Award or multiple Grants can now be selected for display on the BBA. 

• The transfer ledger 8904 is now included so that residual funds are available. 

 

Workday 

Items of Note: 

• Award and Grant reports: 

• Award and Grant reports now use a default prompt to include funds in the FDH086 Sponsored Research Funds hierarchy. 

• An Award Group prompt has been added to select reports. 

• F&A Rate by Company and Cost Rate Type has been removed from Workday – please use the UBI app Workday F&A Recovery instead. 

• Time Period Prompts: 

• For reports that have a prompt for Time Period, where you may have customarily used Current Period or Current Period YTD, we now have a new option “Last 3 Periods (UVA Fiscal Year)” so you can more easily pull a single quarter. 

 

Important note regarding EDW/UBI reload schedule 

• The Date Warehouse (EDW) and UBI are currently scheduled to reload Sunday – Thursday nights with data extracts from Workday starting at 9 PM.  This timing is driven by maintenance and backup schedules for Workday and our data center.  When a month-end falls on a Friday, an out-of-cycle refresh will happen so data is available over the weekend. 

Release Date

Tue, 06/25/2024 - 13:35

Functional Area

Finance Reporting and Analytics Release Notes

Open configuration options

 

March 27, 2024

•  

• This includes Revenue, Expense, and Transfer ledger account types for those of you who focus primarily on managerial or transactional reporting.  By eliminating balance sheet activity, this dataset is approximately 50% of the size of Workday Journal Lines.  This app will retain the Obligations and Commitment details so you can reconcile to Budget vs Actuals. 

 

We’ve added some new options/measures to make it easier to pull Year-to-date, Inception-to-date, and Prior Year-to-date data and do variance analysis.  You can start with the template sheets we provided in the apps to customize your reports using these new measures and date filters.  You can find training videos here:  Resources | UVA Finance (virginia.edu) 

 

Let us know what you think about these new apps and enhancements – we’d love to hear from you. 

 

If you support PIs on the grants, we encourage you to look at Workday RAD for PIs.  PIs can self-service reports - they are limited to viewing their own Grants and they do not have to take UBI training.  You can find more information here:  Research Administration Dashboard (RAD) Reporting | Research (virginia.edu) 

 

  

A friendly reminder that you always find this information and more reporting resources at:   

• Business Intelligence & Analytics | UVA Finance (virginia.edu) 

  

 

Adaptive Planning Release Notes delivered from Office of Planning and Analysis. 

  

Workday 

 

Significant Workday Reporting Updates for General Use: 

• Invoice Payment Status:  Added additional fields for Buyer, Bill-to Contact, and Ship-to Contact. 

• Fund Balance by Cost Center:  Added Employee Name to the Drill-down report for Obligations. 

• Match Exceptions on Supplier Invoices:  Added prompts for Cost Hierarchy levels and Cost Center 

• NEW:  Subawards with Missing Subrecipients  

 

Known Reporting Issues in Workday currently under review or items of interest in Development: 

• Spend Detail Report - Hotel name from Expense Report does not pull into the Vendor/Payee field 

  

UBI 

Enhancements to UBI Reports: 

• NEW:  Workday AP Discounts for Cost Reimbursable Grants and Workday AP Discounts for Fixed Cost Grants: 

• These apps are used to manage the journal entries required to pass our AP Payment Discounts back to the Grants in the expense ledger and track if the discounts are being correctly accounted for on subsequent accounting adjustments 

• NEW: Workday eVA Fee Charges:   

• This app is used to apply the eVA charging rules provided by the Schools/Units to the bi-monthly eVA fee file sent from the State.  FYTD charges through January were booked in the ledger in March.  

• Workday RAD: 

• Payroll Distribution sheet has been added. 

• Obligations reporting has been corrected to show F&A Obligations as Indirect Costs 

• BBA reports now allow multi-selection on Grants 

• Future Spending report corrected to show by Budget Period 

• Complete release notes can be found in the app on the “About this app” notes page 

• Workday RAD for PIs: 

• Obligations reporting has been corrected to show F&A Obligations as Indirect Costs 

• BBA reports now allow multi-selection on Grants 

• Future Spending report corrected to show by Budget Period 

 

Items in UBI currently under review or development: 

  

Important note regarding EDW/UBI reload schedule 

• The Date Warehouse (EDW) and UBI are currently scheduled to reload Sunday – Thursday nights with data extracts from Workday starting at 9 PM.  This timing is driven by maintenance and backup schedules for Workday and our data center.  When a month-end falls on a Friday, an out-of-cycle refresh will happen so data is available over the weekend. 

January 25, 2024

This update includes significant new reports and modifications that have been released between December 8th and January 19th as well as known issues that we are investigating or working on currently.   

 

A milestone was reached today – we now have over 100 million Journal Line records in the data warehouse and the Workday Journal Lines app.  If you are curious about some of the Workday Finance statistics, check out the community sheet “General Ledger Metrics” in the Workday Journal Lines app. 

