ECE and UW Finance Transformation (UWFT)

Action Item for Staff, Faculty & Researchers - Week of April 17th, 2023

Staff:

• Sign up for campus wide updates from UWFT to understand how this will impact your role
• Continue watching “On the Horizon” videos to understand how the processes for each business areas work
• Review business change processes published in UWFT’s sharepoint site
• Keep an eye out for emails from Aleesha and Jean regarding ECE specific action items
• Prepare for training information to be sent out based on security roles – April 17th
• Ask Aleesha if you have any questions about your assigned security roles
• Plan for staff hiring delays in June and July
• Enter requests for summer staff appointments as early as possible
• Familiarize yourself with the UWFT and Workday terminology and concepts, how we work with the collaboration core and the UW Connect services and forms

Faculty:

• Familiarize yourself with cutover impacts and deadlines
• Finalize Payroll in April (PI salary, students, staff)
• Prepare for June lockout periods – no Ariba, no reimbursements, purchasing delays
• Plan ahead for purchases and supplies needed in June and July
• Prepare to take Workday training in April and May – set aside time to do this
• Familiarize yourself with the UWFT and Workday terminology and concepts, how we work with the collaboration core and the UW Connect services and forms
• Keep an eye out for emails from Aleesha and Jean regarding ECE specific action items

Students, Post Docs & Researchers: 

• Familiarize yourself with cutover impacts and deadlinePrepare for June lockout periods – no Ariba, no reimbursements, purchasing delays
• Plan ahead for purchases and supplies needed in June and July
• Prepare to take Workday training in April and May – set aside time to do this
• Familiarize yourself with the UWFT and Workday terminology and concepts, how we work with the collaboration core and the UW Connect services and forms
• Keep an eye out for emails from Aleesha and Jean regarding ECE specific action items

Important Cutover Dates

• Avoid 7/1 – 7/6 hire start dates due to integration freeze and delays with approvals for UWNetID and other UW systems access
• Plan for delays in purchasing and reimbursement between 5/24 – 7/15

April
⚠️April 21 – July 6 – Freeze of all new gift budgets
🚫April 30 – MAA and F&A survey info is due

May

🚫May 1 – Deadline for creating positions for compensation review (temp staff, staff)

🚫May 1 – Deadline for faculty hires/job changes for faculty

🚫May 5 – ASE/Post Doc Payroll information due

🚫May 12 – Faculty summer salary plans due! Faculty will default to hiatus after this date

⚠️May 13-25 – FDM data freeze

🚫May 15 – All Subawards in Ariba need to be closed,  invoicing on hold (will impact May invoicing)

🚫May 24 – Final day to send Collaboration Core requests for reimbursements in Ariba. Reimbursements will be collected after this date but processed after Go Live, July 6

🚫May 31 – Final day to submit reimbursements into Ariba

 

June

🚫June 1 – NCE submission deadline for anything June 9 – July 6

🚫June 1 – Deadline for compensation changes, summer hiatus entry

🚫June 5 – Freeze of misc foreign national payments

🚫June 9 – Deadline for WD requisition job approvals to ensure UWhires integration

⚠️June 9 – July 6 – OSP freeze on funding actions (FA’s), budget extensions, post award changes

🚫June 13 – Last day for GCA to issue advance budgets, extensions TPUs until 7/6

🚫June 11 – Budget reconciliations should be completed in MyFD through May 2023

🚫June 15 – Last Day for all Ariba entries

🚫June 15 – Last Day for OSP/GCA to process awards until 7/6

🚫June 15 – All Summer Payroll should be entered and finalized in Workday

🚫June 16 – Deadline for campus recruitment to submit hires starting 7/1

⚠️June 16 – July 6 – Freeze of all grant information

⚠️June 16 – July 6 – Freeze on all procurement payments, reimbursements

⚠️June 24 – Restricted period for payroll starts, changes will error and need to be re-entered

⚠️June 28 – CTA, procard, supplier payment freeze

 

