Setup Considerations: Project Tracking

Administrator Guide

You can use this topic to help make decisions when planning your configuration and use of Project Tracking. It explains:

Why to set it up.

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 It Is

Project Tracking gives you access to a limited set of Projects features, and enables you to create projects specifically for tracking time and expenses.

We recommend using Project Tracking if you don't need to:

Create billable projects.

Create capital projects.

Use advanced resource management.

Business Benefits

You can use Project Tracking to record, manage, and report on the expenses and time worked on your projects.

Use Cases

You can use Project Tracking to:

Create and manage projects.

Track work with project plans.

Staff workers to projects with resource plans.

Track and report on the time entered for projects (Time Tracking only).

Track and report on project expenses (Expenses only).

Questions to Consider

Subjects	Questions	Considerations
Project IDs	Do you want to use a custom format for your Project IDs?	You can set a custom format for project IDs in the Edit Tenant Setup - Financials task.
Project creation	How will you define the common field values for your projects?	To maintain consistency and reduce data entry, you can use these tasks to define project field values: Maintain Project Statuses Maintain Risk Levels Maintain Work Priorities Maintain Importance Ratings Maintain Success Ratings Users can then select these values when they create or update a project.
Project creation	How do you want users to create new projects?	You can greatly simplify the process of creating a new project by enabling users to copy existing projects. To enable this feature, configure the Copy Project initiating action in the security policy for the Create Project business process.
Resource plans	How do you want to create resource plans?	When you create a resource plan for a project hierarchy, all of the projects that share the same hierarchy inherit the same resource plan. Use this method to save time for your users if the projects within a hierarchy always use the same resource plan. When you create a resource plan for an individual project, only that project will use the resource plan. Use this method if your resource plans differ between projects.
Resource plans	How do you want to define the categories for project roles?	If you specify values for the Project Role Categories , project managers can then organize the project roles on the resource plan lines.
Resource Plans	Do you want to require manual approval for new or modified resource plan lines?	Project and resource managers can manually approve changes to resource plan lines. To enable the approval process, configure the Project Resource Plan Line business process.
Resource plans	How do you want to capture resource plan data that's unique to your organization?	You can configure custom objects to extend Workday to meet your unique requirements for resource plans.
Project resources	How do you want to manage approvals for new project workers?	Project and resource managers can manually approve workers when they have new project assignments. To enable the approval process, set up the Request Worker business process.
Project resources	Will you use dynamic resource pools to manage your worker groups and simplify project staffing?	Dynamic resource pools enable managers to associate groups of workers to projects based on preset worker qualifications. They can: Associate a dynamic resource pool as a group to a resource plan line, and then exclude specific individuals from the group. Assign 1 or more individual workers in a dynamic resource pool to a resource plan line. Display dynamic resource pools in reports when they search for workers. The project workers in dynamic resource pools can enter the time and expenses for their project assignments.
Time entry For Time Tracking only.	Do you want to enable workers to log their time on any project, or only to their project assignments?	You can enable project workers to log time to any project without having an assignment on a resource plan. Use the Time Entry Template to enable this feature. Otherwise, you must assign project workers to a resource plan before they can log time to the project.
Time entry For Time Tracking only.	Which time window do you want workers to use when they log their time on a project?	Workers on a resource plan can log time against a project or a project task. Workday automatically populates the date range with the start and end dates of the project. You can configure a narrower date range for workers to log their time with the Edit Tenant Setup - Financials task by using the dates specified in: Resource plans Project plan tasks You can use multiple sources to continue narrowing the date range. Workers can only log time where the selected date ranges overlap.
Expenses For Expenses only.	Do you want to restrict project workers to selecting only their assigned projects in their expense reports?	You can restrict the project worktags that workers can select when they create or edit an expense report. To limit workers to selecting only the worktags for their project assignments, configure the Expense section of the Edit Tenant Setup - Financials task.

Recommendations

We recommend that you:

Configure the Create Project
business process to enable users to copy projects to reduce the time spent on data entry.

Create your resource plans at the project-hierarchy level when the projects within the same hierarchy use the same resource plan. This configuration:

Reduces the time spent on data entry.

Maintains consistency.

Avoids errors.

Configure dynamic resource pools to simplify project staffing.

Requirements

Enable the Project Tracking functional area.

Create project hierarchies.

Limitations

Project Tracking has a limited subset of Projects features. You can't:

Create billable projects.

Create capital projects.

Use a Find Worker report to staff your projects.

Assign workers to project tasks.

Create resource forecasts.

Create labor cost rates or determine labor costs for project.

Create project budgets.

Bill customers.

Tenant Setup

Access the

Projects

and

Expense

sections on the

Edit Tenant Setup - Financials

task to view the project-specific tenant configuration options.

Depending on how you configure Project Tracking in Workday, you can:

Create a custom format for your project IDs.

Narrow the date range that project workers can record the hours they work on a project.

Restrict worker access to the project worktags for their assigned resource plans. This restriction ensures that the workers select the correct projects for their expense reports.

