About

Countdown to Workday Financials Go-Live

one, workday financials (cloud-based financial enterprise systems) two, adaptive planning (workday's budgeting and planning tool) Three, Enhanced Reporting and analytics (improved insight and informed decision-making) four, continuous improvement (better training and process standardization for effective results).

Workday Financials launches on July 5, at which point we’ll finally be able to enjoy the many benefits that come along with this modernized system – improved reporting tools, increased efficiencies, and consolidation of HR and Finance in one single system.  Here are a few things to keep in mind during this milestone of the Finance Strategic Transformation project:

We are here to help.

No system implementation is ever perfect and we know you'll have questions, especially in the early days.  That's why our team of User Success Agents is prepared to assist you.   We look forward to helping you, so reach out to us with your questions and concerns at askfinance@virginia.edu or 434-924-3400.

We will communicate often.

You can expect timely communication leading up to and beyond the launch.  We'll also be posting regular updates on the website and in the UVAFinance blog.  If you haven't already, subscribe to the biweekly blog digest by entering your email into the subscription form on the top left of the blog.

Resources are available.

Remember that learning resources are available to help you navigate the new system.  Review security roles, required training, course slides, and quick reference guides on the Workday Finance Training page.

Work continues after launch.

Work on the system will be ongoing, even after go-live.  For more information on the Workday Financials functionalities still in progress, as well as relevant workarounds, visit the list of deferred items and their progress below.

Items in Progress

FDM Worktag Creation

  • Status at Launch:  No new worktag requests will be processed until further notice.  This includes the request for new worktag values, name changes or hierarchy changes.  
  • Planned Update:  Once we have established a stable Workday Finance environment, we will begin to allow FDM requests.  An automated request tool is being developed.  No launch date has been set.

Security Requests

  • Status at Launch:  To request security role additions or removals, Senior Department Finance Approvers for Security Requests will submit templates to askfinance@virginia.edu
  • Planned Update: This functionality will be centralized through Workday in the fall (date TBD).

Fund Balance Realignment

  • Status at Launch: Balances loaded to Workday on 7/1/22 will be based off GL string crosswalks, which do not consider historical project linking in GA. Therefore, balances cannot be viewed at the Gift or Designated level. Cost Center balances would be based on Org to Cost Center crosswalks of the Incurring Org in Oracle (not the Owning Org).  
  • Planned Update: Initial realignment of unit cash basis balances will be completed by Central Office by 7/11/22. Balances will be realigned to the Gift, Designated, and Cost Center (based on Owning Org in Oracle). Units will work starting on 7/11/22 to further realign balances to different Cost Centers, Programs, Activities, Assignees, etc. Central’s initial realignment efforts can also be corrected at this point if necessary, within certain parameters. Units will submit JE templates through the askfinance listserv by the 22nd of each month to request this further realignment. These templates will be reviewed by Central before processing by each month-end.  

Project Life-To-Date

  • Status at Launch: Historical project information will not be available. 
  • Planned Update: Active project life-to-date balances are expected to be available by July 6th.  This will be part of Central’s Fund Balance Realignment efforts. 

Grants Life-To-Date

  • Status at Launch: Historical grants information will not be available.  
  • Planned Update: Active grants life-to-date balances are expected to be available by July 10th.  

Adaptive Planning

  • Status at Launch: Reports will be available based on security role assignments at go-live. Users should email askfinance@virginia.edu to provide feedback on utility. This applies to Workday, Adaptive, and UBI. 
  • Planned Update:  On July 28th, users can access Adaptive 3.0 for updates to the working budget in the new FDM. The budget will be available in Workday on August 17th.  

Reports

  • Status at Launch: Reports will be available based on security role assignments at go-live. Users should email askfinance@virginia.edu to provide feedback on utility. This applies to Workday, Adaptive, and UBI. 
  • Planned Update: The reports team will work with functional owners to review and prioritize requested changes. 

Named Professorships

  • Status at Launch: Named Professorships will still be associated to HCM/Payroll’s 3 Basic Gifts. The 3 Basic Gifts created during the HCM/Payroll deployment will not be replaced by the specific gift that supports the Named Professorship until after go-live. 
  • Planned Update: The gifts functional team will be working with units to map the Named Professorship to gift worktag links between July 5th and September 30th.  

Recently Converted Gifts and Awards

  • Status at Launch: Any gifts and awards converted after initial unit validation will contain placeholder detail (e.g., hierarchies, attributes, and unit gift manager assignments). A unique Gift ID will still be assigned
  • Planned Update: More recently converted gifts in Workday will be validated by the Units and updated by the gifts team between July 5th and September 30th.  Recently closed gifts that were converted will be inactivated in Workday after go-live, so as not to disrupt conversions underway.     

Payroll Obligations

  • Status at Launch: Payroll Obligations will not be available in reports immediately after go-live. 
  • Planned Updates: Initial Payroll Obligations will be calculated/posted and available in Workday reports on July 11th.  

Incomplete Shipping Address

  • Status at Launch: Shipping addresses sent to suppliers at go-live will include the applicable company (I.e. Rector & Visitors, UVA College at Wise, or Southwest Higher Education Center), an Attention Line that contains the requester’s name, a street address, city, state and zip code.  No building or room information will be included. 
  • Planned Update: The functional team will be working with our Marketplace supplier to build a crosswalk that will translate new Workday deliver-to location codes to a full shipping address that will include building and room information.  We expect this solution to be in place by late July. See more information here.