Sponsored Programs Services Workday Information

Cutover Plans

As you’re likely aware, there are soft and hard freeze dates for legacy financial transactions that support the cutover to Workday:

  • During soft freezes – generally November 20th to December 17th for systems relevant to SPS – central departments will prioritize critical transactions What is a Critical Transaction?
  • During hard freezes – generally December 18th to December 31st for systems relevant to SPS – there will be virtually no business transactions conducted in legacy systems. 

SPS will accept all items up until the identified departmental due-date, and endeavors to complete all items received by those due-dates prior to soft freezes. Pending extenuating circumstances out of SPS’s control, we are confident we will complete all items received by relevant due-dates prior to hard freezes.  

SPS will continue to accept items after their relevant due-dates, especially if they are a critical transaction identified in the document above.  SPS will exhaust all resources to complete critical transactions prior to hard freezes.  SPS cannot guarantee non-critical transactions will be completed prior to hard freezes, but will address those items as time allows.

SPS’s cutover deadlines support our ability to wrap up non-critical business transactions prior to soft freezes, and prioritize critical transactions appropriately. 

We understand these deadlines will create a heavy lift for many, and may not be feasible for all. We appreciate your assistance as we do our best to support a smooth transition to Workday and, as ever, we endeavor to work with the research community to evaluate extenuating circumstances which might warrant an exception to some deadlines.  We also appreciate your understanding that certain deadlines are in place to support clean data conversion, and that there will be extremely little wiggle room on most deadlines, even for well justified cases.  If you do feel you have a valid exception, please reach out to Casey St.Clair at casey.stclair@wsu.edu.

You can also find information on the university’s broader cutover plan at the  Modernization team’s cutover page.

DeadlineDescriptionDept.SPSOther CentralMOD Key Date
2020-10-30Last day to report Cost Share to SPSX
2020-10-30Last day for "To SPS" log in MyResearch for: new setups including subawards, time extensions, continuations/supplementals, PI changes, deallocationsX
2020-10-30Last day to request a new sponsor or vendor IDX
2020-10-30Last day to request updates/changes to grant accounts in FACTSX
2020-10-30Last day to submit ETRs to SPSX
2020-10-30Recommended deadline to reconcile and review all outstanding PCard transactions for grants (and subsequently meet the ETR deadline)X
2020-10-30Last day to request an adjusted invoiceX
2020-11-05Legacy system rolls; October EOM information available.X
2020-11-13Last day to send ECRs with Cost Share to SPS X
2020-11-13Last day to get Re-budget and Guarantee SPARs to SPSX
2020-11-13Last day to send all CS memos to ComplianceX
2020-11-14Last day for non-critical transactions related to setups, legacy system closeout, and ETRsX
2020-11-18Last day to enter ID Cost ShareX
2020-11-19Last day to enter Non-ID Cost ShareX
2020-11-19Last day to send EAAs to Payroll ServicesXX
2020-11-20Soft freeze begins for most legacy financial transactionsXXXX
2020-11-21HCM & FIN Legacy ExtractsX
2020-11-30Recommended deadline to reconcile and review PCard Tx posted in the last 30 days for grants (and support ETR deadline)X
2020-12-01Last day for CS-ECR EntryX
2020-12-02Last day for ID Cost ShareX
2020-12-03Last day for Non-ID Cost ShareX
2020-12-04Last day to get approved SBCT Invoices to SPSX
2020-12-18Hard freeze begins for most legacy financial transactionsXXXX
2020-12-05HCM Legacy ExtractX
2020-12-07Legacy system rolls; November EOM information available.X
2020-12-09Last day to get cash advance clearing docs to SPSX
2020-12-09Last day to approve refund request X
2020-12-09Last day to request revenue transfer to FPCAX
2020-12-11Last day to code/enter SBCT invoicesX
2020-12-11Last day to get approval for final invoices on accts termed prior to 11/30 to SPSX
2020-12-11Last day to approve refunds and send to General Accounting for processingXX
2020-12-14Last day for TRAVEL cash advances to go to Travel ServicesXX
2020-12-14Last day to drop checks off in SPSX
2020-12-15Fall 2020 Effort Period EndsXXX
2020-12-15Last day to enter new vendor IDsX
2020-12-15Last day to approve FPCA transfersX
2020-12-15Last day to approve revenue JV from Suspense AcctX
2020-12-16Spring 2021 Effort Period BeginsXXX
2020-12-16Workday for HCM Go-LiveXXX
2020-12-16General Accounting's last day to finalize revenue transfersX
2020-12-17Last day to clear cash advancesX
2020-12-17Soft freeze closes for Setups, FACTS, ETRsX
2020-12-17Last day to terminate accounts in AISX
2020-12-18Last day to submit remote docs for revenue receiptingX
2020-12-18Last day to get MCs to ComplianceX
2020-12-20Last day to clear PAPRX
2020-12-21Last check print in Accounts PayableX
2020-12-22Last day to enter Z-sheetsX
2020-12-22Last Day To Receipt RevenueX
2020-12-22Final payroll drawX
2020-12-23Disconnect all RPAs after last draws - Jay Maylor doing this by batch, SPS to validateXX
2020-12-23FIN Legacy SnapshotX
2020-12-23Final cleanup drawsX
2021-01-01Workday for FIN Go-LiveX
2021-01-05Print Fall 2020 ECRsX
2021-01-12First LOC draws, after ITD conversion completeX
2021-01-13Last day to submit legacy ECRs for periods through Fall 2020 to SPSX
2021-02-28Last day to enter legacy effort through Fall 2020X

