ALM Workday Resources

***This page is designed specifically for the Administrative Lab Managers (ALM's). It is meant to be a place for ALM's to find information or links to anything that they need for Workday and ECC.***

Where to get help

Fresh Service Solutions for Workday
For Workday & ECC related questions, send an email to workday@wi.mit.edu.
For business related questions, send an email to the administrative department.
Workday Training Curriculum for ALM's

Links to Administrative Systems (Production)

Workday
ECC
Cognos & Data Warehouse
Cayuse
WISCe

Links to Administrative Systems (Testing)

Workday (Sandbox) - refreshed weekly on Friday nights
Workday (Implementation / wibr7) - only refreshed upon request
ECC (Test) - refreshed weekly on Thursday nights
Cayuse
WISCe

Key Reports

Report

Description

R0151 Activity Analysis Report for Grants (Life)

Budgets vs Actuals for Grants

This is the best screen to view your budgets, actuals, and commitments for your grants.
You can drill into each hyperlink to see the underlying transactions or group/pivot the underlying transactions. For tips to see and slice & dice transactions in each total, see the Drilling Into Reports Key Task below.
Organization - enter your Grant Number(s) or Grant Hierarchy(ies).
Time Period - when in doubt, select "Award Life to Date (Award)". There are some other time options that may be helpful under the Fiscal Time Period sub-menu. See pages 3-4 of the Key Workday Reports Reference Guide for info on the time period choices.
Book - use "Common Book".
For faster inquires, see the How to Use Filters on Report Parameters Key Task below for info on setting up filters.
For tips to see and slice & dice transactions in each total, see the Drilling Into Reports Key Task below.

R0152 Activity Analysis Report for Gifts

Budgets vs Actuals for Gifts

This is the best screen to view your budgets, actuals, and commitments for your gifts.
You can drill into each hyperlink to see the underlying transactions or group/pivot the underlying transactions. For tips to see and slice & dice transactions in each total, see the Drilling Into Reports Key Task below.
Organization - enter your Gift Number(s) or Gift Hierarchy(ies).
Time Period - when in doubt, select "Current Period YTD". There are some other time options that may be helpful under the Fiscal Time Period sub-menu. See pages 3-4 of the Key Workday Reports Reference Guide for info on the time period choices.
Budget Structure - use "WIBR Financial Budget Structure". There is a "Gift Budget Structure - Research" option. This requires you to change some other parameters to work. Recommend using "WIBR Financial Budget Structure" unless you see budgets missing.
Budget Name - use "FY20## Operating Budget" where ## is the fiscal year you are looking at.
Book - use "Common Book".
For faster inquires, see the How to Use Filters on Report Parameters Key Task below for info on setting up filters.
For tips to see and slice & dice transactions in each total, see the Drilling Into Reports Key Task below.

R0153 Activity Analysis Report for IS Accounts

Budgets vs Actuals for Institute Support Worktags

This is the best screen to view your budgets, actuals, and commitments for your institutional support worktags (i.e. your Whitehead funds).
You can drill into each hyperlink to see the underlying transactions or group/pivot the underlying transactions. For tips to see and slice & dice transactions in each total, see the Drilling Into Reports Key Task below.
Organization - enter your Institute Support Number(s) or Institute Support Hierarchy(ies). Institute Support is the last selection in the drop down menu. Both the individual Institute Support Numbers and Institute Support Hierarchies are under the Institute Support menu selection.
Time Period - when in doubt, select "Current Period YTD". There are some other time options that may be helpful under the Fiscal Time Period sub-menu. See pages 3-4 of the Key Workday Reports Reference Guide for info on the time period choices.
Budget Structure - use "Institutional Budget Structure - Research". There is a "WIBR Financial Budget Structure" option. If you use this, you will need to change the Budget Name parameter to "FY20## Operating Budget".
Budget Name - use "FY## Final IS Budget for Research" where ## is the fiscal year you are looking at. If you use the "WIBR Financial Budget Structure" option for the Budget Structure parameter, use "FY20## Operating Budget" for the Budget Name parameter.
Book - use "Common Book".
For faster inquires, see the How to Use Filters on Report Parameters Key Task below for info on setting up filters.
For tips to see and slice & dice transactions in each total, see the Drilling Into Reports Key Task below.

