Project Decisions

Decision (August 2022): We have removed Position Budget to-do steps from HR business processes, based on community feedback that these steps are not as helpful as originally planned and are clogging up inboxes.

Instead, here are some reports to help Position Budget specialists identify HR changes that may impact decision budget data:

• Compensation Changes Report
• CR HCM New Hires
• Terminations
• CR COM ADRs
• CR HCM Employee Snapshot

Decision (June 2022): Staff who need to view but not modify position budget data in Workday should be assigned the Payroll View All security role. We decided to use this existing Workday security role for view-only access because:

• position budgets are closely tied to compensation data, and Payroll View All allows users to view compensation data,
• payroll comparison reports already require Payroll View All to see worker details, and
• Payroll View All does not include access to Personally Identifiable Information (PII).

Staff who need to modify position budget data should be assigned the security roles Position Budget Specialist or Position Budget Manager.

Decision (April 2022): “Budgeting for benefits” refers to the various benefits the University pays on top of an employee’s base salary, such as health insurance and retirement. During testing, we discovered that budgeting for benefits down to the spend category caused issues, because Workday does not allow a benefit line to exist without corresponding compensation. To solve this problem, the steering committee approved the project team’s recommendation to eliminate spend category as a budget dimension for position budgeting. This retains the ability to budget for benefits at the ledger level, while eliminating the data issue identified in testing.

Decision (March 2022): Reporting requirements for position budgeting will include:

• Summary level position budget reports for leadership (institution, Cost Center Hierarchy)
• Detailed position budget for use in reconciliations (Cost Center Hierarchy, Cost Center)
• Position Budget versus Payroll actuals
• Data dump-friendly reports for use outside of Workday
• Position Budget versus Finance budgets for reconciliation purposes

Decision (March 2022): We will use a hybrid process to collect initial position budget values and worktags. We will combine existing finance and HR data as a starting point, and allow areas to review and return finalized versions for the fiscal year 2023 load. This may include data such as compensation, costing allocation details, fiscal year 2022 payroll actuals, and more.

Decision (March 2022): All types of compensation, including ADR, Period Activity Pay, and allowances, will be eligible for position budgeting.

Decision (March 2022): While this is not required, functionality will be enabled in Workday so that areas can include benefits in position budgeting if desired.

Decision (March 2022): All position types (faculty, Administrative Professional, classified, graduate, hourly) will be eligible for position budgeting to allow flexibility at the area level for budgeting. No position type is required to have a position budget.

Decision (March 2022): Each area will be responsible for their own position budgeting, including initial load and maintenance throughout the year.

Decision (March 2022): We will create two new Workday security roles to initiate and approve position budget amendments: Position Budget Specialist and Position Budget Manager. These will be separate from existing finance and HR roles. Note: In line with the financial budget amendment process, if the initiator (Position Budget Specialist) also holds the approval role (Position Budget Manager), they will be able to approve their own transactions.

Decision (March 2022): Position budget will be configured so that areas can manage and update these values throughout the year. Note: No initial policy or requirements are set for when a position budget needs to be amended.

Decision (March 2022): There is a long-term desire to implement additional functionality to budget for positions on grants, but this is not a feasible requirement for initial launch.

Update (May 2022): To allow areas to account for both permanent and temporary positions in Workday, we have decided to create a new worktag called Position Budget Type. It will help areas track and manage permanent-funded and temporary-funded positions within Workday until Adaptive Planning is online. We’re creating this worktag specifically for tracking position budget, not for broader university budgeting needs, and it could be retired if a new budget model were implemented.

Initial decision (March 2022): The Position Budget Policy Workgroup agreed that ideally, we would be able to separately track permanent-funded and temporary-funded positions in Workday. We will investigate ways to do this during the testing phase of the project.

Decision (March 2022): Position budgeting will be required for core funds, while position budgeting on non-core funds will be optional. The configuration of Workday will allow for position budgeting on all funds.