Finance Reporting and Analytics Release Notes

May 22 Release Notes

Finance Reporting and Analytics Release Notes for May 22.   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.

Archived Release Notes:

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.

December 2, 2022

Workday

Significant Workday Reporting Updates:

Pay Period and Retro Pay Period Information now available in selected Workday reports

• Spend Detail Report
• Details for Account Certification (report has also been cleaned up to summarize rows with multiple Pay Components)
• Payroll Journal Line Details
• Payroll Accounting Adjustments Journal Lines
• This field will be added to UBI Workday Journal Lines once we are able to pull it through the warehouse

 

 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.

 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. Plan is to load data warehouse and UBI on the weekend at December 2022 close

 NOTE:  The FDM Mapping Output app and Budget Conversion app no longer be available in UBI as of 12/2 as the information in these apps has become increasingly outdated since mapping activity was frozen last spring.

 Items in UBI currently under review or development:

Workday Journal Lines

• Allow filtering on NULL Worktags
• Add Pay Period field
• Greater detail in Expenditure Comment field

Workday Budget vs Actuals

• Correct Obligations calculation when prior periods are selected
• Add Employee/Position information

Workday Fund Balance (expected release early January)

• Need to ensure alignment with Workday reports

Workday Delegations (On Hold - pending approval to release) Workday Payroll Costing

• Missing employees without costing allocations
• Add Position Restrictions

Workday RAD

• PI access
• Grant To/From Dates correction
• Multiple Grant Managers

 New Apps/Reports added to UBI:

Workday Account Certification Dashboard

• Robust filtering and views of Account Certification statuses than available in Workday including a cost center filter that includes projects and grants.
• View next person or persons in the workflow regardless of status
• View Account Cert volumes by unit, preparer, approver
• Monthly Trends on volume and on-time performance

  UBI

Enhancements to UBI Reports:

Workday FDM Reference

• Added hierarchy levels 3 & 4 to the Activity worktag sheet

Workday RAD

• Added F&A Commitments and Obligations
• Added Payroll Costing Sheet

Workday Journal Lines

• Empty worktags now display as "---" and can be used to filter data

Workday Payroll Costing

• Added Award Name/Number fields

 

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

Numerous other minor enhancements and defect resolutions

 
Fund Balance Reporting

• 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. 
  • Expendable Fund Balance Operational Funds (FD021) in the following Ledger Accounts:
    • IIP (1103, 1104)
    • Accounts Receivable, Student Accounts (1301)
    • Endowment Distribution (1996, 2996)
    • Deposit Liabilities (2400)
    • Net Position (3999)
    • Investments
    • Revenues, Expenses, Transfers
• The following reports have been updated to reflect this criteria:
  • These reports display the FY Beginning Balance + FYTD Revenue, Expense, and Transfers:
    • Fund Balance by Cost Center
    • Fund Balance by Assignee
    • Fund Balance with FDM
    • Sources and Uses Budget vs Actual with Balances
  • 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)
    • (NEW) Fund Balance Comparison by Ledger Account - this report will allow you to compare the Trial Balance to Expendable Fund Balance
• UBI Fund Balance app will be available in Production no later than the 1st week of January

October 28, 2022

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 Enhancements to Workday Reports:

                · Various Award/Grant reports

                                ○ Set default Fund worktag prompt on reports to limit to Sponsored Fund types

                · Various Budget vs Actuals and Fund Balance Reports

                                ○ Set the default Fund worktag prompt to UFM Operational Funds

                · Revenue Detail Report - removed subtotal rows

                · Payroll Journal Summary Report - revised the report to remove individual pay component rows

                · Payroll Journal Line Details - added prompts to select by Job Family Group, added Position Manager field, shows hours as negative if it is a payroll adjustment

                · Worker Costing Allocation Information-Payroll - Corrected issue where some costing allocations were missing default CC field

                · Credit Card Transactions - Not Expensed or Approved - added prompt for Employee MBU and corrected filters so report returns relevant transactions

                · Numerous additional enhancements and defect resolutions

               

New Reports added to Workday:

                · Budget FDM Report with Monthly Detail - budget detail with all worktags by fiscal period

                · Budget FDM Summary - budget detail with all worktags summarized for the year

                · Fund Balance with FDM  - Duplicated existing Fund Balance reports but contains all primary worktags

                · Transfer Detail Report - similar to the Spend Detail and Revenue Detail reports but limited to Transfer journal entries.

