Financial Data Model Crosswalks updated

The following three (3) crosswalks and job aid listing has been updated on the Tools page as of July 23, 2015.

  • FRS Department to Workday Cost Center Crosswalk
  • FRS Account to UR Financials FAO Crosswalk
  • UR Financials Ledger Accounts, Spend & Revenue Category Listing (JOB-AID)
  • FRS Subcode to Workday Worktags Crosswalk

These crosswalks are used for FAO, Worktag, Ledger Accounts and Spend / Revenue Category reference. Each have their own guidance and disclaimers as noted on the Tools page.

Grants Management Enhancements – Facilities & Administration (F&A) and Revenue Recognition

A Grants Management enhancement has been implemented in UR Financials effective July 1, 2015. Facilities and Administration Expense and Revenue Recognition journals will be created at the time the direct expenditure is recorded on Supplier Invoices and Supplier Invoice Adjustments to more accurately match revenue with expense in the accounting period in which the transaction occurs regardless of when settlement occurs.

Please note transactions will be handled differently as follows: 

Supplier Invoices and Supplier Invoice Adjustments Dated prior than 7/1/2015 (Current Process)

  • Supplier Invoices and Supplier Invoice Adjustments do not recognize Facilities and Administration (F&A) Expense and Revenue at the time the direct expense is recorded
  • F&A Expense and Revenue Recognition occur at the time of payment for expenditures (known as settlement, when a check is cut to pay the Supplier)
  • Supplier Invoices and Supplier Invoice Adjustments dated prior to 7/1/2015 will continue under this process and not process under the new enhancement, meaning F&A and Revenue will continue to be recognized at settlement
    • In the very near future, an enhancement will be delivered to change the processing of F&A and Revenue Recognition for new transactions with document dates prior to 7/1/2015. A separate communication will be sent once this functionality is released.
  • Supplier Invoices and Supplier Invoice Adjustments “in process” prior to 7/1/2015 will continue under this current process and not process under the new enhancement, meaning F&A and Revenue will continue to be recognized at settlement
  • These transactions are not Billable until settlement is complete

Supplier Invoices and Supplier Invoice Adjustments Dated 7/1/2015 and later (Enhancement)

  • Supplier Invoices and Supplier Invoice Adjustments will have F&A and Revenue journals created at the time the direct expenditure is recorded to more accurately match revenue with expense in the accounting period in which the transaction occurs, regardless of when payment is made
  • For new transactions, F&A and Revenue Recognition will occur at the time of Business Process (BP) completion (data entry and approval of supplier invoice/adjustment, if needed)
  • These transactions are not Billable until settlement is complete (no change to existing process)

For questions on this, please feel free to contact your Staff Accountant in ORACS or Terry Messenger.

UR Financials Reports Utilizing Ledger Account – Now Operational

The Ledger Account issues experienced yesterday in UR Financials Production system has been RESOLVED.
Users can now successfully filter and run the following reports listed below. 

Affected reports with prompt issue (may not be limited to):

  1. FAO Budgetary Balance Summary – Monthly Ledger URF0945
  2. FAO Budgetary Balance Summary – Monthly Ledger (NCL) URF0902
  3. FAO Budgetary Balance Summary – Monthly Ledger Printable URF0940
  4. FAO Budgetary Balance Summary – Monthly Ledger Printable (NCL) URF0941
  5. FAO Summary of Funds URF0964
  6. FAO Summary of Funds (NCL) URF0965
  7. FAO Summary of Funds (NCL) URF0965B

Affected reports with behind-the-scenes filtering:

  1. Award Line Summary of Funds (NCL) URF0983
  2. All Project LTD reports.

Please contact us with any questions.

UR Financials Planned Outage tonight at 11:00 PM EST

The UR Financials systems (Sandbox and Production) will be unavailable this evening, June 29th, at 11:00 PM while fixes are being applied by Workday.  Service should be back online at 2:00AM on June 30th.

As a precautionary measure, system monitoring will take place to verify overnight integration have not been impacted.

 

Grants Management Dashboard Label Issue

The Grants Management Dashboard currently denotes (Do Not Use) within the Grants Management Dashboard title. Please ignore this inaccurate label until this is resolved by Workday. This is only a cosmetic issue as the Grants Dashboard is still fully functional.
GMD error

Another communication will be sent when this is resolved. In the interim, if you have any questions, please contact us.

