Introduction to Workday Planning (Budgeting & Forecasting)
Workday Finance @ Bentley
Agenda Learning ObjectivesWorkday Planning Terminology Navigation in WorkdayWorkday Planning ProcessWorkday Planning Tasks Reporting: Planning Dashboard Extended Planning Team: Key Users by Division Further Trainings and Resources Demonstration Key Take Away’s
Learning ObjectivesBy the end of this session you will be able to:
1. Understand Workday terminology as it relates to Planning
2. Access and Navigate Workday Plans and Hierarchy Structure
3. Understand the data in Plans and how to complete your Budget and Forecast Requests
4. Review Plans / Make revisions to Plans if they are sent back
5. View the Planning Dashboard and navigate to Planning Reports
Workday Planning Terminology•Plan – Workday’s term for the collection of worksheets that make up Bentley’s Budget
•Worksheet – the excel like sheet where Operating Budget and requested positions (FTE’s) are captured. Additionally where Q2 and Q3 Forecasts are captured
•Workbook – a collection of worksheets, each worksheet containing a Budget, a Forecast and requested positions
•Share – Workbooks can be shared as view only or with edit permissions to collaborate with those in your organization
•Drive – the virtual drive where workbooks are stored for you to access and update
Workday Planning Terminology•Account Sync – Workday requires that budgets assigned to any new ledger accounts be manually synced. Missing this step will either cause your budget to be sent back, or budget data not recorded. See below how to Update Plan and Add Missing Dimensions via a related action in the Workbook
•Cost Center Planner / Cost Center Planner 2 – Workday delivered roles for Planning. Cost Center Planners complete the budget/forecast request. Cost Center Planner 2’s review the budget/forecast request
Workday Planning Process
• FY2022 Budget & FY2021 Q2 Forecast Request Workbooks will be Distributed Early January 2021
• Capital Worksheet will be shared with Project Managers Early January 2021
Cost Center Planner 1. Use your inbox or Drive to access each Plan assigned to you
2. Complete budget entry for the upcoming year, new position requests and Q2 Forecast or Q3 Forecast, depending on the task assigned
3. Sync the data for operating and/or positions and update the Plan
4. Correct any errors
5. Review your budget and Submit for approval
Access the Plan
Create Your Budget and Forecast
Perform the Sync operation
Correct Errors
Review and Submit
Workday Planning Tasks
Navigation in Workday
•LOG‐IN > INBOX > OPEN PLAN WORKBOOK > BEGIN WORK
• COMPLETE WORK > ACTION: ADD MISSING DIMENSION MEMBERS > UPDATE PLAN > SUBMIT
Navigation in Workday•Cost Center Planner 2’s who have Multiple Cost Centers reporting to them can access Worksheets but the View is slightly different
Navigation in Workday•Once Worksheets are completed Cost Center Planner 2’s Under Action will have the Option to Send Back to Cost Center Planner
•Submit all Workbooks once everyone has completed and you have reviewed
•Remember you can Access all Worksheets in your DRIVE
• All Cost Center Planners will have a new Dashboard Worklet on their Workday Landing Page
• Access the Dashboard to view reports which summarize Plan data by Cost Center, Ledger Account and Division
• Plan Reports which show current updates to the Plan can be accessed in your Inbox
• Vice President’s will review reports in the Dashboard submitted by Cost Center Planners and complete an Inbox task (To‐do) to approve their divisional budget and forecast requests
Reporting: Planning Dashboard
Report Description
PLN – Revenue Budget Summary by Cost Center Review current revenue budget and request by Cost Center
PLN – Expense Budget Summary by Cost Center Review current expense budget and request by Cost Center
PLN – Revenue Budget Summary by Ledger Account Review current revenue budget and request by Ledger Account
PLN – Expense Budget Summary by Ledger Account Review current expense budget and request by Ledger Account
PLN – Headcount Budget Summary Review additional headcount (FTE) requests by Cost Center
Name Title Division
Debra Burbank Director, Facilities Administration & Finance
George Cangiano VP, Human Resources Human Resources
Courtney Finn Assistant Director, Athletics Student Affairs
Donna Kendall AVP, Enrollment Management Enrollment Management
Jessica Kenerson Director, Student Affairs Student Affairs
King‐Fa Mei Budget & Financial Analyst, Facilities Administration & Finance
Kristen Nill Senior Assistant Director, Business Service Center
Academic Affairs
Sol Nasisi Director, Digital Marketing Marketing
Victoria Taranto Business Administrator, IT Information Technology & Student Affairs
Extended Planning TeamQuestions can be directed to those in your division who are members of Workday Planning team
Further Trainings and Resources
Date Location Time
Wednesday January 13, 2021 Zoom – Training 10:00 AM to 11:00 AM
Thursday January 14, 2021 Zoom – Office Hour 10:00 AM to 11:00 AM
Tuesday January 19, 2021 Zoom – Office Hour 2:00 PM to 3:00 PM
Wednesday January 20, 2021 Zoom – Training 2:00 PM to 3:00 PM
Thursday January 21, 2021 Zoom – Office Hour 10:00 AM to 11:00 AM
• Trainings and Office Hours will be held in January 2021 for Cost Center Planners seeking individual assistance
• Bentley.edu/Workday website will have a Planning Job Aid, Planning Cheat Sheet and Video under the Training Link
• You can always reach out the Extended Planning Team and Budget Office for Questions
Demonstration
Cost Center Planner 2’s
VP’s
• Read Instructions• Sync Data• Share Workbooks• Update Plan
Submit Plan
• Review Budgets & Forecasts
• Send Back if needed• Check status for all Cost Centers
Submit Plan• Review Reports in Dashboard
• Discuss with Division Budget & Forecast Requests
Complete To‐Do
Key Take Away’sCost Center Planners