1. Change Partner Meeting
May 16, 2017

2. Agenda
Introduction
Change Partner Best Practices
Darlene Jones, Operations Manager, FES
Support Plan
Workday Tips and Tricks
FAQs
What’s Next

3. 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

4. Learn about the Changes Learn their assigned areas of the system
Change Network Roles
Before Go-Live
“Focus on Readiness”
After Go-Live
“Support Users”
Supporter
Listener
Change Partners
feedback and communications channel between their business unit and the Change Management team
Serve as a Liaison
Direct Users to Help Resources
Ambassador of Change
Learn about the Changes
Early Adapter
Coach
Local Workday Gurus
community of users who can provide business process support as a part of their current role
Provide User Support
Participate in this
Community of Practice
Serve as a Liaison
Learn their assigned areas of the system
Change Partners serve as a communications channel between their business units and the Change Management team. Your primary responsibilities before go-live is to prepare your areas for Workday. As an ambassador of change you will learn about the Workday changes, share that information with people in your area. And once the system is live, your role changes to sharing information you receive from colleagues about Workday with Change management. You will also help to direct users to the appropriate help resources.
Local Workday Gurus are a community of users who can provide business process support as a part of their current role. They will have an early opportunity to get into Workday and to learn about their assigned areas of the system. After Workday is live, they will provide local users with help support, participate in this Community of Practice by knowledge sharing and to share feedback you receive from your colleagues and faculty with the change management team.
Test the System
Lead User Training

5. Prerequisite Foundational Core Concepts
<Course Name>
Prerequisite Foundational Core Concepts
Online Videos
Financials Overview
Chart of Accounts (COA) Overview
Introduction to Worktags
Reporting
Overview of Workday
Core Concepts
Software as a Service 
Configuration vs. Customization
Tenant
Supervisory Organizations
Roles
Business Process
Employee Self Service
Delegation 
Inbox
These concepts were introduced to the LWGs in February.
Additional resources are available at workday.yale.edu
<ILT_Course Name>

6. 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

7. Change Network Communications
<Course Name>
Change Network Communications
Bus Ops members are recommended to cascade their messages, so open rates can be higher than 100%.
Of the 370 people in the CN, approximately 100 are LAs and OMs and therefore their open rates are included in the Bus Ops group above.
All LAs and OMs are included in the Bus Ops. open rates, even if they are also CPs or Gurus.
CPs and Gurus who are not also LAs and OMs are only included in the CN group’s open rates.
<ILT_Course Name>

8. Go-Live Preparation Deck #2
Workday Go-Live Preparations deck:

9. Best Practices

10. School of Forestry & Environmental Studies
Darlene Jones, Associate Director of Finance & Administration
Demographics
117 – Faculty
99 – Staff
363 – Masters & Doctoral Students
FY18 Budget
$13M – Grant Revenue
$ 3M - Gift Revenue
$25.1M – Endowment Revenue

11. School of Forestry & Environmental Studies
Change Partners
Lauri-Ann Henry – Accountant
Donna Redmond-Wirkus – Financial Assistant IV
Darlene Jones – Associate Dir. Of Finance & Administration
Gurus
Erin Murphy – Accountant
Darlene Jones – Associate Dir. of Finance & Administration

12. Countdown to Workday in 38 days Workday@Yale Intro ourselves
Lauri-Ann and Donna – Change partners – receive the information
Darlene and Erin – WD Gurus – deeper knowledge/testing of the system
Darlene starts the presentation.

13. Workday Custom Training Plan
Just prior to Go-Live there may be a brief “pause” in some financial activity.
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.

14. Year End Cut Off Dates
We need your help to push as many FY17 transactions as possible through early, using our current system (Oracle), to lessen the processing logjam as we all learn the ropes in Workday.
Please take the following steps as soon as possible:
Submit all outstanding PCard and out-of-pocket expenses for reimbursement – don’t leave any out there.
Approve any expense reports awaiting your approval.
Open mail and clear your work area to find and submit any invoices, check requests (CRs), or quotes for purchase orders (POs).
Think ahead and ask the office supply purchaser in your area to order any items you may need during June and July.
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.

15. CUT-OFF DATE – but earlier submission is preferred for all:
Year End Cut Off Dates continue…
CUT-OFF DATE – but earlier submission is preferred for all:
CATEGORY
COMMENTS
May 31 (Wednesday)
Cash/TRAVEL ADVANCES
Advances end dated May 31, 2017 or prior must be cleared by June 16
June 6 (Tuesday)
PURCHASE REQUISTIONS – Requiring Procurement Assistance
All Purchase Requisitions intended for processing in FY2017 must be approved and submitted to Purchasing Department by this date.
June 28 (Wednesday)
PURCHASING REQUISTIONS – Not Requiring Procurement assistance
June 6 – 30
BLACKOUT PERIOD FOR ALL SCIQUEST ORDERS NEEDING PROCUREMENT ASSISTANCE
Purchasing resumes July 5 for FY18.
June (Estimated)
ALL PAYMENTS:
Invoices Check requests
If you have an invoice after this deadline that must be paid in FY17 please alert the Business Office asap. We cannot guarantee that the expense will be processed.
June 15 (Thursday)
IEXPENSE PROCESSING (PCARD & OOP)
All Expense Reports pertaining to FY2017 EMS/IEXPENSE transactions must be submitted by this time to ensure approval by the June 27 deadline. This will ensure inclusion in the final AP push for the fiscal year.
Any P-card expenses that are not submitted for processing by June 15 will be applied to FY18!
All OOP Expenses not submitted for processing by June 15 will need to be submitted for processing in Workday on or after July 5th.
June 15 – 30
PCARD CHARGES
P-card charges after June 15th will resume processing on July 5th in Workday
June 28 by 10:00am (Wednesday)
ALL INCOME:
(checks, cash)
All checks/cash for deposit must be hand-carried to the Business Office upon receipt.
Just prior to Go-Live there may be a brief “pause” in some financial activity.

