How Building Orgs Convert to Locations
The purpose of this document is to provide a brief reference for how the Oracle building orgs (all beginning with number “0”) converted into Locations in Workday. More detailed information is found on the COA Website, including:
- Definitions of the Chart of Accounts (COA) segments - see the online Definitions document
- Usage examples for COA segments – see the online Business Use Case document
The accounting guidance for building and land (also known as university “plant”) can be found in the accounting manual at this LINK. In Oracle, the system used “building orgs” to separate plant costs from University operations and operating units. The same function in Workday uses building Locations.
Location:
- Locations in workday are the same as the buildings and rooms found in the University’s facility systems.
- In Workday Financials, assets are assigned to Locations – Moveable Equipment Inventory (MEI) to rooms and fixed assets to buildings.
- Each building org in Oracle was associated with a facilities system ID (FacID). These were used to map each Oracle building org to a workday Location and were validated by distributed business offices during the Workday COA refinement and mapping efforts.
There are specialized units and users that use ‘building orgs’ today. These are the only units that would use building locations for financial transactions in Workday.
Cost Center:
- The costs associated with buildings must be paid for by the “responsible” Planning Unit. As a result, each building org was mapped to a cost center inside of the Planning Unit that currently is responsible for that building org. These mappings were reviewed and updated (where applicable) by distributed business offices during the Workday COA refinement and mapping efforts.
The following page contains different scenarios for how Locations and Cost Centers will be used in comparison to Oracle building orgs.
Converted History Looks Similar to Workday Usage from July 2017 forward
1.)This example shows 3 Oracle building orgs where each relates to only one, separate WorkdayLocation. Thesebuildings are financially supported by one school and will be used in connection with the same Cost Center (this Cost Center is responsible for the financial transactions associated with the buildings).
Org Cd / Org Nm / WD Location / WD Location Nm / Cost Center / Cost Center Nm014301 / Yale Repertory Theatre / 2700 / Yale Repertory Theat / CC1238 / DRAADM Facilities
023001 / Park St, 205 / 2475 / Park St, 205 / CC1238 / DRAADM Facilities
023301 / Park St, 217 / 2490 / Park St, 217 / CC1238 / DRAADM Facilities
2.) This example shows 2 Oracle building orgs related to the same building. As a result, there is one location in the Facilities system and one Workday Location. Two different units are responsible for the financial transactions associated with this building, so two different Cost Centers will be used in Workday.
Org Cd / Org Nm / WD Location / WD Location Nm / Cost Center / Cost Center Nm074716 / Science Park Garage / 0640 / Science Park Garage / CC1386 / MEDFAC YSM Facilities
087201 / SP Garage - Retail Space / 0640 / Science Park Garage / CC1484 / UUGUUG Facilities Mixed Use
Converted History Looks Different than Workday Usage from July 2017 forward
3.)This example shows an Oracle building org where there are multiple locations in the Facilities system. This resulted in multiple Workday Locations. Historical transactions will only convert to one of the Locations (bold), but charges may go to any of the Locations from July 2017 forward. One Cost Center will be used, as this Cost Center is responsible for the financial transactions in these buildings.
Org Cd / Org Nm / WD Location / WD Location Nm / Cost Center / Cost Center Nm008001 / Ivy Manor Apartments / 0100 / Ivy Manor Apts 164-182 / CC0193 / NHSUPR University Properties - Buildings
0103 / Ivy Manor Apts 593-605
0105 / Ivy Manor Apts 567-591
Revised 06/16/2017 / For questions, contact: Page 1 of 2