Bridging - Funds Checking

Description of the decision to be made

The legacy system (HRMS) currently does the following validations real-time (Funds checking) against DEFINE:

1. Account number is valid: Are the 10 digits that the user typed actually valid? The account exists and it is active.
2. Charge is within the service dates of the account. This is particularly relevant in sponsored accounts.
3. Charge is allowed for the account. This is where we validate Object Audit Groups for the account.
4. Enough Funds in the account. Are there enough funds in the account (or pool) to cover the charge?

 Workday does not have the capabilities to process real-time validations against and external system (DEFINE). In order to continue to be able to process most of these validations, we plan to do the following:

1. Account number is valid.  The user will not be able to free-form type an account number. They will have to select one from a prepopulated list (only valid accounts). This list will be populated from DEFINE as accounts are created, updated, or inactivated.
2. Charge is within the service dates of the account. This will be done by replication the begin and end date of each account to Workday, and inserting a validation on the Workday “Assign Costing Allocations BP” that will prevent users from using expired accounts (dates before or after the project dates) when assigning/changing costing allocations. The validation will evaluate every funding line and trigger an error if any of them is outside the project dates.
3. Charge is allowed for the account. We will relax the object audit group checks by allowing all the accounts that will be used for payroll to take in all the relevant payroll object codes (today each only allows specific ones like A&P, Classified, etc). This will allow transactions to post, and departments will do appropriate transfers after the fact if needed.
4. Enough Funds in the account. This will not be able to be performed real-time in Workday against DEFINE. We will offer 2 tools that can be used to manage this:
   1. Link to DEFINE account information from Workday. We plan to put a link in Workday (assign costing allocations screen) that will allow the user to pop-up a window where they can see additional account information from DEFINE. This will include things like free and pool balances. This is the same screen that is currently used in FRMS, and we can add additional data if needed
   2. Encumbrance process overdraft notification. If the BP is approved and the account has insufficient funds, the DEFINE encumbering process will send an automatic notification to the Department Contact in GB1 about the account being overdrawn.

Concerns/Feedback/Outstanding from subcommittee

We still need to determine what is the correct population of accounts to bring into Workday (accounts that could be used to process Payroll). This is an outstanding item that we will have to work through as we perfect the data conversion process.

Recommendation from subcommittee on July 26, 2017

Move forward with the process explained herein.

Timeframe

Present at the August 2, 2017 steering committee meeting. 

Recommended decision maker

ASMP Steering Committee based on recommendation from ASMP Bridging Subcommittee

Recommended Campus Stakeholders to Engage

ASMP Bridging Team (includes payroll, accounting, budget, sponsored projects)

ASMP Bridging Subcommittee

This is a sample of what the pop-up screen for account information could look like:

Action items