Navigation

Search This Site

FST Decision Log

All FST decisions are made using the RAPID framework, but formal RAPID documentation is only required with Tier 1 and Tier 2 decisions.  In the spirit of transparency, we’ll share decisions in our normal communications channels when they are made, and also on this webpage.  Watch for continual updates!

Who makes the decisions? Read more about how FST decisions are made.

How is FST informed and guided by the UVA community?  Learn more about FST's governance structure. 

Upcoming decisions include use of WebWire; Invoice Matching Redesign; Workday Budget Checking; Workday/AI Division of Responsibility for Execution, Reporting, and Detail; Data Warehouse Remediation; System Admin Responsibility Approach; Workflow Control and Approval Requirements; Per Diem Policy; Spend Authorization Policy and Cash Advances; GL Conversion; Customer Portal and payment acceptance; F&A on cost-share; Future State Requisition Process Flow; Requisition User Access; Spend Authorization Policy; Future State of Reconciliation; OCR Vendor Selection, and more.  

Last Updated January 13, 2021. 

If you have a question about any decisions or upcoming decisions, please contact the project team at financetransformation@virginia.edu or reach out to the Advisory Group member for your school or unit (find them here!).

Description Decision Input Gathered Tier Closed date Where to find more info
FUNDRIVER UVA will continue to use Fundriver instead of Workday's endowment solution.

Oct 2019: Information presented and feedback gathered from Gifts & Endowments Business Process Discovery Workshop.                                               

Feb 2020: Supplemental Systems Survey demonstrated percentage of people who use Fundriver.                                                                

May 2020: FST project team determined that Workday endowment management solution could not calculate UVIMCO fees.                                                                                                              Jun 2020: Decision made to stay with Fundriver. Currently working on integrating Fundriver with Workday tenant. 

3 Jun-20 https://communityhub.virginia.edu/community/uva-finance-transformation/blog/2020/06/04/update-on-fundriver-vs-workday-financials
Expensing UVA will replace its current expensing system, Chrome River, with Workday Expenses. 

Dec 2019: Presentation of decision to Steering Committee.           

Dec 2019: Presentation of decision to Advisory Group.                   

Feb 2020: Deep Dive sessions on WD Expenses vs. Chrome River. Recommendation sought from Steering Committee.                      

Mar 2020: Workday Expenses demonstration to Advisory Group.

Apr 2020: Survey seeking feedback from Steering Committee. Workday Expenses demonstration to FA.

1 Jun-20 https://communityhub.virginia.edu/community/uva-finance-transformation/blog/2020/06/04/rapid-decision-workday-expenses-vs-chrome-river
CBT Mandated Travel UVA will NOT mandate use of CBT.  June 2020: Decision made to not pursue mandating use of CBT for all travel.  Approved by the project team, as the decision did not change current state practice. 3 Jun-20  
Data Conversion - Vendor Supplied Contracts Pre-existing contracts will ONLY be converted from Jaggaer, NOT from Oracle. June 2020: Decision made to continue current state practice related to vendor supplied contracts.  Approved by the project team, as the decision did not change current state practice. 2 Jun-20  
Jaggaer Marketplace User Access Anyone who has access to enter a purchase requisition will have access to the UVA Marketplace (Jaggaer) June 2020: Decsion made to continue current state practice related to access to UVA Marketplace (Jaggaer).  Approved by the project team, as the decision did not change current state practice. 2 Jun-20  
Request For Quote Decision Point UVA will NOT use Workday RFQ functionality. June 2020: Decsion made to continue current state practice related to the request for quote process.  At this time, Workday RFQ functionality will not be utilized.  Approved by the project team, as the decision did not change current state practice. 2 Jun-20  
Multi-Currency / Global LLC Revisit need for multi-currency functionality (e.g. foreign wires, foreign travel). Decide whether Global LLC can/should transact in WD. June 2020: Decision was to proceed with external  conversion & manual consolidation to Global LLC. The team will explore the LOE required to bring the Global LLC and WFOE into organizational scope. Decision approved by Augie Maurelli to not use Multi-Currency functionality.   3 Jun-20  
Reporting Security Approach Need to validate the high-level security approach for UVA re: users viewing transactions in the system across all organizations. I.e. will users be able to see all transactions with only certain restrictions for sensitive items (per current state) or will there larger restrictions on viewing abilities, especially for reporting. May 2020: Decision made by Functional Owners Group to continue to allow users to view transaction across all organizations without restrictions. 3 May-20  
Bonus Depreciation Budget depreciation functionality was determined not to be in scope.   3 Jul-20  
Reverse Credit/Debit For company accounting details, UVA will be setting journal reversal to reverse debit/credit.   3 Jul-20  
SWAM Codes SWAM will be tracked in supplier classification - some may also be brought in as Supplier groups, if needed.    3 Aug-20  

