1. Change Partner Meeting
Financial Accounting
Purchasing
April 4, 2017

2. Agenda Introduction Financial Accounting Purchasing What’s Next
Journal Entries
Purchasing
Procure-2-Pay Roles
Create Supplier Request (Vendor Setup)
Create Supplier Invoice (Check Request)
Process PO & Non-PO Invoices
What’s Next

3. 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

4. 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>

5. 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

6. Financial Accounting
Journal Entries

7. Journal Entries Roles Current State Future State Preparer Only
<Course Name>
Journal Entries Roles
Current State
Future State
Preparer Only
YUGL_Phase 2 JSA Staging User
Preparer and Approver
YUGL_Phase 2 Staging Manager w/no GC xfers
YUGL_JSA_Department_ Grant_Approver
Preparer
Cost Center Finance and Accounting Specialist
Approver
Cost Center Manager Finance and Accounting
This slide demonstrates what the current state role is currently and what it will move to once we migrate to workday 7
<ILT_Course Name>

8. Journal Entries: Future State Detailed Process Flow
<Course Name>
Journal Entries: Future State Detailed Process Flow
Identifies adjustment need, and creates an On-Line Journal Entry
Approves Journal Entry
Cost Center Manager(s)
Cost Center Finance & Accounting Specialist
Conditional Approvals
Approves Journal Entry (MEI Spend Category)
Post Transaction
Business Asset Accountant (MEI)
Workday System
Approves Journal Entry
(JE’s over 10 M or affect a Control Account)
Workday Activity
Controller
<ILT_Course Name>

9. <Course Name>
Key Changes
Workday Journal Entries replace JSA or Oracle Journal Staging Area.
All journal types in the current process (inter-fund transfer, income, balance sheet, etc.) will now be processed on the same journal entry. You may even process them in the same journal entry.
Documentation can be attached directly to journals within Workday. Attachments will no longer be attached using multifunction devices.
Invoice is the only BP done today by Departments
Facilitator Tips:
SAY: This slide highlights the key changes to your day-to-day activities with the new system and/or process.
<ILT_Course Name>

10. <Course Name>
Key Changes
Users will have the ability to copy a previously processed Journal Entry, make changes, and submit the new Journal Entry.
In Oracle, you chose an Expenditure Type Code but in Workday you will be required to choose a Revenue or Spend Category. Additionally, Journal Entries require that you choose a Ledger Account.
Invoice is the only BP done today by Departments
Facilitator Tips:
SAY: This slide highlights the key changes to your day-to-day activities with the new system and/or process.
<ILT_Course Name>

11. <Course Name>
Key Changes
Departments who submit journals electronically will use a new file format.
Currently, balances do not reflect approved transactions made on the same day. In Workday, all approved transactions will be reflected immediately, except for some associated assessments.
F&A is posted with JE immediately
Other assessments (ie Gift, YSM) if transaction posted by noon/1pm will generate assessments by afternoon
<ILT_Course Name>

12. <Course Name>
Key Changes
In Workday, Journal entries will now be approved by one cost center manager from each cost center that is impacted by the transaction.
This approval process affects all manual journals (ISP and Non-ISP as well as almost all electronically submitted journals).
Most ISPs whose journals are generated from system integrations – Famis, ITS, YSM FinOps — are exempt and their journal entries will auto-approve.
F&A is posted with JE immediately
Other assessments (ie Gift, YSM) if transaction posted by noon/1pm will generate assessments by afternoon
<ILT_Course Name>

13. By requiring Cost Center Managers to approve, we will be able to:
<Course Name>
Key Changes
By requiring Cost Center Managers to approve, we will be able to:
Get things right the first time
Reduce need for Cost Transfers
Eliminate the need for post transactional review on Financial Management Checklist
F&A is posted with JE immediately
Other assessments (ie Gift, YSM) if transaction posted by noon/1pm will generate assessments by afternoon
<ILT_Course Name>

14. Types of Journal Entries
There are a variety of Journal Entry Types:
Manual Journal Entries
Copy Journal Functionality
Spreadsheet/Electronically Submitted Journal Entries
Journal Entries created from System Integrations
Commitment Journals
Operational Accounting Adjustments

15. Types of Journal Entries
Manually Entered Journal Entries
Manual Journal Entries are entered through the Create Journal task.
You can find a previously processed Journal and copy it, which opens the Create Journal task and prepopulates many of the needed fields.
For manual Non-ISP Journals, you will choose Manual Journal as the Source.
For manual ISP Journals, you will choose Your ISP as the Source.
All manually prepared Journal Entries will require approval from each Cost Center.
Training Notes:
Manual Journal Entries are entered through the Create Journal task.
You can find a previously processed Journal and copy it, which opens the Create Journal task and prepopulates many of the needed fields.
For manual Non-ISP Journals, you will choose Manual Journal as the Source.
For manual ISP Journals, you will choose Your ISP as the Source.

