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Administrator Guide
Last Updated: 2025-03-14
Create Task Lists to Manage Award Tasks

Create Task Lists to Manage Award Tasks

  • Create:
    • Award schedules.
    • Award task types.
    • Award task statuses.
  • Security:
    Process: Award Tasks
     domain in the Grants Management functional area.
An award task list consists of all the award tasks you need to complete for an award. You can use an award task list to manage multiple award tasks instead of manually tracking them.
An award task list enables you to:
  • Gather all the tasks for an award in 1 place.
  • Schedule tasks at different frequencies for different due dates.
  • Assign roles to each task.
  • Assign statuses for tracking the progress of tasks.
  • Set award tasks as billing milestones for installments.
  1. Access the
    Maintain Award Tasks
     task.
  2. (Optional) To import multiple award tasks into the task list instead of creating each task manually, select an award task list template.
    When you create an award task list from a template, Workday calculates the actual task dates based on the date definitions in the template and your award schedule.
    The templates available for selection have either the same posting interval as the award or no assigned posting interval group.
    Workday populates the Suggested Templates prompt category with templates that share the same sponsor, type of award, and purpose codes as your award.
  3. Click
    OK
    .
  4. As you complete the task, consider:
    Option Description
    Award Line
    Workday assigns all award tasks to the primary award line by default.
    Billing Milestone
    Displays for billing schedules with the
    Installment
     billing type.
    Select this check box to assign the award task as a billing milestone on installments.
    When an assignee completes a billing milestone task, Workday updates the billing installment line status from
    Pending Milestone
     to
    Available
    , enabling you to bill your sponsor that installment.
    Dates
    To ensure that the sponsor receives a complete report, select a
    Due Date
     that occurs after the
    End Date
    .
    When an assignee completes a task outside the business process, you can manually update the
    Completed On
     date with the actual completion date. When the assignee completes the task through the business process, Workday updates this date with the date the approver approves the task.
    Assigned To
    You can assign the award task to a user with role on the grant, award, award header organization, or award line organization.
    You can verify which specific worker the award task is assigned to by clicking the
    Assignment Detail
     button.
    When you configure alerts for award tasks, the assignees receive notifications for upcoming and missed milestones depending on your alert setup.
    Status
    Workday sets this status to
    Not Started
     by default. When you route the award task for approval in the Award Task Event business process, Workday updates the
    Business Process Status
     instead of this status. When the business process completes, Workday updates this value to the award task status you define for business process completion.
    Attachments
    You can attach a copy of the report or a list of detailed instructions to assist assignees in completing their tasks or reports.
    Business Process Status
    Workday updates this column to:
    • In Progress
       when the
      Award Task Event
       business process begins.
    • Successfully Completed
       when the business process completes.
  5. Click
    OK
     and
    Done
    .
You can now view and manage the list of award tasks from your award.
Monitor the award tasks to ensure that they complete on time.