Worktags and Reports
Related Learning Hubs:
Worktags
Worktags are identifiers used to describe and categorize transactions and events in Workday for reporting and security purposes. Like their name implies, they tag a transaction. Many attributes and business objects function as worktags in Workday including, but not limited to, Grants, Cost Centers, Spend Categories, USources, Higher Ed Function Codes, and Supervisory Organizations.
Terminology
- Foundation Data Model – The Foundation Data Model (FDM) is the core of the entire Workday platform. The FDM is a multi-dimensional data framework that supports financial, managerial, and statutory reporting. It defines the organizations and worktags UMD uses in transactions. The FDM supports both Finance and HCM and drives security and workflows.
- Driver Worktag – Driver worktags are the primary worktags entered on a transaction. When you create a transaction, selecting a driver worktag “drives” the auto-populating of related worktags. Driver worktags are similar to KFS accounts. Driver worktag types are USource, Grant, Gift, and Project.
- Related Worktag – Related worktags are associated with driver worktags and auto-populate when a driver worktag is selected. Sometimes they are called Additional Worktags in Workday. Related worktag types are Fund, Cost Center, Balancing Unit, and Higher Ed Function Code.
- Operational Worktag – Operational worktags categorize income and expenses on transactions. They are similar to KFS object codes. Operational worktag types are Revenue Category, Spend Category, and Ledger Account.
- Optional Worktag – Optional Worktags are used to provide additional information for a transaction when necessary or if required by a department or unit. Optional worktag types are Assignee, Detail Code, Review Required, and Program.
Reports
- KFS Account to Driver Worktag – Employees can use this report to see KFS account numbers and their equivalent driver worktag in Workday.
- KFS Department/Subdepartment to Cost Center – Employees can use this report to see KFS department and sub-department codes and their equivalent cost centers in Workday.
- KFS Object Code to Workday Value – Employees can use this report to see KFS object codes and their equivalent Workday revenue category, spend category, and ledger account.
This table includes the relevant course(s). You can enroll in courses at any time on the On-Demand Courses page.
| Course Title | Description |
|---|---|
| Using Worktags | This course helps you understand and identify worktags. Worktags are identifiers used to describe and categorize transactions and events in Workday. You will learn about the different types of worktags and how to search for and select worktags. |
For Employees:
Create a Request – Users can use this job aid to request new or make updates to existing USource or Gift worktags. Most worktags are managed centrally by UMCP or Workday Support. Driver worktags are managed centrally by each company.
Will worktags be managed centrally or locally?
Worktags will be managed centrally. A request form is available in Workday for requesting new worktags or modifications to existing worktags which will route to the central office for review, approval, and creation.
Will the existing KFS account numbers still exist in Workday?
No. Existing KFS account numbers will not exist in Workday. There is a robust search function in Workday which allows you to search for worktags by name or keyword. Crosswalk reports are available in Workday that show KFS account numbers, departments, and object codes and their equivalent worktag in Workday.
Will current KFS accounts transfer into Workday?
Yes, current accounts will be converted into Workday with a corresponding driver worktag depending on the type of account.
Reporting
Workday delivers an extensive number of standard and customizable reports that house real-time data. Access to these reports is driven by the security role(s) assigned to each user’s position. You can access these reports directly through the search bar, from an application on the homepage, or from the Sitemap.
Terminology
- Security – Each user’s position is assigned a security role. Your security role determines what access to data you have in the system.
- Sitemap – The Sitemap categorizes reports and tasks in a side menu, making it easier to access reports that are available to you. The sitemap is located as an option under the Profile menu (accessed by clicking the Profile icon).
- Search Feature – Workday’s search feature uses predictive searching to make finding a report easy. While you can search by the exact report name, you can also enter key words or a portion of words, such as the first three characters, to display search results.
Report Features
- Prompts – Prompts are selections that are displayed prior to executing certain reports. They allow you to filter report results and can be optional or required, as indicated by a red asterisk.
- Saved Filters – Workday offers the ability to save filters on custom reports. This allows you to save your prompt parameters to be used again.
- Downloading and Exporting – Typically, reports in Workday can be downloaded and exported as a Microsoft Excel file, Worksheets file, or a PDF.
Workday Worksheets
- Worksheets is a cloud-based spreadsheet technology that allows users to explore and collaborate with data directly in Workday.
- All Worksheets are stored in Workday Drive.
Applications (Apps)
- Reports – This app provides options to view available reports and tasks, schedule a report, monitor processes, and view your reports that you have run. You are most likely to use this feature to access reports you frequently use.
This table includes the relevant course(s). You can enroll in courses at any time on the On-Demand Courses page.
| Description | Description |
|---|---|
| Finding and Viewing Reports in Workday | This course helps you find and view your available reports. In addition, you’ll learn more about report functionality and Workday Worksheets. |
How do I know which reports I have access to in Workday?
We suggest you use Workday's sitemap feature that takes you to the Available Reports and Tasks page. The Sitemap categorizes reports and tasks in a side menu, making it easier to access reports that are available to you. The sitemap is located as an option under the Profile menu (accessed by clicking the Profile icon).
Will I be able to create my own reports in Workday?
The average user will not be able to create their own reports, but Workday has numerous options within a report to be able to drill into and/or filter the data. Additionally, in some drill downs, you'll be able to create additional pivots. You will be able to save the features of reports that you use often.
Will I be able to see historic data from PHR and KFS in Workday reports?
In most cases, no. You'll be able access historic operating reports via adminreports.umd.edu for three years, until Workday has built up sufficient historic data.
Can I share report results with others?
Yes, you can export your results to Excel or save them in a Worksheet in Workday. However, we urge caution when doing so because Workday security is not applied in these situations.Information should only be shared with authorized individuals. Please follow your institution's data governance policy
How will I know if my report that I use will be accessible in Workday?
We have inventoried over 800 reporting requirements that currently exist in reporting systems and in local offices. We have worked with stakeholders to determine whether these requirements will be needed in Workday. If you are concerned about a specific report, please contact the Elevate team.
Will Workday reporting replace BA4?
Workday's reporting capabilities are powerful and we anticipate that you will want to use Workday reports as your standard "first stop" to get information, particularly because you can take action right from the results. With that said, BA4 is not currently scheduled to go away, so it will still be available.
How do I get access to the data tables to be able to run my own queries from the warehouse?
Workday organizes data in a completely different manner than the traditional relational database we’re used to working with. A warehouse will be available, but with very limited data. Our focus and strategy going forward is using Workday first whenever possible.