May 2022 Workday Financials Calendar

• Review open Purchase Orders.  Close the POs you can close, or request that Central close them.
• Review all unapproved expense reports and send follow-up messages to remind your folks to clean them out. 
  • To assist in this effort, we have built reports in QlikSense for your use that will be updated twice weekly.  These reports show all T&E Card and reimbursement transactions awaiting action, along with the status of the transaction and links to the transaction/report in Chrome River. 
  • To access this report, follow this link:  https://qsenseprod.admin.virginia.edu/sense/app/51afca79-62b6-4e94-8a19-5ea77819d037/overview
  • NOTE:  Do not worry if the number of lines on the screen does not match the number of lines when you export to Excel.  In this report, multiple transaction IDs can be on one transaction.  There is no expectation that the lines must match.
• Review pending invoices on a daily or weekly basis.  We suggest you check in with those who might be in negotiations with pending contracts.  As you know, our faculty and researchers are working on contracts behind the official "scenes."
• Review the June cutoff and freeze dates and think about how those dates affect your May activities.

See deadlines related to these areas on our Key Dates chart (use the drop-down Area to refine)

• Oracle LD Schedule Clean-Up
  • Since we are using Oracle LD schedules for the conversions, please review your LD schedules prior to the cutoff on 6/24/2022 to ensure they accurately represent what you want brought over into Workday
  • Making these changes in Oracle prior to cutover will provide you with a smoother transition into the new system
• Workday Cost Allocations Clean-Up 
  • Workday cost allocations will be also be converted based on the values in place as of cutover. Making these changes in Workday prior to the Financials cutover will provide you with a smoother transition into the new system configuration.
• Oracle Labor Distribution Adjustments (LDAs) & Payroll Accounting Adjustments (PAAs)
  • Adjustments for pre-cutover payrolls must use Journals, rather than Workday Payroll Accounting Adjustments. Because journal transactions are disconnected from the payroll process, these transactions will be more difficult to track in Workday and may not roll up in certain financial reports with other transactions produced through normal payroll processes.
  • Please make every effort to review all pre-cutover payroll accounting to ensure it is properly categorized prior to cutover.

See deadlines related to these areas on our Key Dates chart (use the drop-down Area to refine)

• Address effort reports with statuses currently in "Delinquent, SA review, or Post Certification" as soon as possible.  OSP distributed effort reports covering July-December 2021 in April.  Effort Reports for July 2021 to December 2021 have been distributed for certification by April 7, 2022; use this notification to address reports with these status reports immediately.
• In preparation for transitioning out of the Effort@ system, it is extremely important to take timely actions for correcting labor distributions in Oracle so that the effort reports can incorporate all changes made within the Oracle Labor Distribution system before transitioning to Workday Financials in July 2022. 
• Convert Sponsored PTAOs.  Supplier records for sub-recipients need to be correct in PaymentWorks, incorrect supplier information will stop the entire PTAO from converting
• Award/Project funding & association anomalies addressed immediately
• Keeping in mind that OSP will be addressing large backlogs in processing sponsored awards after go-live,
• Review proposals and awards to see if At Risk Preliminary or At Risk Extension is appropriate,
  • Contact sponsors for additional funding and, if needed, request At Risk Extensions
  • Submit eSPAR requests as early as possible
• Contact collaborating institutions (sub awardees) and give them a heads up
  • OSP is including an auto-response to sub award email listserv indicating possible delays due to system transition
• Ensure institutional reconciliations via recon@ and effort@ are completed
• Contact OSP for any questions/clarifications
• Respond promptly to requests for actions from OSP

See deadlines related to these areas on our Key Dates chart (use the drop-down Area to refine)

Functions that will be impacted by the Workday Financials implementation that require consideration now:

• New hire and transfer offers must be completed (employee/manager agreed) by 5pm on June 24, 2022.
• No compensation changes can be entered after 5pm on June 24, 2022.  We recommend holding comp changes (one-time payments, period activity pay, and pay increases) effective after 6/20 to enter after FST updates (begin 7/5) - if not held, costing allocations may need to be updated after 7/5. Transactions entered starting 7/5 may be retroactive, effective at a prior date
• No new HCM Department Orgs and accounting strings may be requested after May 31, 2022.
• Contingent worker entry into HIT, Traveler Timeline impact, and Contingent Worker contract start/expiration
• Education benefits must be updated or edited by 5pm on June 24, 2022.
• Requests for Nursing Clinical Ladder must be initiated by 5pm on June 24, 2022.
• Termination must be entered by 5pm on June 24, 2022.

See deadlines related to these areas on our Key Dates chart (use the drop-down Area to refine)

•   Mapping ends on May 10^th.  No changes can occur after May 10^th, including no worktag name changes, no hierarchy changes, and no placeholder name changes. 
•   Please do not underestimate how long it will take to review your budget data and to prepare for the opening of Adaptive 3.0 on July 28^th.