Resources

Resource Links

The Job Aids and Demos folder on SharePoint has helpful information for Workday reports and tasks organized by topic.

Common Workday Reports

Worktag reports: 

• Extract fund 
• Extract cost centers 
• Extract custom organizations – auxiliary, financing source (still being tested) and function 
• Extract projects 
• Extract ledger accounts 
• Extract revenue categories 
• Extract spend categories 
• Data validation – programs 
• View Integration Worktag Mapping – shows mapping from Banner to Workday 

Budget vs Actual reports: 

• MSU – Budget vs. Actuals by Ledger Account – Revenue and Expense
• Other reports coming soon (roll-up reports, expense only) 

Trial Balance – accounting report, ties to budget vs actual reports 

Fund balance reports: (typically used for auxiliaries, projects, ICRs, Program Fees, Summer Revenue) 

• MSU – Fund Balance Summary 
• MSU – Fund Balance Summary with Cost Center 

Transaction level reports: 

• Find Journal Lines – actuals 
• Find Plan Lines – overall budget loaded as initial and total current budget. May want to use filter options: 
  • Filter for only total current budget 
  • Exclude revenue 
  • Exclude one-time budget 
  • Filter by fund and/or other worktags 

Other Helpful Reports

MSU – Payroll Distribution Detail – For Company, MSU All Workers Costing Allocation, Find Purchase Order, Find Supplier Contracts, MSU – Purchase Order Lines and Line Splits by Company, Ledger Account Hierarchy 

Adaptive Insights and OfficeConnect

Adaptive Insights is a system that is used by the Budget Office and campus for analysis and budget planning purposes. Every morning the system pulls current budget and actuals data from Workday to be available for analysis and reporting and for reference in identifying the budget for the coming fiscal year.

• Budget vs actual reports are available in Adaptive and mirror those in Workday, but with a slightly different look and feel. Please see the training video for further instruction on these reports. (The budget vs actual reports in Workday are better suited for drilling into numbers.)
• Personnel reports are also available to provide information by level (cost center) including position information, employee worktags, salary, FTE, and funding splits.

Office Connect is an Excel Add-In program that is available to Adaptive users to design their own reports with custom layouts. These reports can be refreshed on demand with current information as of that day. To request access to Office Connect, please submit a request permissions ticket by clicking that red box on the right-hand side of the ITS Enterprise Application Services webpage. Office connect training videos are available here.

Updates

February 22, 2024: MSU Fund Balance Summary reports

We have temporarily hidden the fund balance summary reports since they currently cannot be used to determine the correct fund balance for cost centers or projects. Until the necessary adjustments can be made, please use the Prior Year Rollforward line in MSU – Budget vs. Actuals by Ledger Account – Revenue and Expense to identify the beginning FY24 fund balance for budget tracking purposes. An update will be posted in the future when users can access the fund balance summary reports.

February 5, 2024: Beginning Fund Balances 

Beginning fund balance budget entries have been loaded for: 

• Auxiliaries 
• Summer revenue 
• ICRs 
• Program fees 
• Capital projects paid from the Plant Fund and Investment in Reserved for Plant Renewal fund. 

This will improve the usefulness of the MSU – Budget vs. Actuals by Ledger Account – Revenue and Expense report in Workday. 

Note: Fund Balance entries for Student Tech Fee, Remodeling, and Capital Renew and Maintenance have not been completed.

February 5, 2024: Budget vs Actual reports (Workday & Adaptive)

The actuals column in the Workday budget vs actual report reconciles with the Trial Balance report (Operating Book) and the Adaptive budget vs actual reports. This report is available in Workday is called MSU – Budget vs. Actuals by Ledger Account – Revenue and Expense and can be accessed by typing this report name in the search bar (or you can simply type “msu bud rev”). 

If you notice a difference in the numbers when you pull the Adaptive budget vs actual, this is due to timing since Adaptive is updated once a day at 5:00 AM and does not reflect real-time actuals the way that Workday does. Note that the other budget vs actual reports in Workday such as those with “Project”, “Auxiliary”, “Fund”, or “Cost Center” at the end of the name, have not yet been modified to reflect the reconciled actuals column. This will be rolled out soon with some other improvements we are pursuing to make the reports more efficient and user-friendly.