Workday Projects

Welcome and Introductions

Housekeeping
• Course Length
• Breaks
• Safety

Classroom etiquette:
• Turn cell phones off or to vibrate
• Refrain from e-mail and web surfing
 Agenda

Course Overview

Course Components

Getting Started Basics

Lessons
 Course Overview
This course covers how to create and maintain
administrative and capital projects and funding
sources in Workday.
• Prerequisites: • Objectives:
– Workday Navigation and – Create and Maintain a
FDM Overview project
– Create funding sources
• Attendees:
– Create and Amend a
– Create and Maintain
project budget
Projects
– Project Capitalization
– Reviewers and Approvers
– Project Close Out
– Reports
 Course Components

Course Concepts

WalkMe

Demonstrations

Exercise
 Getting Started

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Lesson 1 – Create and Maintain
a Project
 Lesson 1 – Learning Objectives
At the end of this lesson, you will be able
to:
• Describe Administrative vs Capital
Projects
• Create a Project
• Search for a Project
• Edit a Project
 Administrative vs. Capital
Administrative: Capital:
• Cost/Revenue • Cost/Revenue
tracking only tracking
• Results in a Capital
Asset(s)
• Have budgets
 Project Details
• Administrative Projects:
– Unique name
– Start and End Dates
– What Cost Center owns the project
– Related Worktags
– Project Roles
• Capital Projects
– All bullets from above
– Board Approval (including funding and budget)
– Any additional approvals
 Project Roles
Project roles inherit from a project hierarchy
Project Roles:
• Project Specialist
– Create and Maintain Projects, Project Budgets, and funding sources
• Project Manager (Setup)
– Approve Project Specialist transactions related to projects
• Project Manager Expense
– Approve project expense transactions (Single assignment)
• Project Analyst
– View access
 Create a Project
1. Navigate to the Create a Project page
2. Select a Project Hierarchy (related to your
cost center) or a Shared Project Hierarchy
3. Populate the Project Information section
4. Populate the Reference Information section
– If Capital Project ensure Capital check box is selected
5. Populate the default Worktags
6. Review and edit Role Assignment Tab
7. Submit
 Instructor Demonstration
• Watch as your instructor
demonstrates how to Create a
Project in Workday.
 Training Exercise – Create a
Project
• Log in to the Workday training
tenant using the credentials
provided by the instructor
• Refer to your Exercise
handout for detailed
instructions: Create a
Capital Project
• Ask for assistance
 Search for a Project
• Search for Find Projects
Populate:
– Projects and Project Hierarchies
– Check Include Subordinate
Project Hierarchies
• Additional values can be
added to refine search
 Instructor Demonstration
• Watch as your instructor
demonstrates how to Search for
a Project in Workday.
 Edit a Project
• Process is the same as creating a project
• Once the project is created in Workday, all
further changes are called edits
• Approval process for edits is the same as
creating a project
 Edit a Project
1. Search for the project
2. Select the Overview Tab
3. Click the Edit button on Summary or Details
sub tab
4. Apply edits
5. Submit
 Instructor Demonstration
• Watch as your instructor
demonstrates how to Edit a
Project in Workday.
 Lesson 1 – Learning Objectives
Now that you have completed this lesson,
you will be able to:
• Describe Admin vs Capital Projects
• Create a Project
• Search for a Project
• Edit a Project
Lesson 2 – Create Funding
Sources
 Lesson 2 – Learning Objectives
At the end of this lesson, you will be able to:
• Describe Multiple Funding Sources
Functionality
• Create Funding Source
• Create Funding Source Rule
• Process and Reprocess Funding Sources
Multiple Funding Sources Functionality

• Funding Source: Established set of Worktags

used to reallocate original cost on a project

• Funding Source Rules are created to define

how to allocate cost to various funding sources

• Workday allows you to change Funding Source

Rules and reprocess allocations previously
processed
 Create Funding Source
Prior to creating your funding source ensure to
have the following:
• Applicable Worktags
• Agreement or Budgeted Dollar amount
• Effective Dates
– Dates must reflect accurate time period for processing
– May need to be updated after creation
 Create Funding Source
1. Populate Owning Company, Funding Source
Name, Dates, and Funding Amount
2. Spend Restrictions (if applicable)
– Allowable or Unallowable
3. Add Worktags
4. Click OK
 Instructor Demonstration
• Watch as your instructor
demonstrates how to Create a
Funding Source in Workday.
 Default Funding Source
• Default funding source is used to establish
default worktag(s) for a project when the
funding sources have been exhausted
• The default funding source can be created as
its own transaction or during the creation of
the funding source rule
• Default funding sources are defined as
operating funds
 Create Default Funding Source
1. Enter Funding Name
2. Add Worktag Type and applicable Worktag
3. Click OK
 Funding Source Rule
• The funding source rule page is used to
establish the priorities and funding sources
for a project as well as a default funding
source
• Funding Sources must be established prior to
creating the funding source rule
 Funding Source Rule
1. Populate Project or Project Hierarchy
2. Populate Company
3. Evaluation Date Option: Accounting Date
4. Default Funding
Source
5. Add Funding
Source Priorities
6. Click OK
 Instructor Demonstration
• Watch as your instructor
demonstrates how to Create a
Funding Source Rule in
Workday.
Process and Reprocess Funding Sources
• Project transactions do not automatically
book to funding source worktags
• Process Funding Sources Task
– Initial process
• Reprocess Funding Sources Task
– Any additional process
• Centralized role in Auditor Controller Office
– Funding Source Reclassification Lines Report
 Lesson 2 – Learning Objectives
Now that you have completed this lesson, you
will be able to:
• Describe Multiple Funding Sources
Functionality
• Create Funding Source
• Create Funding Source Rule
• Process and Reprocess Funding Sources
Lesson 3 – Create and Amend a
Project Budget
Lesson 3 – Learning Objectives
At the end of this lesson, you will be able
to:
• Describe Project and Budgets Specifics
• Create a Project Budget
• Amend a Project Budget
 Describe Project and Budgets Specifics

