Additional Security Coming: UR Financials Remote Access

Duo Graphic - It Takes TwoTo better protect the data in UR Financials, Duo two-factor authentication will be implemented when UR Financials launches next month. Beginning January 5, 2015, if you log in to UR Financials from outside the University network, you will need to take a second action to verify your identity.

How Duo Two-Factor Authentication Works

You will log in to UR Financials with your NetID and password as usual. Then, you will be prompted to verify your identity through a device you have enrolled in Duo, such as your mobile phone, tablet, or landline phone. Both levels of authentication must be completed before you can access UR Financials.

Duo How It Works

A tutorial showing how to log in to UR Financials with Duo is available on the Duo website.

Action Required by January 4, 2015

Medical Center Users
When remotely accessing UR Financials, you will need to connect to URMC’s VPN first utilizing Duo two-factor authentication, then log in to UR Financials. If you already enrolled in Duo for URMC systems and installed VPN, no action is required.

If you have not yet enrolled in Duo for URMC systems and installed VPN, follow the instructions on the ISD Get Help Intranet site by January 4, 2015. If you have any questions or need help enrolling your device, contact the ISD Help Desk at (585) 275-3200 for assistance.

Non-Medical Center Users
If you already enrolled in Duo for remote access to HRMS, no action is required. HRMS and UR Financials both use your NetID credential, so they use the same enrollment process for Duo.

If you have not yet enrolled in Duo for HRMS, complete the following steps by January 4, 2015:

  1. Make sure you are connected to the University network (either on site or remotely through VPN) and have access to the device(s) you plan to use to verify your identity.
  2. Go to the Duo Enrollment website at https://www.rochester.edu/it/security/duo/enrollment.
  3. Follow the on-screen instructions to register your device(s) for two-factor authentication. (Tutorials and FAQs are available at https://www.rochester.edu/it/security/duo.)
  4. Once enrolled, two-factor authentication will be activated when UR Financials goes live on January 5, 2015.

If you have any questions or need help enrolling your device, contact the IT Help Desk at (585) 275-2000 for assistance.

The FRS Account to UR Financials FAO Crosswalk – Now Updated

The preliminary cross reference between FRS accounts and Financial Activity Object (FAO) is available for use. The Excel spreadsheet allows users to look up their FRS accounts and determine the corresponding UR Financials FAO. As additional accounts are added to FRS, the UR Financials project team will update the cross reference to reflect the changes.

FRS Accounts pulled from Cognos as of 11/19/14 (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

The Updated Request for Advance Travel Tickets (F2) Form is Ready for Use

Starting with travel arrangements being made this week, you should download and use the latest version of the Request for Advance Travel Tickets (F2) form located on the Finance Forms page.

The F2 forms has been slightly updated to reflect the new Financial Data Model (FDM) utilized by UR Financials. This is the first of several forms that will be updated to accommodate the FDM.

Check back here for more announcements on other updated forms, as they become ready for use.

Please contact us if you have any questions.

Registration Open for UR Financials Non-Company Level Reporting class

You have taken the Introduction to UR Financials eLearning course and passed the required associated assessment. Now it’s time to register for the Non-Company Level Reporting instructor-led training class.

Prerequisites:
Completing the Introduction to UR Financials eLearning course and a passing the required associated assessment with a grade of 80% is required prior to registering for this class.

When you are ready to register you will notice two offerings of the Non-Company Level Reporting class; a basic and advance session.  To determine the registration option that is best for you, please review the Non-Company Level Reporting course outline.

Sign-up:
There are several offerings, but you need only attend one, so Sign-Up for an class option that is most convenient for you.

Location:
Classes will be conducted at 315 Science Parkway, Building C for November classes only. This location no longer uses shuttle service due to the transition to their new facility next month.  Parking is now free and onsite at this location. Classes from December to February will be held at Rochester Tech Park.

Class times: (Don’t forget to add this to your calendar after registering of class)

Non-Company Level Reporting Basics Non-Company Level Reporting Advanced
Start time 8:30 AM 8:30AM
End Time 12:00 noon 4:00PM*

*Lunch will be provided for the Advanced Non-Company Level Reporting class only

Stay tuned for more information to come on classes and as always, Contact Us with any questions you may have.

Take the UR Financials Survey!

The UR Financials implementation is progressing towards its final phases.  As many of you are aware, this system will replace FRS, our aging legacy financial system, by January, 2015. 

 

Once again we solicit your feedback in an effort to ensure necessary levels of preparedness. Your continued response allows us to tailor project activities to your needs.  

UR Financials Survey

Please take five minutes to answer the anonymous survey through the link above. The survey will be available until October 31, 2014 .

 

Join Us for October 22/23/24 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.

Please join us for the October installation focusing on Financial Forms and Post Go Live Support with an update on UR Financials’ Hands-On session progress, Conversions, Project Status and Training.

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, participant access has been increased to 125 virtual seats, 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
  • Data Conversion Update
  • Hands-On Session Progress
  • Post Go Live Support
  • Training Assessment and Instructor-led class Registration Update
  • Future Demo Day Topics
  • Q&A

Hands-On Sessions: Sign Up Now!

Based on your feedback, we are pleased to offer the following Hands-On session in UR Financials. These are designed to enhance your understanding of the new financial system and corresponding Chart of Accounts. For these sessions, converted FRS data and the Workday Financial Data Model (FDM) have been loaded into a UR Financials environment for your preview and practice.

Sign up for an option that is most convenient for you.  There are eight (8) identical Hands-On sessions being offered.

Prerequisites:  Prior to a Hands-On session, the following MUST be completed:

Agenda:  Hands-On sessions will cover the following topics:

  1. UR Financials Overview
  2. Log into the UR Financial system
  3. Use the Search feature to locate 2 reports
  4. Running the Monthly Ledger report
  5. Hands-On Practice
  6. Running the Transaction Details report
  7. Hands-On Practice

Note: Completion of all prerequisites are required before attending a Hands-On session.

We look forward to seeing you there!

Instructor-Led Training Dates Included in User Training List

As part of the UR Financials rollout, instructor led classroom training (ILT) will be offered to all users who will be hands-on in the new system.  There are eight (8) different classes designed to provide customized guidance on how to perform specific processes and tasks in the new financial system.

The User Training List has been recently updated to provide the names of all users who will be in the new financial system and training dates for each required ILT class. All ILT classes listed are considered required, except for the Reporting with Excel class.  This optional class will have training dates announced in December, 2014.  Look for your name and classes assigned to take.

Remember:  To prepare for all instructor-led classes, the Introduction to UR Financials eLearning is required to complete prior to registering for class. Currently the Assessment is turned off.  This eLearning will be formally released in October via the Blackboard LMS with the Assessment link activated at that time.

Keep posted to UR Financials and Demo Days for more updates on the eLearning, certification and registration process.

Please contact us with any questions.

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

For those partaking in this 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

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, UR Financials training, 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

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.