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! 

 

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.

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.

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 

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

Join Us for February 19/20/21 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 February installation focusing on the Workday Financial Data Model along with Process and Policy Changes.

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
    –   Testing Update
    –   Project Timeline
  • Financial Data Model
  • Process and Policy Changes
  • Q&A

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) – 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.