Special Interest Group (SIG) – Grants Management Meeting

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

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!

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

Demo Days Recap – August, 21 2013

The first installment of the “Day in the Life” Demo Days series was held on August 21st at the Alumni and Advancement Center Auditorium.  The “Day in the Life” series uses real U of R data in our current configured Workday prototype environment. Through these events, we hope to provide you with preview of what day to day activities will look like in Workday.

A crowd of over 75 University community members took part in the live demonstration, while 39 more attendees joined the event using the WebEx option.  An in-depth focus on Workday supplier invoice processing was demonstrated by the Accounts Payable Team led by Marta Herman, Accounts Payable Manager. Marta explained how Workday will be implemented post go live, July 2014. There was a great deal of content reviewed including policy changes and specific invoice examples processed in Workday so we encourage you to look at the Appendices of the slides on the Resources tab of this site under the Demo Days section.

Your input will contribute to the growth and success of the UR Financials project so please fill out the post demonstration survey (distributed via e-mail) if you attended the event. As always, any questions you have may be submitted through the Contact Us form.  Many questions and answers have already been archived in the FAQs section of this site.

Demo Days are back! Join us on August 21, 2013

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 next series of Demo Days for the months of August-December 2013 will reflect “A Day in the Life” and use real U of R data. This will allow you a sneak peek into what your day to day activities will look like in Workday.

Please join us for the first Demo Day in this series, focusing on Supplier Invoice Processing in Workday.

Date: Wednesday, August 21, 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 be made available on Friday through this link.

  • Processing Supplier Invoices
    –      Review Key Process Changes
    –      Review Supplier Request Workflow
    –      Review PO and Non-PO Invoice Workflow
  • Workday Demo

Special Interest Group (SIG) – Accounts Payable Meeting

To be held Thursday, July 25th from 1:00pm – 2:00pm at the Alumni and Advancement Center on East River Road, Board Room (C120)

The focus of this meeting will be a review of the impacts that we have identified so far that our Workday implementation will have on the University community.  The goal is to identify additional impacts, verify the magnitude of the impacts, and prioritize them such that we can follow up with appropriate communications and training.  In preparation for this meeting, please consider all the changes we have discussed so far related to new suppliers, invoice entry, and approvals in Workday.  Think of the related issues/impacts for which you feel additional communication and/or training is needed.

Special Interest Group (SIG) – Grants Management Meeting

To be held Thursday July 18th from 3:00pm – 4:30pm at the Medical Center Building, first floor in 1-9545 Natapow Conference Room

The Grants team will be providing an update on the UR Financials implementation and discussing the SIG member role. The team will go through the process of setting up an award in Workday and will review and discuss business process improvements.

Slides for the meeting can be found under the Resources > Grants Management SIG tab.

UR Financials User Survey Results

We recently completed our first stakeholder survey regarding the financial system replacement project, UR Financials. We received 655 responses and the overall response indicates awareness and engagement in the project is off to a very good start. To ensure necessary levels of preparedness as we progress through the implementation, we will be soliciting your feedback at regular intervals.  This initial survey will serve as a baseline and allow us to identify areas that may require more focus in the coming months.

Below is the breakdown of respondents by University area and years of FRS experience.

By University Area:
Central Administration: 20%
River Campus: 25%
Medical Center: 55%

By Years of FRS Experience:
0-5 Years: 50%
6-10 Years: 16%
11-15 Years: 11%
16-20 Years: 7%
20-25 Years: 6%
Over 25 years: 10%

Some key observations from the survey results include:

  • An overwhelming majority (84%) 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 (67%).
  • While early, already a majority of respondents have a sense of how their role will be impacted by this change (60%).  This is a high number at this early stage, and we will continue to broadly communicate additional details as role and process changes are being considered.
  • Nearly all respondents (92%) expressed a willingness to learn new skills in the pursuit of strengthening the University.

Over the coming months, we will be taking the following action steps to address your feedback:

  • Communicating increasing details about the changes to individual roles and university processes you can expect and how those will impact you and your work.
  • Broadening visibility and participation in various special interest groups to incorporate your feedback into the project activities.
  • Continue outreach efforts such as regular demonstrations and meeting with standing committees to assure broad transparency to project activities and decisions.

In return for survey participation, five individuals were randomly drawn for a prize.  Winners were contacted to receive their prizes which were U of R umbrellas.

We look forward to your continued engagement and support. Please let us know if we’ve left out anything you’d like to know by using the Contact Us link.

Upcoming Demo Days – May 14, 2013

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. Over the course of our Demo Days in April, May and June, we are highlighting three key benefits of Workday: auditability, inquiry functionality and the framework for security and workflow.

Please join us for the second Demo Day in this series, focusing on the Workday inquiry function.

Date: Tuesday, May 14, 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 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: 1-866-603-2932; Access Code: 6534022

Meeting Agenda

  • Workday Search Box
  • Worklets
  • Drill Features & Inquiry Options
    • Drill From Worklets
    • Basic Inquiry
    • Advanced Inquiry
    • Drill From Reports (e.g. Trial Balance)
  • Benefits of Workday Inquiry
  • Attachments
  • Demo

Presentation materials will be available prior to the Demo Day through this link.

 

Demo Days Recap – April 17, 2013

The fourth installment of the Demo Days series was held on April 17th at the Alumni and Advancement Center Auditorium from 1:30 pm to 2:30 pm.  A crowd of over 90 University community members took part in the live demonstration of Workday’s functionality while 50 more attendees joined the event using the WebEx option.  An in-depth focus on Workday Business Processes was demonstrated by Michael Bonanno, Accounts Payable Business Analyst.  Mike showed how Workday can be used to potentially replace the current RFP process.  The focus and theme of the presentation was on auditability and was immediately followed by an active Question and Answer session.  It was great to see so many people and questions; your input will assist the growth and success of the UR Financials project!

A copy of the presentation slides can be downloaded here:
UR Financials – Demo Days April 17, 2013

Demo Days are held at the Alumni and Advancement Center usually on the third Wednesday of each month.  Our next Demo Days is actually on a Tuesday, May 14th, 2013.  These meetings are ideal opportunities to witness Workday in action and to interact with the UR Financials project team.  Check this site for upcoming agenda items and use the Contact Us tab if you would like to attend the next Demo Day presentation.