Purpose of Reorganizations

Reorganization events in Workday enable us to:

  • Move hierarchies and other organizations, such as shifting existing cost centers to a different business unit.
  • Merge organizations, such as consolidating cost centers or business units.
  • Split organizations, such as splitting cost centers or business units (may also merge with others).
  • Create new organizations or hierarchies, such as the creation of new cost centers or business units.

Reorganization Request Process

The Workday Finance Data Governance Strategy and Oversight Committee maintains sole review and approval authority over reorganizations in Workday.

Reorganization requests follow this process:

  1. An end user submits a Finance Organizational Change Request in Workday. Visit the FDM Requests and Updates page for more information on the request process.
  2. The FAR team extracts the request and adds to the Finance Operations Committee's agenda.
  3. The committee reviews the request at their next scheduled meeting. 
  4. If the committee requires additional information to adjudicate the request, the FAR team serves as liaison between the requester and committee.
  5. If approved, the reorganization is communicated to the Workday Finance Data Governance Strategy and Oversight Committee for final approval.
  6. FAR communicates approved and denied requests back to the initiator when closing the request in Workday. 
  7. Appropriate stakeholders (e.g., FAR, FSD, Procurement, etc.) make the necessary updates in Workday to complete the reorganization event.

Reorganization Timeline and Expectations

  • Reorganizations will be processed three times a year: January 1, April 1, and July 1. Requests will be due to the Finance Operations Committee three months prior to the effective date, which would be October 1, January 1, and April 1. 
  • Prior to the end of the quarter: Finance Organizational Change Request is open for submission within Workday. 
  • Prior to the end of the quarter: FAR begins vetting and compiling reorganization requests, including coordinating with the requestor to confirm both sides understand what is being requested. FAR may confirm with appropriate BUMs that the requested change is appropriate.
  • First month of the quarter (October, January, April): Finance Operations Committee meets to review all requested changes to verify they are appropriate and agreed upon before approving. 
  • Remainder of the quarter: FAR, in coordination with the committee, gathers, reviews, and acts on all requirements necessary for making the requested changes across the various impacted areas. 
  • February/May/November (first working day): FAR creates and maps all new non-grant driver worktags in Workday by the end of the first working day. This deadline is necessary for new programs to be properly implemented into Workday Adaptive Planning’s early May snapshot for use in budget planning for the next fiscal year.
  • March/June/December: SPA updates all applicable changes for affected grant worktags.
  • Prior to quarter end: FAR reports new driver worktags to all reorganization requesters. FAR also sends a master crosswalk of all new driver worktags to FSD and Accounts Receivable to prepare for moving balances to the new worktags at the start of the next fiscal year. 
  • January/April/July (first working day): New worktags are activated, and old worktags are marked as “zDNU” (do not use). 
  • January/April/July: 
    • Cleanup of old worktags begins.
    • After June's final payroll is posted and officially closed, all costing allocations using the old driver worktags are changed to the new driver worktags via an integration uploaded by IT. Note: if a change on the costing allocation is already in progress, it will not be updated by the integration. 
    • Once balances are rolled forward and the budget is loaded for the next fiscal year, FSD and Accounts Receivable can begin moving carryforward balances. 
    • Once all balances are moved and there are no in-progress transactions, end users can request inactivation of old worktags. Visit the Worktag Inactivation Procedures page for more information on this process.