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MyFD Retirement

Month 1 (Fiscal Year 2024): All transactions for Fiscal Year 2024 will be entered in Workday even if they affect historical periods.

Month 25 (Fiscal Year 2023): The last day to enter transactions for Fiscal Year 2023 depends on your access in MyFD and what you need to do. For general guidance, refer to the Biennium Close page. The exception is the Reconciliation feature for historical data (Fiscal Year 2023 and earlier), which will be available for a period (likely 9-12 months) after Biennium Close, however, the exact length of time is still to be determined.

The Reconciliation feature for historical data (Fiscal Year 2023 and earlier) will be available for a period (likely 9-12 months) after Biennium Close; the exact length of time is still to be determined.

This will depend on whether you are accessing historical data (Fiscal Year 2023 and earlier) or future state data (Fiscal Year 2024 and later).

Historical Data: Reporting in MyFD will remain available for a period (likely 9-12 months) after Biennium Close; the exact length of time is still to be determined. During this time, current users will be able to access historical data in the same way they always have. Once MyFD shuts down completely, this data will be accessible via the BI Portal, where a subset of MyFD reports is already available).

Future State Data: The preferred method for accessing this data will be via Workday reports. A Financial Desktop dashboard is under development to guide users from MyFD reports to comparable resources in Workday. This dashboard will be available within Workday.

Additional resources are under development to help current MyFD users transition to the future state. Please follow the System Crosswalk - Current to Future State page in the UWFT Change Network, which will be updated as more resources become available.

You will still be able to use queries in the future state; however, how you query the data depends on whether you are accessing historical data (Fiscal Year 2023 and earlier) or future state data (Fiscal Year 2024 and later).

Historical Data: Queries in MyFD will remain available for a period (likely 9-12 months) after Biennium Close but the exact length of time is still to be determined. During this time, current users will be able to query historical data via the MyFD Query Tool in the same way they always have. Once MyFD shuts down completely, this data will be accessible via the BI Portal, where a subset of MyFD reports is already available.

Future State Data: The preferred method for accessing this data will be via Workday reports. A Financial Desktop dashboard is under development to guide users from MyFD reports to comparable resources in Workday. This dashboard will be available within Workday.

If you are unable to access the data you need via Workday reports, you can query future state data via two new Enterprise Data Warehouse (EDW) databases: UWODS and WDFinDataMart. For a high-level introduction to how the EDW is adapting to Finance Transformation, refer to EDW for Finance Transformation. Another helpful resource, which is under development, is the Finance Transformation - Writing Code using the WDFinDataMart and UWODS wiki. This resource provides sample queries for common finance-related questions in the new EDW databases.

Reports and queries will remain available in MyFD for a period (likely 9-12 months) after Biennium Close, however, the exact length of time is still to be determined. During this time, users will be able to run queries and reports the same way they do today to access historical data (Fiscal Year 2023 and earlier)

Once MyFD shuts down completely, this data will be accessible via the BI Portal, where a subset of MyFD reports is already available.

Resources are under development to help current MyFD users transition to the future state. Please follow the System Crosswalk - Current to Future State page in the UWFT Change Network, which will be updated as more resources become available.

Queries

You will still be able to use queries in the future state; however, how you query the data depends on whether you are accessing historical data (Fiscal Year 2023 and earlier) or future state data (Fiscal Year 2024 and later).

Historical Data: Queries in MyFD will remain available for a period (likely 9-12 months) after Biennium Close but the exact length of time is still to be determined. During this time, current users will be able to query historical data via the MyFD Query Tool in the same way they always have. Once MyFD shuts down completely, this data will be accessible via the BI Portal, where a subset of MyFD reports is already available.

Future State Data: The preferred method for accessing this data will be via Workday reports. A Financial Desktop dashboard is under development to guide users from MyFD reports to comparable resources in Workday. This dashboard will be available within Workday.

If you are unable to access the data you need via Workday reports, you can query future state data via two new Enterprise Data Warehouse (EDW) databases: UWODS and WDFinDataMart. For a high-level introduction to how the EDW is adapting to Finance Transformation, refer to EDW for Finance Transformation. Another helpful resource, which is under development, is the Finance Transformation - Writing Code using the WDFinDataMart and UWODS wiki. This resource provides sample queries for common finance-related questions in the new EDW databases.

Access/Roles

The Data Access Guidelines for Access to Financial Data govern the access to financial data at UW. This allows authorized UW employess unrestricted access to financial data created by and maintained in the UW’s Financial Accounting System (FAS) and the information from FAS that resides in the Enterprise Data Warehouse.

