Purpose
This document walks through the Payroll Dashboard in Orbit which contains the following reports: Costing Allocation Detail, Job and Cost Validation Check, Workday Payroll Detail.
Keep in Mind
· The data available in Orbit is updated nightly by the source system (i.e., Oracle, Workday, or AURA).
· In Orbit, information is displayed in reports, which present tables covering specific data sets with filtering capabilities, or in dashboards, which combine charts, graphs, and reports to provide a comprehensive view of the data.
· Dashboards and reports in Orbit are organized into folders based on broader topics or categories. After selecting one of these folders, you will need to choose the desired dashboard or report from the available options within the folder.
· Dashboards and reports in Orbit display filter boxes at the top of the screen, which can be used to apply filters across all charts, graphs and tables included in the dashboard or report. To use these filters, select a box and enter your filter criteria in the Search field. Double-click or drag the desired results into the Selected item(s) list, then select OK. The information in the dashboard or report will update accordingly. You can use multiple filter boxes to further refine the data.
· Orbit reports have a display limit of 10,000 rows. If more rows exist, a yellow ribbon will appear at the bottom of the screen indicating the following message: “Warning! Potentially more rows may have exist. Retrieved only 10000 rows.” If this ribbon appears, to view all rows of data select the Export to Excel icon in the top-right corner of the page, as indicated by a piece of paper with an X in it.
· To use filters that apply only to the data within a single table, select the Filter icon, depicted as a funnel and usually located in the top-left corner of the table, and input the filter requirements needed for your search.
· To export a specific table to Excel, select the Menu icon (represented by three horizontal lines, also known as the hamburger icon) located in the top-right corner of the table, and select Export to Excel.
· Many dashboards and reports within these folders contain hyperlinked information. When a hyperlink is available, you can select the hyperlink to see additional information.
· For more information on accessing and navigating Orbit, refer to the Navigating Orbit Report Fundamentals Knowledge Base Article.
Security Access
Information available in this dashboard is based on the security applied to your user access. To see the information in this report, you must have the following system access:
· Inherent Access: The Payroll Dashboard Viewer role is automatically provisioned to all users in Orbit upon hire into the University, however this role alone only provides access to the Payroll Dashboard and does not permit users to see any data within the dashboard. To view data within the dashboard, specific Workday roles must be assigned. Please see the Role Assigned Access list immediately below.
· Role Assigned Access:
· University-wide access:
· HR Auditor
· Payroll Administrator
· Payroll Analyst
· Payroll Auditor
· Payroll Configuration Administrator
· Report Administrator
· University Executive Leadership
· Constrained access:
· Academic HR Partner
· Budget Partner
· Costing Allocation Partner
· HR Partner
· Lead Academic HR Partner
· Lead HR Partner
· Oracle Cloud Project Manager
· Workday Payroll Expense Cost Corrections Initiator Cost Center
IMPORTANT: Security roles listed under the University-wide access section are assigned in Workday using user-based security groups that provide campus-wide access. Data access in Orbit is unconstrained.
Most security roles listed under the Constrained access section are assigned in Workday using Supervisory Organizations, with Orbit data access constrained by the default Cost Center of the position’s supervisory organization - not by the Cost Center funding the position. Although data access is based on a position’s supervisory organization’s default Cost Center, users can view data for positions that are both assigned to and funded by that Cost Center. Two roles that are not assigned using Supervisory Organizations are:
· Project Manager – access is based on specific Project Number(s).
· Workday Payroll Expense Cost Corrections Initiator Cost Center – access is based on specific Cost Center(s).
Below is an illustrative example to help better understand how Workday security roles and Orbit data access permissions work for users with Constrained access.
· Phil Phoenix has been assigned as the Costing Allocation Partner for the F&A Training Allstars supervisory organization. The default Cost Center for this supervisory organization is 54321 – F&A Training. He has also been given the Workday Payroll Expense Cost Corrections Initiator – Cost Center role for Cost Center 12345 – F&A Service Wizards. With these roles, Phil can see payroll information for any worker who is paid from Cost Centers 54321 and/or 12345, or any worker who has a position assigned to one of those Cost Centers. Let’s look at a few examples:
· Astrid Maroon is a Training Specialist in the F&A Training Allstars supervisory organization, but her position is funded by Cost Center 34521 – F&A Chief Financial Officer. Phil can still see Astrid’s payroll information because her position is in a supervisory organization where he is the Costing Allocation Partner.
· Mario Stagg is a Project Manager in the F&A Project Management supervisory organization, and his position is funded by Cost Center 54321 – F&A Training. Phil can see Mario’s payroll information because the position is funded by a Cost Center he has access to.
· Esther Harper is a Client Relations Specialist in the F&A Customer Service Wizards supervisory organization, and her position is funded by Cost Center 12345 – F&A Service Wizards. Even though Phil doesn’t have a role in Esther’s supervisory organization, he can still see her payroll information because he has the Workday Payroll Expense Cost Corrections Initiator – Cost Center role for the Cost Center funding her position.
· Angel Noyes is an IT User Support Specialist in the F&A IT Services supervisory organization, and his position is funded by Cost Center 24531 – F&A ITS. Phil cannot see Angel’s payroll information because he does not have a role for this Cost Center or supervisory organization.
If you need access to this dashboard or are unable to see certain information in this dashboard, work with your unit Role Assignment Owner to get new or additional access granted.
