Finance Reporting and Analytics Release Notes for March 27

Finance Reporting and Analytics Release Notes for March 27

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

 

At the end of February we released two NEW UBI Journal Lines app that we encourage you to use instead of the all-encompassing Workday Journal Lines. Performance of these new apps is much improved.

• Workday Journal Lines – Actuals Only
  • This includes 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.
• Workday Journal Lines – Income Statement Only
  • 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.