Workday Optimization
The Workday Governance Group meets weekly on Workday optimization which includes improvements to Workday functionality that were not in the initial project plan and are not critical for GVSU operations. Below are the top items that are currently being considered for optimization efforts. These items have been identified based upon a number of factors including the impact to end users, the level of effort to address, the availability of needed resources, etc.
If you have questions or would like to submit an optimization request, please visit the Workday Support page to complete the Workday Contact Form or contact Finance or HR directly.
|
Optimization Item |
Team |
Description |
Status* |
Estimated Resolution Timeframe** |
|---|---|---|---|---|
|
Regular Faculty Appointment Letter Templates |
HR |
The HR team is working collaboratively with the Office of the Provost to update the formatting and language for regular faculty appointment letters. |
Work in Progress |
November 2025 |
|
Payment Refunds Workflow |
Finance |
The Finance team will begin work on this workflow once Journal Entry Requests have been optimized. The Miscellaneous Payment Business Process within Workday (and potentially other Workday functionality) will be used for non-tax reportable payments including refunds. |
Work in Progress |
December 2025 |
|
Unified Supplier Portal |
Finance |
Enables suppliers to access all of their customer information from both Workday and Strategic Sourcing in the new Unified Supplier Portal, using Workday Central Login. With a single login, suppliers will be able to access: Action Items, Contract Negotiations, Events (RFPs and Auctions), Forms, Invoices and Payments, Performance Reviews, and POs |
Work in Progress |
December 2025 |
|
Finance Training Courses |
Finance |
The Finance team is updating training courses and moving them into Workday Learning. |
Work in Progress |
December 2025 |
|
Bi-Annual Release |
Finance & HR
|
Workday’s 2026R1 release goes live on March 15, 2026, with a small set of usability-focused updates. These changes are expected to be minor, with no significant impact on day-to-day processes. |
Work in Progress |
March 2026 |
|
Out of State Approval Process |
HR |
The HR team is creating a request process in Workday for the Out of State approval process in lieu of the current paper process. |
Work in Progress |
TBD |
|
Unit Head HR Approvals |
HR |
The HR team is reviewing a Unit Head security role which will allow adding Unit Head approval as a step within Human Resources Business Processes (BPs). (This item is separate from but related to the Unit Head Financial Approvals item.) |
Work in Progress |
TBD |
|
Faculty Offer Process |
HR |
The HR team is reviewing the offer process specific to regular faculty and will build the selection justification form into the process. |
Work in Progress |
TBD |
|
Calendar Self-Scheduler |
HR |
The HR team is reviewing the Candidate Self-Schedule function and how to streamline scheduling interviews. This includes the creation of the calendar, notifications, and how to view scheduled interviews. |
Work in Progress |
TBD |
|
Recurring Supplier Invoices |
Finance |
The Finance team will create a new workflow for requesting recurring supplier invoices in Workday. |
Pending |
TBD |
*Status – Optimization items have been reviewed by the Workday Governance Group. Status definitions include:
- Pending: pending further review by the project team to confirm viability of the intended solution and/or next steps
- Work in Progress: next steps have been identified and begun
- Complete: the resolution has been implemented
- Cancelled: it was determined that the intended solution was not viable
**Estimated Resolution Timeframe – Many items will need to undergo further review. Outcomes and timeframes are tentative and subject to change.
The Finance team maintains a webpage with detailed information about optimization items / updates.
|
Optimization Item |
Team |
Description |
Status |
Resolution Timeframe |
|---|---|---|---|---|
|
New Processes for Closing Purchase Orders |
Finance |
The Finance team implemented two new processes for requesting that purchase orders be closed. Option 1: Change Order – Users can now select “Close Purchase Order” for the change order reason. This skips all approval steps and routes directly to Procurement Services. Recommended when closing three or fewer POs. Option 2: Mass Close Purchase Orders Request, For more than three POs, users can create a request and select “Mass Close Purchase Orders.” They may either paste or attach a list of POs to be closed. These options replace the previous email-based process. See the new help article How to Close Purchase Orders or contact [email protected] with questions. |
Complete |
October 2025 |
|
Card Applications Now in Workday |
Finance |
Expense and declining-balance card applications are now submitted directly in Workday, replacing the former PDF form. Users can create a request and select the appropriate card type or submit on behalf of another employee. Applications route automatically to the appropriate Manager and Appointing Officer before being processed by the Credit Card Program Administrator. See the help article How to Complete and Submit a Card Application or contact [email protected] with questions. |
Complete |
October 2025 |
|
Bi-annual Release |
Finance & HR |
Workday’s 2025R2 release goes live on September 20, 2025 with minimal updates. One update of note is related to the absence calendar. |
Complete |
September 2025 |
|
PCard Applications and Auditing |
Finance |
The Finance team evaluated options for automating the Purchasing Card, Declining Balance Card, and Expense Card applications and maintenance requests. |
Complete |
September 2025 |
|
Security Requests and Changes |
Finance |
The Finance team optimized the Workday functionality to request and process new security roles and changes. |
Complete |
June 2025 |
|
FY25 Non-General Fund Wage Deficit Funding |
Finance |
One-time funding is available for non-General Fund student wage deficits caused by the January–February 2025 minimum wage increase. Requests must be submitted to Susan Genton by July 31, 2025. |
Complete |
June 2025 |
|
New Supplier Option: CDW-G |
IT |
