UW Finance Transformation (UWFT) is the modernization of all the existing UW financial systems and platforms into one cloud based system housed in Workday.
July 6, 2023 GO LIVE!
Staff:
- Sign up for campus-wide updates from UWFT to understand how this will impact your role
- Continue watching “On the Horizon” videos to understand how the processes for each business areas work
- Review business change processes published in UWFT’s sharepoint site
- Prepare for training information to be sent out based on security roles
- Plan for staff hiring delays in June and July
- Enter requests for summer staff appointments as early as possible
- Familiarize yourself with the UWFT and Workday terminology and concepts, and how we work with the collaboration core and the UW Connect services and forms
Faculty:
- Familiarize yourself with cutover impacts and deadlines
- Finalize Payroll in April (PI salary, students, staff)
- Prepare for June lockout periods – no Ariba, no reimbursements, and purchasing delays
- Plan ahead for purchases and supplies needed in June and July
- Prepare to take Workday training in April and May and set aside time to do this
- Familiarize yourself with the UWFT and Workday terminology and concepts, and how we work with the collaboration core and the UW Connect services and forms
Students, post docs & researchers:
- Familiarize yourself with cutover impacts and deadlines. Prepare for June lockout periods – no Ariba, no reimbursements, purchasing delays
- Plan ahead for purchases and supplies needed in June and July
- Prepare to take Workday training in April and May and set aside time to do this
- Familiarize yourself with the UWFT and Workday terminology and concepts, and how we work with the collaboration core and the UW Connect services and forms
- Required trainings will be distributed based on your assigned security roles in Workday
- Please watch for emails sent from UWFT and the training team
- Check back in on this website for links to training resources
- For questions about CEE security roles, please reach out to the Administrator
Self-paced eLearnings and practice lab modules will be available after April 17th.
UWFT On the Horizon Videos are great ways to stay informed about business process changes and a look at some Workday expense apps in action.
Avoid 7/1 – 7/6 hire start dates due to integration freeze and delays with approvals for UWNetID and other UW systems access
Plan for delays in purchasing and reimbursement between 6/1 – 7/15
April
- April 21 – July 6 – Freeze of all new gift budgets
- April 28 – Faculty summer salary plans due! Faculty will default to hiatus after this date
May
- May 1 – Deadline for creating positions for compensation review (temp staff, staff)
- May 1 – Deadline for faculty hires/job changes for faculty
- May 5 – ASE/Post Doc Payroll information due
- May 13-25 – FDM data freeze
- May 15 – All Subawards in Ariba need to be closed; invoicing on hold (will impact May invoicing)
- May 15 – Final day to send CEE Fiscal team requests for reimbursements and purchasing requests in Ariba. Reimbursements will be collected after this date but processed after Go Live, July 6.
- May 31 – Final day to submit reimbursements into Ariba
June
- June 1 – NCE submission deadline for anything June 9 – July 6
- June 1 – Deadline for compensation changes, summer hiatus entry
- June 5 – Freeze of miscellaneous foreign national payments
- June 9 – Deadline for Workday requisition job approvals to ensure UW Hires integration
- June 9 – July 6 – OSP freeze on funding actions (FA’s), budget extensions, and post award changes
- June 11 – Budget reconciliations should be completed in MyFD through May 2023
- June 13 – Last day for GCA to issue advance budgets, extensions TPUs until 7/6
- June 15 – Last Day for all Ariba entries to be approved
- June 15 – Last Day for OSP/GCA to process awards until 7/6
- June 15 – All Summer Payroll should be entered and finalized in Workday
- June 16 – Deadline for campus recruitment to submit hires starting 7/1
- June 16 – July 6 – Freeze of all grant information
- June 16 – July 6 – Freeze on all procurement payments, reimbursements
- June 24 – Restricted period for new hires; changes will result in an error and need to be re-entered after Go Live
July
- July 1 – July 6 – Freeze on all vendor and sponsor payments
- July 6 GO LIVE! Workday Finance
- All BPOS need to be re-entered and re-opened for invoicing beginning July 15
- Purchases can be made through new GHX or WSS systems in Workday
- Restricted period for Payroll entry ends
- July 7 – 1st day to enter faculty appointments and FTE changes effective 7/16 – 8/31
- July 7 – Voluntary terminations between 7/1 – 7/6 entered
- July 7 – Final day to reconcile through June 2023 in MyFD
- July 7 – Final day to transfer expenses needing central review
- July 31 – Procurement services will have caught up on all payments
Ariba GHX & WSS (Workday Strategic Sourcing)
- GHX: New cloud based punch out catalog that will integrate seamlessly with Workday
- Workday Strategic Sourcing: Big orders; will standardize all contracting and solicitation at the org and enterprise wide levels; signing of contracts will be automated and routed within WSS
Ariba Workday
Employee enters request into Workday directly or submits request through UW Connect
PI budget approval done through UW Connect PI approves as funding approver in Workday
Ariba Workday
Employee submits travel form Employee enters request into Workday directly or submits request through UW Connect
PI budget approval done through UW Connect PI approves as funding approver in Workday
For booking travel, please continue to use cetravel or your own Christopherson business travel account.
MyFD Workday
Grant Tracker New “Award Portal”
EFECS, GCCRS Employee Compensation Compliance (ECC)
Projecting effort on grants Auto imports from Workday
Manually tag cost share Real time auto cost share tracking
Budget numbers Worktags: Budget numbers will be called Worktags which will be alphanumeric, i.e., GR###### will denote a grant
Collaboration Core
The College of Engineering Collaboration Core will be our shared services unit on behalf of the college. Similar to how we use their services at this current time, some of the steps in purchasing and reimbursements will be centralized to the Collaboration Core.
UW Connect
UW Connect has been selected as the common customer support tool for hosting new content, submitting forms to request help, managing ticketing and routing and displaying metrics on a dashboard. This is a campus wide service.