Audience
Russell Labs Principal Investigators (PI’s)
Prerequisites
- Authorization to view grant information in Workday
- Access to the PI’s Google Finance sheet to easily see the Workday ID’s alongside the former SFS project information
Report Availability Varies Based on the Funding Type
Workday ID’s have a prefix that determines the reports you can view:
| Funding Type | Workday ID Prefix* | Report Name |
|---|---|---|
| Gift/Trust | GF/TF | Gift Financial Summary (UW) |
| Programs | PG | Program Budget to Actuals Summary (UW) |
| Grants | GR | Grant Budget to Actuals Summary (UW) |
| Projects | PJ | Project Budget to Actuals Summary (UW) |
Example – Generate a Grant Budget to Actuals Summary Report
Decide Which Report to Run
Look up the Workday ID in the PI’s Google Finance sheet.
Use the Available Funding Reports table above to find a report name to run based on the prefix of the Workday ID.
Copy the report name you want to run.
Search for the Report
In Workday, locate the Search box at the top of the screen.
Paste the report name in the Search box.
The search results appear below the Search box.
Select the search result that matches the exact report name.
Note
If you are not authorized to view the report, you will not see an exact match in the results, and you may see a “No results” message. This may also happen if you mistype the report name.
A Report Parameters screen appears:
Enter Report Parameters
The Report Parameters screen allows you to search by a variety of fields.
Only two fields are required (marked by red asterisks) – Company and Time Period.
Those fields will come up prefilled – leave the values as they are.
Filtering the Results
| To show… | Enter this data… | In this field… |
|---|---|---|
| Budget for a specific grant | Grant ID | Grant |
| All budgets for a specific funding type – e.g. all grants you are the PI for | PI name | Principal Investigator (Grant) |
For Reports on Multiple Grants – Avoid the Wait with “Notify Me Later”
If the report includes multiple grants, Workday could take a while to finish generating your report.
To assist you, Workday launches a Processing your requests popup:
If you want to run the report in the background and proceed with other work, click “Notify Me Later.” Workday will email you when the report is ready.
Name the Report and Select a Format
Next, Workday displays the Send to My Reports popup:
In the Request Name box, enter a name for the report.
In the Format drop-down, choose a format for the report, e.g. Microsoft Excel.
Click OK.
Access the Completed Report
Once the report is ready, Workday notifies you with a download link:
Workday also emails you the notification.
Download the Report
Click the link in Workday or your email to preview and download the report.