Updated FRS Subcode to Workday Worktags Crosswalk

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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.  Data represented from Cognos as of October 31, 2013 (FY2012, and FY2014 with New subcode description or attribute change)

Feedback or questions, please use the Contact Us link on the UR Financials website

The FRS Account to Workday FAO Crosswalk is here!

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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.

Refer to the crosswalk spreadsheet here.

Feedback or questions, please use the Contact Us link on the UR Financials website

No December Demo Days- See you in January!

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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 Wednesday, January 22. 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

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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.

Special Interest Group (SIG) – General Ledger / Chart of Accounts

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Tuesday December 17th from 9 – 10 am held at the Alumni & Advancement Center building in Seminar Room 101.

The General Ledger / Chart of Account Special Interest Group members will discuss the following:

  • Review Balance Sheet Ledger Accounts
  • General Topics

All GL / COA SIG meeting documents can be found on the Resources > General Ledger/Chart of Accounts tab.

Note: Cancelled GL SIG meetings for December, 3rd and 31st.  Please update your personal calendars to reflect this change.

We look forward to seeing you there!

November Demo Days: We’re taking the show on the road!

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You may be familiar with Demo Days or have participated in one of these events, designed to introduce Workday and demonstrate its functionality. Our upcoming events will be in the form of informational sessions providing 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 recent design decisions and discuss the training approach.

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 can be accessed through this link. 

  • UR Financials Project Update
    –   Key Changes
    –   Major Decisions
  • User Training
    –   Types of Training
    –   Timeline
  • UR Financials Website
    –   General Structure
    –   Training Page Walkthrough

Do These Systems Look Familiar?

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University IT has been working with the Workday implementation teams to ensure a smooth transition for systems impacted by the changes to the Chart of Accounts. As the format of account and subcode get replaced by the Workday terminology of FAO and FAC, the data construct changes (6 digit account numbers now become 8 alphanumeric FAOs; 4 digit subcodes become 7 alphanumeric digits) .

The following are secondary systems / areas investigated for change in Chart of Accounts impact:

System
Student Employment Office
Financial Aid-PowerFAIDS
Student Housing
Reslife
URSecurePay
TransAct ( Food Services)
BlackBoard Transact
Med Ctr Payroll Deduction
RC GYMs
MC Gyms
RC Cashier Offices
Libraries
Parking Office
Bookstores
Conference & Events
Memorial Art Gallery
Eastman School of Music

If you believe that you may have a situation with a system not listed above that could be affected by the Chart of Accounts change, please contact Jeff Meteyer ( 585-406-1066, jeff.meteyer@rochester.edu) for review.

UR Financials User Survey #2 Results

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We recently completed our second stakeholder survey for UR Financials. The survey was distributed electronically to 1900 users and we received 237 responses (a 12.5% response rate) over a period of two weeks.  The overall survey response is encouraging and shows continued awareness and engagement around the project. We registered equal or improved scores on all dimensions compared to our baseline survey that was completed in April 2013.      

Additionally, we received 65 responses to our open-ended question. We appreciate the time you took to share your thoughts with us and provide detailed feedback. We will be addressing the concerns surfaced through your responses in upcoming events, presentations and communications.

Below is a breakdown of respondents by University area and by function:

11-13-2013 1-25-35 PM

Survey Highlights:

  • An overwhelming majority (91%) are aware that our legacy financial system (FRS) is being replaced, though a smaller group is aware that risk mitigation is the primary emphasis in defining project scope (74%).
  • Nearly all respondents (94%) expressed a willingness to learn new skills in the pursuit of strengthening the University.
  • A sizeable group of users indicated that they had a clear understanding of how their roles will be impacted (64%).
  • Respondents exhibited a high level of confidence that they will be adequately prepared for changes to their jobs (73%).

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

  • Increasing frequency and level of detail of communications to deliver targeted messages around what users can expect and how their day-to-day job responsibilities will change.
  • Continuing to leverage Special Interest Groups and launching our Project Champion network to ramp up engagement and build confidence levels.
  • Continuing outreach efforts such as regular demonstrations and meetings with standing committees to ensure broad transparency around project activities and decisions.

