NewsLink Articles
Awards component of eActivity available with Workday data
eActivity Awards reports are now available via Tableau Server. These reports cover award activity since Workday was implemented in January 2021. The Proposals and Expenditures components of eActivity will be available soon.
The information available and the intended use of eActivity Awards has not changed. However there are some differences from the legacy eActivity Award report including separate Summary and Detail reports.
Workday unavailable due to update and planned maintenance - Sat. 3/13, 2 a.m. to 10 a.m.
On Saturday, March 13, the first of two annual Workday releases will take place. Named 2021R1, it is the first Workday release of 2021, and the first update since Workday go-live at Ohio State. Workday will be unavailable on Saturday, March 13, from 2 a.m. to 10 a.m. while the release is applied.
The most significant changes in 2021R1 are related to Payroll and affect campus biweekly employees who use Workday time tracking. A Workday 2021R1 job aid is available in the Administrative Resource Center (ARC) that explains the system changes. Additionally, the job aid has a section that breaks out changes by specific audiences, so you can quickly skim to see how you are affected.
Please note that information available about the 2021R1 update continues to develop and evolve over time, so it’s recommended to review the job aid frequently to stay apprised of the latest changes. The job aid will have a “last updated” date for reference. See the full NewsLink article for additional details.
Health System Supply Chain users should note important information contained in the full NewsLink article.
UniPrint, Ohio State’s Print Center of Expertise
UniPrint now serves as the gateway for all print services at Ohio State.
This means that while UniPrint will not be printing everything, they will triage and steward the printing of all projects for Ohio State. UniPrint will manage a yet-to-be finalized set of contracted print and print finishing suppliers to support anything UniPrint does not provide in-house.
Benefit highlights:
- UniPrint will negotiate pricing and contracts on your behalf, while printing everything they can at competitive market rates that will continue to be evaluated annually.
- UniPrint will assign specific customer service representatives (CSRs) to each unit to offer consultation on project scope and help manage the end-to-end process.
Next steps:
The goal is to have all print services consolidated through the Print Center of Expertise (COE) by the end of FY21.
While this communication represents a soft launch, the print RFP process is not yet complete, University Marketing and UniPrint are in the process of working through additional details across a small number of units and colleges. UniPrint will be collaborating with units to develop the best solutions to fit their specific needs. Anyone having a print need should continue contacting UniPrint via their website, phone or email as a starting point. See full NewsLink blog article for more details.
BuckeyeLearn Courses Replace B&F Core Curriculum
The Financial Training Department (FTD) in the Office of the Controller is announcing new courses available in BuckeyeLearn. These courses replace the previous “B&F Core Curriculum” which was retired January 1, 2021. As new employees join the university, they will be asked to complete two classes—Preventing Fraud and one of the stewardship courses.
New employees who are not in fiscal roles will take “Preventing Fraud” and “Fiscal Stewardship for All.” Those employees whose primary responsibility is fiscal in nature will take “Preventing Fraud” and “Stewardship for the Fiscal Professional.” Existing employees are not required to take these courses if they have previously completed the B&F Core Curriculum courses. Details about each course are below.
GFA Key Dates Spring Term 2021
This article shares information about key dates for Spring Term 2021 tuition assistance processing, along with links to OHR's tuition assistance page and details from the Graduate School about graduate student fellowships, funding and awards.
March GL Monthly Close
The March General Ledger monthly close deadlines are as follows...
3/13 Planned maintenance and downtime for Student applications
From 5 p.m. on Saturday, March 13 to 11 a.m. on Sunday, March 14, the following PeopleSoft Buckeye Link (Campus Solutions/Student Information System) services will be unavailable.
New Requisition Deliver To Validation
To ensure prompt and correct delivery of goods, Workday now verifies that the Deliver To location for a requisition includes a floor or room number. No action can be taken on a requisition if the Deliver To location fails this validation. The error message includes help text explaining why the action cannot be taken.
For new requisitions, this change is straightforward. Requesters will be unable to save or submit a requisition without an appropriate Deliver To location.
For requisitions in progress (any status except Successfully Completed), this new validation will prevent any action including updates, review, or approval from being processed if the Deliver To does not include a floor or room number. Help text is included in this instance as well although the fix may not be as clear. See the full NewsLink article for instructions on handling requisitions in progress.
Blanket Purchase Orders and Invoices
A quantity error issue has blocked the ability to process multiple invoices against Blanket Purchase Order (PO) goods lines. To remedy this, a configuration change has been made in OnBase production to allow invoice processing for all existing Blanket POs.
In addition, the process to create new Blanket POs with goods lines has been updated as follows:
- Set the unit of measure for goods lines as DOL
- Set the unit cost at $1.00
- Set the quantity to equal the extended amount for the PO.
Example: On a $500 Blanket PO, the unit cost will be $1.00 and the quantity will be 500 DOL.
This update applies only to Blanket POs with goods lines. No update is needed for Blanket POs with service lines, as Workday recognizes the extended amount for these POs and posts invoices accordingly.
For detailed instructions on the updated process to create Blanket POs with goods lines, see the Create a New Blanket PO with Goods Lines job aid.
Transactions Split Between Two Cost Centers
In Workday, if a transaction is split between two cost centers, approval will route to all Cost Center Managers (CCM) listed for both cost centers. The CCM who approves the transaction first is essentially approving it for all the cost centers. If those transactions involve multiple colleges and/or administrative units, the unit that initiated the transaction should approve the transaction and use the ad hoc functionality to ad hoc in the CCM of the other unit. Please note, that if the ad hoc approver sends it back, it will route back to the initiator, not the first approver. It will also route to the department leaders and service centers. The expectation is that the unit initiating the transaction should also be the unit that processes the transaction. Because of this process, it’s best practice to have a conversation with the involved cost centers before the requisition is submitted to confirm the agreement/process. Learn more, visit the Requisition - Approving a Requisition - Cost Center Manager job aid found in the Supply Chain section of the Administrative Resource Center (ARC).