School of Education Workday Transition Support Center
The transition from SFS to Workday is a significant change, and we’re committed to providing the School of Education with the resources you need. This page will be regularly updated with School of Education-specific guides, training materials, and answers to your frequently asked questions. Stay tuned for the latest updates and support tools.
Foundation Data Model (FDM) - Financial Chart of Accounts
Foundation Data Model – Financial Organizational Structure
- Replaces our UDDS-Fund-Program-Project-Account Code structure
- Backbone for Reporting
- Standardizing our Organizational Heirarchy
- Establishes Business Process Workflows and More!
This is an accordion element with a series of buttons that open and close related content panels.
Foundation Data Model (FDM) Core Concepts – Cost Center Hierarchy
Foundation Data Model (FDM) - Funding String Structure Comparison
Foundation Data Model (FDM) – The FDM will replace the UW’s chart of accounts, as well as the financial business requirements for UDDS. The FDM is the basis of all financial transactions and supports finance and research business processes.
To record a transaction in our current system, we need to know all elements of the ledger string (UDDS, Fund, Program, etc.).
In Workday, you will need to know the core program/gift/grant/project. Selecting the Art Summer program will auto populate the default fund, function, etc.
There will be less opportunity for entering something incorrectly.
Core Concept – Driver Worktags
Driver Worktags – The primary label (Worktag) assigned to a transaction that indicates its main funding source allowing for more detailed categorization and reporting of financial activities.
- Gift – Used to capture expense and revenue from donor contributions.
- Grant – Used to capture expense and revenue for sponsored programs.
- Project – Used to capture expenses and revenues for faculty projects, building & building improvements, fabricated equipment, and internally funded grants.
- Program – All other programmatic funding tracked at the cost center level that is not a gift, grant or project is a program.
(Current state – UDDS and SFS Project Combinations)
FDM Core Concepts – Related Worktags
Related Worktags – Worktags that populate on transactions when a Driver Worktag is entered.
Related Worktags save time and improve accuracy. The fields populate automatically based on established defaults assigned to the Driver Worktag.
School of Education FDM Tableau Dashboard
Link to SoE FDM Tableau – Must be on campus network or campus VPN
CC Hierarchy – Interactive report designed to illustrate the School’s cost center hierarchy
SoE FDM Default with SFS Data – Interactive report designed to illustrate active driver worktags, default related worktags, and SFS project relationships (if applicable)
Downloadable Data – All reports can be downloaded to other formats (screen shot below)
Cost Center Heirarchy Report – Enables users to interact with the hierarchy structure for the School of Education
Use Drop Down Lists to Filter Report
CCHL7 – Cost Center Hierarchy Level 7 (department layer of hierarchy)
FDM Default with SFS Data Report – Enables users to view interact with driver worktags, default related worktags, and mapping to previous SFS project values (if applicable)
Security Roles
Security Role Assignments – Workday Security Role Assignments define and control user access and permissions within the Workday system, determining what data and functionalities individuals can view or perform.
- Security role assignments will be continually updated
- Assignments will trigger invitations to Workday training
- Will be iteratively adjusted based on system performance and evolving organizational needs
This is an accordion element with a series of buttons that open and close related content panels.
School of Education Role Assignments
Security role assignments will continue to be reviewed and adjusted as we get more experience with the system, identify bottlenecks, workload imbalances, etc. Additionally, the consolidation of Financial, Human Resources and Research Administrative services through the Dean’s One School Vision will allow us to reimagine business processes, workflows and the overall portfolio of services provided by the administrative services team.
Driver Worktag Managers – Driver worktag managers are assigned, initially, to the financial leads for each cost center hierarchy most appropriate to their oversight. Worktag managers are involved in many Workday business processes that require somebody with knowledge to review and/or approve the appropriateness of the transaction being proposed. As an example, academic department administrators are assigned the worktag manager role for all worktags within their departments cost center hierarchy (CCHL7). As we get more experience in Workday, we expect there to be some reassignment of worktag assignment to different individuals as appropriate.
