This archive is specific to the Data Governance content shared in the Workday Watch e-newsletter.

June 2022

June 23 – Vacation Accrual Functional Guide, Grant Funding Awards, Changes to Short-Term Medical Disability Notifications, Verify FTE for Student Workers, July 4th Deadlines.

Vacation Accrual Functional Guide Now Available
All FY22 time off requests need to be submitted and approved by managers by July 8. Run RPT6357 – WU – Unapproved Time Off Requests to generate a list of pending time off requests. Refer to the Vacation Accrual functional area guide on the Fiscal Year End Close Overview page. Use Collibra to review functional area and associated business terms with definitions for RPT6357.

Invoices Over Thirty Days and Review Pending Financial Transactions Daily
Multiple Supplier Invoices have a transaction date of over thirty days. Address and approve these before June 28. Use the Timeline and Key Dates and Supplier and Other Spend Transactions guide for more information. Run RPT6938 – WU – FIN – Financial Transactions In Progress by School to provide detail on outstanding transactions and with whom items are awaiting action. Those with Reviewer or Approval roles must review and take action on transactions daily to ensure timely processing and approvals. Refer to the Fiscal Year End Close Overview webpage for instructions and deadlines and log into Collibra to review functional area and associated business terms with definitions for RPT6938.

Updates to RPT6601 – WU – Purchase Order Lines and Line Splits for Organization
Obligation amounts related to Purchase Orders and Invoicing have been added to this report to provide additional analysis all in one report. Log into Collibra to review functional area and associated business terms with definitions for RPT6601

Updated Reporting for Awards – Now Includes Allocations
The following reports can now be used to pull in fiscal year award activity and review Total Grant Funds for a department by including Allocations to and from other departments. This information can be used to review Total Grant Funds by department. This includes funds allocated from other areas and excludes those that have been distributed outside the organization. Log into Collibra to review functional area and associated business terms with definitions for RPT2887 and RPT4723

Use RPT2887 – WU – Award Dollars and Detail by Organization to view total sponsored funds received during the period selected in the prompts.   Use RPT4723 – WU – Grant Award Summary and Detail to view total sponsored funds received this fiscal year by Cost Center Hierarchy Level 2. Recommended prompts for organization are Cost Center or Grant Hierarchy. 

New Reporting Group When Auditing on Faculty Financial Reporting (FFR) Owner Worktags    
To audit transactions for FFR Owner, run the following reports on a regular basis. This will identify transactions missing or with mismatched FFR Owner worktags for FFR Reporting. Reports can be run together or in a funding type like Grant or Gift. Use Cost Center Hierarchy in the Organization prompt to pull all FFR Owners in the hierarchy. Then review to determine missing or mismatches for FFR Owner worktags on Journal Lines and Budget Lines as compared to the default set up on the funding type (Grant, Gift, Non-Carryforward or Non-Capital Project). If a transaction is missing FFR Owner or mismatched, then the FFR balance for that driver worktag is not correct on the FFR dashboard. Log into Collibra to review functional area and associated business terms with definitions for each report. 

Examples of Reporting Groups
Grants:

– RPT6885A – WU – FFR Owner Worktag Audit Journal Lines – Grant  
– RPT6885B – WU – FFR Owner Worktag Audit Budget Lines – Grant  Gifts:
– RPT6885C – WU – FFR Owner Worktag Audit Journal Lines – Gift  
– RPT6885D – WU – FFR Owner Worktag Audit Budget Lines – Gift Non-Carryforward:  
– RPT6885E – WU – FFR Owner Worktag Audit Journal Lines – Non-Carryforward
– RPT6885F – WU – FFR Owner Worktag Audit Budget Lines – Non-Carryforward Project: 
– RPT6885G – WU – FFR Owner Worktag Audit Journal Lines – Project  
– RPT6885H – WU – FFR Owner Worktag Audit Budget Lines – Project 

Sick Accrual Balances Available for Postdocs and Fellows
Postdocs and Fellows can now view their sick accrual balances in Workday. Encourage workers to run the report Time Off Results by Period to view accrual balances.

Upcoming Changes to Notifications for Short-Term Medical Disability Leaves
Short-Term Medical Disability payments will be issued by WashU instead of Unum for leaves initiated on or after July 1, 2022. Payroll User Group (PUG) members will no longer receive payroll approval notifications from Unum for new leaves. Run RPT6411 – WU – Workers on Leave with Time Off Balance during payroll processing to identify supported workers on a Short-Term Medical Disability and/or Caregiver/Parental leave. Refer to the recent communication from Human Resources and the Payroll Processing in Workday reference guide. Log into Collibra to review functional area and associated business terms with definitions for RPT6411

Payroll Deadlines – Last Call before Fourth of July Holiday!  
Managers remind non-exempt workers to Request Time Off before the upcoming WashU observed holiday. Managers must approve time off requests before payroll deadlines for workers to receive correct paid time off and accurate accrual balances. See Payroll Deadlines for a complete list of biweekly and monthly deadlines and refer to the Payroll Processing in Workday reference guide.   Run RPT6712 – WU – No Time Entry for Holidays for a list of non-exempt workers with missing time off requests.  Log into Collibra to review functional area and associated business terms with definitions for RPT6712.   

