UR Financials Project – Go Live Delay Update

We last communicated on April 1 2014 that the July 2014 go-live of the UR Financials project will be postponed until later in the fiscal year. We expect to delay approximately 4-6 months.   The delay will not affect the scope of system functionality at go-live, but it will help ensure a better implementation that should enhance the user experience at go-live and beyond.

We continue to make significant progress on the issues we identified during testing while also keeping on pace with planned development and testing. We expect to resolve all major issues by early May 2014 so that we can resume with additional testing. Based on the progress made resolving the issues, we will publish revised plans with a new go-live date in May 2014.

Please forward questions you may have using the Contact Us link on the UR Financials website.

Doug Wylie and John Barden
Project Management, UR Financials 

Join Us for April 16/17/18 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 March installation focusing on Accounts Payable Process Changes, Financial Form samples, 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 and Delay Rationale
    –   Impact to Project Deliverables
  • Training Demonstration
  • Forms Update
  • Future Demo Day Topics
  • Q&A

Notice – UR Financials “Go-Live” Postponed

Together, we continue to make significant progress with the financial system replacement project. Thank you for your continued engagement. Functionality and quality have been, and remain paramount, in our implementation of Workday Financials. Through extensive testing, several items have surfaced that are taking some time to resolve in partnership with Workday before going forward. For example, during recent testing of the Workday financial system, the processing time we experienced was much longer than we considered acceptable. In order to improve the system performance, Workday has fast-tracked this issue as a top priority for their technical team. We fully anticipate a successful resolution to this and all significant issues. However, we do not believe adequate time remains in the current plan to fully test these changes. Therefore, after a thorough discussion with the Executive Steering Committee we have decided to postpone go-live from our originally planned date of July 1, 2014 to later in the fiscal year.

We would ask that we all continue on pace with current work plans. Interim dates established for interfaces, testing, and other work requests largely remain unchanged and require continued effort. Within the next four to six weeks, we expect to publish revised plans with a new go-live date after individual items have been resolved and tested. We will keep you posted as we progress, proactively reach out to those impacted by this change in deployment date, and look to your continued support going forward. This slight delay will help assure a better implementation which should enhance the end user experience for our University community at go-live and beyond.

Please forward questions you may have using the Contact Us link on the UR Financials website.

Doug Wylie and John Barden
Project Management, UR Financials

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 March 13, 2014 (FY2012, and FY2014 with New subcode descr or attribute change)

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

The FRS Account to UR Financials FAO Crosswalk – Update

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 3/13/14 (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

UR Financials Ledger Accounts, Spend & Revenue Category Listing – Update

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 March 13, 2014

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

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 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) – 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.

Workday Highlight – Technical Management & Integration

The Technical Management and Integration team within the UR Financials team holds a special responsibility for the life of the project: to transition from the Financial Records System (FRS) to the incoming Workday system.  With this introduction are tireless efforts of research, testing, revising and documentation.  Over the forty years of its existence, FRS created hundreds of lines and links to auxiliary systems such as HRMS, Cognos, COEUS and FAMIS, among others.  Those links require careful attention to ensure that data is transmitted seamlessly and that all business processes may be maintained over the transitional period and beyond.  Once the links are created and tested, the Integration team will continue to support the Financial Data Converter to maintain the translation of information from FRS to Workday and from Workday to FRS.

Though often surrounded by the designs, architecture plans and risk-mitigation procedures, the UR Financials Integration team stands front and center with their meticulous and expert utilization of our data and we salute them for their efforts!