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

                · OSP Invoices - various open items in process - working with OSP

UBI

Enhancements to UBI Reports:

                · Workday Journal Lines  (note that not all added fields maybe in the report but are available for filtering and My Sheets)

                                ○ If you need to see payroll period information for transactions, you can add the "Operational Transaction" field to a custom copy of the report

                                ○ Corrected the Position information on the report - fields start with "Worker Position" and can be added to custom copies of the report

                                ○ Now showing student name on supplier invoice payments to students

                · Workday Payroll Costing

                                ○ Added UPG and Med Center costing % to the report (no salary information) to assist labor schedulers in SOM

New Apps/Reports added to UBI:

                · Workday RAD! - see note above

 

Items in UBI currently under review or development:

                · Workday Journal Lines

                                ○ Allow filtering on NULL Worktags

                                ○ Add F&A Obligations and Commitments

                · Workday Fund Balance (in QA - November target release date)

                                ○ Working with EDW team to ensure balances are correct - expected release in November

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

                · Workday Status of Account Certifications (NEW - November target release date)

                                ○ Need to resolve a security issue that is preventing extract of data

                                ○ Enhanced filtering and reporting on Account Certification Statuses

Important note regarding EDW/UBI reload schedule

                o 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. 

 

October 5, 2022

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 Enhancements to Workday Reports:

Award/Grant Budget Vs. Actuals

• Corrected error where Cancelled/Denied Budget Amendments were being included
• Corrected error where Life to Date expenses only included the R&V company

Spend Detail Report

• Added Grand Total row to report

Details for Account Certification

• Vendor/Payee now includes Supplier, ISD, or CC Merchant
• Transaction Info is a concatenation of Header Memo/Line Memo/Invoice Line Item Description
• Added columns for Ship-Address, Requested By, and PO Memo
• Changed Default Period to last Closed Period
• Added Function worktag

Expendable Fund Balance Report

• Corrected error in the Obligations Budget Date filter

Find Supplier Invoice

• Added Match Status field to Prompt Set and report layout
• Added Memo field

Supplier Contract Details Report

• Added Grant ID field to Prompt Set and report layout

Payroll Journal Line Detail Report

• Added Worker's Manager field to the report

 

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

• Allow filtering on NULL Worktags
• Include student name on supplier invoice payments to students
• Position missing on payroll transactions
• Pay Period information not available on payroll transaction

Workday Fund Balance (NEW)

• In QA - Target Release after year fund roll-forward is complete in WD

Workday Delegations (NEW)

• In QA - Target Release in October

Workday Research Administration 2.0 (NEW)

• In Design/Build with target release end of October

Workday Status of Account Certifications (NEW)

• Enhanced filtering and reporting on Account Certification Statuses
• In Design/Build with target release end of October

 New Apps/Reports added to UBI:

None this month

• Workday FDM Reference
  • Filtered out Inactive Worktags
  • Added SIS Allowed Flag to the Gift worktag
  • Added Purpose Code for Awards
  • Added missing levels to the Project worktag sheet
  • Fixed linkage between Awards and Grants
• Workday Budget vs Actuals
  • Added additional views
• Workday Payroll Costing
  • Added Employee's Primary Cost Center and Supervisor fields to the table
  • Added a tab with Institutional Base Salary (IBS)

 

UBI

Enhancements to UBI Reports:

Workday Journal Lines  (note that not all added fields maybe in the report but are available for filtering and My Sheets)

• Added Budget Date to the Details Report
• Added Purpose Code for Awards
• Added ISD details

 

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

Fund Balance roll-forward has not been done so FY23 Fund Balances in Workday do not reflect the Fund Balance Realignment activity from July and August.  Target completion in October. Fund Balance with FDM - Similar to Fund Balance by Cost Center but with these worktags (CC, GF, DN, PR, AC, PJ, AS) Spend Detail Report - add Hotel name from Expense Report into the Vendor/Payee field