16. Mobile Expenses Capabilities
Enter expenses via the mobile app
Take pictures via receipts
Receive notifications via the mobile app
Access your inbox

17. Chart of Accounts Workday@Yale
We are currently working on Cheat Sheets

18. 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
Prepare for Go-Live
HR/Payroll/Academic Optimization
Financials Optimization

19. 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
Encourage By now you received from Workday with classes relevant to your role. Any questions on classes see Darlene Jones.
<ILT_Course Name>

20. Community Engagement
Attendance is encouraged at upcoming awareness and training sessions
Watch training videos posted on
Provide feedback and contact with any questions
Find more information at

21. Questions & Discussion

22. To be continued… Countdown to Workday 38 days JULY 3rd Go-Live
Take questions.
To be continued…

23. Training

24. Range of Training Resources
Auditorium Sessions Chart of Accounts (COA)
Managing Expenses
Purchasing Goods and Services
Working with Suppliers
Training Options:
Auditorium (4)
Instructor-Led (7) Web-Based (3)
Quick Guides (29)
Training Guides (10)
Simulations (33)
Instructor-led Training
Asset Accounting
Cash Sale Deposits/Gift Setup Request
Creating and Approving Journal Entries
Entering and Maintaining Grant Budgets
Managing Commitments
Payroll Accounting
For Auditorium Sessions, we expect to serve 5,400 users
For instructor-led trainings, we expect to serve an excess of 760 users
Training Begins on May 23

25. Training Assignments/Invitations
Customized training plans went out May 1:
Course assignments are based on Workday role assignments.
Consult the Role-to-Course Map spreadsheet for further information.
For example, staff with the “Cost Center Finance and Accounting Specialist” role were assigned to the “Creating and Approving Journal Entries” instructor-led training course
Staff are strongly encouraged to contact their lead administrators for any questions related to their Workday roles.
For more information click here.

26. Will there be training specific to reporting?
Questions and Answers
Will there be training specific to reporting?
A number of instructor-led classes are full. Will more training classes be offered?
How can managers ensure that their staff are registering for the right classes?
Our business unit does not use custom commitments. Why are we invited to register to the Workday commitment accounting training class?
Training:
1. Will there be training specific to reporting? Yes, there will be a detailed Training Guide – Reporting: Tools and Features, and self-directed online training. Both will be available on the website after May 23.
2. A number of instructor-led classes are full. Will more training classes be offered?
We have recently added more classes which provide available spaces for appropriate role-holders.
Training, continued:
3. How can managers ensure that their staff are registering for the right classes? To clarify which staff members received invitations to which training sessions, an update will be sent this week to Lead Administrators which will include a list of all invitees and their customized training plans. Instructions for ensuring that staff are invited to the appropriate courses will be included in this message.
4. Our business unit does not use custom commitments. Why are we invited to register to the Workday commitment accounting training class?
Training course assignments are based on Workday role assignments. Staff members who deal with commitments are to go to the commitment accounting training class (which is designed for individuals who have been using custom commitments for entering expenses or revenue commitments). If a staff member’s unit does not currently create commitments manually, they do not need to attend this training. If they received an invitation to this training and do not plan to attend it, they are encouraged to inform their supervisor.

27. Workday@Yale Training
On May 10, launched updates to its website focused on two key areas—Support and Training. Posted two weeks prior to the first day of training, they offer the Yale community an improved user experience, informative summaries and graphics, FAQs, and more. The site is designed to present users with a range of training formats, from videos to guides.
Enhancing the user experience was a key goal for the website, which will serve thousands of members of the Yale community when Workday Financials launches on July 3. Site improvements were guided by a consultation with the User Experience & Digital Strategy team at Yale ITS.
An updated Support page outlines all available resources, including a Finance Support Center launching July 3, Employee Services, and the ITS Help Desk. It also includes a directory of Local Workday Gurus—local experts embedded within departments throughout campus.
Online training materials will be added as they become available. However, some materials have already been posted. For questions,

28. Support
Local Workday Gurus serve as the first line of support for users in their units who need help.
Users are strongly encouraged to utilize the training and support materials on the website, such as:
Training materials: Quick Guides, Simulations, Web-based videos, and Training Guides
Frequently Asked Questions
If additional support is needed, users can reach out to their Local Workday Guru
Questions can be further escalated to the Finance Support Center (FSC), as needed