Verify Full Time Equivalent (FTE) for Student Workers
Departmental HR Partners, Departmental HR Partner Leads and HR Reviewers can run RPT2737 – WU – Personnel Details with Compensation to ensure that student workers are set up using the correct FTE. Initiate the Change Job business process if the worker needs a correction to FTE. Refer to the Student Workers in Workday and Workday HCM Transaction Reasons reference guides. Log into Collibra to review functional area and associated business terms with definitions for RPT2737.  

June 9 – Review Pending Financial Transactions Daily, Payroll Deadlines, Monitor Contingent Worker Contracts

Review Pending Financial Transactions Daily
Run RPT6938 – WU – FIN – Financial Transactions In Progress by School to provide detail on outstanding transactions and with whom items are awaiting action. Those with Reviewer or Approval roles must review transactions daily to ensure timely processing and approvals. All transactions need to be reviewed with appropriate action taken no later than 5 p.m. June 28 to prevent unnecessary spend from carrying over to the next fiscal year. Refer to the Fiscal Year End Close Overview webpage for instructions and deadlines and log into Collibra to review functional area and associated business terms with definitions for RPT6938.

Payroll Deadlines
See Payroll Deadlines for a complete list of biweekly and monthly deadlines. Log into Collibra to review functional area and associated business terms with definitions for the following reports listed below: 

Monitor Contingent Worker Contracts
Departmental HR Partners and Departmental HR Leads can run RPT6723 – WU – Contingent Workers with Expiring Contracts monthly to find supported contingent workers with expiring contracts. If the worker will be contracted beyond the contract expiration date, use the Change Contingent Worker Details task to extend the contract. Refer to the Change Contingent Worker Details tutorial and log into Collibra to review functional area and associated business terms with definitions for RPT6723

May 2022

May 26 – New Reporting Info Page, New Worksheets in Workday Resource, Additional Time Tracking & Absence Reports, New All Open Positions Reports, Run “no-entry Holiday Report”

New Reporting Information Page 
The Reporting Overview page provides consolidated information, helpful tips, and best practices related to WashU’s data reporting framework, Worksheets in Workday, Collibra, running large or complex reports, and ServiceNow.

New Worksheets in Workday Resource 
The Worksheets in Workday reference guide explains key features and how to use the “Spreadsheeting Tool” for ad-hoc reporting, analysis, and tracking of Workday data.

Additional Time Tracking & Absence Reports  
HR Reviewers and HR Reviewers (without compensation) can run additional time-related reports to manage workers time in preparation for Payroll Deadlines. Log into Collibra to review functional area and associated business terms with definitions for RPT6360, RPT5988, RPT6364, and RPT6579.  

RPT6360 – WU – Unmatched Time Clock Events
RPT5988 – WU – Workers with Time Submitted but not Approved
RPT6364 – WU – Meal Breaks Greater than 1.5 Hours 
RPT6579 – WU – Time Block in Excess of Prompted Threshold

New All Open Positions Report
Managers, Recruiters, HR Partners, and HR Reviewers can run RPT6930 – WU – All Open Positions to view a listing of all open positions for Supervisory Organization(s) and subordinate(s), based on security role access. Log into Collibra to review functional area and associated business terms with definitions for RPT6930

Run RPT6712 – WU – No Time Entry for Holidays for a list of non-exempt workers with missing time off requests.  Log into Collibra to review functional area and associated business terms with definitions for RPT6712.  

May 12 – Payroll Deadlines – Preparing for Memorial Day Holiday

Payroll Deadlines – Preparing for Memorial Day Holiday
Managers remind non-exempt workers to Request Time Off before the upcoming WashU observed holiday. Managers must approve time off requests before payroll deadlines for workers to receive correct paid time off and accurate accrual balances. See Payroll Deadlines for a complete list of biweekly and monthly deadlines and refer to the Payroll Processing in Workday reference guide.

Run RPT6712 – WU – No Time Entry for Holidays for a list of non-exempt workers with missing time off requests.  Log into Collibra to review functional area and associated business terms with definitions for RPT6712.  

April 2022

April 28 – Report for Purchase Order (PO) Driver Worktags, Report Tip,Supplier Accounts, Payroll Deadlines

Use RPT6757 – WU – Purchase Order Summary to see PO details at the header level instead of the line level which includes information on Obligations remaining. Log into Collibra to review functional area and associated business terms with definitions for RPT6757.

  • The Worktags field can be used to filter by Gift, Grant, Project, Non-Carryforward and Cost Center or by hierarchy.
  • The results can also be filtered by 15 different fields including document date.
  • This report will automatically exclude the Cancelled and Closed status POs unless unchecked.

Reporting Tip for Budget vs Actuals for Allocated Grants by Object Class
Watch the 3 minute video to see a Budget to Actuals view for Principal Investigator (PI) grants allocated to other departments. Those with the Faculty Financial Reporting Owner (FFR) and FFR Owner Financial Analyst roles can use RPT6264 – WU – Budget vs Actuals for Allocated Grants by Object Class to view a single allocated grant or to pull in multiple grants or awards. Log into Collibra to review functional area and associated business terms with definitions for RPT6264.

Supplier Accounts Revision 
The Supplier Accounts in Workday course has been updated in Learn@Work to reflect configuration changes. This course is recommended for Cost Center Accounts Payable Data Entry Specialists (CCAPDES) and Cost Center Buyers (CCB).   New demonstrations include Create Request: New Supplier, Supplier Match Exceptions Override, and RPT4313 – WU – Find Supplier Invoices. Log into Collibra to review functional area and associated business terms with definitions for RPT4313​​​.