 

I’ve mentioned previously that we are working on a couple of new UBI Journal Line apps to help us and you manage this data volume.  Our target is release for these is now in February. 

Workday Journal Lines – Actuals Only 

 

  

Important note regarding EDW/UBI reload schedule 

The Date Warehouse (EDW) and UBI are currently scheduled to reload Sunday – Thursday nights with data extracts from Workday starting at 9 PM.  This timing is driven by maintenance and backup schedules for Workday and our data center.  When a month-end falls on a Friday, an out-of-cycle refresh will happen so data is available over the weekend. 

WD Journal Lines (Actuals Only):  Planned release in February 

WD Journal Lines (Revenue, Expense, Transfers Only):  Planned release in February 

WD eVA Fee Chargebacks:  Planned release in January 

Items in UBI currently under review or development: 

Added new functionality to help the AP team find potential duplicate payments or overpayments on invoices. 

 

Workday Supplier Invoices:   

The calculation for Obligations has been modified to more accurately reflect the accounting/processing of June/July payroll. 

Workday Budget vs Actuals:  

The estimated F&A on Grants now accounts for basis limits on what can be charged to Sponsors where those exist. 

Modified the code so that SAFM obligations are not removed prior to the completion of each semester. 

Workday RAD: 

The Journal Memo field has been modified so that it contains all available information for a given Journal Line including the header memo, line memo as well as Supplier Invoice and Expense Report details that we not previously available.  A note has been added to the Journal Lines Detail sheet describing this change.   The Journal Line Memo field now contains a note stating that this field is not in use – if you have a community or personal sheet, you should adjust it for this change. 

For Supplier Invoice transactions, we have added a field that contains a link to the PO so that you can directly look up PO information without navigating through the SI document. 

  

UBI 

Enhancements to UBI Reports: 

Workday Journal Lines:   

 

Known Reporting Issues in Workday currently under review or items of interest in Development: 

Spend Detail Report - Hotel name from Expense Report does not pull into the Vendor/Payee field 

  

 

Adaptive Planning Release Notes delivered from Office of Planning and Analysis. 

  

Workday 

 

Significant Workday Reporting Updates for General Use: 

NEW:  Find Accounting Adjustments that have a Grant Worktag:  This report can be used to look up any accounting adjustments that have been moved either on or off a grant.  It defaults to Supplier Invoice transactions but can be used for Expense Reports as well.  Report shows all the worktags moved both to and from. 

 

See below for several enhancements to the existing Workday Journal Lines as well.  

 

We’ll also be adding some new options/measures to make it easier to pull Year-to-date, Inception-to-date, and Prior Year-to-date data and do variance analysis. 

 

NEW:  Workday RAD for PIs:  Streamlined version of the existing RAD app for use by PIs.  PIs can log in and the app dynamically filters the data down to only their own Awards.  More detailed info will be coming soon from OSP and the Finance Blog. 

 

 

  

A friendly reminder that you always find this information and more reporting resources at:   

Business Intelligence & Analytics | UVA Finance (virginia.edu) 

This will only include Revenue, Expense, and Transfer ledger account types for those of you who focus primarily on managerial or transactional reporting.  By eliminating balance sheet activity, this dataset is approximately half the size of Workday Journal Lines.  This app will retain the Obligations and Commitment details so you can reconcile to Budget vs Actuals. 

Workday Journal Lines – Income Statement Only 

This will include both income statement and balance sheet ledger account types so it can be used to look up ledger/transaction details in your Fund balances.  Currently this dataset is about 25% smaller than Workday Journal Lines because we’ve eliminated Commitments and Obligations Ledgers. 

December 14, 2023

Workday enhancements include two new reports:

 

NEW Award Authorized vs. Plan Amount - Check if the Award budget amount matches the authorized amount of the Award. NEW Supplier Invoices with Cancelled Payments for OSP - a report of Supplier Invoices that have been reissued or have multiple settlements. Plus, several new fields and prompts have been added to existing reports such as:

• FDM Reference – Funds - Added the new Sponsored Programs Fund Hierarchy.
• FDM Reference – Project - Added the “Project Budget Manager” and “Project Budget Specialist” fields to the report.
• FDM Reference – Cost Center - Added the “Last Functionally Updated” field if you need to check when a cost center name or hierarchy may have been changed.
• Grant Budget vs Actual - Added an “As of Budget Amendment Date” prompt so that reports can be run with the budget as it was at the same point in time and period used for Expenses. 

