In Fiscal Year (FY) 2024, Workday Finance became the primary system of record for financial data at the UW and data in the existing financial source systems (primarily the Financial Accounting System (FAS), but others as well) became static. Additionally, the systems that leveraged this now-static data were marked for retirement.
While many of these systems were retired when Workday went live, some were retained temporarily in read-only mode for legacy reporting purposes, easing the transition to Workday Finance. A project is now underway to retire these remaining systems and archive the data within them.
The purpose of this page is to keep users updated on the status of these legacy systems and offer alternative ways to access legacy financial data once it is archived. This page will be updated as the project evolves, and more information becomes available.
Accessing Legacy Data After System Retirement
To retire a system, data must be archived and retained in a manner that complies with the University’s General Retention Schedule. For most archived data within the scope of this project, alternative reports will be provided to ensure users continue to have access to the data; however, some archived data will only be available to auditors upon request. This section provides a crosswalk, by system, of reports that will be available once each system retires.
Note: There are many factors to consider when retiring a system; therefore, not all systems will be retired at the same time. The systems below are organized by retirement date.
Upcoming Retirements
System Retirement Date – Early 2025 (Tentative)
The following systems will be retained in read-only mode until at least January 2025 because they are needed for external audits and close-out transactions. More information will be added, when available.
| System Name | How to Access Data After Retirement |
|---|---|
| BGT | Grant and Contract Accounting Budget Revisions report (BI Portal) |
| Financial Accounting System (FAS)/FIN | Budget Number Index Audit Trail report (BI Portal) |
| PAS | TBD |
System Retirement Date – TBD
The following systems will be retired in the future, but specific details have not been defined. Please check back for updates.
- Ariba
- JD Edwards
Completed Retirements
Note: Unless otherwise noted, users who had access to data in the legacy system, will continue to have access to this data in the BI Portal. New users, who do not have access to this data in the legacy systems, will need to request access. For more information, refer to Request Access to Reports, Analytics, and Data.
Electronic Faculty Effort Certification System (eFECS) – Retired June 26, 2024
| Type of Data | How to Access Data After Retirement |
|---|---|
| Cost Share | Cost Share Commitments and Contributions report (BI Portal) |
| Non-Faculty Cost Share (NFCS) | Grant Tracker provides access to some NFCS data in Excel format.
If this data is required for an audit, contact gcafco@uw.edu. |
| Effort Reporting | All legacy Faculty Effort Certification (FEC) documents are retained in DocFinity.
To request a legacy FEC, contact effortreporting@uw.edu. |
My Financial Desktop (MyFD) – Retired June 30, 2024
| MyFD Report Name | How to Access Data After Retirement |
|---|---|
| Budget List | MyFD Budget List report (BI Portal) |
| Budget Profile | MyFD Budget Profile report (BI Portal) |
| Budget Summary | MyFD Budget Summary report (BI Portal) |
| Budget Worksheet | This data is no longer accessible. |
| Journal Voucher (JV) | MyFD Journal Voucher Detail report (BI Portal) |
| Reconciliation | MyFD Reconciliation report (BI Portal) |
| Transaction Detail/Transaction Summary | MyFD Transaction Summary report (BI Portal) |
OASIS – Retired June 30, 2024
| OASIS Report/Function | How to Access Data After Retirement |
|---|---|
| Ad Hoc Report | OASIS Asset Lookup report (BI Portal) |
| Closing Award Property | OASIS Closing Award Property Report (BI Portal)
|
Questions?
Please submit questions as follows to ensure they reach the appropriate team and get a quicker response:
| If you have questions about… | Email… |
|---|---|
| eFECS |
|
| MyFD | help@uw.edu (include “BI Portal MyFD Legacy Reports” in the subject line). |
| OASIS | eio@uw.edu |