Payroll Deadlines
See Payroll Deadlines for a complete list of biweekly and monthly deadlines and refer to the Payroll Processing in Workday reference guide. Log into Collibra to review functional area and associated business terms with definitions.  

Get ready for Year End Close by reviewing and acting on the specific HCM and Finance activities listed. Use the Financial Accounting Period Close reference guide for key dates and deadlines.   

  • Managers should regularly take action on all time off requests for supported workers. There are currently over 800 pending time off requests dated April 30 or prior across departments. Run RPT6357 – WU – Unapproved Time Off Requests to generate a list of pending time off requests. Log into Collibra to review functional area and associated business terms with definitions for RPT6357

All transactions need to be approved no later than June 30. Those with Reviewer or Approval roles must review Transactions Pending Approval on a daily basis to ensure progression of business processes.  

April 14 – Identify Modified Time Entries, Tracking Time off, Balance Amounts on Grants, Payroll Deadlines, Approving Transactions Daily

Workday Reporting Helps Identify Modified Time Entries
Departmental HR Partners, Departmental HR Partner Leads, Timekeepers and Managers can now run RPT6818 – WU – Modified or Deleted Time Blocks to identify modified or deleted time block events and related comments entered. This requested report was created to help track changes to a worker’s submitted time and provide clarity for auditing purposes as to why a time block was modified. Log into Collibra to review functional area and associated business terms with definitions for RPT6818.

Tracking Time Off Beyond Standard Hours for Non-Exempt Workers
Departmental HR Partners, Departmental HR Partner Leads, HR Reviewers, Student HR Partners and Managers can now run RPT6847 – WU – Non-Exempt Paid Time Off Over Standard Hours to track when non-exempt workers have requested time off that exceeds standard weekly hours. WashU Policy states that non-exempt workers cannot take time off in excess of standard weekly hours. When hours worked and time off exceed standard weekly hours, Managers or workers should correct the submitted time off requests. Refer to the Correct Absence for Worker tutorial. Log into Collibra to review functional area and associated business terms with definitions for RPT6847.

Free Balance Amounts on Grants
Use RPT5557 – WU – Budget vs. Actuals for Grant by Object Class and Spend Category to show the activity for in-process transactions on grants. In the Additional Options prompt, select Include Reserved Journals to account for in-process transactions and determine the free balance remaining to spend. Depending on the type of expense, the Reserve Journal activity may appear under Commitments, Obligations, or Actuals. Log into Collibra to review functional area and associated business terms with definitions for RPT5557.

Payroll Deadlines
See Payroll Deadlines for a complete list of biweekly and monthly deadlines and refer to the Payroll Processing in Workday reference guide. Log into Collibra to review functional area and associated business terms with definitions.  

Approving Transactions Daily Before Financial Year End Close
All transactions need to be approved no later than June 30. Those with Reviewer or Approval roles must review Transactions Pending Approval  on a daily basis to ensure progression of the business process. Currently, some Inboxes have a backlog of transactions that need to be approved. To request additional support, submit a  ServiceNow ticket. To manage Inbox tasks that are pending approval use  RPT6673 – WU – My Inbox Overview. Refer to the  Workflow Management reference guide for detailed information on  Inbox Filtering and Management and refer to the Reviewing and Approving Tasks reference guide. Log into Collibra to review functional area and associated business terms with definitions for RPT6673

March 2022

March 31 – Report Tags & Payroll Deadlines
Can’t Remember the Name of a Report? Use a Report Tag
All reports are tagged with related keywords to allow for searchability in Workday and Collibra. Use one of the standard Report Tags to find a report when the exact name is unknown by typing the tag in the Search bar. Refer to the Report Catalog User Guide. Log into Collibra to review functional area and associated business terms with definitions. 

Payroll Deadlines

See Payroll Deadlines for a complete list of biweekly and monthly deadlines and refer to the Payroll Processing in Workday reference guide. Log into Collibra to review functional area and associated business terms with definitions.  Merit Planning Office Hours Now Available
Merit Planning is now live in Workday. Merit Planners can join Office Hours to ask questions and gain one-on-one assistance. Office Hours for Merit Reviewers will be announced when available. Refer to the Training and User Group Events webpage. 
March 17 – Collibra & Coffee, Report Catalog Enhancements and New Redesigned Reports; Grant Award Summary and Detail & Onboarding Status Report

Calling ALL WashU Data Producers & Consumers!
The Office of Data Governance (ODG) is offering informal & collaborative sessions to discuss recent Collibra enhancements report catalog, dashboards and associated metadata from the Workday to Collibra Integration. Join us Friday mornings at 8:30 a.m. for Collibra & Coffee to discuss Collibra’s latest updates and have your questions answered too! 

Report Catalog Enhancements
All custom reports, dashboards and associated business terms and definitions from Workday are updated daily at approximately 5:00 a.m. If a change is made during the day, that change is updated the next day at 5:00 a.m. Enhancements include:

Ability to view and search most fields/data elements associated with reports. Inclusion of additional custom report fields from Workday such as Report Owner, whether the report is Shared, Report Tags and Date Last Updated is now included. 

