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Open Lab Recordings

Access To the Spring 2023 Workday HR & Finance
Open/Drop-In Lab Recordings

Were you unable to attend a desired session or need more time to rewatch a certain topic?
Click the hyperlinks below to view the open/drop-in lab recordings.

Access Fall 2022 Recordings Below

Session Title & SUBTOPICS  FACILITATOR(S) & SUGGESTED AUDIENCE

Assets/Property Managers (53:12)

Virtual Open Lab

June Gutknect & Andrea Gabel

 

Property Managers

Budget (1:09:58)

Physical Drop-In Lab

Megan Clipse & Felicia Nachef

 

Personnel with Budget responsibility in Workday

(Note: for anything budgeting related to Grants, please visit the virtual open lab sessions for Grants)

Delegation (33:38)

Fall 2022 Virtual Open Lab recording

  • Setup Delegations
  • View Delegations
  • Act as a Delegate

Cindy Presson

 

Personnel who are either temporarily assigning tasks they're responsible for in Workday to another employee (due to being out of the office or on vacation) or personnel acting as a Delegate

Recording note: Answers to the questions posed during the recorded session include:

  • Can a Delegate adjust unmatched time clock entries if delegated to Enter Time?
    • I have so far been unsuccessful in entering time while proxied as an OPS in Sandbox, and am checking with our Workday Admins to determine why that might be the case. Until I can do so, I cannot test this scenario. I do know that a Supervisor/Manager can adjust unmatched Time Clock events, so a Delegate for Time Approval (Inbox tasks) should be able to do so.
  • How do you remove or end a Delegation?
    • As we reviewed in the session, removing the row and clicking Submit will remove the Delegation; only the original Delegator can do so.
  • Can a Delegate remove a Delegation?
    • No; Delegations can only be seen and accessed by the DELEGATOR. Although the Delegate receives a notification that they have been named as a Delegate, they do not have access to the Delegation itself, so cannot change it. This is one reason, however, it’s critical to communicate with someone you wish to Delegate to prior to creating the Delegation.

Financials for Cost Center Managers (1:03:25)

Fall 2022 Virtual Open Lab recording

  • Foundation of Data Model (FDM) or Data Audit
  • Requesting a New FDM
  • Revenue & Expense Categories (& the General Ledger)
  • Check Log Processing
  • Financial Periods MTD, YTD & LTD (Grants)
  • Reports
  • Fixing Errors

Amanda Jobes & Andrea Gabel

 

Cost Center Managers, questions regarding FDM, accounting adjustments

 

Resources shared:

Workday Open Lab Financial Reports Slide Deck

Grants/Awards

Virtual Open Lab

Donna Gilmore, Tina Pollock, & Judi Ford

 

Personnel who manage grants, including Principal Investigators, Grant Managers, Department Administrators, and Business Managers

 

Resources shared:

Create Pivot Table of Expenditures through Budget to Actual Report

To View a Grant Budget in Workday

View Budget and Award Budget to Actual in Workday

Workday Award and Grant Worktags Explained

HR/Compensation (46:28)

Fall 2022 Virtual Open Lab recording

Physical Drop-In Lab

  • Change Job/Edit Job
  • Request Compensation Change
  • Request One Time Payment
  • General Questions

Kirsten Thompson & Alli Bailey

 

Managers, HR Business Partners, and Administrative Assistants who handle one-time payments, period activity pay, compensation changes, job changes

Managing Period Activity Pay (54:05)

Fall 2022 Virtual Open Lab recording

Physical Drop-In Lab

  • Managing Period Activity Pay
  • Correcting Period Activity Pay
  • End Period Activity Pay
  • General Questions

Kirsten Thompson & Alli Bailey

 

Personnel with the designated role of HR Business Partners to ask questions and get help on Creating and Managing Period Activity Pay

Procurement

Physical Drop-In Lab

Rick Pence, Alex Drevenkar, Kyle Ray, & Mark DeBoy

 

Personnel who purchase goods and/or services for the University; questions regarding Punchout process, change orders, new supplier and P-Card transactions

Accounts Payable (27:15)

FAQ Demo 

  • Direct Payments
  • Expenses
  • Creating a Receipt

Dina Cooper

 

