Just Released: The Financial Data Model Video!
Have you heard about the new Financial Data Model used with Workday?
We invite you to preview our most recent video located on our Video Snippet page, under the Training navigation. This 5 minute overview highlights our change from the FRS Chart of Accounts to the new Financial Data Model (FDM) designed for the Workday system. To assist in understanding this new coding system, the video also provides an overview on conversion tools developed for your use when translating FRS codes to the Workday FDM. Contact us and let us know what you think.
AP SIG meeting cancelled for February
This month’s AP SIG meeting scheduled on Thursday, February 27th has been cancelled. Please update your calendars to reflect this change. Join us for the next meeting scheduled in March.
No Grants SIG meeting today
As a reminder, today’s Grants SIG meeting has been cancelled. Please check the UR Financials Calendar for future meetings. Happy Valentine’s Day!
Join Us for February 19/20/21 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 February installation focusing on the Workday Financial Data Model along with Process and Policy Changes.
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 Here, and enter your name and e-mail if prompted. The meeting password is: workday
Conference call info is included below:
Dial in: 1-888-330-3581; Access Code: 6534022
Meeting agenda is posted below. Presentation materials will also be accessible through this link.
- UR Financials Overview
– Testing Update
– Project Timeline - Financial Data Model
- Process and Policy Changes
- Q&A
And the winner is…
Thank you to all who responded to our poll to select the topic for our Demo Days events in February! Based on your votes, we will be discussing the Financial Data Model (or Workday Chart of Accounts) and process and policy changes. We hope you will join us for this important session which will help you better understand the underlying foundation of Workday, as well as the changes you can expect to see at go-live.
Please be on the lookout for event dates and locations. We look forward to your participation!
The FRS Account to Workday FAO Crosswalk – Update
The preliminary cross reference between FRS accounts and Workday Financial Activity Object (FAO) is available for use. The Excel spreadsheet allows users to look up their FRS accounts and determine the corresponding Workday FAO. As additional accounts are added to FRS, the UR Financials team will update the cross reference to reflect the changes.
FRS Accounts pulled from Cognos as of 1/17/14 (Open, Frozen status) — Does not include Net Investment in Plant (NIP) FRS accounts.
Refer to the crosswalk spreadsheet here.
Feedback or questions, please use the Contact Us link on the UR Financials website
FRS Subcode to Workday Worktags Crosswalk – Update
An updated cross reference between FRS subcodes and Workday worktags has been added to this website. The Excel spreadsheet allows users to look up their favorite FRS subcodes and determine the corresponding Workday Spend Category, Revenue Category, and Ledger account. As additional subcodes are added to FRS, the UR Financials team will update the cross reference to reflect the changes.
Refer to the crosswalk spreadsheet here, under the FRS Subcode to Workday Worktags Crosswalk heading. Data represented from Cognos as of January 22, 2014 (FY2012, and FY2014 with New subcode descr or attribute change)
Feedback or questions, please use the Contact Us link on the UR Financials website
Workday Ledger Accounts, Spend & Revenue Category Listing – Update
An updated job aid is available that shows ledger accounts and their associated spend or revenue categories, if applicable. This Excel spreadsheet allows users to look up ledger accounts and categories based on the nature of the transaction. As additional ledger accounts and categories are created, the UR Financials team will update this job aid to reflect those changes.
Refer to the crosswalk spreadsheet here. Data represented from Workday as of January 22, 2014
Feedback or questions, please use the Contact Us link on the UR Financials website
Special Interest Group (SIG) – Accounts Payable meeting
Thursday, January 23rd from 1:00pm – 2:00pm at the Alumni and Advancement Center on East River Road, Seminar Room (101)
The focus of this meeting will be a review of key process changes to Supplier Invoices and Banking & Settlement, status on design topics, as well as Testing and Training plan updates.
Final slides for the meeting have been posted in the Resources > Accounts Payable SIG page.
Join Us for January 23/24 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 next event, where we will provide an update on ongoing testing and discuss details around training.
We have heard your feedback and are pleased to be offering two 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 Here, and enter your name and e-mail if prompted. The meeting password is: workday
Conference call info is included below:
Dial in: 1-888-330-3581; Access Code: 6534022
Meeting agenda is posted below. Presentation materials will also be accessible through this link.