R0154 Activity Analysis Report for Projects

Budgets vs Actuals for Projects

This is the best screen to view your budgets, actuals, and commitments for your project worktags.
You can drill into each hyperlink to see the underlying transactions or group/pivot the underlying transactions. For tips to see and slice & dice transactions in each total, see the Drilling Into Reports Key Task below.
Project/Project Hierarchy - enter your Project Number(s) or Project Hierarchies.
Book - select "Common Book".
Budget Structure - use "Project Budget". There are other options, but they do not appear to work well.
Time Period - when in doubt, select "Project Life to Date". There are some other time options that may be helpful under the Fiscal Time Period sub-menu. If you select one of these, you may need to re-enter the Project/Project Hierarchy parameter. See pages 3-4 of the Key Workday Reports Reference Guide for info on the time period choices.
For faster inquires, see the How to Use Filters on Report Parameters Key Task below for info on setting up filters.
For tips to see and slice & dice transactions in each total, see the Drilling Into Reports Key Task below.

R0122 Find Journal Lines ALM (Detail)

This is a transaction report. It was designed to show fields that are important to ALM's. It also consolidates the grants, projects, gifts, and institute support columns into one "Driver Worktag" column.
See the R0122 Find Journal Lines ALM (Detail) job aid.
Organization - enter you Cost Center (lab), Grant(s), Project(s), Gift(s), or Institute Support worktag(s).
Ledger - select Actuals (final transactions), Encumbrance (salaries & benefits for employees as well as unpaid purchase orders), or Pre-Encumbrance (salaries & benefits for unfilled positions as well as requisitions that are not purchase orders yet).
Period - the current and last period are shown under Current and Prior Periods. Any other period can be selected under All Periods.
Time Period - when in doubt, select "Current Period". There are some other time options that may be helpful under the Fiscal Time Period sub-menu. See pages 3-4 of the Key Workday Reports Reference Guide for info on the time period choices.
Other parameter fields can be left blank.
For faster inquires, see the How to Use Filters on Report Parameters Key Task below for info on setting up filters.

R0122 Find Journal Lines ALM (Drillable Summary)

This is a report that can be used to drill to transactions.
This report shows your grant(s), project(s), gift(s), and institute support worktags together.
It also breaks the amount down by Cost Center, Ledger Account, and Journal Source (supplier invoice, WISCe invoice, expense report, customer invoice, etc). This allows you to drill into transactions with fewer clicks needed to isolate the ones you are looking for.
Organization - enter you Cost Center (lab), Grant(s), Project(s), Gift(s), or Institute Support worktag(s). If you run this by Cost Center, you will get all of the worktags in your lab.
Ledger - select Actuals (final transactions), Encumbrance (salaries & benefits for employees as well as unpaid purchase orders), or Pre-Encumbrance (salaries & benefits for unfilled positions as well as requisitions that are not purchase orders yet).
Period - the current and last period are shown under Current and Prior Periods. Any other period can be selected under All Periods.
Time Period - when in doubt, select "Current Period". There are some other time options that may be helpful under the Fiscal Time Period sub-menu. See pages 3-4 of the Key Workday Reports Reference Guide for info on the time period choices.
Other parameter fields can be left blank.
For faster inquires, see the How to Use Filters on Report Parameters Key Task below for info on setting up filters.
For tips to see and slice & dice transactions in each total, see the Drilling Into Reports Key Task below.

