The Controller’s Office is updating all FDM request forms to enhance efficiency within the process, strengthen internal controls, reduce send-backs from the FDM Administrator, improve security role alignment, streamline the inactivation process, and increase consistency in how worktags are used in the General Ledger. These changes will go to production the last week of March.
A summary of key changes are listed below. See the resource links on the Controller’s Office FDM page for additional information.
Clarified Definitions, Enhanced Help Text and Updated Job Aids
- Updated FDM worktag definitions document to include use cases, examples, and explanations of balancing and carryforward behavior. Definitions have been created to differentiate between types of grants (OSP vs. non-OSP).
- Definitions will appear directly on request forms for new values, allowing initiators and approvers to easily confirm requests align with intended use before submission.
Workflow and Security Updates
- The Senior Fiscal Officer (SFO) role will no longer be able to initiate FDM request forms, as it is the top-level approval role within the college/unit for financial worktags.
- For new value requests (e.g., cost centers, balancing units, projects, non-OSP grants) and significant hierarchy changes, requests initiated by a Cost Center Director (CCD) will require SFO approval. This change does not apply to edit requests or the general values form (programs, assignees, activities/events). CCDs may continue to approve requests submitted by Cost Center Managers/Accountants without additional SFO approval.
- For cost center hierarchy changes:
- The FDM Administrator will approve and create the new hierarchy.
- The Cost Center Director will receive a "to-do" step to review security and submit any needed security requests.
- Once the security step is complete, the FDM Administrator will move cost center values under the new hierarchy. This will ensure transactions do not go unassigned in Workday.
Separate Balancing Unit Request Form
- Balancing unit (new or edit) requests will move to a standalone form due to their significance and because they require additional information for proper setup.
New Inactivation Request Form
- Inactivation requests will move to a dedicated form (currently handled as edits).
- Initiators must certify that required reports were reviewed and that common book balances and encumbrances are cleared, and any assets were transferred prior to submitting the inactivation request.
- If common book balances remain, the Controller’s Office will transfer balances to designated Dean or SVP worktag combinations prior to inactivating the value. Note: this process will not apply to restricted funds; if balances are identified and associated with restricted funds, the request will be sent back, and the requestor will need to work with the appropriate unit (e.g. OSP or Advancement) prior to resubmitting the inactivation request.
- If balances exist on other books that must be resolved centrally, the FDM Administrator will route the request to the central accounting team for review and resolution before inactivation.