Description of the decision made
Currently, the Budget Update Document (BUD) calculates salary account totals using HRMS Budgetary Funding data. The data is extracted and salary account totals are calculated via batch processes. This job group is re-runnable and is submitted multiple times by the Budget Office to extract the most current data from HRMS. After the final submission is executed, the BUD is opened to departments for updates. BUD users can update account distribution, update position base pay rates, update additional pay, add position funding and remove position funding.
After all updates are completed and the budget is approved by the UT System Board of Regents, the records in the BUD (including budgetary funding for positions) are final approved in batch. The final approval process includes several jobs that load HRMS budgetary funding records for the budgeted fiscal year. These records are then displayed on the HRMS Funding screen at the start of the fiscal year.
Since Workday will replace HRMS as the source of position information, the BUD will need to extract salary information from the new system of record – Workday.
Recommendation
The new Workday costing allocation integration will replace the aforementioned HRMS position copy process. However, the Workday integration will require the following changes in functionality in the BUD:
- All position-related BUD screens (base pay and additional pay) will be view only.
- BUD position data will not load back to Workday.
Basically, the Workday costing allocation integration will only serve to establish baseline salary account totals.
The integration will occur on-demand as determined by the Budget Office. Selected Workday data includes:
- Data effective as of the budget fiscal year – Sept 1 through Aug 31
- All position management positions (filled and vacant) with position restriction costing allocations, excluding the student job family. This includes faculty – tenured and tenure track, administrative, librarians (treated as administrative) and classified jobs.
- Supplement types - faculty salary supplement-endowed, permanent supplements and regental.
The extracted records will be pushed to the mainframe via batch processes. The records will be parsed and audited to display in the BUD. Salary account totals in the BUD will be updated accordingly prior to opening the BUD to departmental users. After this process is completed, no other updates from Workday information will occur.
Users will update budget amounts for salary subaccounts using the itemization function in the BUD instead of updating position information on the position-related BUD screens. Users can download position information from the position-related BUD screens to Excel as a starting point for the salary subaccount budgets.
Timeframe
This is a programming change that will take effect in the 2019-20 Budget Update Document (Spring 2019).
Recommended decision maker
Budget Office
Recommended Campus Stakeholders to Engage
Steering Committee for awareness
CUBO
Business Officers in Dean/VP units