R0044 Find Journal Lines

This is another transaction report. This has more columns that the R0122 report. These extra columns may not be important for the ALM's. Also, there are four separate columns for the grants, projects, gifts, and institute support columns instead of one "Driver Worktag" column.
See the R0044 Find Journal Lines job aid.
Organization - enter you Cost Center (lab), Grant(s), Project(s), Gift(s), or Institute Support worktag(s). If you run this by Cost Center, you will get all of the worktags in your lab.
Period - can select individual months under the Period sub-menu or a quarter under the Summary Period sub-menu.
Ledger - select Actuals (final transactions), Encumbrance (salaries & benefits for employees as well as unpaid purchase orders), or Pre-Encumbrance (salaries & benefits for unfilled positions as well as requisitions that are not purchase orders yet).
Journal Source (optional) - this is a potentially helpful way of isolating transactions. With the Journal Source, you can select items like Expense Report, Payroll Payment, Supplier Invoice, WISCe Core Invoice, WISCe Affiliate Health, Expense Credit Card Payment, etc.
Other parameter fields can be left blank.
For faster inquires, see the How to Use Filters on Report Parameters Key Task below for info on setting up filters.

R0155 Activity Expenses Analysis Report

This is another screen to view your budgets, actuals, and commitments for your grants.
You can drill into each hyperlink to see the underlying transactions or group/pivot the underlying transactions. For tips to see and slice & dice transactions in each total, see the Drilling Into Reports Key Task below.
This is a row for each Grant / Spend Category combination that has a budget, actuals, commitments, or obligations that are not $0.
Organization - you must enter one or more Cost Centers (labs). Grants and other types of entries for the Organization parameter will not work. This will show all of the grants for your lab.
Period - the current and last period are shown under Current and Prior Periods. The latest closed period is shown under Last Closed Period. Any other period can be selected under Fiscal Period.
Time Period - when in doubt, select "Current Period YTD". There are some other time options that may be helpful under the Fiscal Time Period sub-menu. See pages 3-4 of the Key Workday Reports Reference Guide for info on the time period choices.
Budget Structure - use "WIBR Financial Budget Structure".
Budget Name - use "FY20## Operating Budget" where ## is the fiscal year you are looking at.
Book - select "Common Book".
For faster inquires, see the How to Use Filters on Report Parameters Key Task below for info on setting up filters.
For tips to see and slice & dice transactions in each total, see the Drilling Into Reports Key Task below.

R0156 Activity Expenses Analysis Report (Life)

This is another screen to view your budgets, actuals, and commitments for your grants.
This one includes a separate row for the grant budgets. These are in the Budget Direct Cost, Budget Indirect Cost, and Total Budget columns.
You can drill into each hyperlink to see the underlying transactions or group/pivot the underlying transactions. For tips to see and slice & dice transactions in each total, see the Drilling Into Reports Key Task below.
This is a row for each Grant / Spend Category combination that has a budget, actuals, commitments, or obligations that are not $0.
Organization - you must enter one or more Cost Centers (labs). Grants and other types of entries for the Organization parameter will not work. This will show all of the grants for your lab.
Grant - enter your Grant Number(s).
Worktags to Exclude - Can indicate any spend categories that should be excluded. (Several default in.)
Period - the current and last period are shown under Current and Prior Periods. The latest closed period is shown under Last Closed Period. Any other period can be selected under Fiscal Period.
Time Period - when in doubt, select "Current Period YTD". There are some other time options that may be helpful under the Fiscal Time Period sub-menu. See pages 3-4 of the Key Workday Reports Reference Guide for info on the time period choices.
Book - select "Common Book".
For faster inquires, see the How to Use Filters on Report Parameters Key Task below for info on setting up filters.
For tips to see and slice & dice transactions in each total, see the Drilling Into Reports Key Task below.

R0157 Monthly Expense Report by Lab (Ledger Account)

