Workday go-live might not seem like something to celebrate six months later, considering our user community is still adjusting to the changes. However, it's exciting to think that the closing of fiscal year 2021 is the first annual close using transactional data from Workday! We all should be proud and keep in mind that we collectively implemented an entire enterprise system, during a pandemic, at a size and level of complexity not undertaken before at Ohio State! Kudos to all project team members, business stakeholders, and most importantly our end users in the Ohio State community for helping us reach go-live. We should all take a moment to pause and reflect on the impressive work that went into Workday Release 1.
It’s known that Workday users are experiencing workflow issues while attempting to edit a transaction in workflow or after approval. The Enterprise Business Solutions (EBS) team is working with Workday on a long-term solution. For the interim, please use the tips listed below.
When a transaction is in workflow, approvers and service centers should add attachments and make comments from their Inbox view. This is typically when users first encounter a transaction that requires their attention. After approval, when users need make updates, such as add an attachment or leave comments, they can use the “edit” feature of the transactions related actions. Be aware that these edits will re-trigger the approval workflow if the “Submit” button is clicked. A way to tell if you will re-start workflow is if you click “Submit” option vs. the “Approve” or “Save for Later” option to complete your work. On a requisition, if you wish to add a comment, but not Approve or Send Back, you can edit the Requisitions, add a comment in the Activity Stream, click “Post” and then leave the transaction without taking further action. When “Save for Later” is used, the transaction will fall out of everyone else’s inbox for that step in the workflow.
When Workday first went live at Ohio State in January 2021, many help resources were put in place by the Enterprise Project team to ensure the user community could obtain assistance as quickly as possible. One of the most frequently used items is the Workday Help and Support page which helps users to determine the best help channel to use based on what they’re experiencing.
How you obtain Workday help isn't changing, but the Workday Help and Support overview page is moving from the Enterprise Project website to the Administrative Resource Center (ARC). If you’ve posted or shared the old project website link, please redirect links and your colleagues to the new ARC resource link: admin.resources.osu.edu/workday/get-workday-help .
The Office of the Controller will be hosting a Finance Office Hours geared towards Cost Center Managers and Accountants on Tuesday, May 25 from 10:30 a.m to noon. Representatives from the Controller’s Office, Office of Financial Planning and Analysis (FP&A), Supply Chain, Payroll and Enterprise Business Solutions (EBS) will be available to provide updates and answer questions.
Workday will be unavailable due to planned quarterly maintenance on Saturday, May 22, from 2 a.m. to 2 p.m.
Kronos and external dormakaba time clocks will be available, but employees using Workday to clock in and out should enter their hours once Workday is available again. See the full NewsLink article for additional Health System Supply Chain user downtime reminders.
Previously, when users clicked “Save for Later” on the review step of a Miscellaneous Payment Request, the request would incorrectly cancel the event and update the Document Status value to “Draft.” Now, when users select “Save for Later” during the review step, the request updates the Document Status to “In Progress.” Users will then see the business process step as “Saved for Later.”
For colleges and units submitting Internal Service Delivery (ISD) for low dollar amounts, you can now submit under one Internal Service Delivery transaction . The routing has been updated for approval at the line level and not on the ISD total amount, regardless of the number of lines. It’s still recommended to create a single unique ISD for any line amount that’s greater than or equal to $3,000 to ensure the appropriate approval is obtained.