Workday FDM & Terminology FAQs

Foundation Data Model (FDM)

• What is the Foundation Data Model?

  The Foundation Data Model (FDM) is the financial structure used by Workday to capture budgets, financial transactions,  and facilitate retrieval of information and financial reporting. 
  There is one FDM that encompasses values for all UNF and Direct Support Organization (DSO) companies. 

  The FDM is made up of the following elements also known as segments or Worktags:

  1. Company
  2. Key
  3. Division
  4. Fund
  5. Cost Center (CC)
  6. Program
  7. Designation
  8. Gift
  9. Grant
  10. Project
  11. Ledger Account
• Company

  Now that UNF and all UNF Direct Support Organizations (DSOs) are using the same system, the Company Worktag will allow you to indicate what company you are looking at or transacting against in tasks and reports. 

  There are 5 Companies in our Workday tenant. You can search for them by Workday ID or by name.

  Workday ID	Common Name	Full Company Name
  UNF	UNF	The University of North Florida Board of Trustees
  FDN	Foundation	University of North Florida Foundation, Inc.
  TSI	TSI	The University of North Florida Training and Services Institute, Inc.
  MCA	MOCA	Museum of Contemporary Art Jacksonville, Inc.
  FIN	Financing Corp	The University of North Florida Financing Corporation

   

• Key

  A Key is a shortcut in the Workday system to return a specific combination of FDM Worktags. Every key will reference a division, fund, cost center, and program. Some keys will also reference a designation, gift, grant, or project. Key is required on all transactions to ensure you have a valid combination of worktags. Workday will validate transactions to ensure the key and worktag values are accurate.

  Key names will typically include the name of the cost center or other relevant worktags such as the designation, gift, grant, or project, and the name of the fund or type of funding.

  Example Key: KEY000027 University Planning & Budget - E&G

  See the definition in the Data Cookbook.

• Division

  The Division worktag groups transactions and budgets into division categories within the University.

  Division worktag elements include true University Divisions, Colleges, and some sub-units that have been called out for specific reporting needs.

  Divisions are grouped into hierarchies that can be used for reporting.

  Example: D100 President's Unit

• Fund

  Fund is an organizational worktag and is required for every financial
  transaction. Fund defines what the money can be used for and how it is generated. 
  Fund is a “balancing” worktag that supports the production of a balanced set of
  financial statements. Funds are grouped into fund hierarchies for classification and reporting. For example, a hierarchy group can be used to identify and group all Auxiliary funds.

  Example: FD100 Education & General (E&G)

• Cost Center (CC)

  Cost Center is an organizational worktag in Workday representing financial responsibility at a University-defined level of significance (similar to departments or units) Workday Financials often uses Cost Center to help drive approvals and workflow in transactional business processes. Part of the Foundational Data Model (FDM) Structure. The workday report containing a list of current Cost Centers is called Extract Cost Centers. 

  Cost Centers are central to capturing worker costs, budget, and transaction approvals. Each cost center will be assigned a cost center manager. The cost center is a representation of the departmental structure. Cost centers are organized into cost center hierarchies.

  The cost center will have default values assigned for division, fund, and program code.

  Example: CC10067 Controller

• Program

  The program worktag establishes a method of classifying transactions by functionality. Each Key in Workday has one corresponding program code that identifies the primary intent of the activity.

  Our local program codes correspond to the Florida Board of Governors PCS department id codes for state reporting.

  For additional information on how this is used in state reporting, please see the Florida Board of Governors PCS Department Id Data Dictionary page.

  Example: PG086 Student Financial Aid

• Designation

  The designation worktag adds another level of classification to budgets and transactions. Designations can be used to call out a sub-budget within a cost center. Common examples of designations are: faculty start-up funds, ORSP IPD and Development Accounts, faculty professional development funds, and internal AASA-funded research grants.

  Example: DN001125 Downtown Classrooms Rent

• Gift
  The gift worktag indicates a foundation account. Each current foundation fund in Financial Edge will become a gift in Workday. Each gift will be attached to a Cost Center to indicate what department owns or oversees the gift. Gifts will be used on the Foundation Company.
• Grant

  The grant worktag indicates a funding source coming from a sponsor for a particular purpose. Most grants are managed by the Office of Research and Sponsored Programs (ORSP). Each grant in Workday is tied to an award which contains the budget for the award. Each grant will have a Principal Investigator and a Grant Manager to monitor budget and expenses on each award.

  Active grants in Banner have been converted to Workday. Some grants in Banner such as IPDs and Development accounts will show up in Workday as Designations instead of grants.

• Project

  The project worktag indicates the individual construction project that is being referenced. Each project has its own budget. Projects are an inception-to-date worktag that may span multiple fiscal years. Projects in Workday are managed by the University Planning and Budget office in conjunction with Campus Planning and Physical Facilities. 

  Some DSO events may also be tagged as projects in Workday.