User Alert: UR Financials Reports Utilizing Ledger Account – Currently Nonoperational

The Ledger Account object is not working presently in certain UR Financials scenarios listed below. 

Scenarios include:

  • Filtering Reports – “No Items” will show when searching for Ledger Accounts in the Ledger Account (Exclude prompt). See a partial list of impacted reports below.
  • Running Reports – User receives the error “The entered information does not meet the restrictions defined for this field (Ledger Account for CRF)” when running a report that filters on ledger account behind the scenes.

ledger account error msg 062915

Affected reports with prompt include, but may not be limited to:

  1. FAO Budgetary Balance Summary – Monthly Ledger URF0945
  2. FAO Budgetary Balance Summary – Monthly Ledger (NCL) URF0902
  3. FAO Budgetary Balance Summary – Monthly Ledger Printable URF0940
  4. FAO Budgetary Balance Summary – Monthly Ledger Printable (NCL) URF0941
  5. FAO Summary of Funds URF0964
  6. FAO Summary of Funds (NCL) URF0965
  7. FAO Summary of Funds (NCL) URF0965B

Affected reports with behind-the-scenes filtering but not prompt:

  1. Award Line Summary of Funds (NCL) URF0983
  2. All Project LTD reports

A Workday case has been opened to resolve this issue.  They have estimated this to be resolved by July 4th.  Once this defect is resolved, it will be announced on the UR Financials site and emailed to users.


Please note: The Spend Category (Exclude) filter is operational and is listed on the monthly ledger reports.  This can be used to remove allocations from your report results.

To view your monthly ledgers, with allocations removed, follow these simple steps:

  1. Locate your monthly ledger report in UR Financials
  2. Select your required prompts, as normal
  3. In the Spend Category (Exclude) prompt, select all the spend category allocations to remove from the report results
    1. Click the prompt icon for Spend Category (Exclude)
    2. Type allocationsin the prompt search window
    3. To quickly select all allocations listed, scroll to the bottom of the list, then hold the SHIFT key and left-click on the last value
      exclude allocations
  4. Run report

A follow-up message will be posted when this issue is resolved.  In the interim, if you have any questions on this issue, please contact us.

 

 

 

2015 Fiscal Year-End Finance Announcements

There has been an update to the 2015 Fiscal Year-End Finance Schedule.  Please see change highlighted inline below.
______________________________________________________

As the University’s fiscal year end approaches for June 30, 2015, there are special timing considerations and actions required on your part in order to ensure that all financial transactions are recorded properly and in the current fiscal year.

FORMS:

Request for Payment (F-4) and Student Expense Report for University Business (F-34) must be received in Accounts Payable no later than 4PM on Friday, June 12, 2015. Please send to Accounts Payable, RC Box 278958.

Payroll Reallocation Changes – Requests for payroll reallocation changes on Form 800 should be received no later than 4PM on Friday, June 12, 2015. Please send your materials to Laura Bardossi, Box PERC.

Employee Expense Reports (F-3) – must be received in Accounts Payable no later than 4PM on Tuesday, June 23, 2015. Please send to Accounts Payable, RC Box 278958.

All journal entry forms and 312 requisitions (non-purchasing) due in divisional office / central finance by 4PM on Wednesday, July 1, 2015

REPORTS:

Preliminary reports available on the morning of Thursday, July 9, 2015

Final reports available at 12:00 noon on Wednesday, July 15, 2015

NOTE: If you should have any questions, or need further clarification:

  • Fiscal year end closing, please contact Karen Lombard-Bryce (5-8350).
  • Request for Payments & Employee Expense Reports, please contact Marta Herman (5-7880).
  • Payroll Reallocations should be directed to Laura Bardossi (5-7027).

UR Financials Live for Certified Users

Provided is a list of Certified Users as of July 31, 2015 3:20 PM.  After achieving certification, access to UR Financials should be provided 1-2 business days later.

Certified users have completed the following:

  1. Have a Workday Access Form submitted and approved
  2. Completed all necessary training
    1. This includes the Introduction to UR Financials eLearning  in Blackboard
    2. AND the Non Company Level Reporting class for non company level users.
  3. Passed all necessary training assessments in Blackboard
    1. This includes the Introduction to UR Financials eLearning assessment
    2. AND the Non Company Level Reporting test for non company level users.