Access the Payroll Dashboard
1. Log in to Oracle.
2. Select the Reporting Hub menu option.
3. Select Orbit Reporting Hub.
4. Select the ‘R’ and choose Reporting.
5. Select Shared with Me.
6. Select Payroll Dashboard.
7. Open the report that fits your need.
8. REMINDER: Orbit reports have a display limit of 10,000 rows. If more rows exist, a yellow ribbon will appear at the bottom of the screen indicating the following message: “Warning! Potentially more rows may have exist. Retrieved only 10000 rows.” If this ribbon appears, to view all rows of data select the Export to Excel icon in the top-right corner of the page, as indicated by a piece of paper with an X in it.
Available Dashboards
Costing Allocation Detail Report
Job and Cost Validation Check Report
Costing Allocation Detail Report
This report is utilized to view a worker’s assigned costing allocations in Workday.
Business Questions Answered
· What are the assigned Workday costing allocations for a worker’s position?
· Is a worker funded by a COA or POETAF?
· What COA or POETAF segments are funding a position?
Filters
Funding Start Date – Date that the Workday costing allocation begins. Enter a range of dates to capture the effective date of the costing allocations.
Employee ID – An 8-digit number assigned to every UChicago employee which is different from the CNetID and the Chicago ID.
Cnet ID – The username and unique identifier for all University employees.
Position – The Workday Position ID that begins with a P and is followed by 8-digits. (e.g. P99123456)
Funding Entity – The name of the Entity assigned under the position’s Workday costing allocations. (i.e. the Entity funding the position)
Funding Organization – The name of the Organization/Cost Center assigned under the position’s Workday costing allocations. (i.e. the Organization/Cost Center funding the position)
Award Number – The number assigned to an Award once it is entered into Oracle.
Project Number – The number assigned to a Project once it is entered into Oracle.
Funding Fund – The name of the Fund assigned under the position’s Workday costing allocations. (i.e. the Fund funding the position)
Job and Cost Validation Check Report
This report is utilized to view positions that are funded by an Entity that is different from the default Entity tied to the position. The funding Entity of a position pulls from the assigned costing allocations on the position in Workday. The default Entity of a position pulls from the default organization assignments of the supervisory organization in which the position sits in Workday. If a position’s default Entity differs from its funding Entity, then the position can appear on this report.
Business Questions Answered
· What Entity is funding a position other than the default Entity of the position?
· Is a position being funded from a different Entity besides the default Entity of the supervisory organization in which the position sits?
Filters
Pay Period End Date – Date that the pay period ends. Enter a range of dates to capture the end date of the pay period.
Effort Pay Period End Date – End date of the pay period in which effort took place. Enter a range of dates to capture the end date of the pay period effort was made.
Funding Entity – The name of the Entity assigned under the position’s Workday costing allocations. (i.e. the Entity funding the position)
Funding Organization – The name of the Organization/Cost Center assigned under the position’s Workday costing allocations. (i.e. the Organization/Cost Center funding the position)
Supervisory Organization – Groups workers into a management hierarchy in Workday. Every worker and/or position in Workday belongs to a Supervisory Organization.
Job Entity – The default Entity of a position, pulling from the default organization assignments of the supervisory organization in which the position sits in Workday.
Job Cost Center – The default Cost Center (Organization COA segment) of a position, pulling from the default organization assignments of the supervisory organization in which the position sits in Workday.
Workday Payroll Detail Report
This report is utilized to view details of payroll transactions administered through Workday.
Business Questions Answered
· How is a worker’s payroll being funded?
· Was a worker paid using a COA or POETAF or both?
· How many hours was a worker paid for during a given pay period?
· What types of earnings were included in an employee’s payroll?
· When was a worker paid?
· How much was a worker paid?
· How much Fringe was charged for a worker?
· What COA and/or POETAF segments are funding a worker’s payroll?
Filters
UChicago ID – Unique identifier assigned to all University employees.
Cnet ID – The username and unique identifier for all University employees.
Employee Name – Utilize the first and/or last name of the employee.
Pay Period End Date – Date that the pay period ends. Enter a range of dates to capture the end date of the pay period.
Effort Pay Period End Date – End date of the pay period in which effort took place. Enter a range of dates to capture the end date of the pay period effort was made.
Entity – The name of the Entity assigned under the position’s Workday costing allocations. (i.e. the Entity funding the position)
Project Number – The number assigned to a Project once it is entered into Oracle.
Expenditure Organization – The Cost Center (Organization COA segment) funding the payment.
Award Number – The number assigned to an Award once it is entered into Oracle.
Funding Source – The alphanumeric value of the Funding Source, which is a segment of POETAF.
Funding Source Name – The name of the Funding Source, which is a segment of POETAF.
Earn Type CD – An abbreviated description of the type of earning.
Supervisory Organization – Groups workers into a management hierarchy in Workday. Every worker and/or position in Workday belongs to a Supervisory Organization.
Job Entity – The default Entity of a position, pulling from the default organization assignments of the supervisory organization in which the position sits in Workday.
Job Cost Center – The default Cost Center (Organization COA segment) of a position, pulling from the default organization assignments of the supervisory organization in which the position sits in Workday.
Project PI with CNet ID – Search by the funding project’s principal investigator’s name and/or CNet ID.