How to Create a Project Code and Build Your Project Resource Plan in Workday

Request a Project Code in WD by Going to Projects.

Request a Project Code.

Once you have completed the questionnaire and the project code has been completed, the Project Manager then needs to go to the Project.  You can type the name of the project in the top search bar or go to Projects—Find Projects.

Once you are on the Project Home Page, Click on the Resources Tab. 

Under Resources, Add a Resource Plan. And Select Ok.

Build your Resource Plan (MAHEC Employee Plan).

  1. You must include a project role, you can select the ones listed or create a new project role (if you don’t have that access ask Emily DeSantis or Paige Blankenship).
  2. You must include a start and end date for the role.
  3. You must include the % Allocation needed on the project. No other information is necessary but can be added for the benefit of more information like the memo line, etc.

Click Add in the top left hand corner to add a new resource plan line, if needed.  Once Finished, Click Submit.

Now go back to the Projects Home Page. Select, Find Worker for Project. 

Search for the Workers you want to Add to your Project.  Check the Worker Box and Add to Project.

You can add them to an existing Resource Line you have already Created, or if you have not added the resource lines you can create a New Resource Line for Worker.

Click Submit.  This Starts the Request Worker Business Process, The Request then Goes to the Supervisory Manager, The Project Manager (if it was not initiated by them), The Project Billing Specialist (Finance).

Once Complete the Project Billing Specialist will get a “To-Do” to review the Resource Plan Report for the Project to update invoicing.  The worker will get a notification (Bell in Workday on the top right hand side) that it has been approved, and the Resource Project Manager (Kayla, Ana, or Ashley Steward) will receive a notification to get with the Project Manager to help complete necessary budgets for the Project/Grant.

A Report Called MAHEC Project Resource Plan Detail by Worker, can be run to show the current resource plan to help build the budget.

At any time the Project Manager can go back to the Project Home Page in WD and then EDIT the Resource Plan Lines as Workers need to change on Projects.

You can click the minus sign in the circle on the left hand side of the screen to delete plan lines or you can click Add at the top left hand side to add new lines.   All Project Managers need to be proactive about managing their resource plan lines BEFORE Invoicing for the Month needs to happen so that Finance can make the necessary Costing Allocation Payroll Adjustments. 

How to Run MAHEC Financial Budget Report in Workday

Search for MAHEC FIN Budget. Press Enter.

Pull up MAHEC FIN Income Statement – Budget to Actual.

Put in the Period you want to look at, the beginning FY 2020 will mean FY 2020 as in 2019-2020 Fiscal Year.  Put the Cost Center you want to review in the Budget Worktag and in the Actual Worktag.  Lastly, put in the Plan Name (only applicable for a couple of months as we switch years).  As of June 2020, the current year is FY 20, and the coming cycle will be FY 21. 

This will give you a report of the current period compared to budgeted period.  The prior period which would be April since I was looking at May.  Then the Year To Date which would be from July to May in this case but July to whatever period you selected, for the budget and the current actuals.

You can also click the little arrow beside any of the blue numbers.  And drill down on numbers further.

Workday Expenses and Spend Authorizations

The following documents and videos provide help on payment elections, expense reports, and spend authorizations in Workday.

Documents

Videos

Supplier Invoice Request Instructions

Create Supplier Invoice Request can only be used on purchases less than $3,000 or Utilities Invoices(Power, Gas, Cable, Credit Card Transactions).  It also can only be used if we have an invoice.  It cannot be used for quotes. It cannot be used for McKesson orders or Staples orders.  

Type Create Supplier Invoice Request

Input as many fields as you know to help complete the invoice process.  Note: Attachment of invoice is required.  The spend category is required. The supplier is required. The invoice number is required from the original invoice.  If there is not an invoice number please use the following format. 

DO NOT USE the Tax Amount Box in the Request.  Please put all NC Sales Tax on a separate line and use the Sales Tax Spend Category.  You can put sales tax in the extended amount even if its on the goods line.  It will automatically fill in the unit cost.

On the Memo line under Additional Information please put what the invoice is for. Put Cost Center, Project (if applicable).

You can input splits like requisitions or add new lines for different cost centers.

Insert the attachment of the invoice. This will carry over to when AP will pay the invoice. 

It will then route to the Project Manager (if applicable), the Cost Center Manager, and then the Accounting Manager for approval before it is delivered in AP’s inbox to be paid.  All these approvals must be in place before AP knows to pay the invoice.

You can also Find your Supplier Invoice Requests that you have put in.

You can go to old supplier invoice requests and cancel them or COPY them to create a new Supplier Invoice Request.