 

New Reports added to Workday:

Find Credit Card Transactions - With Worktags Credit Card Transactions Not Expensed or Approved

 

Numerous additional enhancements and defect resolutions 

September 9, 2022

Note on transition from commonly used UBI reports:

The Budget Balance Available (BBA) report previously available in Oracle/UBI has been retired because it was oriented around the concept of budgetary spending authority. In Workday, on all funds, we have moved to fully funding units in actuals and using budgets as the guiding plan. As such, you will see budget vs actuals variance reports, fund balance reports, and a combination thereof in Workday and UBI.  The reports below are intended to be used with Annual/Financial budget reporting, not Award or Grant reporting.

Budget vs Actual by Cost Center Sources and Uses Budget vs Actual with Balances Fund Balance by Cost Center Fund Balance by Assignee Grant Balance Available UBI - Workday Budget vs Actuals - this report can be customized to meet individual needs (should not be used for Awards/Grants)

 

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.

 

Known Reporting Issues in UBI currently under review or development:

Workday Payroll Costing

• Employee Default Cost Center to be added - TARGET RELEASE 9/23

Workday Journal Lines

• Missing detailed description on Supplier Invoice transactions
• Missing Merchant information on Expense Report transactions
• Position missing on payroll transactions
• Pay Period information not available on payroll transaction

Workday FDM Reference

• SIS Allowed Flag missing from Gifts information

Workday Fund Balance (NEW)

• In UAT - Target Release by end of September or after year fund roll-forward

Workday Delegations (NEW)

• In UAT - Target Release by end of September

Workday Award Budget vs Actuals (NEW)

• In Design/Build with target release end of October

 

Apps/Reports removed from UBI:

None

 

 New Apps/Reports added to UBI:

Workday Financial Reporting  - Detailed Journal Lines reporting for the UVA Financial Operations & Reporting Team SIS-WD Reconciliation - Finance Version - Student Finance detail for reconciliation with Workday financials. Federal Work-Study - provides Work-Study amounts awarded to, and accepted by, a student, as well as the FDM worktags to which the Work-Study wages were charged.

 

UBI

Enhancements to UBI Reports:

Workday Journal Lines 

• Added Budget Date
• Added Award Cost Center, Department and MBU fields to data model
• Added ISD details

Workday Security

• Added Grant and Award default cost centers
• Removed HCM security assigned roles

Workday Budget vs Actuals

• Added Original and Working budget
• Limits Obligations to current fiscal year

 

 

Known Reporting Issues in Workday currently under review:

Fund Balance roll-forward has not been done so FY23 Fund Balances in Workday do not reflect the Fund Balance Realignment activity from July and August.  Target remediation by end of September.

 

 

ICYMI from last update:

Details for Account Certification -  New report bringing together more elements to support the Account Certification process

• Combines Revenue, Expense and Transfer ledger items
• Payee name/ID for Payroll transactions
• Purchase Order as well Supplier's Invoice number
• Budget Date
• ISD
• Customer

BP in Process Monitoring -  New report can be filtered by Cost Center or Hierarchy, Initiator, or Approver and select # of days in process to see all finance BPs awaiting action or approval.

 

New Reports added to Workday:

Grant Balance Available - designed with SOM input, this report provides a more summarized view of Grant balances that can be shared with PI's in support of Account Certifications. BP and Security Spotlight Report - provides a targeted list of reports available for checking on business processes or security Cost Center Role Assignments - Security - One row per Cost Center with all associated roles assignment in columns.  Can be used to find unassigned roles in a cost center. General Ledger Details with Payroll - Copy of General Ledger Details now contains payee and vendor fields - primarily for the Health System finance office.  Recommend Spend Details for most users.

We do not currently have an Award/Grant Budget vs Actuals app in UBI but it is on the roadmap for mid fall.

 

 

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

 

Workday

Significant Enhancements to Workday Reports:

Spend Detail Report and Grant Expense Reconciliation

• Consolidated Vendor/Payee field that pulls the Supplier, ISP, or credit card merchant into a single field depending on the Journal Source.
• Consolidated Transaction Info field that combines the Header Memo, Line Memo, and Line Item Description into a single | delimited field.  This field now pulls line level item description through from the Supplier Invoice.

