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.

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! 


Special Interest Group (SIG) meeting– Accounts Payable

Thursday, July 24th 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 discussion on Documentation with examples of Transaction Types, Forms update, Future Topics and Key Dates.  A project update will be given at the beginning of the meeting.

Preliminary slides for the meeting have been posted in the Resources > Accounts Payable SIG tab.

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 June 25, 2014 (FY2012, FY2013 and FY2014 with New subcode description or attribute change)

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

Special Interest Group (SIG) – Accounts Payable

Thursday, June 26th 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 discussion on the system’s AP Configuration Status and the Settlement Process in UR Financials using Workday.  A project update will be given at the beginning of the meeting.

The slides for the meeting have been posted in the Resources > Accounts Payable SIG tab.

UR Financials Ledger Accounts, Spend & Revenue Category Listing – Just Updated!

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 project team will update this job aid to reflect those changes.

Refer to the crosswalk spreadsheet here.  Data represented from Workday as of June 20, 2014.

For feedback or questions, please use the Contact Us link on the UR Financials website.

Changes to the UR Financials Newsletter

In December 2013, the project team received feedback asking for an easier way to receive project information. In response to this feedback, the team began sending a UR Financials Newsletter semimonthly that included project news and information about upcoming events for users of the finance system.

In our efforts to continually strive for timeliness, clarity, and efficiency, we will discontinue the UR Financials Newsletter on June 10, 2014. Instead, everyone who currently receives the Newsletter will now receive updates via email as articles are posted to the UR Financials website. Rather than receiving news semimonthly, you will receive it as it happens. No action is required.

Below you will find a sample of what the new email updates will look like.


If you have not previously received the UR Financials Newsletter and would like to receive email updates, enter your name and email address in the Subscribe field located in the upper right corner of this website. If at a later date you want to unsubscribe, please contact us at urfinancials@ur.rochester.edu.

We welcome your feedback on this new communication feature.

UR Financials Go-Live Postponed to January 1, 2015

The go-live date for the new finance system, UR Financials, has been delayed to January 1, 2015. To ensure a smooth transition from FRS to UR Financials, additional time is needed to validate system performance and complete thorough testing, data conversion, and system integrations. This delay will not affect the scope of system functionality at go live nor exceed the project budget. Please contact the UR Financials team with any questions or concerns.