 

 

 

Workday Account Certification Dashboard - Added a new Sheet to track the status of grant-related Account Certifications. Workday FDM Reference - Added the new Sponsored Programs Hierarchy on the Funds sheet Removed Inactive worktags.  If you need to view inactive tags, use the FDM Reference reports in Workday. Workday Journal Lines - The “Details” Sheet now requires you to select an MBU before the chart will display data.  This was done to improve performance.  You can select one or more MBUs, apply other filters, and select multiple periods as needed.There are a variety of other updates to existing apps including:

 

UBI enhancements include one new app:

 

NEW Workday RAD for PIs - This new app is a streamlined version of the existing RAD app for use by PIs.  Upon login by the PI, the app will dynamically filter the data to only their Awards.  Be on the lookout for more info coming in January 2024.

October 4, 2023

Workday

Some new fields have been added to a few of the Workday reports (see Release Notes for specifics) and there are 3 new reports:

NEW Find Account Adjustments with Worktags –  this new custom report will show both the original and current worktags for any Accounting Adjustment entries on Supplier Invoices or Expense Reports.  NEW  Expense Reimbursements in process - Graduate Students – new report for monitoring aging expense reimbursements for Graduate Students.  NEW  BP Transaction Status – new report to find BPs that are completed – for instance, all Payroll Costing Allocations submitted on a particular day.  The existing BP in Process Monitoring report did not include an option for completed BPs.

 

 

Other noteworthy items:

The Line Item hierarchy for Salary related Spend Categories has been expanded to allow for more granularity in Salary reporting.  The Spend Category values remain the same. The Fund Level 3 and the alternate UFM Fund Source Group 3 hierarchies (Operating/Non-Operating) have been aligned to eliminate reporting inconsistencies across reports when filters are applied. New Spend and Revenue Categories for Transfers have been added to improve the granularity of reporting.  Contact FP&A via AskFinance if you have questions.

• Amount fields being used in the data model have been cleaned up for consistency. 
• Note this change may cause you to see issues in your personal “My sheets” (e.g., report won’t render or Amount field(s) show only 0).  You can replace the field on your sheet by searching the Measures for “Amount” or reach out to AskFinance if you need assistance.

 

UBI

Workday Journal Lines -  

Please select your filters BEFORE you open the Details sheet. The amount of data in the app continues to grow so limiting the data before the table generates will improve response times.

August 24, 2023

Finance Reporting and Analytics Release Notes for August 25th.    

 

This update includes significant new reports and modifications that have been released between July 1st and August 11th as well as known issues that we are investigating or working on currently. 

 

When using the UBI WD Journal Lines app, please remember to set filters BEFORE you open the Details sheet.  The amount of data in the application continues to grow so limiting the data before the table generates will improve response times. 

 

The BI team met earlier this week with a group of users to discuss options for managing the data volume to keep the UBI apps performing.   During the fall, you can expect to see a few new Journal Lines apps in UBI – one will contain Actuals only for both the Income Statement and Balance Sheet accounts, the other will contain Actuals plus Commitments and Obligations, but only Income Statement ledger accounts.  More to come on exact timing. 

  

A friendly reminder that you always find this information and more reporting resources at:   

Business Intelligence & Analytics | UVA Finance (virginia.edu) 

 

 

 

  

Important note regarding EDW/UBI reload schedule 

The Date Warehouse (EDW) and UBI are currently scheduled to reload Sunday – Thursday nights with data extracts from Workday starting at 9 PM.  This timing is driven by maintenance and backup schedules for Workday and our data center.  When a month-end falls on a Friday, an out-of-cycle refresh will happen so data is available over the weekend. 

WD Book to Budget Crosswalk 

WD Dean’s Dashboard 

Workday RAD for PIs:  Working with RAIT members on a streamlined version of RAD focused on the needs of the PI Community 

WD Journal Lines (Actuals Only) 

WD Journal Lines (Revenue, Expense, Transfers Only) 

 

  

Items in UBI currently under review or development: 

  

UBI 

Enhancements to UBI Reports: 

Workday Research Admin Dashboard (RAD):   Added a Simple Expense BBA Report 

Workday Supplier Invoices:   NEW! app and dataset with Supplier Invoices – created for Accounts Payable team  

Workday Payroll Costing:  Added two new fields (Costing Override and Earning Name) to more easily review allocations for employees with multiple costing types. 

 

 

Known Reporting Issues in Workday currently under review or items of interest in Development: 

Spend Detail Report - Hotel name from Expense Report does not pull into the Vendor/Payee field 

Project Fund Balance:  NEW - Fund Balance report by Project with associated funding worktags provides beginning balance, YTD activity, and current balance. 

Payroll F&A Reconciliation:  Added Budget Date Drill-down field 

Billing Installments – OSP:  NEW report is to help pull information on installments to be manually invoiced. 

Other minor enhancements, bug fixes, and new reports for targeted central use – (OSP, Business Assets, Accounts Payable, Procurement, Financial Accounting). 

  

 

Adaptive Planning Release Notes delivered from Office of Planning and Analysis. 

