Project

A Project captures expenditures for functional activities with a defined start and end date. Project is one of the four driver worktags.

Projects are used to track activity, capture expenditures, and report on capital and non-capital projects, non-FP&M projects, and Faculty Startups. Projects require a budget, funding sources, funding source rules, and a start and end date.

• Capital Projects
  • New capital projects are created in the Famous system. A daily integration between Famous and Workday brings the project details into Workday and creates the project driver worktag.
  • Labor and materials are typically billed through Famous, while supplier invoices are typically entered and billed through Workday. The integration ensures all billings in both systems reconcile.
  • The Financial Accounting and Reporting office receives the full project budget at the time of project creation, which they use to transfer funds to the project to fund expenditures.
  • Every capital project is assigned to the same cost center.
• Non-Capital Projects
  • These projects are used as work orders for such activities as facilities repairs and maintenance (patching drywall, routine alarm system testing, etc.).
  • In Workday, non-capital projects are only a shell, so no related worktags are assigned to them. As such, no billing is done through Workday for non-capital projects.
  • A standing work order is automatically created when a non-capital project is created in Workday.
• Non FP&M (Facilities Planning & Management) Projects
  • These projects are used for ad hoc initiatives such as emergency response, software implementation, and other non-tangible projects.
• Faculty Start-ups
  • The Provost's Office vets all potential faculty startup projects, including start and end dates and funding sources. This process happens outside of Workday.
  • When approved, the Provost's Office creates the faculty startup project and assigns related worktags.

All driver worktags are assigned the following default related worktags:

• Business Unit
• Cost Center
• ISU Resource Type
  • If a Faculty Startup project is assigned to AES/Business Unit BU11, the IRT is always AESFSU.
  • Any Faculty Startup project not assigned to BU11 will use IRT GUFSU.
• Fund
• Function
  • The Function for all non-AES projects is always Academic Support.

Faculty Startup projects also require an Assignee.

Projects follow these naming conventions:

• Project ID Codes
  • Capital Project ID codes begin with the prefix CP followed by six numeric digits (CP001409).
  • Non-capital Project ID codes begin with the prefix PR followed by six numeric digits (PR022271)
  • Non-FP&M Project (Facilities Planning & Management) ID codes begin with the prefix PJ followed by six numeric digits (PJ100007)
  • Faculty Startup Project ID codes begin with the prefix FSU followed by seven numeric digits (FSU_0000122)
    • Faculty Startup names also require the following: "Startup" - Fiscal Year in which the project begins - first initial last name of faculty member - ISU Resource Type abbreviation - Business Unit abbreviation. See below for an example.
• The Project code must be included with the Project name.
• Examples of Projects in Workday:
  • CP002214 BIOCENTURY RESEARCH FARM-VEHICLE DYNAMOMETER FACILITY
  • PR999557 GEN SVC- General-182825-Fire Alarm Reporting System
  • PJ100011 COVID-19 Category Z Expenses
  • FSU_0000185 Startup - PPM - 16 - N Peters - AESFSU - AEXS

Projects are assigned to one of the following top-level hierarchies.

Faculty Startups

Anyone can request a new faculty startup project by submitting a New Faculty Startup request through Workday. Visit the FDM Workday Requests and Updates page for more information on this process. Your request is routed to the Provost's Office, which maintains sole review and approval authority over requests for faculty startup project creation and maintenance.

All Other Projects

The Workday Finance Data Governance Operational Committee maintains review and approval authority over requests for capital and non-capital project creation and maintenance. If you would like to request a new capital or non-capital project worktag or maintenance to an existing one, please contact the Operational Committee.

Visit the Worktag Inactivation Procedures page for guidance on how to request worktag inactivation.

• ISU View Project - This report returns all projects that meet your search criteria and includes each project's cost center, business unit, IRT, fund, and function worktags. You are required to select at least one project or project hierarchy at the report prompt. Optionally, you can also select worktags or the project status to further narrow your search results. You may make more than one selection in any of the report prompts.

Find more information about faculty startup projects in the Finance and Planning knowledge base:

• Faculty Startup Projects
• Faculty Startup Budgeting
• View Your Faculty Startup Balance
• Workday Finance: Find Worktags
• Workday Finance: How Do I?

• Where should I perform billing and accounts payable tasks on capital projects?
  • You can bill expenses against a capital project in either Famous or Workday. Capital projects are created in Famous, and a two-way integration with Workday automatically populates the project information in Workday daily. Labor and materials are typically billed from Famous. Supplier invoices can also be billed against the project in Workday. The two-way integration ensures all billing for the project reconciles in Famous and Workday.
• Where should I perform billing and accounts payable tasks on non-capital projects?
  • No billing is done in Workday for non-capital projects. The project worktag for non-capital projects exists as a shell for work orders. The billing on non-capital projects happens through supplier contracts.