This is a screen to view your YTD expenses by Period (columns). The rows are expandable. They show Sponsored (grants & gifts) and WIBR (IS & projects). Please note that there is no level for driver worktag (grants, gifts, IS, & projects). Then it expands to Ledger Account. And then it expands to Spend Category.
Note: this report expands to Ledger Account before it expands to Spend Category. That is the difference between this report and the R0157 Monthly Expense by Lab (Ledger Account) report.
You can drill into each hyperlink to see the underlying transactions or group/pivot the underlying transactions. For tips to see and slice & dice transactions in each total, see the Drilling Into Reports Key Task below.
Organization - enter you Cost Center (lab), Grant(s), Project(s), Gift(s), or Institute Support worktag(s).
Ledger - select Actuals (final transactions), Encumbrance (salaries & benefits for employees as well as unpaid purchase orders), or Pre-Encumbrance (salaries & benefits for unfilled positions as well as requisitions that are not purchase orders yet).
Period - the current and last period are shown under Current and Prior Periods. The latest closed period is shown under Last Closed Period. Any other period can be selected under Fiscal Period.
Time Period - when in doubt, select "Current Period YTD". There are some other time options that may be helpful under the Fiscal Time Period sub-menu. See pages 3-4 of the Key Workday Reports Reference Guide for info on the time period choices.
Book - select "Common Book".
For faster inquires, see the How to Use Filters on Report Parameters Key Task below for info on setting up filters.
For tips to see and slice & dice transactions in each total, see the Drilling Into Reports Key Task below.

R0157 Monthly Expense Report by Lab for FY

This is a screen to view your YTD expenses by Period (columns). The rows are expandable. They show Sponsored (grants & gifts) and WIBR (IS & projects). Please note that there is no level for driver worktag (grants, gifts, IS, & projects). Then it expands to Spend Category.
Note: this report does not expand to Ledger Account - it expands directly to Spend Category. That is the difference between this report and the R0157 Monthly Expense by Lab (Ledger Account) report.
You can drill into each hyperlink to see the underlying transactions or group/pivot the underlying transactions. For tips to see and slice & dice transactions in each total, see the Drilling Into Reports Key Task below.
Organization - enter you Cost Center (lab), Grant(s), Project(s), Gift(s), or Institute Support worktag(s).
Ledger - select Actuals (final transactions), Encumbrance (salaries & benefits for employees as well as unpaid purchase orders), or Pre-Encumbrance (salaries & benefits for unfilled positions as well as requisitions that are not purchase orders yet).
Period - the current and last period are shown under Current and Prior Periods. The latest closed period is shown under Last Closed Period. Any other period can be selected under Fiscal Period.
Time Period - when in doubt, select "Current Period YTD". There are some other time options that may be helpful under the Fiscal Time Period sub-menu. See pages 3-4 of the Key Workday Reports Reference Guide for info on the time period choices.
Book - select "Common Book".
For faster inquires, see the How to Use Filters on Report Parameters Key Task below for info on setting up filters.
For tips to see and slice & dice transactions in each total, see the Drilling Into Reports Key Task below.

R0100 Workers Costing Allocations

This is the report to view the payroll costing allocations of the employees in your cost center(s).
Costing Worktag- set this to one or more driver worktags (grants, gifts, IS, & projects) to show every person with a payroll costing allocation on that worktag. If you leave this blank, all worktags that you have access to will be shown.
- Only the selected worktag(s) will be shown. If an employee is only partially paid on the selected worktag, their other worktags will not be shown. Using a driver worktag is useful to show everybody being paid on that particular worktag.
- You can also select a Cost Center. This will show you every employee in the lab or department.
Worker - set this to one or more workers that you want to see payroll costing allocations for. If you leave this blank, all workers that you have access to will be shown.
End Date Greater Than or Equal To - only payroll allocations with an End Date >= this field will be shown. If you set this to the first day of the pay period, only current and future payroll costing allocation records will be shown. Use this to hide old payroll costing allocation record.
End Date Less Than or Equal To - only payroll allocations with an End Date <= this field will be shown.
You can use this report to see which payroll costing allocations are expiring soon by setting the "End Date Less Than or Equal To" field to a date that is coming up soon.

R0100B Current Workers Costing Allocations

This is the report to view the CURRENT payroll costing allocations of the employees in your cost center(s).
Only payroll costing allocations where the current date is in between the Start Date and End Date of the allocation will be shown.
Costing Worktag- set this to one or more driver worktags (grants, gifts, IS, & projects) to show every person with a payroll costing allocation on that worktag. If you leave this blank, all worktags that you have access to will be shown.
- Only the selected worktag(s) will be shown. If an employee is only partially paid on the selected worktag, their other worktags will not be shown. Using a driver worktag is useful to show everybody being paid on that particular worktag.
- You can also select a Cost Center. This will show you every employee in the lab or department.
Worker - set this to one or more workers that you want to see payroll costing allocations for. If you leave this blank, all workers that you have access to will be shown.