Pre-Encumbrance (Commitment) and Encumbrance (Obligation) operational accounting functionality

UVA will use pre-encumbrance and encumbrance functionality for procurement, expense, payroll, and fringe benefits.    2 Aug-20  
Gift Types/Pooled Functionality UVA determined that 3 gift types should be used: spendable, non-pooled, and undetermined. UVA will not be using the pooled functionality.   3 Aug-20  
Donor and donor contributions UVA determined that we will not enable donor and donor contribution functionality.   3 Aug-20  
Frequency of Advance Integration UVA will integrate gift data from the Advance system on a daily basis.    3 Aug-20  

FUNDRIVER Integration

UVA will integrate between FUNDRIVER and Workday monthly for investment activity/administration fees/spending distribution.   2 Aug-20  
1042-S Processing/Reporting Integration UVA will keep Thomson Reuters in place for go-live for 1042-S processing and filing purposes.    3 Aug-20  
Internal Catalogs UVA will use internal catalog for ISPs.   3 Sep-20  
Expenditure Types for Capital  Spend categories and ledger accounts will differentiate capital and non-capital expenses.    3 Sep-20  
Fixed Assets Conversion Convert only active assets into Workday at go-live.    3 Sep-20  

Adoption of Workday Internal Service Delivery (ISD) Functionality

UVA will adopt Workday Internal Service Provider (ISP) functionality for schools/units providing goods and services to others that are internal to UVA through the Internal Service Delivery (ISD) process. 

November 2020: Decision has already gone to FOM and was socialized with stakeholder groups. RAPID form awaiting final signoff.   

December 2020: Decision announced. 

2 Dec-20 https://communityhub.virginia.edu/docs/DOC-2683

Invoice Matching Redesign

Will UVA revise and redesign their matching policy for invoices before payment? Flags a discussion point on whether things will change.

June 2020: Decsion made to continue current state practice related to invoice matching.  Approved by the project team, as the decision did not change current state practice.                                                   

October 2020: review and analysis of current matching processes and proposal of new requirements.                                               

November 2020: decision on revising and redesigning matching policy for invoices before payments will go to Governance in January 2021.

