1. Workday Financials Introduction
April 18, 2017

2. Agenda Overview Functions and Features Roles Chart of Accounts
Next Steps

3. Overview

4. 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

5. 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

6. 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

7. 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+

8. 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

9. 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

10. Functions and Features of Workday

11. 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 notifications unavailable

12. 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

13. Mobile Expenses Capabilities

14. Workday Roles

15. 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

16. Chart of Accounts

17. 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)

18. Next Steps

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

20. 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.

21. 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>

22. 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
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.

23. Questions & Discussion