Extract Costing Allocations - Huron

This is another report to see payroll costing allocations of the employees in your cost center(s).
This report has more columns - there is more detail for each of the allocations.
There are no parameters on this report. It will show you every payroll costing allocation for every employee, including historical allocations. You will need to filter & sort this report to see the records that you are looking for. You can also download it to Excel.
This report should be used if you need more columns of data than what is provided in R0100 and R0100B.

Payroll Costing by Organization

This is another report to see payroll costing allocations of the employees in your cost center(s).
This report has more columns - there is more detail for each of the allocations.
Organization - set this to one or more driver worktags (grants, gifts, IS, & projects) to show every person with a payroll costing allocation on that worktag. If you leave this blank, all worktags that you have access to will be shown.
- Only the selected worktag(s) will be shown. If an employee is only partially paid on the selected worktag, their other worktags will not be shown. Using a driver worktag is useful to show everybody being paid on that particular worktag.
- You can also select a Cost Center. This will show you every employee in the lab or department.
Pay Component Group / Pay Component - This allows you to select one or more earning codes to show. For Whitehead, you will likely want to leave this field blank so that all payroll costing allocations are shown.
Effective Date - All of the payroll costing allocations that are in effect on or after this selected date are shown.
This report should be used if you need more columns of data than what is provided in R0100 and R0100B.

R0106 Payroll Distribution Expiration Only Cost Center Manager Dashboard Grants Life for Cost Center Manager (Dashboard) R0045 Manager Budgetary Balance by Worktag R0045 Manager Budgetary Balance by Worktag v2 Manager Budgetary Balance Report R0097 Lab FY Monthly Expenses Worksheet for Order History Reporting R0114 My Organization Requisitions Find Requisition Lines for Organizations Find Requisition Lines and Line Splits for Organizations R0158 Purchase Orders by Date R0158B Purchase Orders by Date Summary R0158C Purchase Orders by Date Summary R0159 Purchase Orders by Lab R0107 PO Line Detail R0096 Transactions with Requester Name R0066 Standing Orders Report - WIBR R0164 Open Purchase Orders by Lab R0094 Employee Reimbursement Report R0073 Find Expense Reports by Organization Reappointments Due - WIBR R0078 Salary Obligations by Worktag (Summary Total) R0078 Salary Obligations by Worktag (Detail) My Procurement Card Transactions My Procurement Card Transactions Verifications My Procurement Card Transactions Verifications (Indexed) Grant Status Report - Huron R0104 A-133 Audit - All Federal Grants Active R0116 Extract Awards Report - WIBR View Grant View Grant Hierarchy Navigate Grant Navigate Grant Hierarchy Extract Grants - Huron Extract Awards - Huron Extract Awards with Line Detail - Huron Commitment Listing Report (in ECC) List of All Planned Effort - Monthly (in ECC) External Audit Report (in ECC) Extract Spend Categories - Huron

Need to give ALM's access to this report.

Key Apps (located on your home page in Workday, under the Menu button & Apps tab)

App

Description

Absence

Use to request PTO, add sick time, and check your PTO balance.
See Absence / Time Off folder for documentation.

Pay

Use to see your pay stubs, earnings & deduction info, and tax documents. Can also change your payment & withholding elections.

Benefits and Pay

Here you can view your current benefits and change benefits when allowed.

Current Benefit Elections

Here you can view your current and historical benefits.

Requisitions

This is a place where you can view requisitions that you created.
Although it is possible to create a requisition here, the Support Team recommends that you follow the Create Requisition job aid.

Expenses Hub

User to view & create your own expense reports. You can also add & change your payment elections & travel profile.

Personal Information

Use to view & change your emergency contacts, name, address, email addresses, phone numbers, & other personal information.

Key Tasks

Task

Description

Create Requisition

Use this task to create purchasing requisitions for you and your team.
Requisitions should be created for any goods, services, standing orders, blanket orders, and consulting agreements that your lab needs to order.
Use the Create Requisition job aid to create a purchasing requisition.
See the Workday Procurement series of solutions in Fresh Service for more information on the procurement process.
[PRINT OUT BP, ADD COMMENTARY, & LINK HERE!]