To support this transparency to financial data, users accept a User Access Agreement. This agreement allows authorized employees to acknowledge awareness of duties and requirements associated with using fiscal data available to them in the performance of their duties.

Expanded access, in MyFD, means that any authorized MyFD user will have unrestricted access to 5 report areas. Users must be granted access to at least one MyFD budget, or organization code. Learn more about the unrestricted and restricted areas of MyFD in the table below.

Unrestricted Access Restricted to ASTRA role
Budget Profile Budget List
Budget Summary Budget Worksheet
Transaction Summary Reconciliation
Transaction Detail Source Documents
Encumbrances & Open Balances Query
  Expense Transfer & JV            

 

MyFD access is removed via ASTRA by department authorizers.

To remove access:

  1. Log in to ASTRA
  2. Select the Search & Edit Authorizations tab
  3. Enter the employees name (last, first), UWNetID or EID
  4. Click the Find and Verify button
  5. Select the appropriate person from the list (if more than one name appears)
  6. Click on Show Advanced Search Options
  7. Select MyFD from the applications drop down menu
  8. Click the Search for Authorizations Now button
  9. Check the box next to the item(s) to be removed
  10. Click Delete
  11. To finalize deletion, click on the Cart/Checkout tab
  12. Review the authorizations to delete and click on Checkout Now

MyFD access is granted via ASTRA, by department authorizers.

If a user has Inquiry access and needs to be granted Expense Transfer access, it is a best practice to edit the existing access, rather than grant new access. Read more about MyFD access on our webpage.

To edit access:

  1. Log into ASTRA
  2. Select the Search & Edit Authorizations tab
  3. Enter the employee's name, UWNetID or EID
  4. Click the Find and Verify button
  5. Select the appropriate person from the list (if more than one name appears)
  6. Click on Show Advanced Search Options, (just below the yellow search button)
  7. Select MyFD from the applications drop down menu
  8. Click on Search for Authorizations Now (Note: If no results are returned, follow instructions below for granting initial access)
  9. Click Edit next to the access to be changed
  10. Select the Expense Transfer action and unit staff role from the dropdown menu
  11. When finished, click on Ok, proceed to cart
  12. After all edits have been made, click on the Cart/Checkout tab
  13. Review the authorizations granted and click on Checkout Now

To grant initial access:

  1. Log into ASTRA
  2. Select the Create New Authorization tab
  3. Enter the employee's name, UWNetID or EID
  4. Click the Find and Verify button
  5. Select the appropriate person from the list (if more than one name appears)
  6. Select MyFD from the applications drop down menu.
  7. Select the appropriate action (for preparers, select Inquiry and for submitters, select Expense Transfer) and role (Unit Staff)
  8. Select the limit, either organization code or budget number
  9. When finished, click on Ok, proceed to cart
  10. After all authorizations have been added, click on the Cart/Checkout tab
  11. Review the authorizations granted and click on Checkout Now

How to identify your department authorizer:

  1. Navigate to the ASTRA page
  2. Click on the "Who can authorize me?" button
  3. Log into ASTRA using your UW NetID and password
  4. If you know the budget number you want access to, select the budget number radio button. Alternatively, select the organization button to enable organization code look up
  5. Enter either the number or description of your budget or organization code you wish to get access to, then click "Find and Verify"
  6. If there is more than one result, you will need to select the appropriate item
  7. Select MyFD (MyFinancial.desktop) in the Application pull down menu
  8. Click on the "Lookup Authorizers Now" button
  9. The names which are returned are the authorizers. You may contact those individuals and request access

Any UW employee can use ASTRA to view their MyFD authorizations.

  1. Login to ASTRA using your UW Net ID and password
  2. Click on "Show Me My Authorizations"
  3. ASTRA will display a list of authorizations including ASTRA Role, Application, Role, and Limit

For example, User, MyFD, Unit Staff (Inquiry), Budget 11-1111 would indicate that you have inquiry authorization for MyFD for Budget 11-1111.

NOTE: In ASTRA, expense transfer preparers will have User/Unit Staff/Inquiry authorization, while submitters/approvers will have User/Unit Staff/JV-Expense Transfer authorization.

The option to sort by PI budgets includes budgets that the PI has access to, not just the ones they are PI for. This can include budgets that the PI was given access to but no longer actively uses. In that case, the person who originally authorized the PI for that budget can remove the access in ASTRA.

In some cases, this can also happen when the budget number has been recycled. If the PI used the budget in a previous biennium, and that budget number is reactivated with a different PI and name, because of the records retention policy (three biennia, plus the current biennium) the PI's access will still show that budget. In this case, the PI can check the "active budgets only" box on the budget list, and that budget number will not show up. As the records retention ages out, that budget number will drop off of the PI's access.