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

User Group Meeting Today

Please join us for the first UR Financials User Group meeting – held today, May 20th.
We will kick off the meeting with an update on accomplishments post go live, followed by a discussion on Reporting Workshops and UR Financials Communications. Also highlighted will be a review of Workday enhancements to come.

Please review the presentation materials prior to the session.

For those partaking in this meeting via WebExclick here and enter your name and e-mail if prompted. The meeting password is: Workday24

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

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

Sign up for Inaugural User Group Meeting

Please join us for the first UR Financials User Group meeting.  This group has been created to inform, discuss, and share UR Financials practice with one another for continued learning and support.  May’s meeting will focus on UR Financials Communications and Reporting.

Please, sign-up here to participate in person, or remotely on:
May 20th from 1:30 – 2:30 PM. (This group meets once a month)

For those partaking in the meeting via WebEx – click hereand enter your name and e-mail if prompted.
The meeting password is: Workday24
Conference call info is included below:
Dial in: 1-888-330-3581Access Code: 6534022

Meeting agenda is posted below:

  • Project Announcement and Accomplishments
  • Reporting Workshops
  • UR Financials Communications
    • Newsletter
    • Financial Close Notifications
  • UR Financials Functionality Enhancements
  • Upcoming Events

Presentation materials will be accessible through this link.

Grants Management Users Receive Reports in W: Drive

Grants Management users will see a Manager Financial Report bursted to their Workday W: Drive for each Grant users have access to. Also bursted is the Monthly Transactions Printable (NCL) URF0943 report.

To view bursted report(s) in the Workday W: Drive, follow these steps:

  1. Log onto UR Financials
  2. Click My Account profile, then select W: Drive
  3. From the My Reports page, click the More Report button at bottom of page, then select the Ok button to see all reports generated in the last 30 days
  4. Once all reports are listed, click a report link from within the File Name column, to open

These reports have been set to persist for only 30 days in the Workday W: Drive. To keep reports, please save it to your hard drive on your local computer.  To print multiple reports from the W: Drive, instructions are listed in the Tips and Tricks section of the UR Financial Newsletter.

Due to this report burst, notifications have been generated. There will be one listed for each report in your W: Drive.  For instructions on how to access Notifications visit Self Help (FAQs).

If you have any questions on this, Please Contact Us

Grants Management Reporting Slide Deck Available

On Friday March 27th, UR Financials offered a presentation with Jeff Sullivan on Grants Management Reporting and the “Big 3″. This discussion and demonstration covered three reports necessary for Grants Management (GM); Manager Financial report, Transaction Detail Printable (NCL) URF0943 report, Award Budgetary Balance URF0840 report. It also provided a fundamental review of terminology and concepts regarding GM reporting.

The PowerPoint presentation slide deck for this event has now been added to the Grants Management SIG page, entitled GM_Reporting – the BIG 3. A video recording of this presentation will be available for review in April.

Grants Management Reporting Demonstration & Discussion

Based on your feedback, we are pleased to announce a UR Financials presentation dedicated to Grants Management Reporting with Jeff Sullivan, Assistant Controller from the Office of Research Accounting & Costing Standards.

This presentation will cover the three reports necessary for Grants Management:

  • Manager Financial report
  • Transaction Detail report
  • Award Budgetary Balance report

Two identical sessions will be offered for your convenience, Sign Up for one session only.

  Friday 3/27      River Campus, Schlegel Room S207 10:00AM – 12:00PM
Friday 3/27      Medical Center, Class of ’62 Auditorium 2:00PM – 4:00PM

These sessions are in person only. The sessions will be recorded for reference in April and  accessible from the UR Financials web site.

For questions on this event, please Contact Us

Quick Reference Card for Viewing Supplier Payments and more

To continue UR Financials learning, new and updated Quick Reference Cards (QRC) can be found on the Training Materials page.

New/Recently Updated Quick Reference Cards:

These pdf documents have been designed to provide brief, step by step guidance on commonly performed tasks and reports. Updates are based on feedback from users and updates to the UR Financials system.  New QRCs are being developed for common reports and frequently asked questions.

Look for more Quick Reference Cards to come on the Training Materials page.