Create Expense Report

Use this task to create expense reports for you and your team.
Expense reports are used to reimburse workers (and some non-workers) for out-of-pocket expenses for business-related costs, such as airfare, business meals or hotel expenses.
Use the Create Expense Report job aid to create an expense report.
See the Expenses series of solutions in Fresh Service for more information on the expense report process.
[PRINT OUT BP, ADD COMMENTARY, & LINK HERE!]

Requesting a Delegation

Use Delegations to temporarily assign your tasks to another user, enabling that user to perform individual actions on your behalf. (Ex: assign your tasks while you are on PTO.)
See the Workday Delegations job aid for more info.
Send an email to workday@wi.mit.edu to request a delegation. The Workday Support team sets up all delegations.
[PRINT OUT BP, ADD COMMENTARY, & LINK HERE!]

Assign Costing Allocations

This is where you define how an employee's pay will be distributed among your grants, projects, gifts, and institutional support worktags.
Each employee in your lab has to have their salary allocated among one or more worktags.
See the Costing Allocations job aid for the process for adding and updating costing allocations for you employees.
Use the R0100 Workers Costing Allocations and R0100B Current Workers Costing Allocations to view the costing allocations for your employees.
[PRINT OUT BP, ADD COMMENTARY, & LINK HERE!]

Assign Planned Effort Commitments (ECC)

Effort reporting at Whitehead is done on Huron's Employee Compensation Compliance (ECC) system.
All employees that need to appear on our effort reports must have planned effort commitments assigned for the effort reporting period.
See the ECC ALM Reference Guide pp. 10-15 or the ECC Quick Reference Guide - Edit or Add Planned Effort for adding and updating planned effort commitments.
See Pat's 11/2/23 effort reporting presentation for more background info on effort reporting at Whitehead (video / slides / outline).
See the ECC / Effort Reporting training materials article or the ECC / Effort folder in Fresh Service for more information on effort reporting.
[PRINT OUT BP, ADD COMMENTARY, & LINK HERE!]

Certifying Effort (ECC)

ALM's must certify effort in the ECC system each month. They must also print the certification report, obtain the signature of the PI, and submit the signed report to Research Finance.
See the ECC ALM Reference Guide pp. 17- 23 for certifying effort.
[PRINT OUT BP, ADD COMMENTARY, & LINK HERE!]

Retroactive Effort Report Changes (ECC)

It is occasionally necessary to change an effort report after it is certified.
Please see the How to Do a Retroactive Effort Change in ECC article for the procedure to do a retroactive effort report change.
[PRINT OUT BP, ADD COMMENTARY, & LINK HERE!]

Verifying P-Card Transactions (AMEX)

Procurement card (P-Card) transactions are electronically interfaced from AMEX to our Workday system early every weekday morning.
You will need to review and verify all P-Card transactions made by you and anyone in your lab.
Use the Verify Procurement Card Transactions task for this.
See the Verify Procurement Card Transactions job aid for the step-by-step instructions for doing these verifications.
[PRINT OUT BP, ADD COMMENTARY, & LINK HERE!]

Help for Key Tasks

Task Document How to Use Filters on Report Parameters Drilling Into Reports Drilling Into Reports - Video (10 minutes) ALM Workday Training for Reporting (Slides from June 9, 2023) Slides Reporting 101 - Reference Guide
(Accessing reports, running reports, saving report prompt filters, & scheduling reports.) Reporting 101 - Reference Guide Key Workday Reports
(Shows key reports. Gives info on report parameters, especially Time Period.) Key Workday Reports - Reference Guide Key Workday Reports (Sample Slides)
(Shows samples of key reports.) Key Workday Report Samples Worksheets
(Similar to Google Sheets; housed in Workday; can update with latest Workday data.) Creating Worksheets with Live Data Refresh - Job Aid
Use Worksheets - Job Aid
Demo: Create Worksheets - Video (7 minutes)