  

Workday 

 

Significant Workday Reporting Updates for General Use: 

Open Obligations on Purchase Orders: NEW  - This new report can be run on a cost center, designated, gift, or grant.  You can look up a purchase order or a specific supplier.  By default, it will include canceled and closed POs and will exclude POs with no obligation remaining.  See the sample report image below for an idea of the fields available to view in the report.  The report can also be modified to show POs with zero obligations remaining that are not closed or canceled (these are good candidates for closing!). 

Details for Account Certifications:  Project, Designated, Gift, and Grants fields have been added to the prompt screen. 

My Card Transactions:  Report can now be run for all expense transactions (both approved and unexpensed/unapproved).  Added a drillable link to the Expense Report Line.  Added this report to the Expense Dashboard/Worklet for quick access. 

July 13, 2023

This update includes significant new reports and modifications that have been released between May 22^nd and June 30^th as well as known issues that we are investigating or working on currently.

 

Thank you all for your patience as we worked through a few unexpected glitches as we rolled over fiscal years for the first time in Workday and the data warehouse.  The data warehouse team, UBI team and the Finance BI team reacted quickly to resolve the data load errors that occurred during the first couple days of the new year.  We will apply the lessons learned to strengthen the processes for next year.

 

For those interested, our Journal Lines table in the warehouse currently has 64,000,000 rows of data.  Over the coming weeks and months, we will be evaluating the UBI applications to optimize performance where necessary which may require some changes to manage the data volumes.  We will keep everyone posted as we make those decisions.

 

For those who use Budget or Fund Balance reports in Workday, please make note of the Period, Time Period, Plan Structure, Plan Name, and Budget Date prompts you are using based on your need to either look back at FY23 or forward to FY24.  Most reports are set to prepopulate those prompts for the current period/fiscal year.

 

FY24 Working and Original Budgets are now available in both Workday and UBI Budget vs Actuals.

 

A friendly reminder that you always find this information and more reporting resources at: 

Business Intelligence & Analytics | UVA Finance (virginia.edu)

 

Important note regarding EDW/UBI reload schedule

The Date Warehouse (EDW) and UBI are currently scheduled to reload Sunday – Thursday nights with data extracts from Workday starting at 9 PM.  This timing is driven by maintenance and backup schedules for Workday and our data center.  When a month-end falls on a Friday, an out-of-cycle refresh will happen so data is available over the weekend.

Items in UBI currently under review or development:

Workday Supplier Invoices:   New app and dataset with Supplier Invoices Workday RAD:  Simple Expense BBA Report

 

 

Workday Research Admin Dashboard (RAD)

• Corrected the linkage between Awards and Grants where a budget does not yet exist.

 

UBI

Enhancements to UBI Reports:

Workday Journal Lines

• Added Pay Period, Pay Period Start, Pay Period End, Grant Cost Center, Grant Sub-department, Grant Department, Grant VP/MBU & Purchase Order

 

 

Known Reporting Issues in Workday currently under review or items of interest in Development:

Spend Detail Report - Hotel name from Expense Report does not pull into the Vendor/Payee field

Adaptive Planning Release Notes delivered from Office of Planning and Analysis.

 

Workday

 

Significant Workday Reporting Updates for General Use:

Details for Account Certifications:  Activity Stream field has been added to streamline review of account certifications – see Activity Stream | UVA Finance (virginia.edu) for more information about this new feature. Grant/Award Budget vs Actuals reports:  Updated the various Award/Grant reports so that Transfers and Interest Income transactions are included OSP Award Comparison Report:  Added a field for Open Receivables Grant Balance Available:  Added Budget Date and Originating Transaction fields to the Drill-down/Details sub-reports Sponsored Invoices:  Cleaned-up various data and formatting issues on Sponsored Invoice templates. Open Purchase Orders – Fully Invoice and Fully Paid:  NEW – quickly identify candidates for closing out open purchase orders which are complete. Track Purchase Order with Line Splits: New & Improved -   This report provides greater detail and improved usability over the existing Track Purchase Order report.  We will be looking at consolidating the various PO and Supplier Invoice reports this summer. Other minor enhancements, bug fixes, and new reports for targeted central use – especially related to year-end clean-up and state reporting needs (Business Assets, Accounts Payable, Procurement, Financial Accounting).

May 22, 2023

This update includes significant new reports and modifications that have been released since April 10^th as well as known issues that we are investigating or working on currently.

 

A friendly reminder that you always find this information and more reporting resources at: 

Business Intelligence & Analytics | UVA Finance (virginia.edu)

 

 

 

Important note regarding EDW/UBI reload schedule

The Date Warehouse (EDW) and UBI are currently scheduled to reload Sunday – Thursday nights with data extracts from Workday starting at 9 PM.  This timing is driven by maintenance and backup schedules for Workday and our data center.  When a month-end falls on a Friday, an out-of-cycle refresh will happen so data is available over the weekend.