Cost Center Managers – Cost center managers are assigned to School level administrative services leads. Similar to driver worktag managers, the cost center manager will also be involved in many business processes. The cost center manager provides another level of oversight and serves as a crucial step in ensuring compliance with best practices of supporting internal controls and separation of duties.
Employee Security Role Assignment Lookup (Tableau) – Report for finding comprehensive list of role assignments. This tool is provided by the ATP team to share information across the Universities of Wisconsin.
School of Education Role Assignment Lookup (Excel) – An Excel report created specifically for the SoE finance audience. This document displays SoE security role assignments across the school. Each tab denotes a unique security role. Within the tab, users will be able to see the SoE employees with that role and the layer of the organizational structure.
Security Role Basics
Security Roles in Workday at UW-Madison control who can view data and perform actions within the system. Here’s a brief summary of the common types of roles you’ll encounter:
-
Initiator: This role is responsible for starting a business process or creating a new record. For example, an employee might be an initiator for a request to update their personal information. They begin the process.
-
Reviewer: This role has the ability to examine the data entered by an initiator or during a business process step. They can provide feedback or make edits before the process moves forward. They don’t typically have the final say but ensure accuracy and completeness.
-
Approver: This role has the authority to make a decision that allows a business process to proceed. Approvers are often managers or individuals with specific oversight responsibilities. Their approval signifies that the action is authorized.
-
Viewer: This role has read-only access to specific data or reports. They can see information but cannot make any changes or initiate processes. This is often used for informational purposes or audit trails.
-
Delegated Authority: This isn’t a specific role type but rather a temporary assignment of some or all of a user’s security role permissions to another user. This is often used when someone is out of the office. The delegated person can act on behalf of the original role holder for a specified period.
Keep in mind that a single individual can hold multiple security roles, and a business process might involve several different roles in sequence. The specific roles and their functions are configured within UW-Madison’s Workday environment to meet the university’s needs and policies.
Core Financial Business Processes
Below, you’ll find the key financial processes for School of Education finance staff. Click on the headings to see high-level process maps of each business process. There are also links to detailed flowcharts and, where available, helpful presentations to compliment the process maps.
Legend
General Accounting Processes
Key roles and business processes supporting expense reimbursement, card transaction reconciliation, accounting adjustments, and accounting journals
This is an accordion element with a series of buttons that open and close related content panels.
Expense Report- Process Overview: Create an expense report to reimburse an employee, contingent worker, or applicant. Reconcile P-card transactions
Accounting Adjustment - Process Overview: Modifying Settled Non-Salary Expense
Link to Workday Account Adjustment and Accounting Journal Event Presentation
This Business Process replaces the Non-salary Cost Transfer Tool
Noteworthy Changes:
- Not everyone can create an accounting adjustment in Workday; need to have
applicable security role to create the accounting adjustment - Accounting adjustments can only be performed on paid Supplier Invoice, Supplier
Invoice Adjustment, Expense Report, and Procurement Card transactions - Accounting adjustment in Workday does not allow for split funding of the original
expense nor for a partial adjustment of the original expense amount - Spend category can only be adjusted on supplier invoices; cannot be adjusted on
expense report lines - Accounting adjustment can only be performed on one supplier invoice/expense
report/Pcard transaction at a time (Example – Cannot select more than one supplier
invoice to adjust in one accounting adjustment event) - There is a direct link back to the original expense transaction (similar to CT Tool
today)
Accounting Journal - Process Overview: Modifying Settled Non-Salary Expense (Bulk entries, split funding settled expenses, etc.)
