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Workday Worker Profile Update
For your awareness, a Workday enhancement to the Worker Profile page was applied on April 28, 2022. The Summary section of the Worker Profile page now includes the Job Details and Contact Information that was initially only included in the Overview and Job sections of the Worker Profile page. In addition to now appearing in the Summary section, the Job Details and Contact Information will continue to be displayed in the Overview and Job sections of the Worker Profile.
What you need to do:
- No action is needed, and training is not planned for this enhancement. The intent of this notification is for awareness purposes only.
- Order of Displayed Fields and Profile Cards may vary based on user security.
Enhancement to Approval Steps Within Select Finance and Supply Chain Business Processes
For select Finance and Supply Chain business processes, if a user has more than one security role for approval at different steps in a process, one approval now applies to all approval steps. For example, a cost center manager who also holds the role of grant manager will only approve once. For future approvals, the previous approval will apply. The business processes listed in bullet points are impacted by this approve once change, which has been added to Workday production as of Friday, April 29.
- Change Orders
- Expense Reports
- Miscellaneous Payments
- Requisitions
- Spend Authorizations
- Supplier Contracts/Amendments
- Supplier Invoice
- Supplier Invoice Requests
In certain situations where transactions are split across cost centers and a previous approver is also a department leader, the department leader step may be skipped. In these cases, the department leader can be added back as an Additional Approver if required. The system capability to do this will be added on Friday, May 6.
Important Request to Verify Area System Users for 2022
Data stewards, unit security contacts, and administrative system contacts will be receiving an email from the Digital Security and Trust Access Management team with information and instructions on how to verify their area’s Financials, Human Resources, Medical Center Financials, and Student Information System (SIS) users for the coming year. Your attention regarding this mandated annual activity is very important. The email will be sent during the week of June 1, 2022, with a requested deadline to confirm area users by Thursday, June 30, 2022.
New Journal Entry EIB Template Available April 21 at 5 p.m.
The template to upload journal entries via EIB is changing. Beginning at 5 p.m. on Thursday, April 21, you will need to use the new template. The current template will not work after 5 p.m. on April 21. The current information found at the Upload Journal Entries (EIB) link in the Administrative Resource Center (ARC) will be updated at the time.
What's changing? We are updating to the newest version and adding a column for Employee ID.
New Internal Supplier for Special Order Gases
Starting April 25, for those who order special order gases from the UNIV Gas Cylinder Warehouse, there are new instructions for Workday requisitions. This new internal supplier process will allow the orders to be emailed to the Gas Warehouse and will help streamline the process. These differ between on campus and off campus locations, so read carefully.
On Campus: Special order gases and special order hard goods should be ordered through non-catalog requests through new supplier Special Orders - UNIV Gas Cylinder Warehouse. Please continue to add the quote from Linde. A delivery fee should also be added to all special order hard goods (hoses, regulators, etc.) This can be found in the Buckeye Buy Catalog. Select the same new supplier, Special Orders - UNIV Gas Cylinder Warehouse, then search for “DELIVERY-GAS.”
For Off Campus locations (e.g. Polaris Labs, New Albany, Gahanna, Hilliard, Upper Arlington, Regional Campuses except Wooster): For special order gases and special order hard goods, submit a Non-Catalog Request for the special order items from the new supplier, Special Orders - UNIV Gas Cylinder Warehouse. All orders - stock and special order gases and special order hard goods – require a delivery charge. From the Buckeye Buy catalog "Special Orders - UNIV Gas Cylinder Warehouse,” search for “DELIVERY-GAS.”
For all locations, continue to order stock gas via the existing Buckeye Buy supplier, UNIV Gas Cylinder Warehouse.
Please reach out to David Martin with questions.
New Workday Inbox Filter Job Aid
There is a new inbox filter for Workday that can be used for requisitions at the CCH7 cost center hierarchy level.
The naming convention for this filter is XCF_EMI_Requisition_Final_CCH7. The instructions for using the filter are in the Create, Edit and Apply an Inbox Filter job aid.
When creating a new inbox filter:
- In the "Source External Field" area, enter the new calculated filter labeled XCF_EMI_Requisition_Final_CCH7.
- The relational operator should state, "any in the selection list" with the comparison type defaulting to "value specified in this filter"
- The comparison value field should be narrowed down to your specific CCH7 cost center area or needs.
Clinical Trials Reference Document Now Updated
The Clinical Trials Reference Document on the Administrative Resource Center (ARC) has been updated to provide a high-level overview of the current process for grants with clinical trials. Most of the steps take place outside of Workday, though they impact what happens in Workday. A few comments about accounting are now included throughout the overview.
Encumbrances for Blanket Purchase Orders
Encumbrances for blanket purchase orders associated with fiscal year 2023 will first post to fiscal year 2022 until a manual job is run at month-end to move the encumbrance into fiscal year 2023. The process will look for any blanket purchase orders created after 4/18/22. It's also important to remember the FY23 UNIV Blanket Order Processing Time Period information shared earlier in the month.
Tableau Year 3 - More Insights from the Tableau Use Survey at Ohio State
In part four of our three-year look back at Tableau series, comments from the Tableau 2022 survey will be shared to gain insight into the data and analytics goals of Ohio State thought leaders, business partners, and members of the Tableau community who responded to the survey. Read more.
Annual IDP Training Requirement for Workday Users
The Institutional Data Policy (IDP) course is required annually for anyone with access to restricted data which includes those with access to Workday beyond self-service features. See IDP Training on the Cybersecurity site for more information.
The annual review for Workday users will coincide with the April 29, 2022, due date established for non-Medical Center staff (the annual review cycle for Medical Center staff remains the same).
Anyone subject to the annual review who has not completed IDP training within the past 365 days on Friday, April 29, 2022, will be limited to self-service access only in Workday on Monday, May 2.
For most users, IDP Training was added to their BuckeyeLearn transcript in February. If the Institutional Data Policy 2022 course is not on your transcript, see IDP Training for information on how to access the training.