December 18 Depositor SIG Meeting with WebEx signup

Please join us for the December Depositor SIG meeting where we will discuss important deposit timing updates and cashiering location-specific reminders and updates.

You can join us in person at the Alumni and Advancement Center, Seminar Room 1:00-2:00PM or via WebEx.  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 new meeting password is: Workday1

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.

  • Project Updates
  • Documentation recap
  • Journal Sources recap
  • When is an RC/SC required on my cash transaction?
  • Cash Close Timing – IMPORTANT Updates
  • Banking Entry Form and Treasury site recap
  • Automated Postings
  • Cashiering Location-specific reminders/updates
  • Key Dates

FRS Subcode to Workday Worktags Crosswalk — UPDATED

Back in September we replaced the structure of this existing spreadsheet with a new layout. This crosswalk spreadsheet now has two tabs to represent Integrations that flow through Workday (January 1, 2015) and the Converted Balances that we are migrating to Workday (July 1 – December 31 2014). Note that each tab includes both SL & GL subcodes. Utilize filtering to perform searches.

Converted Data will be translated from FRS to Workday terms using the “Balance Conversions” tab for July 1 thru Dec 31 2014 balances. Starting in January 1, 2015, all transactions will use the “Integrations” tab for the second half of FY2015 and ongoing. The major differences with these two tabs are how Property, Plant & Equipment are handled.

Visit the Tools page and scroll down to the FRS Subcode to Workday Worktags Crosswalk section to access this crosswalk. Once opened, use this spreadsheet to look up favorite FRS subcodes to determine the corresponding Workday Spend Category, Revenue Category and Ledger account. As additional subcodes are added to FRS, the UR Financials project team will update the cross reference to reflect these changes.

Data represented from Cognos as of November 7, 2014 (FY2014 and FY2015 with New subcode description or attribute change)

Some FRS subcodes have been consolidated under one Spend or Revenue Category. There are also new Spend and Revenue Categories that don’t currently exist in FRS as subcodes. This is by design as we move to the new Chart of Accounts in UR Financials.

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.

December 3rd AP SIG Meeting with WebEx signup

Please join us for the December AP SIG meeting where we will cover material pertinent to our AP activity transition that has already in progress.

You can join us in person at the Alumni and Advancement Center, Seminar Room 1:00-2:00PM or via WebEx.  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 new meeting password is: Workday1

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.

  • Project Updates
  • Documentation recap
  • Journal Sources recap
  • Header Memos, Line Memos and other memo-like fields recap
  • Go-live transition dates recap
  • SOLO Spend Categories

November 20 Depositor SIG Meeting with WebEx signup

Please join us for the October meeting where we will start to discuss more details regarding what is changing for depositors.

You can join us in person at the Alumni and Advancement Center, Seminar Room 1:00-2:00PM or via WebEx.  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: Workday2

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.

November 6th AP SIG Meeting with WebEx signup

Please join us for the November AP SIG meeting where we will discuss go-live transition dates for AP activities/forms as well as review documentation and field mappings.

You can join us in person at the Alumni and Advancement Center, Seminar Room 1:00-2:00PM or via WebEx.  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 new meeting password is: Workday1

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.

  • Project Updates
  • Documentation recap
  • Journal Sources recap
  • Header Memos, Line Memos and other memo-like fields recap
  • Go-live transition dates
  • Key Dates

Take the UR Financials Survey Before it’s Closed

Thank you to all that have taken the project survey opened on October 16th. As a reminder, there is only one week left before the survey is closed.  Your feedback is important.

Our first survey was distributed in April and we received positive and encouraging feedback. Your responses will allow us to continue to tailor project activities to your needs.

Please click here to take the anonymous survey by October 31st, 2014. 

Side note: we have had technical difficulties with releasing the survey for last week’s Demo Days.  We appreciate your patience as we resolve this and post accordingly.

October 23 Depositor SIG Meeting with WebEx signup

Please join us for the October meeting where we will start to discuss more details regarding what is changing for depositors.

You can join us in person at the Alumni and Advancement Center, Seminar Room 1:00-2:00PM or via WebEx.  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.

  • Documentation
  • Cash Close Timing
  • Updated Forms
  • Journal Sources
  • Automated Postings
  • Q&A

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 .

 

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.

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.

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!