• Ledger Account
  Ledger account indicates what type of transaction is happening. Similar to Banner account code, ledger accounts will indicate whether a transaction is Revenue, Salary, Operating Expense, or Transfer. Ledger accounts are grouped into hierarchies called Ledger Account Summaries to help organize transactions for reporting purposes. Ledger Accounts in Workday are not quite the same level of detail that we had in Banner Account codes. Ledger Accounts are more summarized, but the details can be further seen in revenue categories, spend categories, or expenditure treatments.

FDM FAQs

• Will my index number stay the same as I had in Banner?

  In Workday, we have an all-new numbering system that is completely different than what we were used to in Banner. Your ID number for your Key will not be the same as your index number you had in Banner. 

  Although it will take some getting used to for your new FDM values, we have a Banner Index to Workday Key Crosswalk that will help bridge the gap as we transition to Workday. We will publish a public version of the crosswalk as we get closer to go-live.

  Another benefit of Workday, is that you will not have to know all your ID numbers like you did in Banner. Now FDM values will all be searchable by ID or by name, so you can type in the name or partial name of the thing you're looking for, and it should pull up that way.

• How do I find a key?

  In Workday, run the report called 'Extract Keys.' From there you can narrow down your search by your division, cost center (similar to department), or fund. Once you run the report you can further sort and filter to find the Key(s) you need. 

  Guide to Extracting Keys for a Department

• Is there a coding scheme for cost center ID numbers?

  In Workday, Cost Centers are not smart-numbered. Each Cost Center will have a five-digit ID number that can be used in searches within Workday. Cost Centers are also easily searched by name instead of number. The ID number itself will not indicate anything about the cost center or where it is located within the University structure.

  Cost Centers are organized into groups called Cost Center Hierarchies. These hierarchies allow for dynamic routing and reporting, and allows for easy reorganization as changes happen within the University.

  Guide to Navigating your Cost Center Hierarchy

Budget Amendments

• How do I submit a budget amendment in Workday?

  In Workday, Budget Amendments can be requested directly in the system, instead of via email.

  You can amend your budget either:

  1. permanently (affecting the current fiscal year and future fiscal years), or
  2. temporarily (affecting only the current fiscal year)

  You can enter your budget amendment manually line by line, or you can pull up your existing budget and amend from there. 

  Guide to Creating a Manual Budget Amendment for Organization

  Guide to Creating a Budget Amendment for Organization using Existing Lines

• How do I know if I need to submit a budget transfer or expense transfer?

  More details coming soon - stay tuned!

• How do I make a permanent change to my budget?

  Permanent budget amendments can be requested directly in Workday, and will be routed for appropriate approvals. Use the 'Create Budget Amendment for Organization task, and select 'Permanent' as the budget amendment type.

  You can enter your budget amendment manually line by line, or you can pull up your existing budget and amend from there. 

  Guide to Creating a Manual Budget Amendment for Organization

  Guide to Creating a Budget Amendment for Organization using Existing Lines

Positions & Position Costing

• How do I submit a PAF or ePAF in Workday?

  There are no more PAFs or ePAFs once we are in Workday! (Yay!) There are several other tasks directly in Workday that will perform the same functions that were previously accomplished via a PAF or ePAF. Some of those tasks are: Start Job Change, Request Compensation Change, End Job, Hire Student, Change Organization Assignments, Assign Costing Allocation, and more. All of these tasks are routed, approved, and applied all in the same system, so no more emailing forms around, or getting something approved in one system first before submitting the final step in another system. This will greatly increase the speed at which updates can be made effective in the system.

• How do I request a new position number in Workday?

  In Workday, position numbers are not smart-numbered like they are in Banner. So we no longer have the concept of requesting a new position number due to a different funding source type. If you need to request a brand new position in Workday, use the task called 'Create Position.' This task is only used for budgeted positions which in Workday are called Position Management type positions.

  From that task, you will be able to identify the details of the position and submit your request which will then route for approval. This process will be the same for staff and faculty positions.

E&G Funding

• What does E&G stand for?

  E&G is Education & General funding which comes from the state. 

  See the definition in the Data Cookbook.

• How to I plan for additional expenses throughout the year that are not yet in Workday?

  More details coming soon - stay tuned!

• How do I request additional E&G money?
  Submit a Recurring Request in the budget development cycle for the new fiscal year. The request forms can be found on the Budget Development Resources page and are collected during the Budget Development season each year (typically January to March). Completed request forms should be submitted to your Divisional Budget Officer who will forward the request on to the University Planning and Budget Office if approved by the division.
• What happens if I am not able to use all my E&G funding by the end of the fiscal year?
  Departments are not able to keep any unused budgeted amounts to use in the next fiscal year. If you need to make any additional purchases, please ensure the charges come through or complete any contracts or purchase order processes and approvals before the fiscal year-end deadlines. If you need to request additional funding to use in a future fiscal year, be sure to go through the additional E&G funding request process in the Budget Development cycle.

Reporting

• Are there any additional budget reporting tools outside of Workday?

  More details coming soon - stay tuned!

• Who do I contact if I need help with budget reports or have an idea for a new budget report?
  If you have questions about existing budget reports or have an idea for a new budget or planning report that would be helpful for you, please contact the University Planning & Budget office at  budget@unf.edu.