• Budget Creation Process:

– Create shell
– Populate budget data
– Submit for approval

• Budget Template
– Budget and Project are different functional areas
– Budget Template links areas to relate a budget to the project
• Budget Structure
– Set up to budget total revenues and total expenditures for the life
of the project
 Create a Project Budget
• The process of creating a project budget can
only be done on the Project Financials tab
Budget sub tab
• Prior to creating the project budget have
budgeted total expenditures and total
revenues
 Create a Project Budget
1. On the project Financials Tab, Budget sub tab,
click Create Budget
2. Populate required fields
3. Selected Related Action on the budget >
Maintain Budget
4. Select Ledger Account Summary and Project
5. Enter Budget
6. Submit for approval
– Selected Related Action > Submit Budget for Approval
 Instructor Demonstration
• Watch as your instructor
demonstrates how to Create a
Project Budget in Workday.
 Training Exercise – Create a
Project Budget
• Log in to the Workday training
tenant using the credentials
provided by the instructor
• Refer to your Exercise
handout for detailed
instructions: Create a
Project Budget
• Ask for assistance
Describe Project and Budgets Specifics
• Amendments may need to be approved
• Amendment Types
– Original Amendment/Correction – Project
– Increase Funding - Project (Non-Technical)
– Increase Funding - Project (Technical)
– Decrease Funding - Project (Non-Technical)
– Decrease Funding - Project (Technical)
 Amend a Project Budget
1. On the project Financials Tab, Budget sub
tab, select Related Actions>Budget>
Create Amendment
2. Populate Header
required fields
3. Populate Existing
Budget Lines fields
4. Attach supporting
documents
5. Click Submit
 Instructor Demonstration
• Watch as your instructor
demonstrates how to Amend a
Project Budget in Workday.
Lesson 3 – Learning Objectives
Now that you have completed this lesson,
you will be able to:
• Describe Project and Budgets Specifics
• Create a Project Budget
• Amend a Project Budget
Lesson 4 – Project Capitalization
 Lesson 4 – Learning Objectives
At the end of this lesson, you will be able
to:
• Create Project Asset
• Review and Assign Transactions
• Capitalize Project Asset
• Describe Construction in Progress CIP
 Create Project Asset
• Capital projects result in a capital asset(s)
• Workday allows you to assign expenditures
to project assets for an active project
• Project assets become capital assets
 Create Project Asset
1. Search for Project
2. Select Financials Tab>Capitalization Sub Tab
3. Click Add/Edit Project Assets button
4. Input Project
Asset (Name),
Description,
and Project
Asset Spend
Category
5. Click OK
 Instructor Demonstration
• Watch as your instructor
demonstrates how to Create a
Project Asset in Workday.
 Review and Assign Transactions
1. Search for Project
2. Select Financials Tab>Capitalization Sub
Tab
3. Click Review Transactions
button (Express Review)
4. Assign Transactions
– Select Expense Cost check box; or
– Click Project Asset Assignment
5. Click Submit
 Instructor Demonstration
• Watch as your instructor
demonstrates how to Review and
Assign Transactions in Workday.
 Capitalize Project Asset
1. Search for Project
2. Select Financials Tab>Capitalization Sub
Tab
3. Click Capitalize Project Assets button
4. Select an Asset and
input Capitalization
Date
5. Click OK
 Instructor Demonstration
• Watch as your instructor
demonstrates how to Capitalize a
Project Asset in Workday.
 Training Exercise – Create and
Capitalize a Project Asset
• Log in to the Workday training
tenant using the credentials
provided by the instructor
• Refer to your Exercise
handout for detailed
instructions: Create a
Project Asset…
• Ask for assistance
 Construction in Progress CIP
• Transactions that will automatically
record to CIP for Full Accrual Books:
– Supplier Invoice*
– Expense Reports
• Original transaction: Debit Expense
• Automatic CIP Entry:
– Credit Expense
– Debit CIP