UR Financials Overview

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GL/COA team co-leads Kathy Strojny and Patty Stevens led two informational sessions at the Simon School of Business and the Medical Center on November 5th and 8th. The presentations provided a general overview of the UR Financials project and timeline. They also introduced the Financial Data Model (FDM), which is the replacement for the FRS chart of accounts, and worktags, which are the underlying building blocks. The sessions were well-attended and a dynamic discussion followed the presentation of materials. The slides, which include a crosswalk from FRS to Workday, are posted under Resources > UR Financials Project General Information.

FRS Subcode to Workday Worktags Crosswalk

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It’s here!

The preliminary cross reference between FRS subcodes and Workday worktags is available for use.  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.

Feedback or questions, please use the Contact Us link on the UR Financials website

Special Interest Group (SIG) – Grants Management Meeting

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To be held Thursday November 7th from 2:00pm – 3:30pm at the Medical Center, 1-9555 Louise Slaughter Conference Room.

The Grants team will be discussing the following agenda:

  • SIG Roles and Responsibilities
  • Inbound Subawards in Workday
  • Outbound Subawards in Workday
  • Activity/BUDGET Date v Accounting Date
  • Journal Entries and Supplier Invoices
  • Open Items from last SIG meeting

Presentation slides can be found under the Resources > Grants Management SIG tab.

It’s here! Demo Day on Reporting on October 16, 2013!

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You may be familiar with Demo Days or have participated in one or more of these events, designed to introduce Workday and demonstrate its functionality. Our current series of Demo Days for the months of August-December 2013 reflects “A Day in the Life” and uses real U of R data. This format is designed to allow you a sneak peek into what your day to day activities will look like in Workday.

Please join us for the third Demo Day in this series, focusing on Reporting in Workday.

Date: Wednesday, October 16, 2013
Time: 1:30 to 2:30 PM
Location: Alumni and Advancement Center on East River Road in the Seminar Room (#101)

 Space is limited. Please Sign Up Here to reserve a seat or a spot on the WebEx.

To access the 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.

  • Workday Reporting Strategy
    –   Overview and process changes, data conversion process
    –   Benefits and Challenges
  • Workday Demo
    –   Prototypes of Monthly Ledger and Monthly Transactions Report
    –   The Power of Worktags

Special Interest Group (SIG) – Grants Management Meeting

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To be held Thursday October 3rd from 8:30am – 10:00am at 1200 Scottsville Rd, Second Floor, Genesee Conference Room.

The Grants team will be discussing the following agenda:

  • SIG Roles and Responsibilities
  • SIG Activities and Percent of Time
  • Open Items from last SIG meeting
  • Curent vs. Future State
  • How it will work in Workday
  • FRS to Workday Transformation
  • Transaction vs. Budget Dates
  • Cost Sharing Scenarios

Presentation slides can be found under the Resources > Grants Management SIG tab.

Special Interest Group (SIG) – Integrations Technical Team

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Wednesday September 18, 2013 from 3-5 pm at Alumni and Advancement Center in Seminar Room 101

The Integrations Technical Team will be presenting the following:

  • Overview of Project in Relation to Integrations
  • Brief Review of Types of Integration and Responsibilities (UR or Workday)
  • Timeline
  • Discussions around Communications (e.g. Error Trapping and Messaging)
  • Demonstration of the Financial Data Converter
  • Testing Strategy
  • Ongoing Communications

The full meeting presentation can be accessed  Resources > Integrations SIG tab.

Join us for the next Demo Day on September 18, 2013!

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You may be familiar with Demo Days or have participated in one or more of these events, designed to introduce Workday and demonstrate its functionality. As part of the project effort, monthly Demo Days events are being held to introduce Workday and demonstrate its functionality. Our current series of Demo Days for the months of August-December 2013 reflects “A Day in the Life” and uses real U of R data. This format is designed to allow you a sneak peek into what your day to day activities will look like in Workday.

Please join us for the second Demo Day in this series, focusing on Journal Entry Initiation and Approval in Workday.

Date: Wednesday, September 18, 2013
Time: 1:30 to 2:30 PM
Location: Alumni and Advancement Center on East River Road in the Seminar Room (#101)

Space is limited. Please Sign-Up Here to reserve a seat or a spot on the WebEx.

To access the 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.

  • Processing Journal Entries
    –   Review Key Process Changes
    –   Review Journal Entry Workflow
    –   Review Integration Workflow
  • Workday Demo