Sign Up for Demo Days

Please join us for the December 17/18/19 Demo Days focusing on Post Go Live Support details, with a Project, Conversions and Training update. Please review the presentation materials prior to the session.

We are pleased to offer three identical sessions to make it easier to attend.

  • Wednesday 12/17 Alumni and Advancement Center Seminar Room 101

NOTE: Meeting is back to its original time, 1:30 – 2:30 PM.

For those partaking in this meeting via WebExClick Here and enter your name and e-mail if prompted. The meeting password is: workday

Conference call info is included below:
Dial in: 1-888-330-3581Access Code: 6534022

  • Thursday 12/18: River Campus, Gleason room 318/418, 3 – 4 PM
  • Friday 12/19: Medical Center, Class of ’62 Auditorium room G-9425, 3 – 4 PM

There are still open seats left! Please sign up for an option of your choice.

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

Additional Security Coming: UR Financials Remote Access

Duo Graphic - It Takes TwoTo better protect the data in UR Financials, Duo two-factor authentication will be implemented when UR Financials launches next month. Beginning January 5, 2015, if you log in to UR Financials from outside the University network, you will need to take a second action to verify your identity.

How Duo Two-Factor Authentication Works

You will log in to UR Financials with your NetID and password as usual. Then, you will be prompted to verify your identity through a device you have enrolled in Duo, such as your mobile phone, tablet, or landline phone. Both levels of authentication must be completed before you can access UR Financials.

Duo How It Works

A tutorial showing how to log in to UR Financials with Duo is available on the Duo website.

Action Required by January 4, 2015

Medical Center Users
When remotely accessing UR Financials, you will need to connect to URMC’s VPN first utilizing Duo two-factor authentication, then log in to UR Financials. If you already enrolled in Duo for URMC systems and installed VPN, no action is required.

If you have not yet enrolled in Duo for URMC systems and installed VPN, follow the instructions on the ISD Get Help Intranet site by January 4, 2015. If you have any questions or need help enrolling your device, contact the ISD Help Desk at (585) 275-3200 for assistance.

Non-Medical Center Users
If you already enrolled in Duo for remote access to HRMS, no action is required. HRMS and UR Financials both use your NetID credential, so they use the same enrollment process for Duo.

If you have not yet enrolled in Duo for HRMS, complete the following steps by January 4, 2015:

  1. Make sure you are connected to the University network (either on site or remotely through VPN) and have access to the device(s) you plan to use to verify your identity.
  2. Go to the Duo Enrollment website at https://www.rochester.edu/it/security/duo/enrollment.
  3. Follow the on-screen instructions to register your device(s) for two-factor authentication. (Tutorials and FAQs are available at https://www.rochester.edu/it/security/duo.)
  4. Once enrolled, two-factor authentication will be activated when UR Financials goes live on January 5, 2015.

If you have any questions or need help enrolling your device, contact the IT Help Desk at (585) 275-2000 for assistance.

Announcements on Forms, Training and Conversions

To help you prepare for the UR Financials system going live on January 5th, we have posted these articles on the following topics:

Please cascade this information to interested parties and keep posted to this site as we announce more guidance and support for this transition.

UR Financials (Workday) to Go Live On January 5, 2015 and Forms

The university is transitioning from its 30+ year old financial system to a new UR Financials system.  The UR Financials system is based on the Workday Financial suite and is expected to be available to all trained users on Monday, January 5, 2015.  The transition will require most financial forms to change from the old accounting language to the new accounting language.  Information on which forms are changing and the transition date for when each new form is available will be posted on the Finance Forms website.

Here is the schedule when the new forms should be used:

  • Starting with submissions on 12/29 : F4, F7, F8, F34, AP Request form, F5, F6, F9 forms
  • Starting with submissions on 12/31: F3 form
  • Starting with deposits posting January 1st: Banking Entry form
  • Starting with submissions on Journal Entry 1/1/15

Please visit the Purchasing, or Treasury  website for their updated forms.

Instructional forms videos are now available on our Forms page.  Please review the Introduction to Forms video to learn more about the new accounting language. It is suggested that for this transitional period (December and January), that both the old FRS and new UR Financials accounting terms be entered on the forms.

Remember: If you have any versions of these forms stored on your computer, delete those versions and replace them with the new versions.

Please contact us with questions you may have.

Please Register (and Attend) UR Financials Training Classes

The UR Financials (Workday) application will be going live and available to trained users on January 5, 2015.   There are approximately 950 users that need to attend a report training class in order to be able to run financial reports.  The list of individuals to be trained is posted on the Training Page.   If you are one of the individuals that need to attend training, please Sign Up for one of the 50 class events as soon as possible.  There are a limited number of seats available per class and in total.  Once registered, please attend the class.  Attendance is mandatory for individuals to gain access to the production environment.

Note: eLearning Class Prerequisite Reminder
If you have not taken the eLearning course (and certification) “Introduction to UR Financials”, please do so.  As a reminder, you must take this course and pass the certification before attending any instructor led class. 

If you have questions, please use the Contact Us.

Converted Data Ready for Review

FY15 July Through October Converted Data available in the Conversion /Hands On Workday Environment

FY15 converted data is now available in the Conversion/Hands On environment in Workday.  We have loaded and validated July through October data with the exception of Grants related balance sheet and revenue data. 

For those individuals that were able to attend the Reporting Hands On sessions back in October, you should have some familiarity in running the reports that were demonstrated.   For others unable to attend the sessions, we have posted the Hands On session material as a guide for running some of the reports.   In addition, it will be beneficial to review the eLearning course for additional introductory information on the UR Financials application.

User security has been updated in this environment based on the returned COGNOS Security Access forms that have been returned.

If you have questions, please Contact Us 

 

Join Us for December 17/18/19 Demo Days

Please join us for the December’s installation focusing on Go Live Preparation and Post Go Live Support for the UR Financials system 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 Project Update
  • Data Conversion Update
  • Go Live Preparation
  • Post Go Live Support Update
  • Training Update
  • Future Demo Day Topics
  • Q&A

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

December UR Financials Classes to be held at Rochester Tech Park

Rochester Tech Park Training Center will be now available for UR Financials classes starting in December.  All Non-Company Level Reporting classes delivered in December through February will be held at this new training location in Gates.

Rochester Tech Park Training Center Address:  779-903 Elmgrove Rd, Bldg.1, Rochester Tech Park, Rochester, NY 14624

Parking is free and onsite with directions provided here.

For those that signed up for Non-Company Level Reporting classes to be delivered in December, please update your calendars to reflect this change.

If an Outlook invitation was sent to you for your specialized class, please follow the location details listed there.

We hope you enjoy your class.

 

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.