Workday Financials Introduction Workday@Yale April 18, 2017

Agenda Overview Functions and Features Roles Chart of Accounts Next Steps

Overview Workday@Yale

Workday@Yale Objectives Simplify and standardize processes Make it easier to get work done and harder to make mistakes Minimize administrative work for faculty, students and staff Lower operating costs and improve effectiveness Provide accurate, trusted, and timely reporting

Meeting the evolving needs of higher education. Workday integrates financial, HR, academic, and research information to offer: Frequent releases that optimize the system Flexible reporting to meet changing needs Mobile access and self-service – anytime, anywhere Yale Sustainability Strategic Plan - Steering Committee Meeting 2/17/2016

Community and Communication Impacts ~250 Central Finance Groups ~6,600 Faculty, Postdocs, Fellows ~4,500 Managers and Professional Staff ~200 Lead Administrators and Operations Managers ~150 Service Teams ~100 Senior Leadership ~3,900 Clerical Workers and Technicians

162 66 262 300+ Program Team Workday@Yale Team Members Service Group Members 162 66 Local Communication and Support Members Support Center Staff 262 300+

Impacted Systems Systems Critical for Go-Live 92 We are working to ensure that Workday information flows smoothly between existing systems such as the ID system, SciQuest, Facilities, etc. Where necessary, we are making changes to those existing systems. Other Systems 81 People Data Only 81 Financial and People Data 34 Financial Data Only 58

Timeline 2017 2018 Financials Go-Live Training Jan-Mar Apr-Jun Jul-Sept Oct-Dec Financials Go-Live Training User Testing Post Go-Live Support (including YSS, ESC, ITS Help Desk) Weekly Updates, Supervisor Updates, Information Sessions Functionality updates occur, roughly, in March and September, as indicated by the “workday” logo. We are communicating with users in a variety of ways: through our weekly update to LA’s, OM’s, Change Network, Executive Sponsors, Impacted Systems Community Members, and Workday Program Members. If this group isn’t receiving this communication, their supervisors/Change Partners are receiving it and will provide updates at their in-house meetings. Additionally, the Workday Program is hosting information sessions, like this one, to inform the community about upcoming changes. We will be testing the system to ensure that the community can fulfill business processes in Workday (and to ensure our training materials are accurate and our support centers have adequate supporting documentation). Post Go-Live support will be offered for 4 months after July 3, to ensure the community is prepared to use Workday. We are actively preparing for go-live and will provide more detail in the months ahead. Finally, we are continually optimizing and improving Workday, with input from the community. This is an ongoing process. Prepare for Go-Live HR/Payroll/Academic Optimization Financials Optimization

Functions and Features of Workday Workday@Yale

Software-as-a-Service Workday Features Employee Self Service Workday Mobile Software-as-a-Service Workday Inbox Workday is built for staff to be able to help themselves find information and take action on their own Staff may access old expense reports to check status of payments Track procurement processes like POs and Requisitions Enter expenses via the mobile app Take pictures via receipts Receive notifications via the mobile app Access your inbox Adopting a Software-as-a-Service (SaaS) financial system will put Yale at the forefront of enterprise technology Regularly updated—just like your phone’s operating system Cloud hosted for greater efficiency and security Notifications of Business Processes requiring action will arrive in the Workday Inbox Automated email notifications unavailable

Financial Functions Moving to Workday Award Setup Subawards Effort Certification Grants Purchase Requisitions through SciQuest Expenses (EMS) Cash Advances Check Requests Invoice Payments Vendor Setup Purchasing and Expenses Finance and Asset Management Payroll Costing Journal Entries Endowments and Spendable Gifts Commitments Moveable Asset Inventory Cash Sales (RIF) Workday’s impacts on our financial processes include the way we spend money (procurement and expenses), the way we track money and moveable assets, and grants and cash sales Financial Monitoring : Financial Management and Transaction Monitoring Reports

Mobile Expenses Capabilities

Workday Roles Workday@Yale

Workday Roles: Who Does What Are assigned to Positions Determine function in a business process (i.e. initiate, approve, etc.) Determine what you can see and do in Workday Provide access to data within the assigned cost center POSITIONS: A Position is the “seat” that a specific Worker occupies A Position does not refer to a job title May be assigned one or many Workday roles Workers are hired into Positions and inherit the Workday role(s) of the Position

Chart of Accounts Workday@Yale

What is the Chart of Accounts (COA)? Today we call it … Tomorrow we will call it … What is it? Oracle Chart of Accounts Chart of Accounts COA Workday Chart of Accounts General term to describe the full set of data points used for standard accounting and financial reporting. In Workday this includes delivered pieces of the Workday Financial Data Model (FDM) and also some worktags that are configured by Yale. COA Segments Each individual piece of the chart of accounts – the buckets. Oracle Project, Org, etc. Workday Program, Cost Center, etc. The list of values for each segment are called the “segment values”. Charging Instructions PTAEO Accounting string - PTAEO Expenditure Type Ledger Account COA segment used for general ledger accounting (revenue, expense, assets, liabilities)

Next Steps Workday@Yale

Workday@Yale Website <Course Name> <ILT_Course Name> For more information about the Workday program, please visit Workday@Yale.edu <ILT_Course Name>

Preparing for Go-Live Just prior to Go-Live there may be a brief “pause” in some financial activity. We are developing a plan now to prepare you for Go-Live and will share more information in the coming weeks, including: Cutover Dates Impacted Systems Interim Steps During the next update on Workday we will begin to provide more specific information around pre-go-live planning. What we can tell you right now is that we’re thinking about what steps will need to be taken and we are developing a plan to assist you.

What’s Next Become an ambassador of change <Course Name> What’s Next Become an ambassador of change Familiarize yourself with your local Change Network participants Do you know who your Change Partner is? Do you know who your Local Workday Guru is? User Acceptance Testing, April 17 – May 19 Sign up for training End-User Training begins May 22 <ILT_Course Name>

Community Engagement Attendance is encouraged at upcoming awareness and training sessions Watch training videos posted on www.workday.yale.edu Provide feedback and contact workday@yale.edu with any questions Find more information at www.workday.yale.edu Encourage your co-workers to prepare for the transition! There are many ways to help us spread the word: encourage attendance and upcoming events, watch training videos, provide feedback, visit the website, etc.

Questions & Discussion Workday@Yale