New Redesigned Reports

  • RPT4723 – WU – Grant Award Summary and Detail using Grant or Grant Hierarchy to see the total value of budget changes within the given fiscal year. The report shows new, continuation, and renewal-related changes to Grant money but does not include budget amounts carried forward from a prior year. Grant-based security is required for this report, but the Cost Center or Cost Center Hierarchy prompts will also provide information. Log into Collibra to review functional area and associated business terms with definitions for RPT4723.
  • Onboarding Status Report Replaces the Onboarding Status Summary Report Departmental HR Partners, Departmental HR Partner Leads, HR Reviewers, Managers, and Student HR Partners can run RPT6377 – WU – Onboarding Status Report to review the Completion Status Based on Groupings of onboarding tasks a worker has initiated. Refer to the Onboarding Process Steps reference guide. Log into  Collibra to review functional area and associated business terms with definitions for RPT6377.
  • Payroll Deadlines See Payroll Deadlines for a complete list of biweekly and monthly deadlines. Run RPT5961 – WU – Pre-Payroll Results for Supervisory Organization and RPT5962 – WU – Pre-Payroll Results for Worker prior to payroll deadlines. Log into Collibra to review functional area and associated business terms with definitions for RPT5961 and RPT5962.
March 4 – Complete List of Payroll Deadlines

Payroll Deadlines
See Payroll Deadlines for a complete list of biweekly and monthly deadlines. Log into Collibra to review functional area and associated business terms with definitions.

February 2022

February 2 – New Recruiting Report, Dashboard Update & Payroll Deadlines

New Recruiting Report and Dashboard Update
Recruiters and HR Partners can access a new Workday report, RPT6759 – WU – Job Requisition Aging – Indexed. The report replaces the Workday delivered report and highlights a new custom field that supersedes the Workday standard In Offer field and indicates if a requisition has an existing candidate in the offer stage. The Recruiting Dashboard has been updated to replace the standard report with this new custom report. Log into  Collibra to review functional area and associated business terms with definitions for RPT6759.

Payroll Deadlines
See Payroll Deadlines for a complete list of biweekly and monthly deadlines. Log into Collibra to review functional area and associated business terms with definitions for the following reports listed below:

  • February 6:  Time Tracking Mass Submit by 5:00 p.m. Unsuccessfully submitted time will NOT be included in the Mass Submit. Run RPT6360 – WU – Unmatched Time Clock Events report to identify unmatched time blocks prior to Mass Submit deadlines. 

January 2022

January 20 – We heard you! Workday Automates Time-Related Notifications , Payroll Deadlines, Enhanced Pre-Payroll Reporting Options Available by Worker, Updates to Payroll Costing Allocation Reports 

Workday Automates Time-Related Notifications 
Managers, Timekeepers and employees will begin receiving Workday-generated notifications to Outlook for unapproved time entries or time that has not been submitted. These notifications will no longer come from the Human Resources Operations (HR Ops) team. Departmental HR Partners and Managers may use RPT 5987 – Time Entered Not Submitted and RPT5988 – Submitted Not Approved Time to routinely check for unapproved or not submitted time entries. Log into  Collibra to review functional area and associated business terms with definitions for  RPT5987 and  RP5988.

Payroll Deadlines
Managers remind non-exempt employees to Request Time Off using Holiday time-off type for the Martin Luther King Jr. holiday. Act on time-off requests before payroll deadlines. Run RPT6712 – WU – No Time Entry for Holidays and filter by Supervisory Organization to generate a list of eligible workers with no time entered for the holiday(s). Log into Collibra to review functional area and associated business terms with definitions for RPT6712. See the Payroll Deadlines webpage for a complete list of biweekly and monthly deadlines.

We Heard You! Enhanced Pre-Payroll Reporting Options Available by Worker 
As the Workday Support Team continues to accommodate the demand for more specialized reporting, Departmental HR Partners, HR Reviewers and Payroll Auditors now have access to four versions of RPT5962 – WU – Pre-Payroll Results for Worker. Log into Collibra to review functional area and associated business terms with definitions for the following reports: 

RPT5962 – WU – Pre-Payroll Results for Worker – This report returns Pay Components and their amount by Payroll result of the employee. 
RPT5962A – WU – Pre-Payroll Journal Entry Lines for Worker – This report returns Pay Components and associated Journal Entry Lines for the employee prompted. This report does not include payroll results for the employee. 
RPT5962B – WU – Pre-Payroll Results Only for Worker – This report only returns Pay Components and their amount by Payroll result of the employee. This report does not include Journal Entry Lines. 
RPT5962C – WU – Abridged Pre-Payroll Results for Worker – This report returns Pay Components and their amount by Payroll result for the employee. This is the abridged version of the original RPT5962 that includes Journal Entry Lines 

We Heard You! Updates to Payroll Costing Allocation Reports 
Based on feedback during Workday Roadshows, the following reports have been added to the PCA Dashboard and updated to improve filtering capabilities: RPT2476 – WU – Costing Allocations by Supervisory Organization: Date Range prompts updated
RPT5968 – WU – Audit Position Level Costing Allocations: Worker and Date Range prompts added; Earning and Grant To Date data columns added to report results.  
RPT6668 – WU – Current Costing Allocations by Supervisory Organization: Worker Prompt added; Grant To Date column added to report results. 

