How PIs get information about their portfolio of grants/gifts/projects/programs (worktags) from Workday

Short answer: Check with your research administrator.

Longer answer (do it yourself): Unfortunately, the Workday PI dashboard will not function as planned and an alternate solution using Excel-like worksheets with prompts will be distributed through Workday Drive. More information about that worksheet will be shared after testing is complete. 

Until that solution is in place, you may search for each “worktag” separately in Workday. There is not currently a way to see all of a PI's funding in Workday at once. 

1. Gift Financial Summary (UW) GFXXXXXXXXX (WISER 233) 
   1. All gifts: Filter by PI name and Time period: Current Period YTD  
   2. One gift: Filter by Gift and Period: current month; Time period: Current Period YTD 
      
      
2. Program Budget to Actuals Summary (UW) PGXXXXXXXXX (WISER 101/150/136) 
   1. All programs: Filter by Cost Center Hierarchy: UWMSN | CCHL5 | IES | IES Institute of Environmental Studies,  PI name, and Time period: current month; Current Period YTD  
   2. One program: Filter by Gift and Period: current month; Time period: Current month; Period YTD 
      
      
3. Project Budget to Actuals Summary (UW) PJXXXXXXXXX (WISER 135) 
   1. All projects: Filter by PI name and Budget Structure: Projects by Funding Source; Period: current month 
   2. One project: Filter by Project and Budget Structure: Projects by Funding Source; Period: current month 
      
      
4. Grant Budget to Actuals Summary (UW) GRXXXXXXXXX (WISER 133/144) 
   1. All grants: Filter by PI name and Time period: Award Life to Date (Award)  
   2. One grant: Filter by Grant and Time period: Award Life to Date (Award)  
   3. Please note:  
      1. Grant Budget to Actuals gives you the total (direct plus indirect) and the budget categories for more recent awards.
      2. The Grant budgets to actuals’ remaining budget includes obligations (formerly encumbrances), which are usually overstated. To calculate your current balance, subtract LTD actuals from Current Budget (this includes indirect costs). 
         
         
5.  Award Budget to Actuals (UW) report (WISER 133/144).
   1. One award: Filter by Award 
   2. One grant: Filter by Award and Grant – good for subprojects on larger awards, or if you want to see the participant support or subaward budget of an award.
   3. Please note:  We prefer this report rather than Grant Budget to Actuals (UW) report for individual award/grant worktags to see the budget and expenses by category because it does not include indirect.  

PI tips, references, and job aids for the basics of Workday

To find the award number (AWD-XXXXX) in Workday

• Type in the grant in the Workday search bar 
• Left click on the 3 dots to the right of the name of the grant in the red bar and a window will pop up with information 

 To find the worktag or WISER number

It can be searched for here: https://fdmmapping.atp.wisconsin.edu/Crosswalk/SfsProject 

• To find the Workday worktag search for the WISER number (sometimes a key word of the name will work) 
• To find the WISER number search for the Workday worktag (sometimes a key word of the name will work) 
  

How to do reporting using/saving report filters and how to schedule reports in Workday job aid

https://kb.wisconsin.edu/workday/internal/144618 

 PI Workday tips sheets

https://kb.wisconsin.edu/images/group598/146845/PrincipalInvestigator.pdf 

 Workday Training

To check if there are specific Workday trainings you were assigned but haven’t completed yet, you can go to Canvas* dashboard