Please send feedback or suggestions to AskFinance@virginia.edu by May 31^st for evaluation for the next update.

 

Items in UBI currently under review or development:

Workday Supplier Invoices:   New app and dataset with Supplier Invoices Workday Journal Lines

• Added an Employee Cost Center filter for easier salary analysis of employees in a cost center. (requested by SOM)

Workday eVA Fee Chargebacks

• New app with summary and detail of eVA fees to be charged out to the Schools and Units for FY23.

Workday Delegations (Finance)

• New app for looking up the status of delegations for Finance BPs in Workday.  (requested by SOM)

Workday Security Roles

• Added filters to enable search by Project Hierarchy

Workday Fund Balances

• Added filters to enable search by Project Hierarchy

Workday Account Cert Dashboard

• New sheet for downloading and submitting reassignment requests

Workday Research Admin Dashboard (RAD)

 

UBI

Enhancements to UBI Reports:

 

Known Reporting Issues in Workday currently under review or items of interest in Development:

Spend Detail Report - Hotel name from Expense Report does not pull into the Vendor/Payee field

 

June focus:

OSP reporting (New and Updates) – Sponsored Invoices, Budget vs Actual and Balance reporting, F&A reconciliations Bank Statement Reconciliation reports

 

Adaptive Planning Release Notes delivered from Office of Planning and Analysis.

 

Workday

Significant Workday Reporting Updates for General Use:

Account Certification Reports: (more detailed info on these enhancements is coming soon)

• Account Certification Awaiting Me: New Prompts and Data Fields
• Status of Account Certifications:  New Prompts and Data Fields
• Details for Account Certifications:  Now includes attachments to streamline the review and approval process

Expendable Fund Balance Summary:  Enabled drill-down to the Memo/Comments fields for easier access. Budget FDM Summary and Actuals FDM Summary:  Aligned the columns of these two reports so that they can be used in tandem if you need to download your budget with all FDM worktags and combine with Actuals (and Obligations) in an Excel pivot table (requested by A&S) Open Purchase Orders:  Added Payment Status field Cost Center Role Assignments – Security:  Added the Payroll Costing Manager Role Simple “BBA” report:  Added an additional line to capture recoveries. Other minor enhancements, bug fixes, and new reports for targeted central use – especially related to year-end clean-up and state reporting needs (Business Assets, Accounts Payable, Procurement, Financial Accounting). Updates to the Project User Interface coming the week of May 29:

• We are planning two changes to the Project User Interface. First, an updated spend report Project Actual Spend will be added to the Financials tab to include all types of transactions. The current, Workday delivered report “Project Spend” does not fully detail all transaction types so we are adding the Project Actual Spend report. You will still see the Project Spend report, but the new Project Actual Spend Report will also be available.
• Additionally, we are adding a Project Funding Source Rule report to the Financials tab on the Project User Interface. This should aid in clean up and troubleshooting MFS issues related to projects by providing more comprehensive information on the Project Financials tab.

April 10, 2023

Finance Reporting and Analytics Release Notes for April 10^th.  

This update includes significant new reports and modifications that have been released since March 9^th as well as known issues that we are investigating or working on currently.

 

A friendly reminder that you always find this information and more reporting resources at: 

Business Intelligence & Analytics | UVA Finance (virginia.edu)

 

Important note regarding EDW/UBI reload schedule

The Date Warehouse (EDW) and UBI are currently scheduled to reload Sunday – Thursday nights with data extracts from Workday starting at 9 PM.  This timing is driven by maintenance and backup schedules for Workday and our data center.  When a month-end falls on a Friday, an out-of-cycle refresh will happen so data is available over the weekend.

 

Items in UBI currently under review or development:

Workday Supplier Invoices:   New app and dataset with Supplier Invoices

There has been a significant amount of work put into RAD over the past 3-4 months with great collaboration and input from OSP and Grant Administrators and PIs in the Schools and Units.  We’re going to take a pause and collect feedback during April and Mays so you likely will not see anymore updates to RAD for a few months.  If you have feedback or suggestions, please send it to AskFinance@virginia.edu.

Workday Fund Balances

• Added Project Hierarchy Levels 3 & 4 to the Fund Balance by Project sheet

 

UBI

Enhancements to UBI Reports:

NEW!  Workday NACUBO Function Analysis

• Comparison of Function Worktag usage between FY23 in Workday and FY22 in Oracle for reviewing correct and accurate use of the Function worktag.   Significant variances between years should be analyzed to determine if the current year usage is correct.
• Guideline on use of the function worktag can be found here: 
  • Function Worktag Overview – Schools and Academic Departments | UVA Finance (virginia.edu)
  • Function Definitions | UVA Finance (virginia.edu)
  • Workday NACUBO Function Analysis Module (QRG) | UVA Finance (virginia.edu)