January 13 – Payroll Deadlines, Start Now Auditing Faculty Appointments

Payroll Deadlines
Managers remind non-exempt employees to Request Time Off for the upcoming WashU observed holiday to receive paid time off. Take action on time off requests before payroll deadlines. Run RPT6712 – WU – No Time Entry for Holidays and filter by Supervisory Organization to generate a list of eligible workers with no time entered for the holiday(s). Log into Collibra to review functional area and associated business terms with definitions for RPT6712. See the Payroll Deadlines webpage for a complete list of biweekly and monthly deadlines.

Start Now Auditing Faculty Appointments
Departmental HR Partners, Departmental HR Partner Leads, HR Partner Central, Academic Partners, Academic Partner Leads, and Academic Partner Central should start reviewing Tenured Faculty and Tenure Track Faculty Academic Appointments.  Reference Manage Academic Appointment and run RPT5944-WU-Academic Appointment Detail Report. Contact Theresa Roberts or Nicole Wittlich for questions. The Workday Support Team is working on the Faculty Re-Appointment process in Workday and will be sending details in the coming weeks. Log into Collibra to review functional area and associated business terms with definitions for RPT5944.

January 6 – We Heard You! Enhanced Pre-Payment Reporting Options Available, Payroll Deadlines

We Heard You! Enhanced Pre-Payment Reporting Options Available
Due to high demand for more specialized reporting needs, Departmental HR Partners, HR Reviewers and Payroll Auditors now have access to four versions of RPT5961 – WU – Pre-Payroll Results for Supervisory Organization (formerly titled Earning / Deduction Payroll Results for Organization). Log into Collibra to review functional area and associated business terms with definitions for RPT5961, RPT5961A, RPT5961B and RPT5961C.

The following reports sort by employee last name:

RPT5961A – WU – Pre-Payroll Journal Entry Lines for Supervisory Organization  – This report returns Pay Components and associated Journal Entry Lines by employee in the prompted Supervisory Organization. This report does not include payroll results for employees.

RPT5961B – WU – Pre-Payroll Results Only for Supervisory Organization – This report only returns Pay Components and their amount by Payroll result of employees in the prompted Organization. This report does not include Journal Entry Lines.

RPT5961C – WU – Abridged Pre-Payroll Results for Supervisory Organization – This report returns Pay Components and their amount by Payroll result of employees in the prompted Organization. This is the abridged version of the original RPT5961 that includes Journal Entry Lines.

Payroll Deadlines:

See Payroll Deadlines for a complete list of biweekly and monthly deadlines. Log into Collibra to review functional area and associated business terms with definitions for RPT6360, RPT6357 and RPT5967.

January 9: Time Tracking Mass Submit by 5:00 p.m.

  • Unsuccessfully submitted time will NOT be included in the Mass Submit. Run RPT6360 – WU – Unmatched Time Clock Events report to identify unmatched time blocks prior to Mass Submit deadlines. 

January 10: Time Tracking/Absence Approvals by 11:59 p.m.

  • Run RPT6357 – WU – Unapproved Time Off Requests to identify workers with pending time off requests prior to time tracking and absence approval deadlines.

January 12: Payroll Close and Payroll Costing Allocations by 3:00 p.m.

  • Run RPT 5967 – WU – Audit Missing Costing Allocations by Top Level Departmental Supervisory Org to identify workers that are missing payroll costing allocations.

December 2021

December 17 – We heard you! Several reports have been revised to improve your user experience.

We Heard You! Revised Report for Non-Capital Project Budget vs Actuals by Project:
The RPT5676- WU- Non-Capital Project Budget vs Actuals by Project report now includes columns for Revenue, Expenses, Transfers, and Net Operating Results (NOR), to identify projects that need a budget amendment, dollars moved from Revenue and/or Transfer to Expense, or projects operating in a deficit. Remember the free balance for Revenue and Transfers should be zero. The dollars should be in Expense for budget check and reporting on the Faculty Financial Reporting (FFR) Dashboard.

Note: Additional columns for the ledger category detail are Carryforward Budget, Original Budget, and Budget Amendment, and are now combined into the Current Budget amount in this report.

To view the details, run RPT4262 – WU – Non-Capital Project Budget vs Actuals by Ledger Account on the individual project (PJ). Log into Collibra to review functional area and associated business terms with definitions for RPT5676 and RPT4262.

Payroll Deadlines:
Last call! Managers remind non-exempt employees to Request Time Off for the upcoming WashU observed holidays to receive paid time off. Managers should also take action on time off requests before payroll deadlines for employees to receive correct paid time off and accurate accrual balances. Run RPT6357 – WU – Unapproved Time Off Requests to generate a list of pending time off requests. Log into Collibra to review functional area and associated business terms with definitions for RPT6357.

Known Issue: Miscellaneous Payees:
Currently, when entering a Miscellaneous Payees (MP) name in the Workday search bar it will not appear in the search results. Search for your MP by running: RPT6606 – WU – Find Miscellaneous Payees for Payment Requests or RPT5935 – WU – Find Miscellaneous Payment Request by Organization or Find Miscellaneous Payees. Review the Workday Known Issues tracker for updates. Log into Collibra to review functional area and associated business terms with definitions for RPT6606 and RPT5935.

