Workday - Reporting

Overview:

This document explains how employees can run reports in Workday.
Workday delivers a multitude of standard reports in addition to numerous custom reports built specifically for USM institutions. A report name beginning with RPT followed by a three digit number and module area indicates that the report has been customized for the Maryland Connect program. An example is RPT360 Payroll Accounting Distribution Report. See Appendix B for more information.
All reports in Workday display fields to set data prior to the report being run. Once run, reports can either be exported to Excel to work with data offline or can be filtered and drilled into in Workday. This provides real- time, accurate data that assists with the completion of business processes or workflows and data analysis.

Icons referred to in this document

Accessing Reports from the Search Bar

1.  Enter the Report Name in the Search bar on the Workday Home Page and select the report.

• • To see a list of all reports that may be available based on your security role, enter the word report into the Search bar. Refer to the Appendix A to learn how to find reports that are accessible to you, based on the security roles assigned to you, using the Sitemap in Workday.
  • Reports can also be accessed via applications or dashboards on the Menu. See the Accessing Reports from an Application (Dashboard) section or refer to the Dashboards job aid for more information.
  • If you do not know the exact name of a report, try searching the words "Find" or "View," as many reports in Workday start with these words (e.g., the Find Assets Report.)
  • You can also use keyword searches (e.g., searching for "Expenses" to find the My Expense Report) to narrow search results to terms that are relevant to the Workday report.

2.  Complete all required report prompts if a report prompt pop up opens for the report you are running.

• • Report prompts define report parameters and return a narrower, more specific set of data that matches your specific needs.
  • Completing optional report prompts further refines report data.
  • Providing as much information as possible in report prompts helps Workday run and load the report faster.
  • Some report prompts prepopulate.
  • Not all reports have a report prompt pop up.
  • Available report prompts vary from one report to another.

3.  Select OK.

Accessing Reports from an Application (Dashboard)

• • Applications in Workday vary by user based on each user's security roles.
  • Some applications may also be referred to as a dashboard or worklet.

1.  Select Menu on your Workday Home Page.

• • Reports can also be accessed on your Workday home page using the Search bar. See Accessing Reports from the Search Bar section. Refer to the Appendix A to learn how to find reports that are accessible to you, based on the security roles assigned to you, using the Sitemap in Workday.

2.  Select the Application that contains the report you would like to run.

Note: The following screenshot shows the reports located within the Procurement application for users with a security role that allows access to the Procurement application.

3.  Select the report to run.

4.  Complete any required report prompts if a pop up opens for the report.

• • Report prompts define report parameters and provide a narrower, more specific set of data that matches your specific needs.
  • Completing optional report prompts further refines report data.
  • Providing as much information as possible in report prompts helps Workday run and load the report faster.
  • Some report prompts prepopulate.
  • Not all reports have a report prompt pop up.
  • Available report prompts vary from one report to another.

5.  Select OK.

Saving and Using Report Prompt Filters

Some report prompts pop ups include an option to save the filter for future use.

1. Enter the Report Name in the Search bar on the Workday Home Page and select the report.
2. Complete any required report prompts if a report prompt pop up opens for the report you are running.
3. Complete the report prompts as desired.
4. Enter a filter name.
5. Select Save.
6. To use a saved filter, select Saved Filters using the drop-down arrow and then select the desired filter.

Viewing and Using Reports

To gain the most benefit from using a report, reports can have the following actions taken, including adjust column width, sort data, filter data, export to Excel, create a chart, drill down for information, save as a PDF, or print report.

1. Run Report by using the Search bar and fill in any report prompts as applicable.
   1. See the Accessing Reports from the Search Bar and Accessing Reports from an Application (Dashboard) sections for additional information.
2. The report displays.
3. Use the scroll bars to scroll up and down or left and right to view report data beyond what is displaying on the screen.

4.  To expand or decrease column size in a report, hover between columns. When the column resize cursor appears:

1. 1. Drag the column left to decrease column size.
   2. Drag the column right to increase column size.

5.  From the top right of a report, take the following actions on a report as needed:

6.  To display report data in chart form, select Chart above the report.

• • The report loads the data into a preselected Chart.
  • Select Change Selection to choose another chart to display the report data.

7.  Use blue text fields, related actions or filters to drill down into data for more information.

Option 1: Select blue text to view more information about the report field data, (e.g., view information about a specific asset).

1. 1. 1. Right click select to open a menu that provides the option to view report data in a new tab. This allows the report to remain open in a tab while data about a specific report field is viewable in another tab.