Legacy – Workday Crosswalk

An OBIEE crosswalk has been created for translating legacy to Workday information, which you can export to Excel for easy slicing and filtering.  

Note: if, when you click the link above, the page loads with “this page has no content” please choose the Dashboards dropdown menu at the top-right and scroll down to WSU Modernization Crosswalks – Finance.  Then use the various built-in crosswalks and filters to find the information you’re looking for.

Workday Training is Here!

All employees are encouraged to review and complete the items on the Workday Readiness Checklistwhich will help you understand Workday security roles, set up Multi-factor Authentication (MFA) through OKTA, access the training catalog, bookmark the Workday support desk and knowledge base, sign up for the Modernization Newsletter, and find your area’s Change Network member.

Additionally, recently the Modernization Team completed the Grants Roadshow, and recorded sessions have been posted to the Modernization website.

Visit the Workday Training Catalog, where we recommend everyone in the Research Community review the following materials / consider taking the following courses.  Note, some things on the list are self-led reviews of reference guides, while others are virtual instructor-led training which you must register in advance for in Skillsoft.  Additionally, some courses have prerequisites.

  •  All under the Grants functional area:
    • Workday Expert Q&A: Grants
    • Workday Grants Guide: Award Budget to Actuals Dashboard Reports
    • Workday Grants Guide: Create Request for Overdraft Grant Transfer
    • Workday Grants Guide: Create Request for Sponsored Project Account
    • Workday Grants Guide: Effort Certification
    • Workday Grants Guide: Effort Certification for Effort Certification Reviewer
    • Workday Grants Guide: Effort Certification for Faculty or Grant Principal Investigator
    • Workday Grants: Overview
    • Workday Grants: Post-Award Research Administration
  • All under the Training by Role section for “Grant Manager” or “Principal Investigator” as appropriate:
    • Workday Foundation Data Model Overview
    • Workday Accounting Guide: Accounting Adjustment – Cost Transfer
    • Workday Accounting Guide: Accounting Journal – Reversal
    • Workday Accounting Guide: Create Accounting Journals
    • Workday Accounting: Accounting Journal Reversal
    • Workday Accounting: Accounting Journals
    • Workday Expert Q&A: Accounting
    • Workday Expert Q&A: Payroll
    • Workday Payroll Guide: Assign Costing Allocation
    • Workday Payroll Guide: Create Payroll Accounting Adjustments
    • Workday Payroll: Assign Costing Allocation
    • Workday Payroll: Create Payroll Accounting Adjustments
    • Workday Payroll: Payroll Accounting
    • Workday Procurement Guide: Create and Change Purchase Order
    • Workday Procurement Guide: Create Requisition (Non-Catalog Goods/Services)
    • Workday Procurement Guide: Create Supplier Contract
    • Workday Procurement Guide: Create Supplier Contract Amendment
    • Workday Procurement Guide: Verify Procurement Card Transaction
    • Workday Procurement: Overview
    • Workday Reporting Guide: Using Workday Reports
    • Workday Revenue Guide: Create Customer Contract
    • Workday Travel and Expenses Guide: Create and View Expense Report
    • Workday Travel and Expenses Guide: Create Spend Authorization
    • Duplicates from the Grants functional area:
      • Workday Expert Q&A: Grants
      • Workday Grants Guide: Award Budget to Actuals Dashboard Reports
      • Workday Grants Guide: Create Request for Overdraft Grant Transfer
      • Workday Grants Guide: Create Request for Sponsored Project Account
      • Workday Grants: Overview
      • Workday Grants: Post-Award Research Administration