2 Upcoming  
Workday/AI Division of Responsibility for Execution, Reporting, and Detail Recommendation: Budget monitoring activities to occur in WD. To utilize full FDM value set to load budget.  Need to decide where budget execution activities will occur - Adaptive or WD. This includes Budget vs. Actuals reporting, Budget Revisions/Amendments, and level of detail. Decision will go to Governance in February 2021. 2 Upcoming  
Discontinue use of WebWire   UVA currently uses WebWire to drive wire payment request and workflow processing -- Workday has the capability to mask bank accounts of suppliers and facilitate this workflow process. This question is impacted by the introduction of PaymentWorks. Decision will go to Governance in January 2021. 2 Upcoming  
Customer Portal and Accepting Payments   After Customers are created in Workday, they can be given access to a Customer Portal, a restricted view of Workday, for self-service. Provides functionality for customer to pay online. This functionality requires Workday customers to create and host a web application to reroute the customer portal user from the Workday tenant to a third party payment service.  2 Upcoming  
Workflow Control and Approval Requirements   As UVA considers transformation away from Recon@, it will need to start shifting towards front-end controls that are sufficient for OSP's audit purposes. To that end, a baseline of workflow review and approval requirements is needed for design teams to refer to. Decision will go to Governance in January 2021 1 Upcoming  
Requisition User Access   Decision to be made on whether user access to create a requisition stays restricted or is extended to all users. Will require additional discussion with schools and departments. CP1 will be based on open access to create requisition. Decision will go to Governance in January 2021. 1 Upcoming  
Per Diem Policy   Will UVA require all Workday Expenses users to leverage Per Diem for travel? Has implications for integrating per diem rates. Decision will go to Governance in January 2021. 1 Upcoming  
Recon@ in Future State   Decision on whether Workday's Account Certification functionality can replace the Recon@ system. Functionality needs to be tested to ensure we can meet compliance requirements. Decision will go to Governance in January 2021. 1 Upcoming  
Will MC & UPG continue to utilize Accounting String?   Need to determine how Accounting String is used in HCM/Payroll and whether this custom organization will be retained or decommissioned and the functionality dependent on such completed in another manner. Decision will go to Governance in January 2021. 1 Upcoming  
OCR Vendor Selection   Spend team needs to decide whether and which OCR vendor to utilize for invoice capture. Decision will go to Governance in December 2020. 1 Upcoming  
Data Warehouse-Trend reporting pre/post WD go live   Data Warehouse remediation scope for FST implementation and conversion process is not defined. Consistent messaging is not sent out on plan for conversion of historical data outside of Workday. Decision will go to Governance in January 2021. 1 Upcoming  
System Admin Responsibility Approach   Currently, system admin privileges are controlled primarily by ITS EA, however Workday allows for functional area owners to hold these security privileges in future state. Decision will go to Governance in February 2021. 1 Upcoming  
Expenditure Credit Process/Policy   UVA has expenditure credit policy that affects multiple processes in scope for WD FIN. Need to determine how WD can accommodate these and whether this will mean that the policy must change. Includes: Vendor Refunds, Travel Reimbursement, Sundry Reimbursements, and Joint Funding. Decision will go to Governance in March 2021. 1 Upcoming  
ETF usage threshold policy change $500 -> $5,000   A policy change is currently being routed for approval that would shift the ETF usage threshold from 500 to 5000 (Operational decision and not Project). Decision will go to Governance in February 2021. 1 Upcoming  
Future State Non-Catalog Requisition Process Flow   Investigating whether UVA can utilize WD Questionnaire functionality to route non-catalog requisitions for buyer review. Decision will go to Governance in December 2020. 2 Upcoming  
F&A on Cost Share   Review and analysis on whether the University should track lost F&A on Cost Share. Decision will go to Governance in March 2021. 2 Upcoming  
Waived F&A   Review and analysis on whether the University should track waived F&A. Decision will go to Governance in March 2021. 2 Upcoming  

Supplier Onboarding through PaymentWorks

Supplier onboarding, currently occuring via Jaggaer, should be routed through PaymentWorks going forward. Decision has already gone to FOM. Team is drafting RAPID for final signoff. 1 TBD  

Naming Convention for Gifts and Endowments

Determine if UVA should use sight logic on gifts and endowments, and if so, in the ID or the name.  Decision has already gone to FOM - circulating w/FDM Governance. Proposal has been socialized with stakeholder groups Team is drafting RAPID for final signoff. 2 TBD  

Position budgeting - position plan structures in WD

Will Position Budget plan structures be implemented in Workday, separately from the Financial Budget plan structures?  Implementation position budget plan structures in WD separate from financial plan structure. 2 TBD  
One Card vs. Two Card for Procurment & Travel  The decision around keeping a one-card system for both Procurement and Expenses in the future state or switching to a two-card system has been reopened.  Decision has already gone to FOM and was socialized with stakeholder groups. Tier moved from 1 to 3 because recommendation is to continue current one card practice.  3 TBD