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March 9, 2026

Upcoming EDW Data Updates Related to Procurement Roll Forward (PRF) Journal Cleanup

WHAT: Duplicate Roll Forward Encumbrance journals were inadvertently created and will need to be deleted. 

WHO: Customers extracting EDW data into downstream systems, please note you may need to remove these journals on your end. 

WHEN: Fix will be seen in EDW on 3/17, cleanup can be asynchronous 

Hello EDW Users, 

We want to inform you about upcoming changes to EDW data related to cleanup duplicate Procurement Encumbrance Roll Forward (PRF) journals within Workday. The University Controller’s Office (UCO) and Financial Accounting & Management (FAM) are canceling certain encumbrance journals in Workday to resolve issues where duplicate Roll Forward Encumbrance journals were inadvertently created. 

This update will affect only encumbrance journals, also known as the Obligation Roll Forward journal source in the Encumbrance Ledger. Approximately half of the affected journals are from FY25 and half from FY26. A similar cleanup process was performed at the close of FY24. 

Customers extracting EDW data into downstream systems, please note you may need to remove these journals on your end. This action can be performed independently at any time and does not require coordination with the Workday or EDW updates. 

 What’s Happening in Workday

UCO and FAM are: 

  • Unposting and then canceling a set of duplicate PRF journals. 
  • This cleanup will result in Workday containing some journals as posted even though they are canceled. 
  • This behavior is expected as part of correction effort. 

What This Means for EDW

To ensure that EDW remains consistent and accurate: 

  1. Removal of Impacted Journal Lines 

EDW will: 

  • Delete all journal lines and journal objects for the set of affected journal WIDs provided by UCO/FAM. 
  • All deleted journal lines and objects will be added to the EDW Delete Audit table for downstream traceability. 

  1. Cleanup of Related References

Some posted journals contain Reverses or ReversedBy references pointing to the journals being removed.
EDW will: 

  • Remove invalid references in these columns where the linked journal is deleted. 

This cleanup affects: 

  • ~25,000 Procurement Journals 
  • ~73,000 Journal Lines 

  1. Data Sync Expectations

As a reminder: 

  • EDW may temporarily be asynchronous from Workday during this cleanup. 
  • This behavior is consistent with similar cleanup efforts performed after FY24 closing. 

Timeline

  • 3/9 – Fix executed and published in EDW TEST 
  • 3/12 – Workday production cleanup 
  • 3/16 – EDW will perform the production journal cleanup 
  • 3/17 – Cleaned data published in customer-facing EDW environments 

An example of what will happen: 

  • Journal A: FY25 journal (reversed by B) – not duplicated 
  • Journal B: Roll Forward (reverses A) – duplicate will be deleted 
  • Journal C: Roll Forward – duplicate will be deleted 
  • Journal D: Cancel PO (reverses B) – not duplicated, this is a normal process to clear encumbrance roll forward balance when PO is cancelled 
  • Journal E: Fix task cancel (cancels B) – duplicate will be deleted 

Questions or Support 

If you have questions about the upcoming changes or notice unexpected behaviors in your EDW reports, please reach out to the EDW Team via edw-help@uw.edu. 

Thank you for your patience as we ensure the accuracy and consistency of financial data across our systems. 

Enterprise Data Warehouse (EDW) Team