July

⚠️July 1 – July 6  – Freeze on all vendor payments

⚠️July 1 – July 6  – Freeze on all sponsor payments

✔️July 6  GO LIVE!!! Workday Financial Systems

✔️All BPOS need to be re-entered and re-opened for invoicing

✔️Purchases can be made through new GHX or WSS systems in Workday

✔️Restricted period for Payroll entry ends

✔️July 7 – 1st day to enter faculty appointments effective 7/16 – 9/16

✔️July 7 – Voluntary terminations between 7/1 – 7/6 entered

🚫July 7 – Final day to reconcile through June 2023 in MyFD

🚫July 7 – Final day to transfer expenses needing central review

🚫July 21 – Final day to make any expense transfers or JVs in MyFD

✔️July 31 – Procurement services to have payments caught up

Key Changes - Procurement

❌Ariba → ✔️GHX & WSS (Workday Strategic Sourcing)
TBD – How we will document PI Budget Approval, future of RT system

• GHX New cloud based punch out catalog that will integrate seamlessly with Workday
• Workday Strategic Sourcing  – Big orders, will standardize all contracting and solicitation at the org and enterprise wide levels; signing of contracts will be automated and routed within WSS

Key Changes - Reimbursements

❌Ariba → ✔️Workday
❌Employee submits form to CCore  → ✔️ Employee enters request into Workday directly or submits request through UW Connect
❌PI budget approval done through RT → ✔️ PI approves as funding approver in Workday

Key Changes - Travel

❌Ariba → ✔️Workday
❌Employee submits travel form  → ✔️ Employee enters request into Workday directly or submits request through UW Connect
❌PI budget approval done through RT → ✔️ PI approves as funding approver in Workday

Key Changes - Grants

❌MyFD → ✔️Workday
❌Grant Tracker → ✔️ New “Award Portal”
❌EFECS, GCCRS → ✔️Employee Compensation Compliance (ECC)
❌Projecting effort on grants → ✔️Auto imports from Workday
❌Manually tag cost share → ✔️Real time auto cost share tracking

Collaboration Core & UW Connect

Collaboration Core
The College of Engineering Collaboration Core will be our shared services unit on behalf of the college. Similar to how we use their services at this current time, some of the steps in purchasing and reimbursements will be centralized to the collaboration core. After UWFT is live, it’s likely that this will happen more “behind the scenes” as travelers, and folks requesting reimbursements will be encouraged to enter reimbursement requests directly through Workday and UW Connect.

UW Connect
UW Connect has been selected as the common customer support tool for hosting new content, submitting forms to request help, managing ticketing and routing and displaying metrics on a dashboard. This is a campus wide service.

Some actions and services will continue to be supported “in house” by the ECE department and this table serves to clarify where requests should be submitted starting July 6th, 2023.

Action	Where to submit after Go Live	Budget Approval from PI	Notes
Pre-Travel Spend Authorization	Expenses app in Workday or UW Connect	Documented in Workday	*not required*
Pre-Travel purchases (airfare,	Expenses app in Workday or UW Connect	Documented in Workday
Travel Reimbursement	Expenses app in Workday or UW Connect	Documented in Workday
Reimbursement	Expenses app in Workday	Documented in Workday
Purchase Requests, Purchase Orders	fiscal@ece.uw.edu, ECE Fiscal will submit in Workday	Documented in RT, Workday
Questions about reimbursements, travel reimbursement, allowability	UW Connect	n/a
UW Forms	UW Connect

Required Training

• Required Trainings will be distributed based on your assigned security roles in Workday
• Please keep an eye out for emails sent from UWFT and the training team
• Check back in on this website for links to training resources
• For questions about ECE security roles, please reach out to Aleesha Wiest, ECE Administrator

Self paced eLearnings and practice lab modules will be available after April 17th!

UWFT On the Horizon Videos are great ways to stay informed about business process changes and a look at some Workday expense apps in action.