16. Types of Journal Entries
Electronically Submitted Journal Entries
Journal Entries can still be submitted electronically via an Excel spreadsheet for both Non-ISPs and ISPs.
New templates and procedures have been created in conjunction with the Integrated Systems Remediation process.
Almost all electronically submitted Journal Entries will require approval from each Cost Center on the JE.
If you believe you have a significant volume of transactions and would like to submit Journals electronically, there is a process to request this access.

17. Types of Journal Entries
Journal Entries Generated from System Integrations
There are many ISPs that will have direct system integrations with Workday (i.e. FAMIS, YARC, ITS, YSM FinOps).
Almost all of these Journals will auto-approve and will not require the Department Cost Center Managers approval.
There are only five situations in which the Cost Center Managers will need to approve these Journal Entries:
Yale Drama (3 Systems)
SFAS Student Loan
Yale Press

18. Types of Journal Entries
<Course Name>
Types of Journal Entries
Commitment Journals
Managing Custom Commitments in Workday is done a few different ways.
Using Commitment Journals is one solution for managing some types of Commitments.
Commitment Management best practices will be established and a follow-up knowledge session will be held once they are finalized.
<ILT_Course Name>

19. Types of Journal Entries
Operational Accounting Adjustments
Released in Workday 28 on 3/13/2017
Are generated when you go into an original transaction and make changes to the charging instructions
Limited to Procurement transactions - Invoices and Expense Reports
We continue to test and learn about its functionality. Additional information is forthcoming as it is vetted.

20. Journal Entries

21. Journal Entries

22. Journal Entries

23. Correct a Journal Entry

24. Copy a Journal Entry
Find the Journal Entry you want to copy using Find Journals or by looking in your In-Box Archive.

25. Procure-2-Pay Roles

26. Procure-2-Pay Roles Role Name Brief Description Requisitioner
Prepares requisitions
Cost Center P2P Approver - $1K
Approval authority for Procure-to-Pay business processes up to $1K
Cost Center P2P Approver - $10K
Approval authority for Procure-to-Pay business processes up to $10K
Cost Center P2P Approver – Unlimited
Approval authority for Procure-to-Pay business processes for unlimited dollar amounts
Cost Center P2P PO Specialist
Prepare and submit PO Change Order Requests
Cost Center P2P Invoice Specialist
Review and edit invoices including receipt verification (AP Worklist User)
Cost Center AP Specialist
Prepare/view AP transactions including Supplier Set Up Requests (VCU) and Supplier Invoice Requests (aka Check Requests)
Cost Center Financial Analyst
Perform financial reporting functions for assigned Cost Centers, with NO payroll details

27. Create Supplier Request (Vendor Setup)

28. Create Supplier Request: Future State Detailed Process Flow
<Course Name>
Create Supplier Request: Future State Detailed Process Flow
Review Supplier Request (Foreign countries)
OFAC Compliance (Administrator)
Identify need for payment for Supplier new to Yale
Create Supplier Request
Reviews / Edits
Complete Supplier Setup
Wire Instructions
Cost Center P2P AP Specialist
Supplier Administrator (YSS)
Supplier Administrator
(YSS)
Cash Manager (Treasury)
Conditional Approvals
Workday Notification to Requester
<ILT_Course Name>

29. Create Supplier Request (Vendor Setup) – Key Changes
<Course Name>
Create Supplier Request (Vendor Setup) – Key Changes
Vendors are called Suppliers in Workday.
Supplier setup requests will be entered directly in Workday.
Supplier information changes will complete in Workday through the Supplier Change Request form.
In Workday, supplier names are entered in ALL CAPS, as they are in Oracle.
Vendor setup and check request are two separate processes in Workday.
<ILT_Course Name>

