Bridging - Cost Center Manager

Description of the decision to be made

Adding and maintaining funding in Workday is handled via the Assign Costing Allocations (current adjustments) and Create Payroll Accounting Adjustments (retroactive adjustments) business processes.  It is being proposed that both business processes be configured to route from initiator to approver in accordance with UT’s “signer +1” business rule. 

As part of the design for funding approval, the cost center manager has been configured as the role assigned to the cost center that will be responsible for approving all associated costing allocation transactions (both ad-hoc funding changes and as part of a larger HCM process such as hire or change job).   If multiple cost centers are assigned to a position’s funding (regardless of where that cost center sits in the organization), all identified cost center managers will receive the transaction for approval. 

Cost Center Managers will be assigned to each cost center in Workday and cost center manager is a single-assign role, meaning only one person can be assigned to a cost center manager at a time.  ASMP proposes one of two options for the assignment of cost center manager:

• Option 1: The cost center manager assignment will feed in from the GB1 screen’s accounting or department contact.  No role need to be manually maintained in Workday.

• Option 2: The cost center manager assignment will be maintained by the CSU’s security partner, independently from any roles in DEFINE (i.e. will not have to match the accounting or department contact on the GB1 screen).

Concerns/Feedback/Outstanding from subcommittee

The subcommittee brought up the requirement that cost center managers need to be able to see the entire salary and funding outlook (job details, compensation, funding) for all employee who are paid on their accounts (regardless of where in the organization the position is housed).

This requirement is being met through the assignment of a Workday custom organization called “Funded By” that mirrors the cost center manager hierarchy exactly.   At the onset of the business process, users will be required to identify the funded by organizations that correspond to the cost centers being used on the costing allocations in order for access to be granted to the appropriate cost center managers and for the routing. 

Recommendation from subcommittee on July 26, 2017

Option 2:  the subcommittee recommends to not keep DEFINE in sync with the GB1 screen due to inconsistency in the level at which CSUs are centralized and therefore the level at which accounting accounts are assigned in DEFINE.  The second option will also allow for CSUs to be flexible in who they assign the cost center manager role.  Whereas some CSUs have their accounting contact approving/maintaining funding, others have HR staff performing this function for salaries. 

Timeframe

The cost center manager assignment rules are fundamental to the remaining bridging decisions and should therefore be made based on the recommendation from the subcommittee presented at the July 26, 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

Action items