NEW!  Workday F&A Recovery

• Check the F&A Recovery on individual Grants and Awards
• Check F&A generated by individual Award or Grant PIs
• See the F&A revenue allocation by Department, Dean’s Office, and School

Workday Journal Lines

• Added a new Community Sheet for Non-Payroll Commitments and Obligations with all worktags to provide more detail than is available in the report with the same name in Workday

Workday Research Admin Dashboard (RAD)

• Added a new Home Page and navigation buttons for an improved user experience
• Improved the layout/UI of the Grant Summary page
• New views of Project to Date, FYTD, and Future Spending by Fiscal Period as well as Burn Rates and Spending Forecasts
• Added Grant Invoice History
• Organization page with contact information and hierarchies for key personnel
• Definitions sheet to clarify the metrics used in RAD
• Direct Access now available for PIs – QRGs and formal launch materials under development

 

Known Reporting Issues in Workday currently under review or items of interest in Development:

Spend Detail Report - Hotel name from Expense Report does not pull into the Vendor/Payee field

Coming in April:

Improved Prompts in Status of Account Certifications New and Improved Account Certifications Awaiting Me Bank Statement Reconciliation reports Worker Costing Allocation Information – Payroll

• Report now pulls Position Restriction (labor suspense) costing allocations in for greater visibility into allocations that exist for a single Worker.
• Positions without costing allocations can now be pulled in this report, eliminating the need to remember the name of multiple reports.
• Outdated/unnecessary costing allocation reports have now been hidden so there will be fewer reports returned in search results, providing users with more confidence that they have selected the right report.

Find Supplier Invoice:  Added new prompts and fields to highlight invoices in draft status that have errors or warning that will prevent them from being processed. Various audit reports for Supplier Accounts

• Supplier Change/Create Audit Report
• Suppliers with mismatch Payment Types
• Supplier Invoices with cleared Match Exceptions

Other minor enhancements, bug fixes, and new reports for targeted central use.

 

Adaptive Planning Release Notes delivered from Office of Planning and Analysis.

 

Workday

Significant Workday Reporting Updates for General Use:

Fund Balance by MBU:  Managerial summary of current and projected Fund Balances for the Academic Division.  Worktag Prompts can be used to highlight specific funds, gifts, grants, or designated worktags.  Balances can be drilled into for further analysis Status of Account Certifications:   Delegates have been removed from the Awaiting Preparer and Awaiting Approver fields. Non-payroll Commitments and Obligations:  Estimated F&A for Commitments and Obligations has been added to the report. Award and Grant Assigned Roles Audit:  Select a Department or Cost Center to find any and all Grant related roles which are unassigned.  It can also be used to get a consolidated list of all the Awards/Grants in a Cost Center or Department with all the associated roles. Cost Reimbursable Line Status:   Added drill-down capabilities to the Accounting and Budget Dates of the billable items General Ledger Details – with Payroll Details:  Added Pay Component and Hours Worked fields.

March 9, 2023

March 9 Release Notes

Finance Reporting and Analytics Release Notes for March 9^th.   This update includes significant new reports and modifications that have been released since February 9^th as well as known issues that we are investigating or working on currently.

 

A friendly reminder that you always find this information and more reporting resources at: 

Business Intelligence & Analytics | UVA Finance (virginia.edu)

 

 

The Date Warehouse (EDW) and UBI are currently scheduled to reload Sunday – Thursday nights with data extracts from Workday starting at 9 PM.  This timing is driven by maintenance and backup schedules for Workday and our data center.

 

Important note regarding EDW/UBI reload schedule

  

Items in UBI currently under review or development:

COMING SOON! - Workday RAD (Research Admin Dashboard)

• Direct access for Principal Investigators (In testing now with target release data of 3/31)

 

 Coming Soon:

Workday NACUBO Function Analysis:   This is a new app that allow us to compare FY23 to FY22 use of the Function code within each MBU and will highlight any significant variances so that they can either be corrected or validated and explained. 

 

Workday Budget vs Actuals

• Added Estimated F&A Commitments and Obligations

Workday Account Certification Dashboard

• Corrected error where not all records had Cost Center and/or Principal Investigators values.

Workday Fund Balances

• Added Gift Type attribute to the Gift dimension so it is available for use in custom “My Sheets”

 

Workday Research Admin Dashboard (RAD) – read more detail here(PLEASE INSERT LINK)

• NEW! Payroll Costing by Fiscal Period
• NEW! Clinical Trial Balances for School of Medicine
• NEW! SAFM Obligations:  Obligations on Stipends, Tuition Remission and Health Insurance are now pulled from SAFM
• Bug fix:  Capture missing Grant To/From Dates and Multiple Grant Managers

 

 

UBI

Enhancements to UBI Reports:

Workday Journal Lines (Available in Production on Monday 3/13)

• Journal Lines Detail Sheet
  • Journal Source filter added
  • Current FY Flag field added to more easily filter Obligations so that only the current fiscal year budget dates are included in the results
  • Last Updated Date added to the table for additional searchabilty
  • Estimated F&A Amount added for Commitments and Obligations
  • Corrected the formatting of the Budget Date to fix issue where dates may have appeared twice in the filter pane
• NEW! Obligations Summary by Reporting Date Sheet
  • This new sheet delivers a more streamlined view of Obligations by Fiscal Period and includes estimated F&A.  You can copy this sheet to add additional worktags as needed.
• Selections Sheet
  • Added Grant Ref ID back to the Grant filter pane
• General
  • Reloaded data to capture corrected MFS Project allocation data from Workday that was processed in January.

