Setup Considerations: Award Tasks
You can use this topic to help make decisions when planning your configuration and use of Award Tasks. It explains:
- What they are.
- How it fits into the rest of Workday.
- Downstream impacts and cross-product interactions.
- Security requirements and business process configurations.
- Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.
What They Are
Award tasks in Workday are tasks that help you manage and maintain your awards. Some examples of award tasks are interim or final progress reports, financial reports, and invention reports.
Business Benefits
Award tasks:
- Enable you to set the dates for each task relative to the award schedule or contract period.
- Enable you to manage all the award tasks associated with an award in a list.
- Can serve as milestones to bill your sponsor, or as closeout tasks.
- Remind assignees when tasks are almost due or overdue through alert notifications.
- Automatically route to selected roles for review and approval using theAward Task Eventbusiness process.
Use Cases
- As part of your award commitment, the sponsor requires you to provide a project-specific task before you bill them. You create the corresponding award task in Workday and configure it as a billing milestone.
- Your supervisory organization requires you to deliver a quarterly progress report to demonstrate your work. You create a progress report award task that occurs every 3 months.
- You need to produce a final federal financial report before you can close out an award. You create a final financial report award task and configure it as a closeout task.
Questions to Consider
Questions | Considerations |
|---|---|
Do you have awards that share the same sponsor and award type or purpose code? | Awards with the same sponsor, award type, and purpose code often have the same list of requirements to fulfill. You can create award task list templates that consist of the tasks that specific sponsors, award types, and purpose codes require. You can then use the templates to create award task lists quickly for any awards with the same requirements. |
What are your reporting requirements? | Award tasks can be any tasks that your sponsor or organization requires you to perform to maintain your award. The common task types that you can configure as award tasks are:
When you complete an award task, you can attach your reports to the task for record and audit purposes. |
When do you need to fulfill each requirement? | To set the start, end and due dates for your award task, you can specify the task timeline relative to the:
|
Who is responsible for completing and reviewing each task? | You can assign the award task to a role in the award, award organization, or award line organization. If your award is part of a grant, you can also assign it to a role on the grant.
You can route award tasks to reviewers and approvers by configuring the Award Task Event business process. You can also route all approval requests to a single worker by selecting the Award Contract Owner security group. |
Do you use reports as billing milestones or closeout tasks? | When you have a task that you must complete before billing the sponsor, you can define the task as a billing milestone. Workday ensures that the billing installments are unbillable until the billing milestone task completes. Examples of billing milestones are:
When you have a task that you must complete before closing out an award, you can define the task as a closeout tasks. At the end of the award life, you can use Workday reports to check the statuses of remaining closeout tasks to ensure that they're complete. Examples of closeout tasks are:
|
Recommendations
Workday recommends that you:
- Set up alerts for your award tasks to notify assignees when a task is due.
- Create separate award task list templates for closeout and non-closeout tasks.
Requirements
Before creating your award task lists:
- Set up an award with a configured award schedule.
- Assign roles to workers responsible for performing the award tasks.
Limitations
You can only use 2 award task templates to create the award task list for an award, 1 for closeout tasks and 1 for non-closeout tasks. When you want to change the template for an award task list, you must first remove the award tasks added with the template from the award task list.
Tenant Setup
No impact.
Security
Domain | Considerations |
|---|---|
Set Up: Grants Management domain in the Grants Management functional area |
|
Process: Award Tasks domain in the Grants Management functional area | Create the award task list for your award. |
Business Processes
Set up the
Award Task Event
business process to route each award task to the appropriate reviewer, and to the award contract owner for approval.Reporting
Reports | Considerations |
|---|---|
Award Tasks Due Next 90 Days
| Use this report to identify award tasks that are due in the next 90 days. |
Award Tasks Due Next 90 Days or Overdue
| Use this report to identify award tasks that are due soon or overdue. |
Award Task Status
| Use this report to view the status of award tasks and identify tasks that are incomplete. |
Find Award Tasks
| Use this report to view all the award tasks in an award group. |
Task Status for My Awards
| Use this report to view the your award task assignments and due dates. |
View Award Task List Template
| Use this report to view the details of existing award task list templates. |
Integrations
Web Services | Considerations |
|---|---|
Get Award Task List Templates
| Use to load and retrieve 1 or all award task templates. You can use this web service to copy an award task list template before modifying it for a different sponsor, award type, or purpose code. |
Get Award Task Statuses
| Use to load and retrieve 1 or all award tasks. |
Get Award Task Type Groups
| Use to load and retrieve the award task type group of an award task type. |
Put Award Tasks for Award
| Use to create or update an award task for a specific award. |
Get Award Tasks
| Use to load and retrieve award tasks that meet the request criteria, or all award tasks. |
Put Award Task
| Use to create, update, or delete a single award task. |
Put Award Task Status
| Use to add or update the status of an award task. You can also use this report to change the order of an award task status. |
Put Award Task Type Group
| Use to add or update an award task type group. |
Connections and Touchpoints
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.