There is no logout button in MyFinancial.desktop. MyFD uses the same "weblogin" as many other UW applications, and therefore has the potential to sign out other applications using this service (MyUW, eTravel, WebPine, eFECS, etc.).

When you are finished browsing UW websites such as MyFinancial.desktop, always remember to log out of these sites and the UW NetID "weblogin" service before leaving your computer. To do so, simply exit your Web browser.

To learn more about the logout process, please visit: User's Computing Guide to UW NetID Weblogin

PIs should have access to all of the budgets that they are the PI for; if they cannot access one of their budgets, verify that the field "Principle Investigator ID" on the Budget Profile Report lists the correct Employee ID Number for the PI.

If a PI needs to be changed or removed from a budget where they are shown as the PI, the request goes to the Office of Sponsored Programs (OSP) office. Once OSP authorize the change they notify GCA to remove the PI from the budget on the FIN driver. The FIN budget-PI data gets uploaded nightly to ASTRA so when changes are made to the budget/PI in FIN it is reflected the next day in ASTRA.

Departments should contact OSP at osphelp@uw.edu about changing the PI on a budget.

Once the changes are made to the budget in FIN, ASTRA will reflect the updated details the next day after the nightly upload.

Browser Settings

Mozilla Firefox and Internet Explorer are both supported browsers. We recommend using either of these. This product is standards-compliant and may work on other browsers.

Budget Worksheet

No, manual entries will not update automatically. Worksheet users will need to update any amounts that need to be adjusted.

Fiscal Year End / Biennium Reporting

Month 1 (Fiscal Year 2024): All transactions for Fiscal Year 2024 will be entered in Workday even if they affect historical periods.

Month 25 (Fiscal Year 2023): The last day to enter transactions for Fiscal Year 2023 depends on your access in MyFD and what you need to do. For general guidance, refer to the Biennium Close page. The exception is the Reconciliation feature for historical data (Fiscal Year 2023 and earlier), which will be available for a period (likely 9-12 months) after Biennium Close, however, the exact length of time is still to be determined.

MyFDs will always post to the current open month, and therefore the "Current" period is set as the default for MyFD JVs. The only time "Prior Fiscal Year" is available is during fiscal year end and biennium close.

A fiscal year is named for the calendar year in which it ends

  • i.e. Fiscal Year 2020 runs July 2019 - June 2020

A biennium is named for the calendar year in which it starts

  • i.e. Biennium 2019 runs July 2019 - June 2021

There are two fiscal years in each biennium, so Biennium 2019 includes Fiscal Year 2020 and Fiscal Year 2021

MyFD Month Close occurs on JAMDYPEOM3/JAMDAYEOM3 on the Financial Accounting System (FAS) Production Schedule, except during Biennium Close and Fiscal Year Close.

Note that the MyFD Home page publishes the month close message the following day. This is because the close typically happens at night and campus will not see the update until visiting the MyFD Home page the following day.

To view the FAS Schedule, please visit the Learn About FIN webpage provided by Financial Accounting. On this webpage, under Schedules, select either the Detail or Summary FAS processing schedules. The calendar will show the scheduled JAMDYPEOM3/JAMDAYEOM3 for the current calendar year as well as past years: http://f2.washington.edu/fm/fr/resources/learn-about-fin

During Biennium Close, the final June month close occurs on JAMOLDDYPEOM/JAMOLDDAYEOM in July.

During Fiscal Year Close, the final June month close occurs on JAMDYP12AEOM/JAMDAY12AEOM in July.

Dean's Day access must be granted in ASTRA for the budget you are transferring from, not the budget you are transferring to. Check ASTRA to make sure that your access is correct for the budget you are transferring from. If your access looks accurate, please contact us at myfdhelp@uw.edu to review the transaction.

During the Biennium Crossover periods (June, July, and August of odd years), MyFinancial.desktop (MyFD) may not display Budgeted Amounts. Budgeted amounts for biennial budgets are not available until late August, after all final calculations for the closing biennium are complete. Until this time, there are no budgeted amounts available in the University's financial systems, including FIN/FAS and the Buget System (BGT)

Even though we know the budgeted amount for grants, during the Biennium Crossover period, all budgeted amount data becomes unavailable in the University's financial systems. When the budgeted amounts for biennial budgets become available, budgeted amounts for ALL budget types, including grants, are uploaded to the Budget System and Financial Systems; this generally occurs in late August. At this point, the budget balance for grants will be re-displayed in MyFinancial.desktop.