Schedule to Run the 120 Day Award Closeout Report To Reduce Run Time

With the volume of data now in Workday, users are experiencing system performance issues when running the 120 Day Award Closeout Report. We recommend users schedule the 120 Day Award Closeout Report to run during off-hours (in the evening, overnight, or during the weekend). Scheduling the report during non-peak hours will reduce the amount of time it takes to run the report. The report also remains available for viewing within Workday for the number of days you specify when scheduling the report.

Below are instructions for scheduling the 120 Day Award Closeout Report.

• Note: The parameters and options available when scheduling a report vary based on the report selected. The information below covers the 120 Award Closeout Report.

To schedule the 120 Day Award Closeout Report:

1. Search for the "Schedule a Report" task in Workday.
2. Click on "Schedule a Report" task.
3. In the Schedule a Report search parameters box:
   1. In the Report field, type the report name "120 Day Award Closeout Report" and select it.
   2. Select the appropriate Run Frequency. We recommend selecting "Monthly Recurrence" for this report, though other frequencies are available.
4. Click OK.
5. The next page is where you can name the request and include parameters for the selected report.
6. In the Request Name field, the report name defaults in. You may change the name of the request if you prefer, otherwise leave in the name of the report selected on the previous page.
7. For the Report Criteria tab:
   1. For the 120 Day Award Closeout Report, we recommend the following parameters:

• Note: It is important to use "Determine Value at Runtime" in the Value Type fields as noted above when scheduling a report to run in the future. For example, the "Current Fiscal Periods" will vary by month as the scheduled report is run.  Expenditure data may not be accurate if "Determine Value at Runtime" is not selected.

8. For the Schedule tab:
   1. Leave the Priority field as "Normal."
   2. Depending on the frequency selected, the fields available may vary. If selecting Monthly Recurrence for the 120 Day Award Closeout Report, complete the following fields based on your preference:
      1. The default is Every Month but if you prefer, select only the months you want the report to run.
      2. Recurrence Type: Select the Day of the Month (such as 1st, 2nd, 15th, or last day of the month) or the Day of the Week (such as First Monday of the month) based on your preference.
      3. Start Time: Select the time to start running the report during non-peak hours (evening, overnight, or weekend). First select the hour then select the minutes in increments of 5 minutes. For example, if you want to run the report at 11:55 p.m., click in the field, select 11:00 p.m. and then 11:55 p.m.
      4. Time Zone: Leave in the default time zone.
      5. Catch Up Behavior: Leave the default of "Run Once."
      6. Range of Recurrence:
         • Select the Start Date and End Date for how far in the future you would like to schedule the report. The recommendation is to schedule a report for no more than 12 months in to the future.
           • Note: Set a calendar reminder to reschedule the report to run based on the end of the recurrence selected.
9. For the Output tab:
   1. In the Output Type, select the format you want to receive the report. Excel is the default option but Report (PDF) and Text (CSV) are also available.
   2. Report Tags: Leave blank.
   3. File to be Deleted After (Days) (required): Defaults to 5 days but can be extended to 15 or 30 days, if desired.
   4. Leave the Do Not Output and Empty Report and Hide Prompt Values boxes unchecked.
10. Click OK to schedule the report with the selected parameters.
11. Once the scheduled report runs, you will receive a notification within Workday that the report is ready to view.