August 2023 FT Special Edition #3 - Week 5 Tidings from Heidi Tilghman

From Heidi Tilghman

Dear Colleagues,

Believe it or not, we are five weeks into working in Workday Finance! With each passing week our confidence in navigating the new system has grown, and while we continue to battle through issues with the new system, we have made immense collective progress.

A few victories:

• We have had increasing success submitting expense reports for UW employees and non-employees alike.
• With spend category challenges being nearly resolved, we will be able to make better progress on non-travel reimbursements to non-employees.

A few challenges: 

• While we have been successful in submitting invoices and honorarium payments, there are known challenges in Account Payables with cutting and delivering payment checks. The good folks in Hypercare are working on solutions; we’re tracking their progress closely.
• There are also known issues with purchase deliveries. If you have ordered items that were delivered to inappropriate locations, please let us know.

A few things to keep in mind: 

• AST’s mantra as we work through system challenges and a backlog of tickets is “slow is fast and fast is slow!” We strive to ensure accuracy and reduce send-backs, but it means that our 3-day turn-around goal is currently unrealistic. Instead, for the next 90 days, our turn-around goal will be 5 days. Please plan your submissions accordingly.
• Once AST clicks “Submit” on a Workday transaction, it is out of our hands – we have no control or influence over central-office actions that are necessary to complete a transaction. The good news? You can track the progress of a transaction once we have submitted it using the link we will provide. Look for the link in your UW Connect ticket.

A few things you can start doing today: 

• Get to know your FDM values and ensure they are correct when you submit your requests.
• If members of your unit are submitting their own requests, communicate which FDM values to use. This will minimize edits (send backs) from the cost center manager.
• Track your request in UW Connect and Workday.
• Unless truly urgent, avoid asking AST ticket owners or our Help Team for updates on transactions. While we understand, answering such inquiries slows us down!
• Take advantage of all available resources:
  • Attend the August Administrator’s meeting this Friday, August 11 at 10 a.m.
  • Bring questions to “Ask Me Anything” office hours with Linda and I (and sometimes Robert, Cara, and Amy) on Fridays from 1:15-2:15 p.m.
  • Pay attention to the General channel on the Finance & Administration MS Teams space.
  • Attend Noontime Workshops on Tuesdays at 12:00 p.m. – note that these are on hiatus from now until September.
  • Send questions to AST using our General Inquiry form, or give us a call (206-221-9266)! We’re here to help.

And, as always:

• Submit your requests early.
• Be patient.
• Be realistic with your students, faculty, and guests about timeframes for payments and reimbursements. Currently, delays are likely. 

With much appreciation for all your hard work, patience, persistence, and perseverance.

Heidi

Please continue to submit your questions or concerns through AST’s General Inquiry intake form (preferred) or by contacting teamcas@uw.edu.

Administrative Support Team