 

Known Reporting Issues in Workday currently under review or items of interest in Development:

Spend Detail Report - Hotel name from Expense Report does not pull into the Vendor/Payee field

 

Coming Soon:

Worker Costing Allocation Information – Payroll:  Collaborating with the People Analytics team to overhaul this report and improve functionality and address some open requests/issues.  We will be deprecating a number of obsolete payroll costing reports.  More details to be shared when the new report is ready.  Targeted for the week of 3/20.

 

Curious about what Finance reports people use the most?

Here are the usage stats for a recent 7 days in Workday:

 

 

Adaptive Planning Release Notes delivered from Office of Planning and Analysis.

 

Workday

 

ICYMI:  New Simple “BBA” Report for Expense Budget vs. Actuals (PLEASE INSERT LINK)

 

Significant Workday Reporting Updates:

No Significant updates to general use Workday reports this month.  Most work has been targeted bug fixes and enhancements supporting OSP and Central Finance use cases.

 

Quick Tip of the Month:

Saved Filters (Workday) and Bookmarks (UBI) – remember that if you regularly the same report with the same filter(s) for CC, Grants, or other worktags, you can save your filters using the Saved Filters option in Workday or using Bookmarks in UBI.  Bookmarks in UBI can be shared, Saved Filters in Workday cannot.  As a best practice, you should leave the Period prompt empty when you save since you will likely need to update that from month to month anyway.  Directions on how to use Saved Filters and Bookmarks can be found in the Reporting Training Resources.

 

February 9, 2023

FEBRUARY 9 Release Notes

Finance Reporting and Analytics Release Notes for February 9^th.   This update includes significant new reports and modifications that have been released since January 12^th as well as known issues that we are investigating or working on currently.

 A friendly reminder that you always find this information and more reporting resources at: 

Business Intelligence & Analytics | UVA Finance (virginia.edu)

 

 Important note regarding EDW/UBI reload schedule

The Date Warehouse (EDW) and UBI are currently scheduled to reload Sunday – Thursday nights with data extracts from Workday starting at 9 PM.  This timing is driven by maintenance and backup schedules for Workday and our data center.

  Items in UBI currently under review or development:

Workday Journal Lines

• Adding F&A Commitments & Obligations
• Greater detail in Expenditure Comment field

Workday Budget vs Actuals

• Adding F&A Commitments & Obligations

COMING SOON! - Workday RAD (Research Admin Dashboard)

• Payroll Costing/Obligations by Fiscal Period
• Clinical Trial Revenue
• SAFM data integration
• Grant To/From Dates correction
• Multiple Grant Managers

 

 New Apps/Reports added to UBI:

• none

Workday Journal Lines

• NEW!  Suspense Analysis:  This is a new Community Sheet that you can use to identify open Suspense Balances that need to be cleared.  Thanks to Amanda Doherty in School of Education and Human Development for the suggestion.
• Update to add Default Cost Center to Awards

  UBI

Enhancements to UBI Reports:

 

Known Reporting Issues in Workday currently under review or items of interest in Development:

Spend Detail Report - Hotel name from Expense Report does not pull into the Vendor/Payee field

 

Coming Soon:

Worker Costing Allocation Information – Payroll:  Collaborating with the People Analytics team to overhaul this report and improve functionality and address some open requests/issues.  We will be deprecating a number of obsolete payroll costing reports.  More details to be shared when the new report is ready.

 Adaptive Planning Release Notes delivered from Office of Planning and Analysis.

 Workday

Significant Workday Reporting Updates:

NEW!  Expense Budget vs Actual (Simple "BBA")

• This new Budget Variance report provides a simple view of Expenses in format that is modeled on the old “BBA report” in UBI and Recon@.  It shows the fiscal year Budget, MTD and YTD Actuals, open Commitments & Obligations, and a variance by Spend Line Item and Category.  You can use prompts to run by any combination of Worktags.  All amounts are drillable to see the details or slice and dice by additional attributes.
• This report was designed with input from our Fiscal Administrator Reporting Focus Group and provides a simple budget management tool for anyone who is responsible for managing expenses to a budget.
• This report only includes transactions charged to a Spend Category

