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!

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.

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:

  1. 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.
  2. 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.
  3. 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.
  4. 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.

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

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 Hereand enter your name and e-mail if prompted. The meeting password is: workday

Conference call info is included below:
Dial in: 1-888-330-3581; 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?

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

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

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

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

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.

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