Improved Filtering for Costing Allocations:
Run RPT2476 – WU – Costing Allocations by Supervisory Organization to utilize the updated date range prompts. The prompts now provide more accurate filtering results. For example, to review grants ending during a time period for possible Costing Allocation changes. Log into Collibra to review functional area and associated business terms with definitions for RPT2476

December 9 – Enhanced Reporting for Inbox Filtering & Upcoming Biweekly Payroll Deadlines

Enhanced Reporting for Inbox Filtering – Users can now run RPT6673 – WU – My Inbox Overview to assist with filtering items in the Workday Inbox. Users can search and filter by date initiated, business process type or by a commonly used keywords. Log into Collibra to review functional area and associated business terms with definitions for RPT6673.

Upcoming Biweekly Payroll Deadlines – Managers should encourage non-exempt, benefit eligible employees to Request Time Off for the upcoming WashU observed holidays. See Payroll Deadlines for December biweekly and monthly deadlines. Log into Collibra to review functional area and associated business terms with definitions for RPT6357 and RPT5967.

December 3 – Top Recommended Report for Costing Allocation Details, Employee Payment Information & Biweekly Pay Period Reports

Top Recommended Report for Costing Allocation Details: 
RPT6668 – WU – Current Costing Allocations by Supervisory Organization to show current Payroll Costing Allocations. The real-time report data shows what is current for a specific date. RPT2476 – WU – Costing Allocations by Supervisory Organization shows a date range but not the exact date a PCA starts or ends. Log into Collibra to review functional area and associated business terms with definitions for RPT6668 and RPT2476.

Employee Payment Information for Departmental HR Partner and Departmental HR Partner Leads:
Departmental HR Partner and Departmental HR Partner Leads can now run RPT6684 – WU – Worker Paycheck Summary to view payment information for employees within the supervisory organization.The report includes total gross pay, total deductions, total taxes and net pay. Log into Collibra to review functional area and associated business terms with definitions for RPT6684.  

Biweekly Pay Period Ending 12/11/2021:  Managers should encourage non-exempt, benefit eligible employees to Request Time Off for the upcoming WashU observed holidays. See Payroll Deadlines for December biweekly and monthly deadlines. Log into Collibra to review functional area and associated business terms with definitions for RPT6357 and RPT5967.

December 12: Time Tracking Mass Submit by 5:00 p.m. Run Unmatched Time Clock Events report to identify unmatched time blocks prior to Mass Submit deadlines. 

December 14: Time Tracking/Absence Approvals by 11:59 p.m. Run RPT6357 – WU – Unapproved Time Off Requests to identify workers with pending time off requests prior to time tracking and absence approval deadlines.

December 15: Payroll Close/Payroll Costing Allocations by 3:00 p.m. Run RPT 5967 – WU – Audit Missing Costing Allocations by Top Level Departmental Supervisory Org to identify workers that are missing payroll costing allocations.

November 2021

November 19 – New Reports Combine Hours Worked with Time Off Requests to Help Managers

New Report Combines Hours Worked and Time Off
Departmental HR Partners, Departmental HR Partner Leads, HR Reviewers, and Managers can run RPT6510 – WU – Hours Worked and Time Off Combined prior to payroll deadlinesThis report provides a consolidated view of employees’ full work weeks without clicking on individual time blocks. Log into Collibra to review functional area and associated business terms with definitions for RPT6510.

This report includes hours worked, meals, time off and any missed time and will be refined based on continued feedback.

Time Off Approvals Waiting in Your Inbox?
Managers can run RPT6357 – WU – Unapproved Time Off Requests before payroll deadlines to generate a list of pending time off requests. Log into Collibra to review functional area and associated business terms with definitions for RPT6357.

Approve time off requests before payroll deadlines for correct paid time off and accrual balances. Review the Approve Time Off tutorial and/or the Time Tracking and Time Off in Workday for Managers course for more information.
November 11 – Improved Reporting for Cost Center Accounts Payable Data Entry Specialist (CCAPDES) and Expense Partner
  • RPT5997-WU-Expense Items is now accessible to Expense Partners to run. CCAPDES can run RPT6163-WU-Data Validation-Spend Categories. Now both security roles are able to see all available expense items and their associated spend categories. Log into Collibra to review functional area and associated business terms with definitions for RPT5997 and RPT6163.
  • Top Recommended Report for Current Obligation Details 
    Run RPT6617- WU – Supplier Contract Lines for Organization to filter by start/end dates, contract types and supplier. Log into Collibra to review functional area and associated business terms with definitions for RPT6617
November 4 – Top Recommended Report for Income Statement
  • RPT4288 – WU – Income Statement by Worktag Selection report to review a detailed analysis of revenue, expense and net operating information.  Log into Collibra to review functional area and associated business terms with definitions for RPT4288.
  • RPT4705 – WU – Requisition Lines for Organization: PO Number Added
    The purchase order (PO) number has been added to the right of the Status column. Log into Collibra to review functional area and associated business terms with definitions for RPT4705.

October 2021

October 14 – Frequently Used Biweekly Payroll Reports

Did you know Collibra can help you understand some of the new terminology in Workday reports?
Providing this detail ensures efficiency, effectiveness and accurate reporting for business needs. Refer to the frequently used Payroll Reports in Collibra for additional information.

For example, when processing biweekly payroll in Workday, review the reports below to ensure your employees are being paid correctly:

RPT5961               WU-Earning Payroll Results (former paysheet notification report)
RPT5986               WU-Workers with No Time Entered
RPT5987               WU-Workers with Time Entered but Not Submitted
RPT5988               WU-Workers with Time Submitted but Not Approved

If you have payroll questions, contact your payroll representative.