30. Create Supplier Request (Vendor Setup) – Key Changes
<Course Name>
Create Supplier Request (Vendor Setup) – Key Changes
Includes a provision for specifying wire payment information.
A separate wire payment request to Treasury is no longer required.
Includes a provision for attaching tax forms.
Routes directly from the Cost Center P2P AP Specialist to the Vendor Compliance Unit (VCU).
There is no approval required from the Department.
Supplier information is viewable by Departments
Allows visibility that a supplier record already exists or requires an update.
<ILT_Course Name>

31. Create Supplier Request
Look up to see if Vendor already exists
If not, Create Supplier Request
Required to add at least one primary contact

32. Create Supplier Request
Add one primary contact—phone or
Enter address
Attach all required tax documents
Enter comments
Click OK
Go back in and Review what was entered and add:
Accepted form of payment
Default payment type
Accepted currency

33. Create Supplier Invoice (Check Request)
Section Title Goes Right Here
Create Supplier Invoice (Check Request)
Overview

34. Create Supplier Invoice: Future State Detailed Process Flow
<Course Name>
Create Supplier Invoice: Future State Detailed Process Flow
Reviews / Approves
Reviews / Approves
OFAC Compliance (Administrator)
Cost Center P2P - 10K Approver
Identify need for payment
Create Supplier Invoice
Reviews / Approves
Process
Payment
Reviews / Approves
Reviews / Approves
Cost Center P2P AP Specialist
Cost Center P2P - 1K Approver
Accounts Payable (YSS)
Accounts Payable
Cost Center P2P – Unlimited Approver
Reviews / Approves
Optional
Grant Award
Tax Manager
Grant Manager
Department Conditional Approvals
Central Conditional Approvals
<ILT_Course Name>

35. Create Supplier Invoice (Check Request) – Key Changes
<Course Name>
Create Supplier Invoice (Check Request) – Key Changes
Check requests are referred to as Supplier Invoice Requests in Workday.
Vendor setup and check request are two separate processes in Workday.
Some departments may continue to internally transmit payment requests for processing to the Cost Center P2P AP Specialist through an electronic or paper form.
Additional approvers—known as Ad-Hoc Approvers—can be selected from specific roles related to the business process.
Workday will allow setting a future invoice date.
<ILT_Course Name>

36. Create Supplier Invoice (Check Request)
Search to see if Vendor already exists and validate that information is up-to-date
Create New Vendor or modify existing Vendor information if needed
Create Supplier Invoice Request
Defaults todays date (can add future date)
Pick Yale from Drop Down
Type in Vendor Name and choose from list
Pick Remit to Connection
Enter Amount, Supplier Reference number, Special Handling if applicable and memo
Enter “CR” and a TCN Number
WR + TCN for Wire
If a Rush is needed append with “- RUSH”
Indicate if Special Handling is required
Enter Business Purpose or reason

37. Create Supplier Invoice (Check Request)
Always choose Service
Enter Spend Category
Enter Amount

38. Create Supplier Invoice (Check Request)
Enter Country of Activity
Enter COA
Enter Memo
Attach backup & Click Submit

39. Process PO & Non-PO
Invoices
(AP Worklist)

40. Process PO Invoice: Future State Detailed Process Flow
<Course Name>
Process PO Invoice: Future State Detailed Process Flow
Submit PO Invoice
Supplier or
YPPS
Review / Approve
Foreign Services
Cost Center Approver 10K
Central AP Analyst
Tax Review Needed
Review / Approve
Run Supplier Accounts Match Process
Review and Edit Invoice Variation Exceptions
Perform Settlement Process
Process payment to Supplier
Review / Approve
Tax Manager
Cost Center Approver Ulimited1K
Embargoed Countries
Cost Center P2P Invoice Specialist
Cost Center Approver 1K
Account Payable Settlement Specialist
Optional
OFAC Compliance
Grant Award
Asset Trackable Line, or Business Asset Accounting
Grant Manager
Business Asset Accountant
Department Conditional Approvals
Workday Activity
Central Conditional Approvals
<ILT_Course Name>

