Post Go Live Support: User Call-In Sessions Scheduled

If you currently have access to the UR Financials system you may have acquired some questions upon logging in.  The project team has developed User Call In sessions to help address your questions quickly.

These sessions are designed to further assist users with any questions, or issues immediately after Go Live on January 5th. Production access is required for these virtual/online support sessions. Times offered for these support sessions are below.

Please SIGN UP when you have questions, or need assistance after following the Self Help steps. Questions will be answered in the order on the sign up page.

Dates
• January 6, 8, 13, 15, 20, 22, 27, 29
• February 3, 5, 10, 12, 17, 19, 24, 26

Time
1:00 – 2:00 pm

Room
Virtual Only, WebEx will be sent out to users on the sign up list.

 

Reminder: Duo Two-Factor Authentication Required for Remote Access to UR Financials

To better protect the data in UR Financials, Duo two-factor authentication is now required for remote access to the system. If you log in to UR Financials from outside the University network, you will need to take a second action to verify your identity.

If you have not already enrolled in Duo, follow these instructions to complete enrollment.

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

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

UR Financials Live for Certified Users

Today is the day!  UR Financials, our new financial system, is running live in our production environment.

All certified users can log into the system at this time.  This refers to users that have completed the following:

  1. Have a Workday Access Form submitted
  2. Passed all necessary training assessments in BlackboardThis includes the Introduction to UR Financials eLearning AND the Non Company Level Reporting class tests for non company level users.
  3. Submitted an approved COGNOS Security Verification Report

If you have not completed the above items, please do so now.

Provided is a list of Certified Users as of January 23, 2015 4:00 PM.  After achieving certification, access should be provided 1-2 business days later.

If you have any questions, please contact your local Project Champion.

 

Preparing for Go Live: December Close

For the month of December, your financial transactional data for close will be accessible using FRS and COGNOS. After December close is final, transactions will be created in UR Financials going forward.

  • December close will take place Tuesday, January 6, 2015
  • Data Warehouse should be loaded with DECEMBER data, Thursday, January 8, 2015
  • Ledgers will also be available that day.

This is also posted on the Data Warehouse Dashboard. If you have any questions on this Contact Us.

Preparing For Go Live: How to Check Your Grades in Blackboard

It’s important to be aware of your grades for any UR Financials course in Blackboard.  Grades of an 80% or higher are necessary to fulfill training prerequisites and certification for the UR Financials system which goes live on Monday, January 5th.

How to Check your Grades in Blackboard:

  1. Inside the Blackboard system, in the upper right corner of your screen, select the dropdown arrow next to your name
    grade check3
  2. Then chose the Grade icon on the left navigation of the dropdown menu.
    grade icon
    This will take you to the My Grades page detailing all your grades in Blackboard.  Here is where you will find your UR Financials course grades as well.

If you received an 80% or higher on your assessments, congratulations – you have passed!  If you have not passed, and used all your attempts, please Contact Us.

Happy Holidays!

 

Preparing for Go Live: Sign Up for Training

To prepare for accessing your financial transactions using UR Financials, don’t forget to sign up for the UR Financials Non Company Level Reporting class.  Seating is limited to one registration per person with either a half-day, or full-day session option.

NOTE: If you don’t have a COGNOS account currently, you will need to request access to UR Financials before you take any training, or assessments.

Below are the prerequisites for class:

  1. Having a current COGNOS account, or completing the UR Financials Workday Access form
  2. Completing the Introduction to UR Financials eLearning course
  3. Passing the required Introduction to UR Financials Assessment with a grade of 80% is required prior to registering for this class
  4. Submitting your approved COGNOS Security Verification report with appropriate signatures to your Divisional Finance lead.  Details can be found on the UR Financials Access page

Remember, these are mandatory prerequisites and need to be completed before taking class.  We hope you enjoy class.

Post Go Live Support: Report and Tools Workshops Available

For several months, training has been offered to prepare you for the transition to our new financial system and we continue to offer training such as; UR Financials eLearning, Forms video training and instructor led reporting classes with training materials included.

To further enhance your learning experience after you have experience on UR Financials (Workday), we are offering two types of workshops post go live, January 5th. These include Reporting Workshops and Tools Workshops.

If you feel you need more hands on support after you explore your financial data in the production environment and practice the recommended self support suggestions, sign up for one of these sessions.  Choose the workshop that meets your needs.

Preparing for Go Live: Updated Financial Forms Are Ready for Download

As part of the UR Financials (Workday) implementation, most financial forms have been updated.  These forms have been scheduled for release as they become ready for use.  Visit the Finance Form page now to download updated versions of common forms and see their effective date for use.  Training videos have also been provided which will guide users on how to complete these forms using the new Financial Data Model (FDM). The Introduction to Forms video, located at the top of the page, is a great place to start.

During this time of transition (December – January) it is acceptable to provide both the FRS account and the Workday translation on forms.  After February, all forms must use the new FDM code structure.

Remember: Delete previous versions of forms from your hard drive after downloading the updated forms.

Please Contact Us with any questions you may have.

Reminder: Duo Two-Factor Authentication Required for Remote Access to UR Financials

To better protect the data in UR Financials, Duo two-factor authentication will be required for remote access to the system when it launches next month. Beginning on 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.

If you have not already enrolled in Duo, follow these instructions to complete enrollment.

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

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

Excel Class Sign Up

This two (2) hour Excel for UR Financials class is offered to supplement your UR Financials Reporting skills. Please review the course outline to determine if this class is appropriate for you. If so, you must complete all the prerequisites before taking the class.  Please visit the Sign Up page for complete details.

Seating is limited with ONLY be 250 seats offered for this class. When registering, ONLY take one seat per person as it’s first come first serve.

NOTE: A 48 hour cancelation policy is in place. If you cancel last minute, or do not show, you are taking a seat from another.

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 Schedule

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.