There are a large number of tools available for pulling metrics and financial reports at University of Washington depending on your role and data needs. The data source determines what can be provided and how the user access is managed.
Workday Finance
This system was launched in July 2023 to replace the 40+ year old FIN system and associated shadow systems. It is an accounting system with robust data sets and reporting. Security roles drive access to particular data sets and data fields available to a user. Workday Finance and Workday HR/Payroll have a hard separation at the database level to protect confidential HR data so combining these data sets in Workday reports is limited. For that reason, the BI Portal can be the better source of data from both sources. Contact Josh Eikren (jeikren@uw.edu) for authorized access.
If you need to determine your Cost Center or Worktags, use report R1349 in Workday.
Tip: Enter "CAS" in the "Cost Center Hierarchies" field in R1349 to refine your search.
To get a list of your awards & grants, use report R1565.1 and search by grant manager name.
BI Portal – UW Business Intelligence Portal
This is a one-stop catalog that connects you to the UW's Enterprise Data Warehouse (EDW) central reports, dashboards (including dashboards previously housed in UW Profiles) and data cubes. Data is pulled from multiple platforms and combined to support the business needs of staff and faculty. Contact your administrator for authorized access. If you are an administrator and need access, contact Debbie Olson (dolson@uw.edu) for authorized access.
For further information on using the BI Portal and a number of Workday reports, as well as other tools and data available to the UW data user community, users can browse or search the UW-IT Reporting and Analytics Wiki.
Award Portal
This is a tool managed by Grant & Contract Accounting (GCA) that is both a ticketing system and provides up-to-date post-award financial information for sponsored programs and a ticketing system for questions or requested actions. There are two sources of data using the tabs in the top right corner. The Home tab will allow searching by item number. The CC Reports tab allows search by cost center(s) or balancing unit. Additionally, you can create a ticket or read previous tickets for a given record. The system maintains the ticket history for each award which allows anyone to view the Q&A over time. Anyone with an active UW NetId can access the system.
Worker Security Access & Roles
Back to TopFor the platforms above as well as ECC, the new effort reporting tool, use this table to gain access:
| Platform | Access Notes |
|---|---|
| BI Portal | Managed via EDW in ASTRA. Reach out to your administrator or, if necessary, the CAS Research Office. Look up your roles and authorizors from the ASTRA main page. Find out how to check your access via UW-IT's Reporting and Analytics Wiki page. |
| Workday | Email Josh Eikren (jeikren@uw.edu) for access. |
| Award Portal | Anyone with a UW NetID can access this tool. |
| ECC | Email effortreporting@uw.edu for access. |
Proposals
Back to TopSponsored Project Proposals are any request submitted to a potential sponsor (like a government agency, foundation, or corporation) requesting funding for a specific project or activity, outlining the project’s goals, methods, budget, and expected outcomes. Sponsored projects come with terms and conditions and are not gifts or service projects.
- BI Portal “Proposals” show data before 7/1/23. All proposals are submitted via a SAGE eGC1.
- ORIS SharePoint reports show data after 7/1/23. Proposals are submitted via SAGE eGC1 and subsequently by SAGE MOD for the out years. This tool will move to the BI Portal in spring or summer 2025.
Budget Monitoring — Payroll
Back to TopPayroll is the largest expenditure on grant and contract awards. To manage this complex expenditure category, run Earnings & Actuals reports each month before payroll closes to confirm that the right people are paid the right amount from the right source. Fix problems before payroll cut-off and re-run the report to confirm accuracy. Bonus benefit – it will help make tuition expenditures correct at the end of each quarter.
| R0101.1 | Earnings & Actuals Payroll – prompt for organization |
Gifts Reporting
Back to TopGifts are distinct from grants or contracts, and must be managed individually. We recommend the following used in tandem:
| Report Number | Report Title |
|---|---|
| R1252 | Expendable Gift Activity Summary with Balance |
| R1300.5 | Actuals with Encumbrance Balance for Unit Reporting |
For more information, our colleagues in Advancement have more guidance about managing gifts on their webpage.