On August 17th, UR Financials (Workday) will have an updated user interface and landing page as announced in previous User Group meetings. No longer will users see the My Workday 2.0 page after log in, but will instead land on a Home page with a new look and feel.
Listed below are Workday user interface highlights for August 17th:
- Workday landing page will now be the Home page
- Worklets will still be available, but will display as round icons. Each worklet will be represented as a different image. Select the image icon to see Worklet report listings
- Announcements may be created and will display within the Announcements worklet. These may be color coded based on message content and timing. Select the individual announcement to read message details.
TIP: The Announcements worklet itself does not contain any visual indicator when a message has been added, removed, or updated to the list. Open this worklet often to see new messages added, removed, or updated regarding UR Financials.
- Grants Management Reports worklet, Common Financial Reports worklet and Capital Project Reports worklet will all be located within the Financial Reports worklet icon
- Within each sub-worklet, reports list will still display
- New navigation using a built in back button will return users to the Home page after selecting a worklet icon.
More user interface changes are scheduled for Workday’s next release, coming this September and will be announced here.
For questions on these changes, Contact Us, or
UnivIT: (585) 275-2000 or email: UnivITHelp@ur.rochester.edu
URMC: (585) 275-3200 or email: HelpDesk_ISD@urmc. rochester.edu
Your Workday Inbox viewing has slightly changed. No longer will an arrow be used to select and view your entire message.
Now your message will automatically appear to the right of the screen once selected from your Inbox.
- To expand the message view, select the Full screen Viewing Mode icon (double headed arrow) next to the gear Actions icon
- Select the icon once more (toggle) to return the message size to its original size
For more tips, please visit the Tips and Tricks section of the UR Financials Newsletter emailed to users every Friday.
Worklets on the My Workday 2.0 home page allows for quick access to your favorite links. The My Workday 2.0 home page has undergone some recent changes listed below:
- Only allows up to five (5) Worklets to show at one time for all users
- Now automatically includes the Grant Management Dashboard for Grant users
If more than 5 Worklets are configured on the My Workday 2.0 page, please prioritize the Worklets selected to only show the five needed. If you have more than five listed, the remaining Worklets will not appear.
To do this, Configure Worklets to modify the type and order as you would like them to appear on your My Workday 2.0 page. This includes the Grant Management Dashboard that has been automatically provided to all Grant users now in Worklet form.
On March 14th UR Financials will participate in a scheduled upgrade that impacts all users. The majority of these changes are in reference to the Workday interface.
Here are some of the changes you will see after March 14th:
- Home icon added to top Navigation
- Navigation Menu icon (three lined column icon) removed – W: drive, Inbox, and other items merged with the Profile icon
- Grants Dashboard added to Worklets configuration
- Worklets on Home page will fill entire screen, until you add more
- Floating Approval bar
Remains the same in UR Financials:
- Workday logo takes you home
- Use Profile icon used to log off
We have provided a brief Workday 24 overview to highlight user Interface changes for this upgrade.
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
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.
Entering 2014, we launch into the formal Test phase of the project. During the formal Test phase, we will be including some of the Special Interest Group members to test Workday to ensure that the design meets their unique needs. We will be executing four iterations of testing:
- Test Cycle 1 (Component) – in test cycle 1, we will be testing components of the design to make certain that, as individual pieces, they perform as expected.
- Test Cycle 2 (End-to-End) – test cycle 2 will link together test scenarios from test cycle 1 to be a comprehensive end to end test of the business process. This test cycle validates that all the individual components work properly together.
- Test Cycle 3 (Day in the Life) – test cycle 3 will be emulating “life in a Workday environment”. User security will be tested to verify that security roles can perform the appropriate functions when Workday is turned on. Additionally, over 100 interfaces will be tested and posted into Workday to validate that all are ready for go-live. Reports will be used to verify the results in Workday.
- Test Cycle 4 (Workday 22) – on March 22, 2014, we will be receiving the release of Workday that we will go live on. Workday 22 has some critical features that need to be functioning as expected. The two major features are the multi-company design (allowing us to have balanced set of books at the divisional level, yet report as one legal entity) and enhanced reporting features. We will test all new functionality delivered in Workday 22, as well as re-test all other functionality that we will go live with.
Besides testing in this phase, we will be finalizing the forms revisions, develop the training material, establish end user security for go-live, and develop a Workday Data Governance structure. It will be a busy 4 months, but necessary to be ready for training delivery in the May-July time as well as preparing for go-live.
