Sponsored Research: How to Use the Grants Management Dashboard in Workday

This guide will walk a user through setting up and using the Grants Management dashboard in Workday. The Grants Management dashboard is a one-stop shop for tasks and reports designed to support the management of your grants. The dashboard and reports display data based on the individual’s designated role on an Award or Grant.

Setting up the Grants Management Dashboard

Step 1: Add the Grants Management dashboard to your Menu.

The Workday landing page with the Stevens logo and the Menu icon highlighted.

From the Menu on the Workday Home page: Click and search for the Grants Management dashboard. Click to add the dashboard to your Menu. Click Back to Menu to access the dashboard.

The Workday Menu shows the Apps tab open. At the bottom of the screen the Add Apps button is highlighted.

The Add Apps window is open with the Back to Menu link highlighted and the + icon highlighted to add additional apps.

The Workday Menu is open and showing the Grant Management Dashboard has been added and highlighted.

Step 2: Some reports require set-up to display information on the Grants that you are responsible for managing.

Click the Settings gear on the report to select specific Awards or Grants and to designate other filter criteria. The settings will be saved in Workday and can be changed to view other Awards and Grants.

Navigating the Grants Management Dashboard

The dashboard consists of five tabs; each tab provides a view of a specific aspect of managing grants. Click the tab to access the associated reports and tasks. Additional reports and tasks will be added as developed.

The Grants Management Dashboard with the five options shown: Grants Management, Budget & Expenses, Award Tasks, Effort Certification, and Subawards. Grants Management is highlighted.

Grants Management tab: This tab contains reports that enable you to view all your Awards and Grants.

Reports:

Expenses By Grant (Life to Date): Transaction-level details about the grant. Also provides spend rate to keep Grant spending on track.
My Awards Expiring in 90 Days: List of Awards that are closing within the next 90 days for clean-up and preparation for the closeout. Summary details on awards are delineated by Expiration Status.
1. Filter by Award and then Award End Date to focus on awards approaching expiration.
2. Filter by Status of the Award or by sorting the award end dates to view Awards closing within a particular timeframe.
3. If the Award is near its end date, review the Encumbrances and Budget Remaining Balance columns and follow-up as appropriate.
Portfolio of Awards: Compilation of Awards you are supporting. Includes status, important dates, spend rate, and balance data.
Portfolio of Grants: Compilation of current Grants that you are managing. Includes important dates, spend rate, and balance data.

Award and Business Processes sections: (access to additional reports and tasks)

The Award and Business Processes sections are shown with several options shown beneath each section.

Award Credits for Award: Identifies Award Credit allocations for the Award
Award Lines Overview: Provides a summary of each of the award lines (separate grants) for an Award
View Award: Displays Award details associated with the selected award, including the overview and summary of the Award, Award Lines, Plan, Award Tasks, Billing and Receivables, and other information
View Grant: Displays Grant details, related worktags, and roles associated with the grant. The Grant driver worktag is the main costing worktag for award activity. Each award line has a single Grant worktag to capture all award activity.
Create Requisition: Task to initiate a purchase requisition

The Grants Management Dashboard with the five options shown: Grants Management, Budget & Expenses, Award Tasks, Effort Certification, and Subawards. Budget & Expenses is highlighted.

Budget & Expenses: This tab contains reports that display Budget & Expense Details for your Awards & Grants to manage your budget versus actual expenses.

Reports:

SI – Grant Budget vs Actuals – Tabular: Budget and Actual details by Object Class
Costing Allocations for Workers: Lists allocations for employees whose time is compensated through multiple cost centers. Costing allocations tell Workday how an employee’s position and/or earnings will be funded and for how long.
Coming Soon! FIN – Grant Budget vs Actuals – by Object Class: Compares actual expenses against award budget details categorized by Object Class. Use this report for a summary view of a grant's budget, expenditures, encumbrances, and balances for each Sponsor, cost share expenses, and third-party expenses in the current period or prior period.

The Grants Management Dashboard with the five options shown: Grants Management, Budget & Expenses, Award Tasks, Effort Certification, and Subawards. Award Tasks is highlighted.

Award Tasks: Listing of the Tasks assigned for an Award. Use the report to see if any award tasks have been assigned to you and when they are due.

Reports:

My Award Tasks Expiring in 90 Days: Tasks associated with an award for the selected role that is due or expiring in the next 90 days or has already expired but wasn’t marked completed.
Task Status for My Awards:
1. Identify the status of financial reporting, sponsor invoicing, and closeout requirements
2. Determine who is responsible for preparation and submission of the requirements

The Grants Management Dashboard with the five options shown: Grants Management, Budget & Expenses, Award Tasks, Effort Certification, and Subawards. Effort Certification is highlighted.

Effort Certification: Effort certification is a process to verify that direct labor charges are reasonable and reflect actual effort performed. Review the status of effort reports or pull up an effort report that you can export to Excel. You can run an effort certification status report for an individual, a select group of people.

Reports/Tasks:

Pro Forma Effort Certification: Monitor the projected effort distributions for employees on a federal grant for a specific period. The Pro Forma Effort Certification task enables Grant Managers to view effort distributions before the effort certification period.
All Worker Costing Allocation: A comprehensive report that details how workers are costed and allocated
Assign Costing Allocation: Task to change or adjust source funding accounts for an employee or a vacant position

The Grants Management Dashboard with the five options shown: Grants Management, Budget & Expenses, Award Tasks, Effort Certification, and Subawards. Subawards is highlighted.

Subawards: Subawards establish the relationship between an award line, supplier contract, and basis limit for a single sponsored agreement. In Workday, a new grant and award line is created for each subaward, which allows us to define subaward-specific details such as the subrecipient and basis limit.

Reports:

Find my Subawards - This report allows you to view details of subaward records for your award role or organization role, including award and award line, subrecipient, start and end date, supplier contract status, total contract amount, etc.

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