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.
For 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. |
Sponsored 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.
Award Portal
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.
Dashboards
A few Workday dashboards are designed to collect information that a particular user would need to access, based on that user's roles.
| Dashboard | Purpose | Resources | Notes |
|---|---|---|---|
| Post Award Dashboard | The Post Award Dashboard displays grant expense and balance data in table and visual format using data available in Workday. | Link | Recommended for users who are not yet particularly familiar with Workday. |
| Principal Investigator Dashboard | The Principal Investigator (PI) Dashboard displays grant data tailored to the PI in Workday. | Link | New features include the ability to view pending invoices and encumbrance reports. The latter can be found via the down arrow on each award item, via the "Drill-to Report" option. |
| Grant Manager Dashboard | The Grant Manager Dashboard displays grant data applicable to grants staff in a central place in Workday. | Link | This dashboard can now be configured for Grant Financial Analysts as well. Using the gear icon, change R1564.1 to R1565.1 or R1565.2 labeled as "for Grant Financial Analyst". Uncheck "exclude encumbrance". Additionally, this dashboard has now had added links in the additional resources section, and has been configured to exclude F&A encumbrance. |
Note that these dashboards are continually being updated with new features, and may not satisfy all of your data needs in Workday; consider the individual reports below if you aren't finding information you need on your dashboard.
Planning & Forecasting
Workday offers tools for planning and forecasting related to grants management.
| Report | Title | Purpose | Notes |
|---|---|---|---|
| W0001 | Grant Planning & Forecasting Tool | The Grant Planning & Forecasting Tool is a Workday worksheet, which calculates totals based on actual Workday data and manually entered projected values. A Grant Manager can use this tool to review actuals and projections for a grant with the Principal Investigator (PI). This is helpful in understanding how grant funding is being spent, making projections, and then making adjustments, as needed, based on the calculations. | |
| R1202 | Grant and Award Line Summary | ||
| R1218 | Subaward Status Report | This report shows details of subawards, including status information. | |
| R1228 | Award Tasks | This report lists the status and due date of award tasks. |
Award Management
There are a diverse range of tools for managing awards, for both grants staff and PIs. These are an assortment of reports that staff have said are helpful for this purpose:
| Report | Title | Purpose | Notes |
|---|---|---|---|
|
R1209 |
Find Grants by PI | This report lists all awards belonging to a given PI. | |
| R1230 | Find Awards - Custom | This report shows award information with custom filtering, so can be used for a variety of information, but may require existing familiarity with Workday. | |
| R1234 | Grant Budget vs Actuals | This report provides the budget and actual expenditures for a grant for a specific fiscal or award period, including direct and indirect totals by sponsor, cost share, and program income revenue. | |
| R1234.1 | Program Income Actuals | ||
| R1269.1 | Find Salary Journal Lines with Worker Details | Use this custom report to find one or more journal lines with worker related data elements. | |
| R1273 | Revenue and Expenses by Program | ||
| R1279 | Fund Balance by Resource | ||
| R1287 | Series Income Statement | ||
| R1296 | Spend Budget, Pre-Encumbrance, Encumbrance, and Actuals | ||
| R1300 | Actuals Summary with Statistics Accounts | This report provides actuals information as well as statistic accounts. | |
| R1306 | Budget vs Actual | This report provides the budget and actual expenditures for a specific fiscal period. | |
| R1465 | Revenue and Expenses by Stand Alone Grant |
Payroll 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 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.
OSP and GCA continue to experience ongoing backlogs for several processes in the research lifecycle. Here are a few resources for checking those backlogs to find an estimate of when you can expect to hear back on award items:
OSP Volume – Pertains to Award Setup Requests, Modifications, and Subawards
GCA Workload Metrics – Pertains to Award Setup Requests, Reporting, and Closing