October 7 – See How Collibra Can Help You Run Payroll Reports
Are you confused with the amount of payroll reports in Workday and where to go for what? Collibra has you covered. Collibra is the Data Governance partner that will assist you with Workday.

Did you know Collibra provides report description, functional area, and associated reports? Providing this detail ensures efficiency, effectiveness and accurate reporting for business needs. Refer to the frequently used Payroll Reports in Collibra for additional information: 

RPT0537 – WU – Payroll Distribution by Driver Worktags 
RPT0609 – WU – Payroll Distribution by Worker Summary
RPT1207 – WU – Payroll Distribution by FFR Owner
RPT4716 – WU – Payroll Obligation Detail
RPT4718 – WU – Payroll Distribution and Obligation
RPT4785 – WU – Payroll Distribution and Obligation with Costing Allocation Details by Month
RPT5961 – WU – Earning/Deduction payroll results for Organization
RPT6357 – WU – Unapproved time off

WashU benefits from Collibra’s: best in class technology platform, facilitation of superior decision-making, improved operational efficiency, a better understanding of data, metadata and lineage, improved data quality, increased confidence in data, regulatory compliance and best practices, and it aligns with the guiding principles for data governance at a strategic level

September 2021

September 22 – Workday’s Commonly Used Reports now in Collibra

Have you logged into Collibra lately?

Have you run a report in Workday and not understood a new term? Workday’s List of Commonly Used Reports is now available in Collibra. These reports include the new Workday fields, terms and their associated definitions. Refer to these step-by-step instructions to find reports. Login to Collibra and refer to the End User Reference Guide to see how you can benefit. 

September 16 – Collibra is the Data Governance Partner to help with Workday

Did you know Collibra is the Data Governance Partner to help you with Workday? Collibra defines Workday terms and reports and is a tool that complements Workday. Collibra was launched as part of WashU’s Data Governance initiative to ensure we are all using the same terms and definitions.  Login to Collibra and refer to the End User Reference Guide to see how you can benefit and read below how Collibra helps your colleagues:    

I was needing to define the business term “original budget” – by searching Collibra and I was able to see both the approved business term definition and 5 reports containing this business term.”  

“I was struggling to understand the new “ISD – Internal Service Delivery”- by searching in Collibra, I was able to see both the business processes name and associated legacy terms.”  

Are you wondering which reports contain information regarding open positions?  
When searching open positions in Collibra four reports are provided. This allows you to review the report description and determine the best report for your business needs.
September 9 – Value Sets for Spend, Revenue Categories and Ledger Accounts

Have you logged into Collibra lately?

Check out the new training video: Using Value Sets for Spend, Revenue Categories and Ledger Accounts

Collibra defines Workday terms and reports as a tool that complements Workday. Log into Collibra to learn more about:

What is the correct Spend Category when running Workday reports to know what is being spent?

What data is on RPT4710 – WU – Payroll Distribution Detail?

What is an Academic Employee? Visit the Data Governance Training Center for all your Collibra training needs. 

September 1 – Ways to Utilize Collibra

Are you unsure about the definition of a business term, process, or role within Workday? 

Remember, Collibra is your business glossary for finding approved terms and associated definitions. You can find business process definitions, data governance training, collibra – end user reference guides, and data guidelines to become more operationally efficient.

If you would like to learn more about how we govern the data in Collibra, watch this short video to learn about the data steward’s role. For more information on how data governance can enable and support you, contact us at datagovernance@wustl.edu

August 2021

August 18 – Data Governance Introduces Business Dashboard Catalog


The Data Governance team is developing a new Business Dashboard Catalog. This new companion tool allows for a single repository of information about the dashboards and reports. This catalog will enable the WashU community to understand the metadata information about dashboards, reports and the columns within them. For more information, learn how Collibra can be used and why.

What is the Business Dashboard Catalog?

  • Defines Key Performance Indicators (KPI), metrics, calculations and report elements, business rules, and mapping to underlying data.
  • In the future, the Business Dashboard will integrate with Workday, automatically integrating metadata.

Benefits of the Business Dashboard Catalog:

  • Provides useful and accurate metadata for dashboards in Workday.
  • Prioritizes dashboards for consumption.
  • Allows users to filter dashboards based on key attributes – i.e., “What are the key dashboards used in Finance?”

Still Need Help? Check out Collibra’s Training Dashboard for all your Collibra training needs!

August 11 – Resources

Data at WashU (data warehouse, data governance, and integrations)
Collibra (business glossary and report catalog)

August 4 – New Business Glossary

As of July 30, the interim Workday Business Glossary is no longer available on the MyDay website. Visit the new and improved business glossary in Collibra, which also hosts our report catalog. 

July 2021

July 28 – Collibra Training Reminder

Reminder: As of July 30, the interim Workday Business Glossary will no longer be available. Collibra provides additional functionality and an improved user experience to search for business terms, associated definitions and how they relate to reports, processes and other terms. It will also contain the people (stewardship group members) at WashU to ask questions about specific business terms.

Data Governance Training is your “one stop shop” for everything you need to successfully navigate Collibra!

Still Need Help? Contact the Data Governance Office at datagovernance@wustl.edu  

Better Data, Better Analysis, Better Decisions, Better Together

July 21 – Training Resources

The Office of Data Governance Team has been busy creating training videos and reference guides to help you navigate Collibra!  