*Supplier Invoice discounts are recorded to a separate ledger

account but not a separate journal source
 Construction in Progress CIP
• Transactions that will not automatically record
to CIP for Full Accrual Books:
– Everything else including:
• Journal Entries
• Internal Service Delivery
• Allocations
• Supplier Invoice Discounts
• Ad Hoc Payments
• Phase II Payroll Transactions
 Construction in Progress CIP
• To capitalize the transactions that do not
automatically post to CIP:
– Obtain dollar amount to be capitalized
– Book a journal with the following:
• Full accrual books
• Journal source is Manual CIP Entry
• Check the box that says "Exclude from Spend
Report“ for the expense line(s)
• Credit Expense, Debit CIP
 Construction in Progress CIP
• Breaking out CIP transactions to have
multiple assignments
– Book a journal with the following:
• Full accrual books
• Journal source is Manual CIP Entry
• Sample journal:
– Debit CIP (expensed)
– Debit CIP (Project Asset 1)
– Credit CIP (original transaction)
Timing for CIP Financial Reporting
• Review transactions and expense monthly
• Regularly assign transactions to project
assets
• Financial Reporting will book financial
statement CIP accrual entries
• For departments that receive a list of assets
from a supplier at the end of a project, you
will have to capitalize at that time
Lesson 4 – Learning Objectives
Now that you have completed this lesson,
you will be able to:
• Create Project Asset
• Review and Assign Transactions
• Capitalize Project Asset
• Describe Construction in Progress CIP
Lesson 5 – Project Close Out
 Lesson 5 – Learning Objectives
At the end of this lesson, you will be able
to:
• View Project Transaction Details
• Inactivate a Project
 View Project Transaction Details
• All projects:
– Ensure no transactions will need to recorded after close out
• Place General Ledger Transaction report
• Trial Balance (project in worktags prompt)
• Capital Projects:
– Ensure CIP entries are booked and project assets are capitalized
• Transactions can not be recorded to an inactive
project
 Inactivate a Project
1. Search for Project
2. Select Overview Tab>Summary Sub Tab
3. Click Edit button
4. Select Inactivate
checkbox
5. Change Status
to Completed
6. Click Submit
Lesson 5 – Learning Objectives
Now that you have completed this lesson,
you will be able to:
• View Project Transaction Details
• Inactivate a Project
Lesson 6 – Reports
 Lesson 6 – Learning Objectives
At the end of this lesson, you will be able
to:
• Run Reports in Workday
 Reports
• Find Projects
– Lists all Projects for specified hierarchies that you have access
to and shows general project information.
• Data Audit Projects
– Lists all Projects for specified hierarchies that you have access
to and shows project hierarchy information
• Find Default Funding Source
– Lists all default funding sources and funding source rules that
use them
 Reports
• Find Funding Source
– Lists all funding sources' information, such as dates, spend
restrictions, worktags, funding source rule, and amounts
• Find Funding Source Rule
– Lists all funding source rules and their related priorities and
funding sources assigned on them
• Find Funding Source Reclassification Lines
– Lists transaction details for funding source process and
reprocesses
 Reports
• Find Budget Amendments
– Lists all budget amendments for a specified budget structure (use
Project Budget Structure)
• Placer Project Budget to Actual
– Lists budget and amendment amounts and actuals, commitments,
and obligations for a specified project (for Company level roles)
• Placer My Project Budget to Actual
– Lists budget and amendment amounts and actuals, commitments,
and obligations for a specified project (for Project level roles)
 Reports
• Placer General Ledger Transaction
– Data dump of all transactions for specified filters (i.e. Project)
• Trial Balance
– Lists summary level data of activity for specified filters (i.e. Project
in Worktags field)
• Capital Project Workbench
– Can assign or expense capital project transactions for multiple
projects at the same time based on specified filters including any
worktag.
– Can capitalize Project Assets for multiple projects at the same time.
 Reports
• Capital Project Transaction Detail
– Lists all original transactions recorded on a capital project
regardless of book code and expense or capitalization information
• Work In Progress Reconciliation Report
– Lists all Construction in Progress by Project (Business Asset
Accountant can run)
• Capital Project Costs by Journal Source
(Name TBD)
– Not created yet. Prompt for journal sources, project(s), and date
range and output applicable list of transactions. Report will assist
with manually capitalizing CIP
 Instructor Demonstration
• Watch as your instructor
demonstrates how to run a report
in Workday.
– Find Funding Source
– Placer My Project Budget to Actual
– Capital Project Workbench
Lesson 6 – Learning Objectives
Now that you have completed this lesson,
you will be able to:
• Run Reports in Workday
Course Summary
 Course Review

Now that you have completed this course,

you will be able to:
• Create and Maintain a project
• Create funding sources
• Create and Amend a project budget
• Project Capitalization
• Project Close Out
• Reports
Survey Time
(est.120 seconds)
Thank you for attending Workday
Projects