As always, we appreciate all the feedback that we have received and are grateful for your support as we all partake on this journey. Collectively, we can make the university “ever better”.
The UR Financial Project Team
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.
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
The Glossary provided for this project is a helpful tool that defines terms that are used in the project with special consideration for the upcoming Workday system. Team Leads, who are experts in these concepts, vetted each definition and will continue to offer their insight. Scroll through the Glossary to discover terms that are unique to the Workday system – such as “worktag” or a new definition for “cost center”. Both of these terms (and there are others!) represent concepts that are brand new to the University’s financial data environment. If you’re unfamiliar with how FRS concepts translate to Workday, the Glossary can help you untangle the terms.
Large, multi-team projects like this one bring together people who are not familiar with the language of each other’s work. For folks who do not have a technical background, the Glossary defines “financial data converter” and “bi-directional translation”. For non-finance folks, “F&A rate” is conveniently defined. We aim for the Glossary to provide a common ground for the University community and future Workday users.
If you see a term that you’d like more clarification on or if you’d like to have terms added to our Glossary, please use the Contact Us tab to relay your requests. The Glossary will grow and change throughout the project. Your input is always welcome in the process.
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!
“Delivering the right information at the right time and in the right format” is a general Reporting and Analytics mantra. With the Workday application, users will be able to leverage a range of reporting capabilities to enable quicker and more informed decision making. Workday calls this functionality “actionable insights” and the UR Financials Reporting Team has been working on a plan to translate the FRS and Cognos reporting methods into Workday’s “actionable insights”.
Since the onset of the project, the UR Financials Reporting Team has reviewed hundreds of Cognos reports, met with nearly twenty groups across the University and started to develop an initial reporting design for the Workday application. With an exceptional amount of information already gathered, the team has immediate plans to incorporate more user feedback and data to evolve the design to match University needs. Overall, with the primary goal of the UR Financials Reporting Team to improve the current reporting structure and enable Workday “actionable insights”, a great foundation has been established and we look forward to building upon it.
The UR Financials project team has successfully completed the Plan phase of the project. During this phase, the team completed the following deliverables:
- Documented business requirements that the current system (FRS) can perform. Based on our current knowledge of the new system (Workday), we identified each requirement as a “Fit” (Workday can satisfy the requirement) or as a “Gap” (Workday cannot satisfy the requirement).
- Documented business process improvement opportunities. Based on functionality available in Workday or based on best practices, the team has identified opportunities to improve process efficiencies or internal controls. Business cases will be developed and reviewed with the Finance Advisory Committee to determine the path forward.
- We have identified over 1000 reports that are used today. We expect that 80% will be satisfied by standard Workday reports, and the remaining 20% will be custom Workday reports.
- Today, there are over 100 interfaces into FRS. We expect approximately 60% will convert to the new Workday Chart of Accounts (COA) with the remaining 40% continuing to send FRS COA format. The 40% FRS COA formatted interfaces will be converted to the Workday COA format via an internal system.
- Developed the strategy for change management as well as increased our communications to impacted audience via enhanced website content.
This was a concerted effort by all members of our project team. The efforts spent on this crucial stage of the project will pave a solid path for future accomplishments and University benefits.
With the upcoming installment of Workday as the new Financial Records System, a thorough undertaking has been initiated regarding the University community’s usage of the Chart of Accounts. The General Ledger / Chart of Accounts group within the UR Financials project is working collaboratively with other teams and consultants in the project to formulate the best solutions for account numbers and design for Workday and beyond. Institutional, divisional and departmental reporting needs are being examined with great care and attention to the many aspects that go into creating the Chart of Accounts as well as its usage and upkeep. Stay tuned for future updates regarding the UR Financials project team progress and, in particular, the General Ledger / Chart of Accounts group.
Workday allows for a preferred payment type for suppliers. As Accounts Payable works with suppliers, available methods for payments are established. For example, a given supplier may accept checks, money orders, electronic Automatic Clearing House (ACH) or credit card payments. As a result of communications between Accounts Payable and this particular supplier, it’s determined that ACH would be the method of choice. Workday’s flexibility allows Accounts Payable to set ACH as this supplier’s preferred payment option. This method will be used for future payments unless an accepted alternative is specified on the invoice or payment request. This added functionality creates a cooperative environment between the University and its suppliers and allows for smoother transactions.
Thank you for your participation and support. Stay tuned for more announcements and updates.