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Last Updated: 2023-06-23
Example: Create Advanced Report for Expenses Using Multilevel Project Plans

Example: Create Advanced Report for Expenses Using Multilevel Project Plans

This example explains how to create an advanced report for a single project that rolls up project expenses on a multilevel project plan.
You can only roll up Workday advanced reports to 7 groups.
A project manager wants to view the expenses for their project on each project plan phase.
  • Create a project with a multilevel project plan and a resource plan.
  • Assign resources to project tasks.
  • Create expense report lines for the relevant project plan tasks across the project plan and top-level project plan phases.
  • Security: These domains in the System functional area:
    • Custom Field Management
    • Custom Report Creation
  1. Access the
    Create Calculated Field
     task.
  2. Enter these values:
    Option
    Value
    Field Name
    2nd Level Project Plan Phase
    Business Object
    Expense Report Lines and Itemizations
    Function
    Lookup Related Value
  3. Click
    OK
    .
  4. Select these values on the
    Create Calculated Field - Lookup Related Value
     page:
    Option
    Value
    Lookup Field
    Project Plan Task
    Return Value
    Project Plan Phase Level 2
  5. Click
    OK
    .
  6. Click
    Create Another Calculation
    .
  7. Enter these values:
    Option
    Value
    Field Name
    3rd Level Project Plan Phase
    Business Object
    Expense Report Lines and Itemizations
    Function
    Lookup Related Value
  8. Click
    OK
    .
  9. Select these values on the
    Create Calculated Field - Lookup Related Value
     page:
    Option
    Value
    Lookup Field
    Project Plan Task
    Return Value
    Project Plan Phase Level 3
  10. Click
    OK
    .
  11. Click
    Done
    .
  12. Access the
    Create Custom Report
     task.
  13. Enter these values:
    Option
    Value
    Report Name
    Multilevel Expense Report
    Report Type
    Advanced
    Optimized for Performance
    Checked
    Data Source
    Expense Report Lines and Itemizations
  14. Click
    OK
    .
  15. Add rows with these field values to the grid on the
    Columns
     tab:
    1. Group Name
    2. Worker
    3. Expense Report Created By Worker for Line
    4. Expense Report Line
    5. Expense Line Reimbursement Amount
  16. Verify that the business object on each row is set to
    Expense Report Lines and Itemizations
    .
  17. Select
    Sum
     from the
    Options
     prompt on the
    Expense Line Reimbursement Amount
     row.
  18. Add rows with these field values to the
    Sort and Group
     grid on the
    Sort
     tab:
    1. Project
    2. Project Plan Phase
    3. 2nd Level Project Plan Phase
       (Calculated field)
    4. 3rd Level Project Plan Phase
       (Calculated field)
    5. Project Plan Task
    6. Worker
  19. Verify that the
    Sort Direction
     on each row is set to
    Alphabetical - Ascending
    .
  20. Select these check boxes for each row:
    • Display Headers
    • Display Subtotals
  21. Select the
    Enable Outlining based on Grouping
     check box in the
    Grouping and Totaling Options
     section.
  22. Add a row with these values to the
    Filter on Instances
     grid on the
    Filter
     tab, and then select these values:
    Option
    Value
    And/Or
    And
    Field
    Project
    Operator
    in the selection list
    Comparison Type
    Prompt the user for the value
    Comparison Value
    Default Prompt
  23. Click
    OK
    .
  24. Click
    Run
    .
  25. Click
    OK
    .
You have a multilevel expense report that rolls up to the phase level.