- UR Financials Overview
– Project Update
– Project Timeline - Testing Phase
– Testing Timeline
– Test Components Definition - Training Update
– Courses and Delivery
– Development Process
– Timeline and Resources - Wrap Up
– Communications
– Demo Days
UR Financials Project Prospective
Entering 2014, we launch into the formal Test phase of the project. During the formal Test phase, we will be including some of the Special Interest Group members to test Workday to ensure that the design meets their unique needs. We will be executing four iterations of testing:
- Test Cycle 1 (Component) – in test cycle 1, we will be testing components of the design to make certain that, as individual pieces, they perform as expected.
- Test Cycle 2 (End-to-End) – test cycle 2 will link together test scenarios from test cycle 1 to be a comprehensive end to end test of the business process. This test cycle validates that all the individual components work properly together.
- Test Cycle 3 (Day in the Life) – test cycle 3 will be emulating “life in a Workday environment”. User security will be tested to verify that security roles can perform the appropriate functions when Workday is turned on. Additionally, over 100 interfaces will be tested and posted into Workday to validate that all are ready for go-live. Reports will be used to verify the results in Workday.
- Test Cycle 4 (Workday 22) – on March 22, 2014, we will be receiving the release of Workday that we will go live on. Workday 22 has some critical features that need to be functioning as expected. The two major features are the multi-company design (allowing us to have balanced set of books at the divisional level, yet report as one legal entity) and enhanced reporting features. We will test all new functionality delivered in Workday 22, as well as re-test all other functionality that we will go live with.
Besides testing in this phase, we will be finalizing the forms revisions, develop the training material, establish end user security for go-live, and develop a Workday Data Governance structure. It will be a busy 4 months, but necessary to be ready for training delivery in the May-July time as well as preparing for go-live.
As always, we appreciate all the feedback that we have received and are grateful for your support as we all partake on this journey. Collectively, we can make the university “ever better”.
The UR Financial Project Team
UR Financials Project Retrospective
As we prepare for the holidays, the past two months have been very productive within the project team.
- We have been completing the Prototype phase of the project where we have taken the paper design and mocked up various scenarios to verify how the design works in Workday. At the completion of the Prototype phase, the intent is to have the design final and ready for the formal test phase of the project.
- The project has finalized an agreement with a local company to develop the training material for the project. Formal training will occur in the May-July 2014 timeframe.
- With the change from the FRS chart of accounts to the Workday Financial Data Model, many forms need to be revised to accommodate the change. We have been busy identifying all the forms and making the appropriate changes. It is anticipated that some forms will be made available via a web-based form for ease of use and conversion into Workday.
- Workday release 21 appeared on our doorstep on November 11th. This Workday release brought reporting enhancements to the team to facilitate better Budget to Actual report capabilities.
Looking back over 2013, we have conducted 10 Demo Days to introduce individuals to Workday, held over 30 Special Interest Groups (SIGs) to provide a deeper view into business process and policy changes, and countless presentations to individual groups across the university, medical center, and hospital.
We appreciate all the feedback that we have received and are grateful for your support as we all partake on this journey. As the UR Financials project team, we coordinate and manage the project; however, the success of this project depends on everyone in the university providing assistance and support as we complete this conversion from FRS to Workday.
We hope you enjoy this festive time of year. Please remember to return to our website for a look ahead on the UR Financials project in 2014.
Happy Holidays!
The UR Financial Project Team
No December Demo Days- See you in January!
Due to the holidays, we will not be holding Demo Days in December. We will resume our events in January 2014 with the first session planned on Thursday, January 23. Based on your positive feedback, we will continue to hold sessions at alternative locations also. Stay tuned for more information as the date draws closer. Happy Holidays!
Financial Forms with Potential For Change Due to UR Financials Project
The following spreadsheet contains a listing of all known forms that will require some type of change as we transition to Workday from FRS. If you are aware of any forms that are NOT on this list, but will require modification due to Workday, please use the Contact Us link on the UR Financials website.
UR Financials Forms – As of 12-2-13
When using the Contact US link, please supply your email information so that someone from the UR Financials project team can contact you regarding questions we may have.