Payroll Journal Summary Report - This report has been changed to summarize by each employee/FDM worktag combination for the selected time period.  For details specific to pay period dates, use the Payroll Journal Line Details report.  Find my Awards for Grant Manager and PI - Share permissions updated so this report can be used by anyone to find Awards and Grants by role. Numerous additional enhancements and defect resolutions

 

The best replacement for the UBI GA Analysis (Actuals) or (Commitments) report are the Workday Spend Details Report or the UBI Workday Journal Lines Report.  There is also a Revenue Details Report. The UBI app contains Actuals for both Income Statement (Revenue, Expense, and Transfers) as well as Balance Sheet ledgers. It also contains Commitments and Obligations.  The UBI Workday Journal Lines report can be customized to meet individual or unit needs.

 

For Award and Grant reporting, the following reports are recommended for general reporting - the Grants Management Spotlight report lists many additional reports:

Award and Grant Details Composite Award Budget vs Actual Grant Balance Available Grant Budget vs Actual Grants Expenses Reconciliation Spend Details Report UBI Workday Journal Lines

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.

 

Known Reporting Issues in UBI currently under review or development:

Workday Payroll Costing

• Employee Default Cost Center to be added - TARGET RELEASE 9/23

Workday Journal Lines

• Missing detailed description on Supplier Invoice transactions
• Missing Merchant information on Expense Report transactions
• Position missing on payroll transactions
• Pay Period information not available on payroll transaction

Workday FDM Reference

• SIS Allowed Flag missing from Gifts information

Workday Fund Balance (NEW)

• In UAT - Target Release by end of September or after year fund roll-forward

Workday Delegations (NEW)

• In UAT - Target Release by end of September

Workday Award Budget vs Actuals (NEW)

• In Design/Build with target release end of October

 

Apps/Reports removed from UBI:

None

 

 New Apps/Reports added to UBI:

Workday Financial Reporting  - Detailed Journal Lines reporting for the UVA Financial Operations & Reporting Team SIS-WD Reconciliation - Finance Version - Student Finance detail for reconciliation with Workday financials. Federal Work-Study - provides Work-Study amounts awarded to, and accepted by, a student, as well as the FDM worktags to which the Work-Study wages were charged.

 

UBI

Enhancements to UBI Reports:

Workday Journal Lines 

• Added Budget Date
• Added Award Cost Center, Department and MBU fields to data model
• Added ISD details

Workday Security

• Added Grant and Award default cost centers
• Removed HCM security assigned roles

Workday Budget vs Actuals

• Added Original and Working budget
• Limits Obligations to current fiscal year

Known Reporting Issues in Workday currently under review:

Fund Balance roll-forward has not been done so FY23 Fund Balances in Workday do not reflect the Fund Balance Realignment activity from July and August.  Target remediation by end of September.

ICYMI from last update:

Details for Account Certification -  New report bringing together more elements to support the Account Certification process

• Combines Revenue, Expense and Transfer ledger items
• Payee name/ID for Payroll transactions
• Purchase Order as well Supplier's Invoice number
• Budget Date
• ISD
• Customer

BP in Process Monitoring -  New report can be filtered by Cost Center or Hierarchy, Initiator, or Approver and select # of days in process to see all finance BPs awaiting action or approval.

 

New Reports added to Workday:

Grant Balance Available - designed with SOM input, this report provides a more summarized view of Grant balances that can be shared with PI's in support of Account Certifications. BP and Security Spotlight Report - provides a targeted list of reports available for checking on business processes or security Cost Center Role Assignments - Security - One row per Cost Center with all associated roles assignment in columns.  Can be used to find unassigned roles in a cost center. General Ledger Details with Payroll - Copy of General Ledger Details now contains payee and vendor fields - primarily for the Health System finance office.  Recommend Spend Details for most users.

We do not currently have an Award/Grant Budget vs Actuals app in UBI but it is on the roadmap for mid fall.