Security

Domains	Considerations
Business Process Administration in the System functional area	Users secured to this domain can edit these business processes: Create Project Create Project Hierarchy Edit Project Project Resource Plan Line Request Worker
Manage: Business Process Definitions in the System functional area	Users secured to this domain can manage these business processes: Create Project Create Project Hierarchy Edit Project Project Resource Plan Line Request Worker
Set Up: Project Tracking in the Project Tracking functional area	A super domain for the Set Up domains in the Project Tracking functional area. Users secured to this domain can configure projects.
Set Up: Period Schedule in the Project Tracking functional area	Users secured to this domain can configure and manage the payroll period schedules for projects.
Set Up: Project Details in the Project Tracking functional area	Users secured to this domain can manage the configuration for project details, including phases and tasks.
Set Up: Risk and Priorities in the Project Tracking functional area	Users secured to this domain can configure project risks and priorities.
Set Up: Dynamic Resource Pool in the Project Tracking functional area	Users secured to this domain can use tasks and reports to create, edit, delete, and view Dynamic Resource Pools.
Manage: Project Tracking in the Project Tracking functional area	A super domain for the Manage domains in the Project Tracking functional area. Users secured to this domain can manage projects.
Manage: Project Details in the Project Tracking functional area	Users secured to this domain can manage and view existing projects. You can control access to the project plans and resource plans through their respective domains.
Manage: Project Plan in the Project Tracking functional area	Users secured to this domain can manage and view project plan information, including the allocation of resources to project plan tasks.
Manage: Project Custom Task Name in the Project Tracking functional area	Users secured to this domain can edit and view the information on custom task names.
Manage: Project Resources in the Project Tracking functional area	Users secured to this domain can manage and view project resource plans.
View: Project in the Project Tracking functional area	Users secured to this domain can view projects.
Worker Data: Project Tracking in the Project Tracking functional area	Users secured to this domain can access a worker's project tracking information. This information includes the project worker roles and project information on the worker profile.

To ensure proper access, review these team member roles and activities:

Domain Security Roles	Responsibilities
Project Tracking administrator	Configures tenant setup information. Edits and maintains business processes. Creates projects. Performs payroll functions. Works with the Time Tracking administrator to ensure that time is ready for payroll processing.
Time Tracking administrator	Sets up project time entry in Workday Time Tracking.
Project manager	Creates projects with resource plans and project plans. Creates basic projects if tracking expenses only. Manages the project plan and project phases. Approves project time.
Project worker	Enters hours worked in Time Tracking by selecting a project or a project plan task.
Expense Data Entry Specialist	Tags expenses to a project using worktags for the project, project phase, and project task.

Business Processes

Business Processes	Considerations
Project Resource Plan Line in the Project Tracking functional area.	Enables project managers to: Create resource plans for a project, but not the project hierarchy. Use the Submit Resource Plan web service. Has a security policy that enables you to open up approvals to various security groups. You can also enable manual advancement to the next step by a business process administrator.
Request Worker in the Projects functional area.	Enables changes in worker assignments. This business process is a required subprocess of the Project Resource Plan Line business process.
Create Project in the Project Tracking functional area.	Enables Project Tracking administrators to: Create new projects. Copy existing projects. Use the Submit Project web service. Enables project managers to: Create new projects. Copy existing projects. Review and approve new projects.
Edit Project in the Project Tracking functional area.	Enables project managers to: Edit existing projects. Review and approve changes to existing projects.

Reporting

Report	Considerations
Find Projects	Use this report to search for existing projects.
My Projects	Use this worklet to display your most frequently used projects.
View Project	Use this composite report as a central access point for viewing and editing information on existing projects.
View Project Plan Timeline	Use this report to display the schedule for project phases and tasks by: Percent complete. Estimated hours. Hours logged. Time remaining.

You can use these report data sources to create custom reports:

Top Level Project Hierarchies on the Project Hierarchy business object.

Project Hierarchies on the Project Hierarchy business object.

Project Roles on the Project Role business object.

Project Plan Phases on the Project Plan Phase business object.

Project Plan Tasks on the Project Plan Task business object.

Integrations

Web Service	Considerations
Get Projects	Retrieves projects with all of their associated details, including: A single project based on the Reference ID. All projects if you don't specify any criteria.
Get Projects without Dependencies	Retrieves projects without the resource plan, or the Project Groups and Dependencies fields. You can retrieve: A single project based on the Reference ID. All projects if you don't specify any criteria. Only use for data migrations.
Submit Project	Creates a project event and submits it through the Create Project business process for approval. Workday then creates the new project after approval.
Get Project Phases	Retrieves project phases.
Put Project Phase	Adds and updates project phases.
Get Project Role Categories	Retrieves project role categories, including: A single project role category with the Reference ID. All project role categories if you don't specify any criteria.
Put Project Role Category	Adds and updates project role categories.
Get Resource Plans	Retrieves data on resource plans and resource plan lines.
Submit Resource Plan	Sends data on resource plans and resource plan lines through the Project Resource Plan Line business process. Upon approval, Workday then updates the resource plans and resource plan lines after approval.
Get Project Worker Roles	Retrieves project worker roles, including: A single project worker role with the Project Worker Role reference ID. All project worker roles if you don't specify any criteria.
Put Project Worker Role	Adds and updates project worker roles.
Get Project Plans	Retrieves project plans.
Put Project Plan	Adds and updates project plans.
Get Project Tasks	Retrieves project tasks.
Put Project Task	Adds and updates project tasks. All task names must be unique, not just the task IDs.
Get Period Schedules For Time Tracking only.	Retrieves the periods for time entry.
Put Period Schedule For Time Tracking only.	Adds and updates the periods for time entry.

Connections and Touchpoints

Project Tracking interacts with these other areas in Workday:

Managers assign workers from HCM Core to their projects.

Project workers can use Time Tracking to enter their project hours.

Managers and project workers can use Expenses to track their project expenses.

Administrators can use Time Tracking to specify the period schedules for projects.

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.

Concept: Project Tracking

Setup Considerations: Project Hierarchies

Create Project Hierarchies

Configure the Create Project Business Process

Set Up Security for Dynamic Resource Pools

Create Dynamic Resource Pools

Reference: Edit Tenant Setup - Financials

Reference: Project Management Reports

The Next Level: Project Tracking