A CDW-G punchout catalog is now available in Workday. It offers a wide range of technology products with no shipping or small order fees. |
Complete |
June 2025 |
|
Email Receipts + New Requisitions Course |
Finance |
Users can now email expense receipts to [email protected] for quick entry into Workday. A new course is available to help users learn how to create, manage, and cancel requisitions. |
Complete |
June 2025 |
|
Improved Year-End Reporting |
Finance |
General Fund reports now include a filter to exclude year-end sweep accounts, making it easier to see activity before and after the sweep. Users should update saved filters for accurate reporting. |
Complete |
June 2025 |
|
Expense Report Process Changes |
Finance |
The expense report process now requires Grant PI approval before the Cost Center Manager. A new Tech Acquisition step may delay reports if approvals aren’t attached. All reports will stop with the Expense Processor, who has two weeks to review. A “Violation – send for AO approval” checkbox was added for out-of-policy purchases, and reports are now limited to 29 lines due to system limitations. |
Complete |
June 2025 |
|
New Learning Course: Workday Suppliers |
HR |
A new training course teaches how to find, request, and manage suppliers in Workday, with step-by-step demos and guidance for compliance. |
Complete |
May 2025 |
|
New Supplier Option: Staples |
HR |
The Staples catalog is now available in Workday, offering discounted office supplies. Orders under $35 may have a small order fee. |
Complete |
May 2025 |
|
New Spend Category and Expense Item: Tariff Costs |
Finance |
Accounting has created a new optional spend category (SC00500) and expense item ("Tariff Costs") for departments to track tariff-related expenses, as some suppliers are now passing these costs on to GVSU. |
Complete |
May 2025 |
|
Workday Bi-Annual Release 2025R1 |
Finance |
Workday’s 2025R1 release went live on March 15, 2025 with updates including a reorganized menu, retirement of the Favorites app, enhancements to the Requisitions worklet, and replacement of Bid Compare with Event Analysis—full details and help resources are available. |
Complete |
March 2025 |
|
"Create Requisition Task" Retirement |
Finance |
The "Create Requisition" task will retire in September 2027, so Procurement Services recommends transitioning to the Requisitions worklet now, which offers a more efficient, user-friendly, and compliant requisitioning experience. |
Complete |
March 2025 |
|
Create a Requisition for a Standing Order |
Finance |
Procurement Services has introduced a new process for Standing Order requisitions, which must be renewed each fiscal year, stay under $50,000, include supporting documentation, and are subject to approval. |
Complete |
March 2025 |
|
Notification Update for Worktag and Finance Access Requests |
Finance |
Finance notifications now include request details like comments and worktags, reducing extra emails; users can customize these in settings. |
Complete |
March 2025 |
|
Information Technology Approval in Workday Strategic Sourcing |
Finance |
When entering a contract in Workday Strategic Sourcing, request IT approval for tech purchases over $500 involving GVSU data, unless prior approval is already documented. |
Complete |
March 2025 |
|
Job Requisition Requirements |
Talent Acquisition |
Organizational advancements and promotions (including promotions in the merit planning process) will no longer require a job requisition, which improves the ease and time to process. |
Complete |
February 2025 |
|
Journal Entry Request |
Finance |
A new question has been added to the journal entry request form to help guide users to the correct process for the accounting change that is needed. Users may be directed to follow a different process based on the responses provided. New reports are available to assist with tracking the progress of requested journal entries. |
Complete |
February 2025 |
Completed Workday Optimization Items 2024
|
Optimization Item |
Team |
Description |
Status |
Resolution Timeframe |
|---|---|---|---|---|
|
Invoices with No Requisitions |
Finance |
Invoices received by Accounts Payable with no Purchase Order needed to be emailed to departments to have a PO created and submitted back to AP via email. The Finance team has determined a way to route these invoices within Workday. |
Complete |
December 2024 |
|
GVSU Purchase Order Balance Report |
Finance |
A new report called "GVSU Supplier Invoice Payment Details" is now available. This report can be used to look up your department's invoices to see their status as well as payment information. Please note, you will not see supplier invoice requests with an SIR# on this report. When that supplier invoice request is approved and turned into a supplier invoice with an SINV#, that is when it will appear on this report. |
Complete |
October 2024 |
|
Workday Notification: Time Approval Needed |
HR |
This functionality sends a Workday notification to managers when it is time to approve their team's time entries. Prior to this, HR Business Partners were emailing managers when approvals were not completed in a timely manner. |
Complete |
October 2024 |
|
Workday Notification: Time Off Request Responses |
HR |
This functionality sends a Workday notification to employees when their Manager or Timekeeper approves or declines their time off request. |
Complete |
September 2024 |
|
Workday Bi-Annual Release Updates |
Finance, HR, IT |
Workday administers bi-annual releases in March and September. The Finance, HR, and IT teams are reviewing and testing updates that will go live on September 21, 2024. |
Complete |
September 2024 |
|
Workday Finance Notifications |
Finance |
The Finance team is updating a number of Workday notifications related to Finance transactions. |
Complete |
September 2024 |
|
Unit Head Financial Approvals |
Finance |
The Finance team is testing a Unit Head security role which will allow adding Unit Head approval as a step within Business Processes (BPs) related to expenses, invoice processing, and grants. (This item is separate from but related to the Unit Head HR Approvals item.) |
Complete |
September 2024 |
|
Workday Notifications |
IT |
Some Workday notifications are sent via email. The templates for these email notifications are being updated to a more consistent format. |
Complete |
June 2024 |