NewsLink Articles
Recent and Upcoming Reporting Enhancements as of July 15
Below are details about reporting changes as of July 15. See the full post where indicated for more specifics.
Variance Analysis Reports Default Prompt Updates for Fiscal Year 25:
Due to the new fiscal year, multiple reports (as listed in the full post) have had the "Budget Plan Name" and "Forecast Plan Name" default prompt values updated to reflect the new fiscal year. It is important to note that until the plan/forecast lines have been loaded into Workday no activity will show in the plan/forecast sections of the report. For more information on the timing of the plan line uploads reach out to your Senior Fiscal Officer or FP&A analyst.
Find Journal Lines – OSU - Posted Journals by Amount Type Enhancements:
The "Find Journal Lines – OSU - Posted Journals by Amount Type" report has been enhanced to provide additional operational insights for financial entries. A new prompt has been added for Supplier, which can be used to return journal lines which contain the prompted supplier on the journal line. Most commonly this will be from Supplier Invoice activity and includes external and internal suppliers. Expense Payee has been added to the output of the report. This returns the corresponding Expense Payee for Spend Authorization Cash Advance, and Expense Report journal activity.
Coming Soon: UNIV Remaining Encumbrances - Requisitions, POs, Spend Authorizations Reporting Enhancements:
The "UNIV Remaining Encumbrances - Requisitions, POs, Spend Authorizations" report will be enhanced to include a section for supplier contracts on the output of the report. This will include a column for the number of supplier contracts with remaining encumbrances as well as the obligation amount remaining. With this addition, the report name will be amended to "UNIV Remaining Encumbrances - Requisitions, POs, Spend Authorizations, Supplier Contracts."
Other changes include adjusting the default date to June 13, 2025 for the prompt "Spend Authorization Return Date On or Before." When drilling into the details on the output of the report, an additional column has been added for each transaction type. The transaction type and the corresponding drillable details column information is listed in the full post.
History of OTDI Tableau Video
When the university asked OTDI to modernize our administrative systems with cloud-based Workday, Ohio State gained the ability to maintain a primary source of trusted data (a single source of truth) that could be shared by all of Ohio State and the Wexner Medical Center.
In addition to Workday (implemented in 2021) the university knew it also needed a new application to enable better reporting and data analytics for its business transactions. By adding Tableau as a partnering tool, Ohio State's data analysis and data visualization competencies have expanded. Check out this quick 5-minute History of OTDI video highlighting Tableau to learn how it was incorporated into Ohio State’s suite of powerful enterprise tools.
New Warranties Spend Category (SC11019)
A new spend category has been created for warranties (SC11019). Previously, users were selecting the insurance services spend category for warranty transactions, which were routing for special category approval with Risk Management. Warranties do not require special category approval from Risk; therefore, this new spend category should be utilized for these transactions.
New Journal Entry EIB Template Available July 12 at 5 p.m.
The template to upload journal entries via Enterprise Interface Builder (EIB) is changing. Beginning at 5 p.m. on Friday, July 12, you will need to use the new template. The current template will not work after 5 p.m. on July 12. The current information found at the Upload Journal Entries (EIB) in the Administrative Resource Center (ARC) will be updated at the time.
What's changing? We are updating the template to the newest version, adding statistical book code to the drop down, adding budget date to the lines, and adding a Grant Treatment column.
FY25 Equity Roll-Forward Timing
Please note that the equity roll-forward of FY25 beginning equity balances will not occur until after second close, which is at 5 p.m. on the evening of Thursday, July 18. As a result, reporting will be affected until the equity roll-forward process is complete.
Travel Spend Categories and Expense Items
In an effort to improve travel data analytics, the Travel Office has coordinated updates with the FDM team (effective Monday, July 1) to separate expense items into distinct spend categories for enhanced reporting. Careful consideration should be made when selecting expense items or spend categories that can affect travel expense data and downstream reporting.
Cost Center Managers and Service Centers have a responsibility to ensure the appropriate spend category or expense item is used on all transactions. It is recommended to run “Spend Categories - FDM Values” for Travel spend category hierarchy to review the existing financial worktags. It is also recommended to run “View Expense Item” for Travel Expenses to review the existing expense items.
For questions, contact the Travel Office at travel@osu.edu or 614-292-9290.
Requisition Reporting Enhancements
Enhancements have been made to the "Find Requisition Summary - OSU" and "Business Processes Awaiting Action - Requisition Detail" reports. New report fields that have been added to the output of each report are specific to requisitions with new supplier registrations. The new fields include those listed below.
- Date First Email was Sent to Supplier
- Date Second Email was Sent to Supplier
- Date Application was Received from Supplier
Additionally, "Requisition Sourcing Buyer" has also been added to the output of the report "Business Processes Awaiting Action - Requisition Detail."
Payroll Commitments
Initial FY25 payroll commitments were run on Sunday, June 23. Please be aware that FY24 payroll commitments will not zero out until a new integration with a journal source of "Payroll Encumbrance Accrual Reversal" runs on Friday, July 12. Correcting entries for any over liquidations will also post on July 12.
Due to this issue, we will be unable to run encumbrance adjustments for the period between June 24 and July 14. We apologize for this inconvenience and will resume the regular encumbrance adjustments schedule on Monday, July 15. Reporting will affected until this date.
New Expense Webpage
The Expense Office has launched a new webpage that provides guidance and resources for processing Non-Travel Reimbursements and Miscellaneous Payments including links to processing tools and job aids, reporting options, frequently asked questions, and news updates.
Join the Travel, PCard, and Expense Office Hours for more information or contact the Expense Office at expense@osu.edu or 614-292-9290.
New Travel, PCard, and Expense Office Hours Starting July 2024
Mark your calendars and join us for the new monthly Travel, PCard, and Expense Office Hours! Starting July 2024, the Travel, PCard, and Expense Office will be hosting office hours as a joint session. This is a great opportunity to stay connected to current news, updates, and ongoing processing support.
Travel, PCard, and Expense Office Hours are held on the second Tuesday of every month from 10 - 11:30 a.m. Participants will review current news and updates (system, policy, or supplier information), observe demos of Workday travel processes, and chat with the Travel, PCard, and Expense team to ask questions or get guidance for policy/system issues.
See the full Business and Finance Travel, PCard, and Expense post for more details and links to join a session through MS Teams.