NewsLink Articles
May Period Close
As a reminder for May Period Close, only the University blank book code deadline will be extended by one day (deadline will be Tuesday, June 8). However, the OSU Physicians and Health System will continue to close their books on day 5. Any intercompany transactions (including FD108 transactions) will keep the same deadline and will need to be posted by day 5.
Reminders About Attachments and Comments
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.
This information will also be added to the Workday Finance section of the Administrative Resources Center (ARC) soon.
Asset Creation
A new validation is in place that requires the "Asset Class" and "Asset Type" fields to be populated upon asset registration. It is important that these two fields are not populated when maintaining asset shares because it removes the already populated information from the primary asset. This will enable to the audit process to be completed more efficiently.
Sales Item Requests
To request updates to existing Sales Items (including inactivating ones not used) or new Sales Items for existing Earnings operations, please send an email to CIO-WrkdayFinSvcs@osu.edu.
Sales Items are used on Customer Invoice for billing external customers. Please do not submit internally charged fees.
To review Sales Items for your unit follow these steps:
- In Workday, run the "Extract Sales Item" report.
- Search by "Sales Item Groups" (the group is your earnings operations, ie. Alber Enterprise Ctr).
- Conferences and workshops that are not listed as a sales item group can be found by searching in the "Conferences/Workshps" group.
- Any additional sales items that do not belong to a group, will have the earnings operations they belong to as a prefix to the sales item, ie. CAMM Testing Serivces-Sample Prep.
Updates Made to the “Find Purchase Orders - Multi Criteria” Report
Two updates have been made to the "Find Purchase Orders – Multi Criteria" report.
- A new column has been added for program worktag in the report output.
- A new prompt parameter has been added to enable users to run the report by cost center hierarchy.
Workflow for Internal Suppliers Streamlined
Requisitions to internal university suppliers like the Ohio Union and UniPrint will bypass Service Centers in workflow except in certain situations:
- The requisition includes lines for external suppliers
- A Grant that is expired or within 30 days of expiring
- Blanket request
Fund Transfer Workflow Changes
This is advance notice about a change coming to Workday production by Friday, June 4. Fund transfers will now workflow to both the Cost Center Director and the Cost Center Manager. Only one person with one of these roles will need to approve the transactions. This will affect the Ohio State University Company. Please work with your Senior Fiscal Officer on Fund Transfer roles and responsibilities between the Cost Center Director vs. Cost Center Manager in your area.
Archived Financial eReports now available in EDM
As a part of the effort to retire the eReports system, pre-run copies of a select number of financials-based reports have been archived in the Enterprise Document Management (EDM) system (OnBase). Copies of the reports for fiscal years FY15 through FY20 (listed in the full article) have been loaded into EDM and are now available for view or download. For information on how to access and view these files, please review the Retrieving Historical Reports from OnBase (EDM) job aid found in the Administrative Resource Center (ARC). Addendum: As of July 29, archived historical files for FY21 period 1 (July) through period 6 (December) are now also available for view or download by Ohio State financial analysts.
Quarterly IDP Training Review
The Institutional Data Policy (IDP) course is required annually for anyone with access to restricted data which includes those who will have access to Workday beyond using self-service features.
To support the training requirements of the policy, there is a quarterly review to confirm Workday users with access beyond self-service features have fulfilled IDP training requirements. The next quarterly review take place in June. Anyone subject to the quarterly review who has not completed IDP training within the past 365 days at 5 p.m. on Wednesday, June 30, 2021 will be limited to self-service access only.
You will receive additional communication in June if your current IDP training will expire before or on Wednesday, June 30, 2021. See the full NewsLink article to learn how to review your completed training and determine the exact date when your current IDP training expires.
Getting Help with Workday
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.