While data in Ariba has been static since Workday Finance went live in July 2023, the system has remained available for reporting purposes. However, as planned, the system is targeted for retirement, effective June 30, 2025.
To retire Ariba, data must be archived and retained per the University's General Retention Schedule. Some of this data will remain available in resources like the Spend Cube; however, due to Ariba’s proprietary system constraints, there are limitations on the data that can be made available in the Enterprise Data Warehouse (EDW). As a result, Ariba will be preserved with limited access for the Procurement department. UW Procurement will manage requests for data not represented in the Enterprise Data Warehouse (EDW) via the Ariba Inquiries form.
This section outlines the ways to access different types of Ariba data after retirement.
| Type of Data | How to Access Data After Retirement |
|---|---|
| Approvals | Ariba Inquiries (UW Connect form) |
| Attachments | Ariba Inquiries (UW Connect form) |
| Beginning balance on a Blanket Purchase Order (BPO) | Ariba Inquiries (UW Connect form) |
| Comments/Sole Source Justification | Ariba Inquiries (UW Connect form) |
| Equipment (Asset Records) | OASIS Asset Lookup (BI Portal) |
| Legacy invoice payments |
UW Spend Cube - Legacy Data (BI Portal)1 For more information, refer to Ariba Use Cases. |
| Object Codes |
UW Spend Cube - Legacy Data (BI Portal)1 For more information, refer to Ariba Use Cases. |
| Outstanding/Unpaid invoices | Ariba Inquiries (UW Connect form) |
| Paid Expenses, including budget |
UW Spend Cube - Legacy Data (BI Portal)1 For more information, refer to Ariba Use Cases. |
| Principal Investigator (PI) information |
Principal Investigator Proposal and Award Search (BI Portal) Research Budget Expenditures (BI Portal) |
1 Access to this resource is managed via ASTRA roles. If you don’t have access, submit the Reports, Analytics, and Data Access Request form to request the Administrative Analyst or Administrator/Manager/FiscalTech role.
Ariba attachments (grant-related and other) will be retained per the retention schedule; however, the process to retrieve these documents after June 30, 2025 is still under development. Please watch this page for updates on this process.
In the meantime, you are welcome to download attachments, as long as you purge them when the retention period is over.
Complete the Reports, Analytics, and Data Access Request form to request one of the following roles:
For more information about these roles, refer to Access by Security Role.
The following resources will help you get connected to the UW Spend Cube:
Yes! Please join us for an Ariba Transition Informational Session on Thursday, June 12, 2025 from 1 - 2 p.m. This session will walk through connecting to the UW Spend Cube, demonstrate some common use cases with the cube, and discuss the process for accessing data not found in the cube once Ariba is retired.
There are a couple of ways to get help: