Program Worktags are optional worktags that can track revenue and expenses. They have “net position,” which means that when a report is run in Workday, if a fiscal year is crossed, the program worktag will have a beginning balance if the user selects the current month and “Year to date” as the period and time period option.
How to Find Programs in Workday
Users can extract a list of program worktags by using the Extract FDM – Program R1332 report in Workday
Program Worktag Design in the College of the Environment
The College of the Environment has the following guardrails in place when creating Program Worktags:
- All Faculty have a program worktag for their labs. The naming convention is as follows:
- CoEnv| Unit Name (Acronym) | Faculty Labs – Faculty Last Name, First Initial
- The Program Worktag should be set up on both stand-alone grants as a related worktag and in sponsored award grant worktags in the Award Setup Process.
- Our Faculty Labs Program worktags are not meant to be drivers. Faculty can have multiple cost centers and Resources.
- All Schools, Departments, and other units have an Operations Program tag to distinguish operations from other worktags for Core Funds. The naming convention is as follows:
- Departments: PGXXXXXX CoEnv| Department Name (Acronym) | Department Operations
- Schools: PGXXXXXX CoEnv| School Name and (Acronym) | School Operations
- Other Programs, Institutes, or units: PGXXXXXX CoEnv | Unit Name and (Acronym) | General Operations
- These are not driver programs because they can cross cost centers (such as Academic operations, Research Administration Support, and Administration) and they can have multiple resources.
- All Service and Recharge Centers have their own Program Worktags. These are not drivers as they can have three different resources.
- Each Unit has a program worktag for Reserves. The naming convention is as follows:
- PGXXXXX CoENV| Unit name (Acronym) – Reserves
- The purpose for units to maintain funds that while not currently encumbered for uses are for operating reserves and future projects and commitments
- Certain Specific Programs will have a Program Worktag. Examples include but are not limited to Academic Programs, Advancement Programs, Shared Services Programs, etc.
- Programs should be ongoing and require net position.
- While Programs may have a single source of funds, they are not:
- A Specific Person (that is what assignee is for)
- A single activity (that is what the activity worktag is for)
- a guarantee of carryover if using core funds
- When used consistently on revenue and expense transactions, programs can aid in reporting on a hierarchy level such as:
- Faculty Controlled Budgets for a unit or a college as a whole
- Administrative costs for a specific unit or college as a whole
- Operating Costs for a specific unit or college as a whole
Program Hierarchies and Reporting
All Programs are a part of a program hierarchy. The hierarchies aid in reporting functions. A user can run a report at a hierarchy level to report on various types of programs. This is why it is important to have consistent use of the program working. We expect a massive hierarchy cleanup in 2025 to meet reporting needs better:
Level 1: The Enterprise Level
Level 2: The College of the Environment
Level 3: Current Hierarchies:
- Administrative Programs
- Advancement Programs
- Loan Programs
- Auxiliary Activities
- Facilities and Maintenance
- Faculty Labs and Research Labs
- Faculty Support
- General Operations
- Infrastructure, Reinvestments, and Reserves
- Instructional Fees
- Special Operations
- Technology Infrastructure
- Student Support Programs
- “Other”