NewsLink Articles
Supplier Contract Changes Feb. 10
As we prepare to move ordering of goods and services into Workday, a change is coming for supplier contracts. Existing supplier contracts used for procurement in Workday as of February 10 may have a suffix of “Do Not Use” added to the contract name. A new contract with the original name will be created as of February 10. The original contract will remain open until fiscal year end close to allow open transactions to process against it, which means both the old and new contracts will be active and available at the same time. Once the new contracts are created, refrain from using the contracts with the suffix “Do Not Use” in the contract name.
“COVID Spend” Dashboard to be Decommissioned Feb. 13
The Workday dashboard “COVID Spend” will be decommissioned on Monday, February 13. This dashboard utilized older reports that did not provide the level of detail that newer reports offer. Listed below are the reports that should now be used to view expenses.
- Find Requisition Details - OSU
- Find Supplier Invoice Request (SIR) Detail - OSU
- Find Spend Authorization Details - OSU
- Find Expense Report Details - OSU
Forthcoming Journal Line Report Enhancements
The journal line report enhancements described below are coming this month.
Journal Lines – OSU
The "Find Journal Lines – OSU" report will be enhanced on February 7 to add the Fiscal Year to the column output and rename the Internal Supplier/Supplier reference ID.
Find Journal Lines – OSU Payroll Detail
The "Find Journal Lines – OSU Payroll Detail" report will be enhanced on February 14 to include the expenditure treatment worktag.
Coming Soon: Sources and Uses – Variance Analysis Suite
Plan Structures, Budget Plans and Forecast Plans are found in the reports listed below. These are required fields when running these reports therefore the report functionality will be updated to require their selection. Please be sure to review the selections to ensure they return desired results.
If you have saved filters please be sure to update your filters accordingly as these changes will be implemented on Tuesday, February 7.
- Sources and Uses by Cost Center
- Sources and Uses - Variance Analysis - Operating Margin
- Sources and Uses - Variance Analysis - Cost Center Drill
- Sources and Uses - Variance Analysis
Additionally, the fields that refer to “Budget Structure” will be renamed to “Plan Structure” to be more consistent with Adaptive Planning. Verbiage has also been added to the reports to explain the required Plan Structure, Budget/Forecast Plan selections.
Human Resources Technology Webinar Series
Join any part of this webinar series and gain a better understanding of how to locate and use a variety of Human Resources technology resources and tools, as well as employment-related information. Webinars will be hosted every other Friday at 10 a.m., and each webinar will focus on different technology resources. The first half of each session will provide an overview of the featured topic and the second half will be open for HR staff to take questions from attendees. Employees can choose to attend one or all webinars based on the topics and systems that meet their interests. The upcoming topics are:
- February 10, 10 a.m. - Reporting basics and looking at the Job Catalog Report
- February 24, 10 a.m. - Tableau overview
- March 10, 10 a.m. - Period Activity Pay overview
- March 24, 10 a.m. - Finding employee information for the Salary Tool
Recordings will be available following each session if you are not able to attend or to revisit the content. More information, including the link to join the webinars, is available online.
What you need to do:
- Learn more online and join the upcoming webinar.
Student-Related Institutional Definitions Being Finalized
Late last year, Ohio State’s Data Governance team launched a new initiative to standardize institutional definitions, partnering with colleagues across the university.
The first batch of these definitions, including full-time student, part-time student, and student rank has been finalized and is posted on the approved institutional definitions webpage. University members are encouraged to review these definitions and keep them in mind when discussing and analyzing student-related data.
The second batch of student-related terms, including definitions for full-time, part-time, and half-time students, is ready for community review. The group is open to hearing from all faculty and staff from the university and Wexner Medical Center during the review period. Those interested in reviewing these definitions are asked to fill out this Qualtrics survey by Friday, February 10.
New Year, New Cybersecurity for You Activities
Cybersecurity is a hot topic in our new year, with recent data breaches compromising user security and new regulations being proposed in the U.S. Congress.
Buckeye Buy Unavailable Due to Planned Maintenance from 5 p.m. to Midnight on Feb. 6 and Feb. 8
As part of the project to move ordering within Workday, Buckeye Buy ordering will be unavailable on Monday, February 6 and Wednesday, February 8, from 5 p.m. to midnight each day.
Health System Supply Chain users should note important information contained in the full NewsLink article.
Changes to Company, Contract Type on Supplier Contracts in Workday Coming Feb. 2023
In May 2023, ordering of goods and services will take place within Workday instead of being directed to GHX. Some changes will be made in Workday leading up to going live with the new process. One of those changes is how supplier contract information from MediTract and OnBase is loaded into Workday. Currently, when a contract transfers to Workday, it is put under the "Combined - The Ohio State University" company. This setup allows users with access to view any supplier contract negotiated for the University, the Health System, or OSU Physicians.
In February 2023, the setup will change and the company listed on the supplier contract header will be the contract owner. Only users with access to view supplier contracts under the contract owner company will be able to view those supplier contracts. If you need access to view supplier contracts under a different company, work with your security liaison to request access. See the full NewsLink article for more details about the February changes.
New Blanket PO Notification
A new custom notification was implemented into Workday production on Friday, January 20. Specifically, this notification will be for the requisition requester and will relate to Blanket PO’s and invoice total amounts.
Anytime a Blanket PO is greater than or equal to 90% of the total invoice amount, a notification will go out to the requisition requester. This will allow the requester to add additional funds, if needed.
If you have questions on how to add funds to your purchase order reach out to your service center representative or buyer.