NewsLink Articles
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a part of the effort to retire the eReports system, pre-run copies of a select number of financials-based reports have been archived in the Enterprise Document Management (EDM) system (OnBase).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.
New Income Statement and Ledger Org Report
To convert equity most accurately from a Financial Statement perspective and ensure all balances tie back to the college or unit where the current state fund is owned, the decision was made to convert all revenue and expense accounts (non-General Funds Spending Authority (GFSA) and non-Office of Sponsored Programs funds) using owner org. To help translate PeopleSoft data on ledger org instead of owner org to obtain cash balances, an Income Statement and Ledger Org report have been built. The report can be found using Tableau (Tableau access and authentication is required).
Plans for the next phase to include Spend and Revenue Category will be completed by early June and a new version of the report(s) will include this information and will be shared at that time. Please direct any questions regarding the reports to CTL_BusinessProcesses@osu.edu.
Finance Office Hours for Cost Center Managers and Accountants
The Office of the Controller will be hosting a Finance Office Hours geared towards Cost Center Managers and Accountants on Tuesday, May 25 from 10:30 a.m to noon. Representatives from the Controller’s Office, Office of Financial Planning and Analysis (FP&A), Supply Chain, Payroll and Enterprise Business Solutions (EBS) will be available to provide updates and answer questions.
Workday Unavailable Due to Planned Quarterly Maintenance - Sat. 5/22, 2 a.m. to 2 p.m.
Workday will be unavailable due to planned quarterly maintenance on Saturday, May 22, from 2 a.m. to 2 p.m.