Option 2: Hover over blue text and select Related Actions to take action(s) on the report field data. In this example, a potential action would be to edit an asset.

Option 3: Some reports may be more complex, especially in Financials. These reports may require drilling into specific data and/or then viewing data by using combinations of filters or vice versa. In this example, use the drop down arrow for View by to select a field and then use the drop down arrow to select the and then by field.

8.  Many reports in Workday feature customizable report prompts. These prompts can be adjusted after running the report to refine or alter the displayed data. This is done using Change Selection. To use Change Selection and modify your report data, follow these steps:

1. 1. Select Change Selection to the right of the report name.
   2. The report's pop up displays with the report prompts populated from the data entered when the report was run.
   3. Edit any report prompts to change the data displayed in the report as applicable.
   4. Select OK.

e.  The report displays with the updated information.

9.  When running a report that includes a large amount of data, a pop up displays a message that you can keep working in Workday while the report runs in the background, and you will be notified when the report is ready.

1. 1. Select Notify Me Later to continue working in Workday. When the report is ready, a pop-up notification and a Workday notification appears. The report will be loaded into Excel and can be exported.

b. To wait on the report to load and to drill into the data in Workday, select Cancel, and wait for the report to load. It may take three to five minutes for the report to load, and then it will be displayed in Workday.

Filtering and Sorting Reports Using Columns

1. To filter or sort data within a column, select a column header to sort and filter the column in the report to further refine data or to focus on specific data:
   1. Sort Ascending: sort the column data in ascending order, (e.g., A to Z or 0-100).
   2. Sort Descending: sort the column data in descending order, (e.g., Z to A or 100-0).
   3. Filter Condition: use the drop-down arrow to select a filter condition for the column. This is required.
   4. Value: Enter data to filter or use the Prompt to select the data to filter.  This is required.

Note: This method for filtering and sorting data provides additional options for sorting data that are not as widely available if a report is filtered by setting up a filter. See the Filtering Reports by Setting Up a Filter section for more information.

2.  The report displays the data as selected in the filter or by sort selection.

3.  Repeat step 1 a.-d. to add sort and filter additional columns.

Filtering Reports by Setting Up a Filter

1.  To filter and further refine data within a report by using a Filter, select Filter above the report on the right.

2.  Select Add.

3.  Select the Column to filter data by using the drop-down arrow.

4.  Select Filter.

5.  Enter the information to create the filter:

1. 1. Filter Condition: use the drop-down arrow to select a filter condition for the column.
   2. Value: Enter data to filter or use the Prompt to select the data to filter.

6.  Select Filter.

7.  The report displays the data as entered in the filter.

8.  Repeat steps 1 to 6 to add additional report filters as desired to further refine report data.

Note: Previous report filter(s) appear when adding additional report filters.

Appendix A

Locating Reports using Sitemap
This section demonstrates how to find available reports relating to different Workday functional areas or categories via the Sitemap.

1.  Select your Profile on the upper right corner of the page.

2.  Select Sitemap.

3.  The Available Reports and Tasks page displays.

4.  Scroll through the tabs on the left column to find the functional area or category to locate a report.

5.  Review all the Reports in the list and select More to reveal additional reports.

a.  Your assigned security roles determines the number of available reports in the list.

6.  Select the Report Name to view a report.

Appendix B

Naming Convention for Custom Reports in Workday

The naming convention for custom reports used by USM is RPT### <MODULE AREA> <Report Name> where:

• • <Report Name> is the descriptive name for the report.
  • ### is a three digit number, prefixed with zeroes as necessary.
  • <MODULE AREA> is an abbreviation for the Workday module area as summarized in the table below.

  • An example would be "RPT360 PAYACT Payroll Accounting Distribution Report.

    Module or Functional Area	Module Area Abbreviation for Report Name
    Absence Management	AM
    Academic Units	AU
    Banking and Settlement	BAS
    Benefits	BEN
    Budgets	BUD
    Business Register Asset	BA
    Compensation	COMP
    Core Financials/FDM	FIN
    Customer Accounts	CA
    Expenses	EXP
    Financial Accounting	FIN
    Grants	GRANT
    HCM Core	HCM
    Learning	LRN
    Payroll	PAY
    Payroll Accounting	PAYACT
    Procurement	PROC
    Projects	PROJ
    Recruiting	REC
    Security	SEC
    Supplier Accounts	SA
    Talent	TAL
    Time Tracking	TT