Find important monthly close deadlines that impact your work on the UVAFinance website: https://uvafinance.virginia.edu/workday-financials/monthly-close-activities
Time with a Trainer for One-on-One Workday Finance Assistance
We’ve had almost two dozen individual Time with Trainer sessions so far in November. If you find yourself needing some help with Workday and it’s the kind of thing you’d normally have come to Office Hours to sort out, go to the Workday FinanceTraining page and sign up for one on one time with our finance trainers – you can choose the area you need help in, from account certification, to purchase requisitions, to expense reports, and so forth, and get on a trainer’s schedule who has expertise in that.
Multiple FST Resources / Updates
During the Finance Strategic Transformation project, many schools and units participated in optional Fund Balance Realignment activities facilitated by central finance and the project team. Inaccurate fund balances can result in some cases if schools and units didn't participate in the exercise.
To help with this, we're in the process of developing a fund balance mini-course, and users can also access the Day in the Life of a Fiscal Administrator (Reporting FAQ) resource, which includes guidance around which reports to use to view fund balances.
Procurement & Supplier Diversity Services continues to work toward the goals outlined in an ambitious three-phase plan that aims to double the percentage of local and minority-owned business partnering with UVA and raise University spending with local businesses by 10% by 2025.
The plan, which you can read more about in detail on UVAToday, was developed in partnership with the University of Virginia's Local Economy Working Group.
Mark Cartwright, Director of Supplier Diversity, explains that as a part of the plan, the approximately 300 local certified small, women, and minority-owned businesses with which UVA currently does not have a working relationship will be analyzed, surveyed, and triaged to determine the best path forward in the business relationship.
Says Cartwright, "it's a matter of determining whether they provide products or services that the university procures, whether they have interest in doing business with UVA and whether they have the capacity and scale to work with UVA. For those businesses with an interest in selling to the university but lacking current capacity, we’ll try to connect them to the appropriate resources to get them better prepared to service the university.”
Using the information collected during the early stage of the project, Supplier Diversity will then take some concrete steps with UVA's schools and business units to reach the goals set out in the plan. Cartwright and his team have plans for outreach across Grounds that include sharing data, making connections, and increasing visibility within the SWaM business community.
The UVA community can expect more useful developments resulting from this plan as 2022 draws to a close and 2023 begins.
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Related Content: The President's Council on UVA/Community Partnerships ; UVA Partners with SupplierGATEWAY
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| (Deborah Berke Partners/Hanbury Architects) |
Office Hours Wrap Up, Segue into Time with a Trainer
Since July 11th, after the go-live of Workday Financials, around 3,000 people have participated in open office hours, but as people are getting more confident in many areas of the system, attendance is significantly tapering off, so we’re discontinuing office hours for November. But we know people still need support, so we’re pleased to announce Time with a Trainer. This is more of a one-on-one learning time, where people can book a time with a finance trainer to ask their questions and get help. Visit the Workday Finance Training page to schedule Time with a Trainer.
Tracking Issues During Stabilization
As we move through the stabilization period of the FST project, the team’s primary area of focus shifts to conducting knowledge transfer, making sure that we are ready to provide the best ongoing end-user support, that we’re ironing out known issues, and that the support team is prepared for the future state. To that end, we keep tracking and reporting on those areas that are on our colleagues’ minds – areas like account certification, reporting, and of course, procurement.
You can follow along with these areas (and get resources and guidance) and all other deferred items on the UVAFinance website (click on "Items in Progress").
Reporting & Analytics Release (& RAD 2.0)
The Reporting and Analytics team has again provided us with a nice big update as of October 28 that includes, among other things, some great news about the release of RAD 2.0, which will provide a one-stop shop for all your grant and post-award financial needs. Don’t forget that the team also has a new resource called “Day in the Life of a Fiscal Administrator,” which recommends reports for common tasks and data needs. Find the updates and resources on the UVAFinance website.
Since the transition to Workday Financials, a few processes have been rockier than others, and one of the more difficult ones has been Account Certification.
We will continue to track issues with Account certification on the UVAFinance website.
When we talk with affected colleagues about Account Certification, here are the top pain points folks mention:
With those pain points in mind, we're exploring a few key enhancements:
Back when we were going through the FDM mapping exercise, the PG00847 DO NOT MAP code was created to tag PTAOs we thought were no longer in use.
These aren't unallowed codes; instead, they are meant as a "red flag" to signal that the transaction needs to be checked. These often result from PTAOs we thought weren't in use anymore but were somewhere in a database to be used for a recurring charge. If you need to change for ISD billing, just contact the ISP.