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

Workday

Significant Enhancements to Workday Reports:

Spend Detail Report and Grant Expense Reconciliation

• Consolidated Vendor/Payee field that pulls the Supplier, ISP, or credit card merchant into a single field depending on the Journal Source.
• Consolidated Transaction Info field that combines the Header Memo, Line Memo, and Line Item Description into a single | delimited field.  This field now pulls line level item description through from the Supplier Invoice.

Payroll Journal Summary Report - This report has been changed to summarize by each employee/FDM worktag combination for the selected time period.  For details specific to pay period dates, use the Payroll Journal Line Details report.  Find my Awards for Grant Manager and PI - Share permissions updated so this report can be used by anyone to find Awards and Grants by role. Numerous additional enhancements and defect resolutions

The best replacement for the UBI GA Analysis (Actuals) or (Commitments) report are the Workday Spend Details Report or the UBI Workday Journal Lines Report.  There is also a Revenue Details Report. The UBI app contains Actuals for both Income Statement (Revenue, Expense, and Transfers) as well as Balance Sheet ledgers. It also contains Commitments and Obligations.  The UBI Workday Journal Lines report can be customized to meet individual or unit needs.

 

For Award and Grant reporting, the following reports are recommended for general reporting - the Grants Management Spotlight report lists many additional reports:

Award and Grant Details Composite Award Budget vs Actual Grant Balance Available Grant Budget vs Actual Grants Expenses Reconciliation Spend Details Report UBI Workday Journal Lines

June 24, 2022

Finance Reporting and Analytics Release Notes for July 25^th.   This update includes all new reports and modifications that have been released from Jul 5 -25^th as well as known issues that we are investigating or working on currently.

Workday

Enhancements to Workday Reports:

General Ledger Details – added a prompt for Cost Center Hierarchy Track Purchase Orders – added a prompt for Cost Center Hierarchy Missing Expense without Receipt – added a prompt for Cost Center Alert – Credit Card Transactions Not Expensed - added a prompt for Cost Center

 

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.

 

Known Reporting Issues in UBI currently under review or development:

Workday Payroll Costing

• Employee Default Cost Center missing
• Assignee field missing

Workday Journal Lines

• Position missing on payroll transactions
• Payroll obligations currently show obligations through Jun 2024 – add option to limit to currently fiscal year only
• Memo/Line Memo field is not populated for some Supplier Invoice transactions
• Pay Period information not available on payroll transaction

Workday Budget vs Actuals

• Payroll obligations currently show obligations through Jun 2024 –limit to currently fiscal year only

Workday FDM Reference

• SIS Allowed Flag missing from Gifts information

• UVAFST People Map – This app contained Oracle Org information is no longer relevant.  You can use the Workforce report on the Workday Fiscal Admin Dashboard if you need to look up Employees for your cost center or unit.

 

Apps/Reports removed from UBI:

UVAFST Fund Balance Realignment – Please use Workday Fund Balance Realignment Tracking

 

New Apps/Reports added to UBI:

Workday Security Roles

UBI

Enhancements to UBI Reports:

Workday Journal Lines – Workday Journal Lines - Actuals, Commitments, & Obligations Digest – summarizes transactions to net out detailed accounting transactions to simplify reporting

 

Known Reporting Issues in Workday currently under review:

Memo/Line Memo field is not populated for some Supplier Invoice transactions

Report Corrections in Workday:

FDM Reference – Grants associated with Awards – corrected role fields so they populate accurately Find My Awards – corrected the prompt fields to accurately retrieve data Payroll Accounting Adjustments Journal Lines – Removed Interworktag balancing ledger accounts Payroll Obligations time period limited to current fiscal year on Budget vs Actual Reports

• Sources and Uses Budget vs Actual with Balances
• Budget vs Actual by Cost Center
• Fund Balance by Cost Center
• Fund Balance by Assignee
• Position Budget vs Actual
• Position Employee Budget vs Actual

Finance Reporting Viewer security role corrected so all user with this role should now see Employee Name/ID on payroll and expense report transactions

New Reports added to Workday:

Expense Submitted with Foreign Currency – Internal PSDS report to monitor non-USD Expense Reports Invoices Awaiting Central Buyer Approval – Internal PSDS report to monitor Invoice workflow