Are you wondering what reports are in Workday? Would you like to see reports classified by functional area or Business Term?

  • Check out this NEW Report Catalog User Guide with step-by-step instructions to access the metadata for over 1,600 reports.

Did you know?  

  • You can watch this 5-minute video for an Introduction to Collibra for Desktop (C4D)
  • You can watch this 6-minute video for an Introduction to Collibra’s Data Governance Center (DGC)
  • There’s an End User Reference Guide with step-by-step instructions on key tasks in Collibra.

Still Need Help? Contact the Office of Data Governance at datagovernance@wustl.edu  

Better Data, Better Analysis, Better Decisions, Better Together

July 7 – Collibra and Data at WashU are live!

Data at WashU is the go-to information hub for business users who wish to leverage the university’s data assets for reporting and analytics. Check out this website for:

  • Reporting and data analysis tools
  • Training for report users and report authors
  • FAQs about the data warehouse and changeover from legacy systems
  • Access requests for data or a data source package

Reminder! Data Governance

Collibra’s Data Governance Center and Collibra for Desktop are live!

  • Collibra for Desktop (C4D): download and install for Windows and for MAC

Still Need Help? Contact the Office of Data Governance at datagovernance@wustl.edu

 Better Data, Better Analysis, Better Decisions, Better Together

June 2021

June 30 – Data Governance Training Program

There are many reasons to celebrate on July 1, and Data Governance is certainly one of them! Last week, Stewards and Coordinators from both HCM and FIN completed their 6-week training program, establishing a solid foundation for Data Governance at WashU. Our Stewards and Coordinators are not only integral to the maintenance of our data, they also help set the direction for the usage of data at WashU. 

We continue our efforts to advance WashU through insight-driven decision making with our launch of Collibra and end user training. These resources are being rolled out alongside Workday because data governance lays the foundation for digital transformation, and we want to make sure you have the support you need for this momentous change. 

Note: As you leverage Collibra, the terms and definitions will be in a variety of states. We advise caution when leveraging a term that is in a “Draft” state. Term maturity increases as they transition from Draft to Reviewed to Approved

Still Need Help? Check out the Data Governance FAQs or contact the Office of Data Governance at datagovernance@wustl.edu

Better Data, Better Analysis, Better Decisions, Better Together

June 23 – Data Stewards & Coordinators Supporting our Journey

We are excited to announce that over 50 Data Stewards and Coordinators will be completing the six-week Data Governance training program this week!  These Stewards and Coordinators are both leaders and Subject Matter Experts (SMEs) that play an integral role as we continue to grow our approved business terms and promote data governance across WashU. 

Looking ahead to the Workday go-live on July 1, there are a number of ways that the broad data governance effort will help you as you grow in your knowledge and use of Workday 

Better understand business terms and reports – over 3,000 terms and 1,500 reports related to Workday live in the business glossary, complete with definitions and key fields used in reports. 

Trust in data – the business glossary is WashU’s source of truth for all HCM and Finance-related business terms. It provides additional context behind data elements and is actively managed by the data governance community. 

Easy to use – search for any term via a single keystroke on your computer via Collibra4Desktop, broadly available on July 1. 

Local expertise – over 50 Data Stewards and Coordinators are currently active as part of data governance for the HCM and Finance domains. They serve as SMEs for your data questions and can be easily identified in Collibra. 

Easy to collaborate – can’t find what you’re looking for? Collibra provides a process to add a new term and definition or to modify an existing one. Anyone can do this. 

Still Need Help? Check out the Data Governance FAQs or contact the Office of Data Governance at datagovernance@wustl.edu

Better Data, Better Analysis, Better Decisions, Better Together

June 16 – Communities and Functional Areas

Over the past year, the team has been preparing for the rollout the Office of Data Governance at WashU. As a reminder, this is the initial implementation of Data Governance specifically targeted for the HR and Finance domains. The remaining 8 domains, can be found here. The MyDay rollout has been focused on three separate, but inter-related drivers: People, Process, and Technology. 

People  Effective Data Governance requires engagement and collaboration from the key People, known as our Data Stewards and Data Coordinators. These key roles have been named and identified across the HR and Financial domains and sub-domains. These personnel will play a critical role in the determination of how we define and use the underlying data.   

Process The teams have been working hard to develop our internal Process, including how new terminology is socialized, defined, and presented. Our Data Stewards and Coordinators will prove integral in establishing and administering these processes. The team was able to finalize the Data Governance policy for the University. This policy outlines the framework by which we will be implementing data governance and some of our key controls around the effort.   

Technology We will be going live with our chosen Technology, the Collibra platform, on July 1 in conjunction with Workday. Collibra is a market leader in the Data Governance space, allowing users to quickly collaborate and understand their metadata of connected systems.  Data Stewards and Coordinators have been provided the Collibra desktop application, end users will be able to download post go-live. Our hope is the confluence of this People, Process, and Technology approach to Data Governance will pair with our Workday implementation to help further our transformation of becoming a data-driven organization. 

Visit the Data Governance page on the MyDay website for the interim Workday Glossary to learn more.   

Still Need Help? Check out the Data Governance FAQs or contact the Office of Data Governance at datagovernance@wustl.edu

Better Data, Better Analysis, Better Decisions, Better Together


Contact the Office of Data Governance (ODG)

For additional questions and information regarding WashU’s Data Governance Program, please contact us at: datagovernance@wustl.edu