Sign Up for Demo Days This Week!

As part of the UR Financials project effort, monthly Demo Days events are held to introduce UR Financials (Workday) and demonstrate its functionality as our new financial system.

Please join us for the September 17/18/19 installation focusing on Hands-On Session information, Data Conversions and the Monthly Ledger Report along with a Project and Training update. Please review the presentation materials prior to the session.

We have heard your positive feedback and are pleased to be offering three identical sessions to make it easier to attend.

Wednesday 9/17: Alumni and Advancement Center Seminar Room 101, 1:30 – 2:30 PM
Thursday 9/18: River Campus, Gleason 318/418, 3 – 4 PM
Friday 9/19: Medical Center, G-9425 Class of ’62 Auditorium, 3 – 4 PM

There are still open seats left! Please access the UR Financials website to sign up for an option of your choice.

NEW Special Interest Group (SIG) – Depositor Team

Thursday September 25, 2014 — 1:00-2:00pm
Alumni and Advancement Center, Seminar Room 101
Marta Herman / Depositor Team

  • Review Existing Processes
    • Making deposits and postings easier
  • Review UR Financials Processes
    • Deposit inputs
    • Workday process
    • Report outputs
  • Process Change Details
    • Timing of deposit and posting to ledgers
    • Updated deposit receipts to complete when bringing your deposits to a cashiering location
    • New Banking Entry form for certain situations

Meetings will include the review of prepared materials, discussion, and ample time for questions and answers.

COGNOS Security Verification Report

As we prepare for the implementation of the UR Financials application, we are required to perform a review of the current COGNOS security for financial reports.   The COGNOS security will be the basis for providing access to the new Workday reports.  Please run the “My FRS Security to be used for Workday” report from the #Financial Reports/Common Shared folder location in COGNOS, and review the currently assigned permissions. Note any changes necessary, and forward to your manager for signature.  Your manager will then forward to your Divisional Finance lead for final signature and return to the UR Financials Security coordinator for processing.

Any new requests for COGNOS or Workday access should go through the existing COGNOS user id request process.

All documents need to be returned to Divisional Finance lead prior to September 30th to allow the UR Financials security team to process and provide access to Workday.  Anyone not signing and returning the access form will not be given COGNOS or Workday access.

For questions, please use the Contact Us link.

The Financial Data Converter Tool has been updated

The Financial Data Converter Tool has been updated as of September 11, 2014. Not only have the mapping for FRS ledger and accounts to the new Workday FDM been updated, but the interface has recently been improved.  Based on your feedback, a field has been added which will supply the Spend or Revenue category description for easy understanding of the new codes.  Use this tool to help translate your current FRS codes to the new FAO and Spend/Revenue category.

Join Us for September 17/18/19 Demo Days

You may be familiar with Demo Days or have participated in one of these events, designed to introduce Workday and demonstrate its functionality.

Please join us for the September installation focusing on Data Conversions with information on upcoming Hands-On Sessions, the Monthly Ledger Report, along with a Project and Training Update. 

We have heard your feedback and are pleased to be offering three identical sessions to make it easier to attend. Please Sign-Up Here for an option that is most convenient for you.

For those partaking in the meeting via WebEx, please Click Hereand enter your name and e-mail if prompted. The meeting password is: workday

Conference call info is included below:
Dial in: 1-888-330-3581Access Code: 6534022

Meeting agenda is posted below. Presentation materials will also be accessible through this link.

  • UR Financials Project Update
  • Applying UR Financials – Hands-On Session Information
  • Data Conversion Update and Tools
  • Monthly Ledger Report
  • Training Update
  • Future Demo Day Topics
  • Q&A

FRS/COGNOS to UR Financials FDM Report – Now Available in COGNOS

As announced at the August Demo Days, the UR Financials project team has developed 2 new COGNOS reports which brings in not only the FRS chart of accounts but also the Workday Financial Data Model equivalent values based on the mapping table.   In essence, this provides COGNOS users with a crosswalk version of their current FRS/COGNOS data in UR Financial terms.  These are useful reports to validate the mapping for your FRS accounts to the Workday FAOs in the new financial system.