41. Process PO Invoices – Key Changes
<Course Name>
Process PO Invoices – Key Changes
In Oracle, the AP Worklist user accesses invoices on-hold in order to review, modify, validate receipt of goods and submit them for approval. In Workday, these transactions will be sent directly to the Workday Inbox of the Cost Center P2P Invoice Specialist.
Once the invoices are processed, they route to the Cost Center P2P Approver – 1K.
If the transaction is greater than 1K, an additional approver is needed.
Ad-Hoc Approvers can be added as anytime.
<ILT_Course Name>

42. Process Non-PO Invoice: Future State Detailed Process Flow
<Course Name>
Process Non-PO Invoice: Future State Detailed Process Flow
Cost Center Approver 1K
Review / Approve
Foreign Services
Review / Approve
Central AP
Tax Review Needed
Asset Trackable Line, or Business Asset Accounting
Perform Settlement Process &
Generate payment to Supplier
Review / Edit Supplier Invoice
Cost Center Approver 10K
Submit Invoice
Process Invoice in Kofax
Invoice created in Workday
Review / Approve
Controller Offices
Cost Center Approver Ulimited1K
Accounts Payable Data Entry Specialist
Cost Center P2P Invoice Specialist
Supplier or
Department
Account Payable Settlement Specialist
Embargoed Countries
Optional
Subaward Spend Category
OFAC Compliance
Grant Manager
Workday Activity
Department Conditional Approvals
Central Conditional Approvals
<ILT_Course Name>

43. Process Non-PO Invoices – Key Changes
<Course Name>
Process Non-PO Invoices – Key Changes
OK2Pay invoice are referred to as Non-PO Invoices in Workday.
Workday allows you to create PO’s (by using specific Requisition Types) that will require department review and approval on all invoices processed against that PO.
Our goal is to reduce the number of Non-PO invoices when at all possible. Workday will still allow them to be processed similar to how they are today.
<ILT_Course Name>

44. Supplier Invoices
Invoices Processed against a PO that require approval will create Tasks in the Cost Center P2P Invoice Specialist Workday Inbox.

45. Supplier Invoices

46. Supplier Invoices
Information on Terms and Taxes, and applicable Invoice Reference Information
The matching summary will provide you with the reason this invoice needs review and approval. In addition, the invoice is attached and readily accessible.

47. Supplier Invoices
Chose the Match Exception Override reason and Click OK.

48. What’s Next Section Title Goes Right Here Workday@Yale Overview

49. Instructor-Led Training (ILT) Coaching/Clinic Session
Web Simulation
Coaching/Clinic Session
Web-Based Training
Training Guide
Auditorium Session
Quick Guide (QG)
Training will be offered from May through July in a variety of ways—depending on topic areas, ensuring you are fully prepared for the transition to Workday. This includes: clinics available after go-live for hands-on support, auditorium sessions, Instructor-led training, and web-based training options.
           
To ensure we’re providing you with accurate training materials, we’re testing them in User Acceptance Testing (taking place April through May), namely Quick Guides, to ensure they accurately capture our business processes and the Workday tool.
More info to follow…

50. Support You will have support!
Local Workday Gurus are embedded in your department
Workday.yale.edu provides access to quick guides, web-based training, and additional supporting documentation
Yale Shared Services (YSS) will provide tier-one helpdesk support through the Finance Support Center (FSC)
Heightened support will be provided from July through October
Your first option for support will be your Local Workday Guru and training materials found on the web (e.g. Quick Guides, Web-based training, etc.)
YSS will be providing the ‘front-door’ for Finance support through their Finance Support Center (FSC)
Calls will be answered and addressed as quickly as possible and escalated as needed
Hyper-care support will be provided from July – October
This means if the call center is unable to answer a question, there will be a team of people ‘behind’ them to help get you the answer you need quickly
More specific details to follow

51. What’s Next Become an ambassador of change
<Course Name>
What’s Next
Become an ambassador of change
Grow your network and take some time to meet other Local Workday Gurus
Topics for next Knowledge Building Session
User Acceptance Testing April 17 – May 19
Testers who are selected will be notified soon
End User Training begins May 22 (tentative)
Local Workday Gurus are encouraged to attend training that is specific to their business area
This will help you to continue to become comfortable with the content
Local Workday Guru Preparation for Go-Live begin June 5 (tentative)
Revisit the session objective
-be comfortable with change
<ILT_Course Name>

52. Questions & Discussion