29. Workday
Tips and Tricks

30. How to Maximize Workday Functionality
<Course Name>
How to Maximize Workday Functionality
My Worktags & Worktag template for requisitions
Create inbox filters
Save favorite tasks and reports
DEMO
<ILT_Course Name>

31. PTAEO to Workday COA Cheat Sheet
<Course Name>
PTAEO to Workday COA Cheat Sheet
Spend Category and Ledger Account Cheat Sheet
Spend Category
Ledger Account
SC299 Taxable reimbursement
Expenses days
Other Expenses
SC253 Travel - Meals
Travel Expenses
SC498 Supplies - Office
Supplies and Materials Expense
In Oracle: DE
In Workday:
CO01...YD CC0332.PG00363.PJ FD SC206..
Note:
A COA hierarchy for Spend/Revenue categories and Ledger accounts will be published soon.
To find a complete list of spend categories and ledger accounts, please click here:
<ILT_Course Name>

32. Questions & Answers Workday@Yale <Course Name>
<ILT_Course Name>

33. Position Restrictions
Questions and Answers
Roles
How can business offices add or update a staff member’s Workday role before and after go-live?
Reporting
Can reports be scheduled to run at fiscal-month closing in Workday?
Position Restrictions
Is more guidance available to assist business offices with completing the Position Restriction activity?
Roles:
1. How do lead administrators add or update a staff member’s Workday role before and after go-live?
LAs with questions about role assignments before Go-live should contact Vijay Alaparthi. After Go-Live Business offices can manage role assignments by submitting requests directly within Workday. Here is the training guide:
Reporting:
2. Can reports be scheduled to run at fiscal-month closing in Workday? Yes. Reports can be run at any time. However, reports are not calendar event driven in Workday as they were in Oracle. This means they are not able to be triggered by accounting events such as fiscal month-end closing.
Position Restrictions:
3. Is more guidance available to assist business offices with completing the Position Restriction activity? Position Restriction is a new concept for Yale, which assigns default charging instructions to a Position. Position Restrictions are used during payroll processing only when costing at other levels of the hierarchy are not present. In preparation for Workday Implementation, business offices will need to load default charging for each position in the Position Restriction. During user training, more information about how to maximize Position Restriction will be provided. During the week of May 1, colleagues from YSM should have received an from Carrie providing them with more guidance. Colleagues outside of YSM should contact their BOLT members. If an update is needed, the Payroll Costing Specialist can update the Position Restrictions in Workday beginning on July 5 when Workday Financials is implemented.

34. Cutover and Conversion
Questions and Answers
Cutover and Conversion
What department account will expenses be charged to if they are not approved before the June 27 cutoff date?
How should we handle the transition of purchase orders (which we are approving now but will not be paying in FY2018)?
What is the impact to stock room cards after June 30? How should expiration dates be handled and how can they be extended?
Date for when GR numbers for grants will be no longer issued?
How is cost sharing being converted and is there a way to manage this in Workday?  
Cutover and Conversion:
4. What department account will expenses be charged to if they are not approved before the June 27 cutoff date? Any unprocessed expenses will be charged to the department’s Accounts Payable Default Account in GA.
5. How should we handle the transition of purchase orders (which we are approving now but will not be paying in FY2018)? The open PO and open lines will be converted to Workday.
6. What is the impact to stock room cards after June 30? How should expiration dates be handled and how can they be extended?
There is no change to the stock room cards themselves. The stock room system is being remediated to use the Workday Charging Instructions.
7. Date for when GR numbers for grants will be no longer issued This date has not yet been determined yet. We will get back to you.
8. How is cost sharing being converted and is there a way to manage this in Workday? Oracle Labor Schedules using cost-share PTAO’s will be converted to unique grant numbers.  However, the cost-share part of the allocation will need to be corrected before payroll runs to accurately reflect cost-sharing on the award. 

35. Workday@Yale Top Questions and Answers
is providing answers to recent questions from the  inbox, community meetings, and information sessions
Q&As will be shared in weekly Workday Updates
Sent to lead administrators and operations managers
Click here to review May 10
Click here to review May 3

36. What’s Next

37. What’s Next Read all Workday communications
<Course Name>
What’s Next
Read all Workday communications
In the 5/10 bundle included:
Share the Go-Live Preparations deck with your units by May 23
Announcement about the latest answers to Community Questions
The Workday Charging Instructions Form
End-User Training begins May 23
Local Workday Gurus are strongly encouraged to attend training
<ILT_Course Name>

38. Thank You

39. What’s Next
This checklist, updated and ed every two weeks, will help Lead Administrators and Operations Managers track assignments that need to be completed. These individuals are encouraged to with questions or suggestions to improve this document. They are also invited to regularly consult the following resources:
 Workday Financials Distributed Process Cutoff Dates, a timeline and planning tool, at:
 The website, which includes all articles published in the weekly update, at

40. What’s Next
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.