The production versions of the FRS terms to UR Financial term reports are now located in COGNOS. You can access these reports based on your current security permissions thru the below path:

https://cognos.dw.its.rochester.edu
go into the #Financial reports/Workday folder, then FRS to Workday comparison reports- Public use folder

Budget values – FRS to Workday terms
Actual expenses – FRS to Workday terms

Please report any issues to the UR Financials mailbox via the Contact Us link.

UR Financials User Survey #3 Results

On July 31st, you were asked Are We Ready?  To help determine this, we disseminated our third UR Financials survey.  The survey was distributed electronically to 1785 users and we received 156 responses (an 8.73% response rate) over a period of two weeks.  The overall survey response shows continued awareness and engagement around the project. Questions on this survey were designed to provide a deeper dive into the upcoming phase of the project and topics that are vital to our successful implementation.  From these pointed questions, we have created an action plan to address areas in our survey that registered 50% or higher of  the combined data points from the Neutral, Disagree and Strongly Disagree values on the survey satisfaction scale.

Additionally, we received 74 responses to our open-ended question. We have addressed the concerns surfaced through your responses in August’s Demo Days events, Project Champion meeting and upcoming communications.

Below is a breakdown of respondents by Organization area and by Duties Performed:
Survey 3 pie charts

Action Items Identified:

  • Understanding the  FRS to UR Financials (Workday) Chart of Accounts translation
  • Workday Monthly Ledger Report
  • Hands-on experience with Workday
  • Scheduled training dates and times
  • More demonstrations
  • Post Go-live Support  plan

Currently we have been taking the following action steps to address the above findings:

  • August’s Demo Days event focused entirely on the survey results and helped validate the action plan that will address the areas of opportunity above.  Future events will assist in communicating the Post Go Live Support Plan with more detail.
  • To assist with the new Chart of Accounts understanding and translation of current FRS accounts we have released early our eLearning solution, Introduction to UR Financials and Forms videos on UR Financials website.
  • To further assist with understanding the new Chart of Accounts, a distribution of a COGNOS FRS to Workday mapping report has been tested with a pilot audience and well received.  We will continue to offer this as a tool to others and communicate how to access and use it for FRS account code translation/ mapping to the new Financial Data Model and conversion approvals
  • Finally the Financial Data Convertor ,developed to translate FRS codes to the new Financial Data Model has been updated to provide UR Financials Spend and Revenue Categories (FRS sub accounts) with descriptions

Over the coming weeks we will be taking the following action steps to address the remaining items:

  • We will continue outreach efforts using Demo Day events, increasing the amount of demonstrations to show Chart of Account translations, Form updates with step by step instruction with a discussion on the end to end process and viewing the Workday 23 Monthly Ledger report.
  • Introduce a series of ‘Hands On’ sessions using the UR Financials that will provide early access to the system and experience running the Monthly Ledger report.  This will provide a brief, yet tangible experience of FRS translated data in the system and assist with Conversion of FY15 data to Workday term for approval.  Please Note:  These sessions will not replace instructor-led training sessions starting in November.

Demo Day Follow-up and Survey

For August’s Demo Days events, the UR Financials project presented a review of our project survey and action items to address areas of opportunity.  We thank you for your participation and feedback on our action plan.

We hope you found the presentation useful and we look forward to your feedback. If you attended one of the sessions offered, please take a couple of minutes to complete this survey so we can continue to tailor these events to your needs.

If you were not able to attend, you can access the presentation on the UR Financials website. We are in the process of compiling answers to the questions we received and will be posting them to the FAQs.

If you have any questions, please let us know through the Contact Us form on the website.

Sign Up for Demo Days This Week!

As part of the UR Financials project effort, monthly Demo Days events were held to introduce Workday and demonstrate its functionality. We have since transitioned to informational sessions, starting with a project update followed by a spotlight on a relevant topic.