Personnel who request supplier invoice requests, submit non-travel expense reimbursements, and create receipts

Recruiting 

Physical Drop-In Lab

Andrea Smith

Personnel who hire employees, create job requisitions (postings), internal applications

 

Resources shared:

Supervisor Onboarding Checklist for OPS Employees

Candidate Onboarding Checklist for OPS Employees

Supervisor Onboarding Checklist for SP and A&P

Candidate Onboarding Checklist for SP and A&P

Supervisor Onboarding Checklist for Faculty

Candidate Onboarding Checklist Faculty

Travel Expenses (1:32:53)

Physical Drop-In Lab

  • Spend Authorizations
  • Expense Reports (Travel)
  • Candidate/Student Travel
  • Misc. Tips/Tricks

Brooke Niarchos

 

Personnel who travel, or have reimbursable travel expenses to submit to the University

 

Resources shared:

Important Links and Notes

Time Tracking (46:02)

Virtual Open Lab

  • Enter Time & Time Off
  • Submit Time & Time Off
  • Approve Time & Time Off

Sara Wood & Patrick Vitacco

 

Personnel who enter, review and/or approve employee Time and Time Off in Workday, including OPS, SP, A&P or UPD employees, Managers & Supervisors, Timekeepers

 

 

Access to the Fall 2022 Workday HR & Finance
Virtual Open Lab Recordings

Were you unable to attend a desired session or need more time to rewatch a certain topic?
Click the hyperlinks below to view the virtual open lab recordings.

Session Title & SUBTOPICS  FACILITATOR(S) & SUGGESTED AUDIENCE
Assets/Property (56:07)

June Gutknect & Andrea Gabel

 

Property Managers

Budget (1:34:01)

Megan Clipse

 

Personnel with Budget responsibility in Workday

Delegation (33:38)

  • Setup Delegations
  • View Delegations
  • Act as a Delegate

Cindy Presson

 

Special sessions for personnel who are either temporarily assigning tasks they're responsible for in Workday to another employee (due to being out of the office or on vacation) or personnel acting as a Delegate

Expenses (46:04)

  • Expense Reimbursement
  • A/P Direct Pay
  • Creating a Receipt

Dina Cooper & Rick Pence

 

Personnel who purchase goods and/or services for the University; questions regarding Punchout process, change orders, supplier invoices, receipts, new supplier and Pcard transactions

Financials for Cost Center Managers (1:03:25)

Amanda Jobes & Renee Garcia

 

Cost Center Managers, questions regarding FDM, accounting adjustments

Grants 

Donna Gilmore

 

Personnel who manage grants, including Principal Investigators, Grant Managers, Department Administrators, and Business Managers

HR/Compensation (46:28)

  • Change Job/Edit Job
  • Request Compensation Change
  • Request One Time Payment

Kirsten Thompson

 

Managers, HR Business Partners, and Administrative Assistants who handle one-time payments, period activity pay, compensation changes, job changes

Managing Period Activity Pay (54:05)

Kirsten Thompson & Trista Kelly-Thompson

 

Special session for personnel with the designated role of HR Business Partners to ask questions and get help on Creating and Managing Period Activity Pay

Procurement 

Rick Pence, Alex Drevenkar, Kyle Ray, Dina Cooper, Mark DeBoy

 

Personnel who purchase goods and/or services for the University; questions regarding Punchout process, change orders, supplier invoices, receipts, new supplier and Pcard transactions

Recruiting 

Patricia Massey

 

Personnel who hire employees, create job requisitions (postings), internal applications

Travel Expenses (1:40:33)

  • Spend Authorizations
  • Expense Reports (Travel)
  • Candidate/Student Travel
  • Misc. Tips/Tricks

Brooke Niarchos

 

Personnel who travel, or have reimbursable travel expenses to submit to the University

Enter Time and Time Off Requests (1:00:06)

  • Enter Time & Time Off
  • Submit Time & Time Off
  • Approve Time & Time Off

Sara Wood

 

Personnel who enter, review and/or approve employee Time and Time Off in Workday, including OPS, SP, A&P or UPD employees, Managers & Supervisors, Timekeepers

 

 

 

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