NEW!  Open Purchase Orders

• This report will return all Purchase Orders in Workday that are NOT in a Closed, Cancelled, or Denied status.
• Report includes Invoicing status and invoiced amount for each PO Line.
• The report can be filtered by date, invoicing status, buyer, supplier, submitted by as well as any combination of worktags

Account Certifications Awaiting Me

• Added a new field:  Awaiting Persons - Excluding Delegates

Status of Account Certifications

• Updated to correctly show Awaiting Persons/Statuses for items that are “Sent Back” 

Bug fixes and minor enhancements

• Expendable Fund Balance Summary: Added Memo Field to the Drill-through options
• F&A Recovery by Company and Cost Rate Type: Updated calculations

Numerous reconciliation and invoicing support reports for OSP Numerous other minor enhancements and defect resolutions

 

Quick Tips of the Month:

When using the Prompt fields in Workday reports, you can quickly do a multi-select of your search results by using Crtl-A then Enter to select all available values. To speed up the search when using the Worktags prompt field, type in the worktag prefix or Worktag field name along with the value you are looking for.  For example, if I know that I want to select the MBU level for Batten, I can search “CH4 Batten” or if I know my Grant name contains “Electron” but don’t know the ID, search “Grant Electron” instead of just “Electron”.

January 12, 2023

General Note on Obligations reporting in Fund Balance or Budget vs Actuals reports:

The default Ending Budget Date prompt is set to 6/30/23 however this will include the final FY payroll for 12-month Faculty that is deferred until July of the new fiscal year.  You can set the Ending Budget Date to 6/22/23 to prevent this.  We are looking into options for other ways to account for this, but that is the current solution.

Adaptive Planning Release Notes delivered from Office of Planning and Analysis.

Workday

Significant Workday Reporting Updates:

                · Project Funding Source

                              ○ This is a new report that shows Funding Source(s) with dates, worktags, funding amount, and available balances

                · Fund Balance Report

                              ○ Through collaboration between the Accounting, FP&A, and Treasury teams we have settled on the fund and ledger accounts that are included in Expendable Fund Balances. Expendable Fund Balance is the new version of the "Cash Balance Summary Report" that we had in UBI for Oracle. 

                                  § The Fund Balance reports (by Cost Center, by Assignee, by FDM) in Workday have a new column called "YTD Other" that will include any current year activity on the balance sheet that impacts the Expendable Fund Balance

                                  § These reports display the Current Expendable Fund Balance Summary (Balance Sheet and FYTD Activity)

                                         □ Expendable Fund Balance Summary (this report will be used by Treasury to monitor MBU balances for policy compliance)

                                         □ Fund Balance Comparison by Ledger Account - this report will allow you to compare the Trial Balance to Expendable Fund Balance

                               ○ UBI Workday Fund Balance app is now available in Production

                                    § You can use the Fund Balances by Ledger or Fund Balances by Fund sheets in the UBI app to see which ledger accounts and/or funds are included in the Expendable Fund Balance rollup.  

                · Bug fixes and minor enhancements

                              ○ F&A Recovery by Company and Cost Rate Type: corrected the F&A rate to pull   correct value

                              ○ Customer Payments: Added Customer Invoice Memo field

                              ○ Worker Costing Allocation Information - Payroll:  Fixed prompt screen so you can now select by Position Cost Center Hierarchy

                              ○ Miscellaneous Payment Request Report: Added Cancel Accounting Date

                · Numerous other minor enhancements and defect resolutions

Known Reporting Issues in Workday currently under review or items of interest in Development:

             · Spend Detail Report - Hotel name from Expense Report does not pull into the Vendor/Payee  field

UBI

Enhancements to UBI Reports:

                · Workday Budget vs Actuals

                                ○ Corrected Obligations calculation when prior periods are selected

                               

New Apps/Reports added to UBI:

                · Workday Fund Balance

                           ○ This UBI app replaces the "Cash Balance Summary Report" that we had in UBI for Oracle.

Items in UBI currently under review or development:

                · Workday Account Certification Dashboard

                                ○ Correct the values in the Approval fields when items are sent back

                · Workday Journal Lines

                                ○ Greater detail in Expenditure Comment field

                · Workday Budget vs Actuals

                                ○ Add Employee/Position information

                · Workday Delegations (On Hold - pending approval to release)

                · Workday Payroll Costing

                                ○ Missing employees without costing allocations

                                ○ Add Position Restrictions

                · Workday RAD (Research Admin Dashboard)

                                ○ Payroll Costing/Obligations reporting improvements

                                ○ Clinical Trial Revenue

                                ○ SAFM data integration

                                ○ PI access

                                ○ Grant To/From Dates correction

                                ○ Multiple Grant Managers

Important note regarding EDW/UBI reload schedule

The Date Warehouse (EDW) and UBI are currently scheduled to reload Sunday – Thursday nights with data extracts from Workday starting at 9 PM. This timing is driven by maintenance and backup schedules for Workday and our data center.