August’s installation has been changed to focus on the UR Financial Survey Results, areas of opportunity and the action items that we have identified to address them. Please review the presentation materials prior to the session AND come prepared to provide feedback.  This will be an interactive event.

Wednesday 8/20: Alumni and Advancement Center Seminar Room 101, 1:30 – 2:30 PM
Thursday 8/21: River Campus, Gleason 318/418, 3 – 4 PM
Friday 8/22: Medical Center, G-9425 Class of ’62 Auditorium, 3 – 4 PM

There are still open seats left! Please access the UR Financials website to sign up for an option of your choice.

Join Us for August 20/21/22 Demo Days

You may be familiar with Demo Days or have participated in one of these events, designed to introduce Workday and demonstrate its functionality. We have since transitioned to informational sessions, starting with a project update followed by a spotlight on a relevant topic.

Please join us for the August installation focusing on a Data Conversion Plan discussion, along with a Project and Training update. 

We have heard your feedback and are pleased to be offering three identical sessions to make it easier to attend. Please Sign-Up Here for an option that is most convenient for you.

For those partaking in the meeting via WebEx, please Click Hereand enter your name and e-mail if prompted. The meeting password is: workday

Conference call info is included below:
Dial in: 1-888-330-3581Access Code: 6534022

Meeting agenda is posted below. Presentation materials will also be accessible through this link.

  • UR Financials Overview
  • Project Update
  • Data Conversion Plan
  • Training Update
  • Future Demo Day Topics
  • Q&A

Training Materials Now Available

Are you interested in learning more about how the new financial system works? We have released a series of educational tools early to orient and prepare users for the new financial system. These are all available on the UR Financials Training page.

1. Introduction to UR Financials (Prerequisite to all instructor-led classes) *

This 45-minute e-learning course explains what UR Financials (Workday) is and how to use it. Topics include:

  • Explanation of the new Financial Data Model (FDM)
  • How to translate FRS account information to the new Chart of Accounts
  • How to log in, navigate, and search the new system
  • How to run a basic report in the new system

2. Introduction to Forms (Prerequisite to all form instructional videos)

This video explains the impact of the new Chart of Accounts on your FRS accounts and commonly used forms. Topics include:

  • Explanation of the new Financial Data Model (FDM)
  • Translation tools that will convert FRS accounts to the new structure
  • How to apply translation tools to the updated financial forms

3. Form Instructional Videos

This video series details what will be changing in individual finance forms. (Draft forms are also available for preview on the UR Financials Training page.)

More information is to come on dates, times, and registration for instructor-led classes that will be held in November-December.

* NOTE: Users who will be taking instructor-led classes will need to complete a certification test at the end of the Introduction to UR Financials e-learning course. This test will be released in October.  Please know, you may review the e-learning course multiple times prior to taking this test.

Take the UR Financials Survey Before it’s Closed

Thank you to all that have taken the survey opened last Thursday. As a reminder, there is only one week left before the survey is closed.  Your feedback is important to us!

Our first survey was distributed in April and we received positive and encouraging feedback. Having completed several milestones since then and increasingly sought to engage the user community, we would like to gauge your perceptions around the upcoming change. Your responses will allow us to continue to tailor project activities to your needs.

Please click here to take the anonymous survey by August 14, 2014. 

Are We Ready? – Take the UR Financials Survey!

As many of you are aware, efforts to replace FRS, our aging legacy financial system, have been underway. In November 2012, we kicked off our UR Financials project geared at implementing Workday throughout the University. The system will be operational by January 1, 2015.

 

In an effort to ensure necessary levels of preparedness as we progress through the implementation, we are soliciting your feedback again. Your responses continue to allow us to tailor project activities to your needs.

 

UR Financials Survey

Please take five minutes to answer the anonymous survey through the link above by August 14, 2014 . All participants will be entered into a drawing for five prizes so don’t miss this opportunity!