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Video: Getting started with Workday Budget vs Actual reports (27 minutes)
Video shows a live walk through of the info in this KB article + the ISRS Cost center to Workday mapping article. Content similar to what is covered in the sessions for Workday Cost Center Managers and Finance Analysts on Budget vs Actual reports.
Reports
The two Workday reports closest to what was used in ISRS for cost center financials are:
- RPT00097 – Budget vs Actuals by Cost Center with Encumbrances
- RPT00290 – Budget vs Actuals by Program
The instructions below share how to save shortcuts and set filters at the University level.
Only those with the proper security roles in Workday may view these reports.
Over time we expect to have the ability to provide more refined access to only the cost centers you are associated with.
Access to Workday financial reports
The Workday roles associated with viewing budget vs. actual reports are:
- COST CENTER MANAGER - approx. 25 Metro State employees have this role
- FINANCE ANALYST - approx. 135 Metro State employees have this view only role.
Create Shortcuts to reports
Log into Workday
Select Menu, then select Shortcuts and + Add Shortcuts
In the Add Shortcuts search bar, type “RPT00097” and select the + next to “RPT000097 – Budget vs Actuals by Cost Center…”
In the Add Shortcuts search, type “RPT00290” and select the + next to “RPT00290 – Budget vs Actuals by Program”
You now should have the two reports saved in your Shortcuts Menu for future use.
Set Saved Filters for commonly used Reports
Enter and save Workday report filters to minimize prompt re-entry on frequently used reports.
RPT00097 - Budget vs Actuals by Cost Center with Encumbrances
Budget vs Actuals report that you may run by Cost Center or program, project or grant. Report shows Budget, YTD Actuals, pre-encumbrances and encumbrances
It will group information first by cost center, then fund, then program, project or grant, then ledger/spend categories.
**Until we get confirmation from System Officeof what is in the 'Last Year' columns, please do not rely on them. We do not believe FY24 activity will be loaded to Workday. These fields will be more helpful when we can compare FY26 to FY25.**
TIP: Gain familiarity with your Workday program(s) cost center(s) before running reports (see ISRS Cost Center mapping into Workday article for more details)
Company: Type "Metro" and enter
Organization: Based on your needs, search on your Workday Cost Center or program, grant or project.
- If you do not know those numbers you may search by text that is in the descriptions, i.e.
- For cost center, type METS CC" and words from your cc description -- i.e. METS CC College
- For program or grant, type your ISRS cost center number (it's in the description as an aid for transition)
- We do not recommend using cost center hierarchies yet.
Budget Structure: type "parent" and enter
- Per System Office documentation, Parent level is used for reporting, Child level is used for entry of budgets
Budget Name: leave blank
Period: Select Fiscal Period > FY25 > FY-25 June; this will show year to date results
Within the gray box, type a name for your filter and save it.
You may save multiple filters if desired (i.e. if you monitor multiple programs or cost centers).
Once you have populated filters or selected a saved filter, select OK to run report
Next time you come into Workday you can use the report shortcut and the saved filter (from the drop down) to run a report
RPT00290 – Budget vs Actuals by Program
Budget vs Actuals report that you may run by Cost Center or program, project or grant. Report shows Budget, YTD Actuals, pre-encumbrances and encumbrances
It will group information first by program, project or grant, then ledger/spend categories. May be most useful is fund information is not needed.
Use the same filters as shown above for RPT00097 and save filter(s) for future use.
Once you have populated filters or selected a saved filter, select OK to run report
Next time you come into Workday you can use the report shortcut and the saved filter (from the drop down) to run a report
Expand, Collapse and Drill down capability
Expand and Collapse
Currently:
- fringe ACTUAL expense and encumbrances are recorded at the program and cost center level
- fringe BUDGET (32% of salary expense) resides centrally with Financial Management
- Workday is not able to match the two up like ISRS did with BAT tables. FM is reviewing how to report / handle the matching of fringe expense to budget.
Similar mismatch exists for salary budget/actuals in the colleges with budget in the Deans program/cc and actuals in the academic program's Workday program. This budget will allocated to lower levels in early Sept.
We will keep cost center managers apprised as we determine the way forward.
Drill down
Blue text indicates that an item is clickable for drill down.
Usually best to click on numbers for transaction detail. It is less useful to click on words (cost center names, etc.)
Once you've clicked into an Actual YTD number, you will see the transaction detail within.
Worktags column seems to be most useful (contains supplier name, etc.)
Use the filter icon on top to narrow down results if desired.
Changing Report filters
Once you've run a report, you may change the filter using the Change Selection icon found next to the report name (three vertical bars with squares on it)
Select the x to clear a filter and then search for the desired filter (if if you wish to save it, for future use, give it a name and Save Filter)
Related System Office Resources
Report Crosswalk Custom and Delivered Reports.xls
Security Role Details: Cost Center Manager + Finance Analyst