Link to Workday Account Adjustment and Accounting Journal Event Presentation
This Business Process replaces the Non-salary Cost Transfer Tool and the Journal Entry Tool (JET)
Noteworthy Changes:
- Not everyone can create an accounting journal in Workday; need to have applicable
security role to create an accounting journal - Accounting journal can be created directly in Workday or thru an EIB upload
- Journal source is selected from a list
- The accounting journal is the only way to split fund or move a portion of the original
expense for a non payroll cost transfer - There is no direct link back to the original transaction; will need to rely on references
added to journal lines. TBD on reference standardization. - Will need to populate the revenue or spend categories and their associated ledger
account codes - TBD on when supporting documentation will be required to be attached to an
accounting journal
Payroll Costing Allocations and Payroll Accounting Adjustments
Key roles and business processes supporting the establishment of payroll funding and payroll funding adjustments
This is an accordion element with a series of buttons that open and close related content panels.
Workday Payroll Accounting Business Processes Diagram
Assign Costing Allocation: could be both Centralized and Decentralized process
- Establish Position and Worker/Position funding at various stages of Position and Worker life cycle in HCM: Position creation, Job requisition, Position change, Hire, Add Job, Change Job.
- Change funding during a fiscal year when workers are assigned different responsibilities or moved between projects
- Extract new Fiscal Year funding from the Budget system and mass-load to Workday
Create Initial Payroll Commitments: Centralized Initiation/Approval
- Generate initial Payroll encumbrance transactions once per year. Should be done when the new Fiscal Year budget is established and costing allocations are loaded into Workday.
Payroll Actuals: Centralized process; follows each Payroll
- Generates Payroll Operational Transactions
- Liquidates Encumbrances
- When applicable, creates Payroll Accrual Journal lines
Payroll Accounting Adjustment:
- Payroll Cost Transfer for Salary and other Earnings. Employer Cost and CFBR will follow automatically
Create Payroll Commitment Adjustments
- This process will be scheduled to run periodically and generate updated Payroll encumbrances based on the current Costing Allocations
Payroll Costing Allocation - Process Overview: Assign costing allocation for a worker, worker and earning, worker and position, worker position and earning or a position restriction
Link to business process preview presentation (starts on page 24)
Workday Assign Costing Allocation will replace the Budget Funding Data Entry performed in HRS today
Payroll Accounting Adjustment - Process Overview: Creates Payroll Accounting Adjustments for Worker, Company, and Pay Group
Supply Chain Management
Key roles and business processes supporting the purchase of goods and services
This is an accordion element with a series of buttons that open and close related content panels.
Supply Chain Management - Requisition & Purchase Order Key Roles
Requisition & Purchase Order Key Roles
| ShopUW+ Role | Workday Role | Description |
| Shopper | Employee As Self | User who submits carts or requisitions into workflow |
| Requester | Requisition Validator | User role granting the ability to review and approve or return requisitions |
| Approver
Level 1 Level 2 Level 3 |
Approver
Worktag Manager Cost Center Manager Senior Leadership Approver |
Department Administrator or Area Finance Lead Business Office Oversight Partner Chief Financial Officer |
| Buyer | Buyer | User role granting access to purchasing activities |
Requisitions - Process Overview
Supplier Invoice Request - Process Overview: Create a Supplier Invoice Request and submit it for approval (Direct Payments and Payment to Individual Requests)
Supplier Invoice - Process Overview
Create/Update Supplier - Process Overview
Customer Accounts & Internal Service Delivery
Key roles and business processes supporting services provided to external and internal customers (Invoicing, Billing, Customer Lists, Sales Items, etc.).
Internal Service Delivery (ISD) – Processes supporting the workflows to create, maintain, and invoice internal customers.
This is an accordion element with a series of buttons that open and close related content panels.
ISD: Request Internal Service Provider - Process Overview
ISD: Request Internal Catalog Items - Process Overview
ISD: Create Internal Service Delivery - Process Overview - Internal Billing to Universities of Wisconsin Entities
Customers: Create Customer - Process Overview
Customers: Request Customer Contact - Process Overview
Customers: Request Sales Items - Process Overview
Customers: Create Customer Invoice - Process Overview
Customers: Create Customer Contract - Process Overview
Customers: Record Customer Payment - Process Overview
Customers: Request Customer Refund - Process Overview
Customers: Bad Debt Write Off - Process Overview
Customers: Record Cash Sale - Process Overview
