UR Financials User Interface Changes

Today, UR Financials (Workday) has an updated user interface as announced in previous User Group meetings and Newsletters.

Listed below are Workday interface highlights seen today:

  • Workday page names are now displayed below the search bar, i.e. Home, Favorites, etc.
  • Worklets are still available as round icons. The Announcements worklet icon has been removed. Each worklet will be represented as a different image

wd24interface change 081115


  • New navigation using a built in back arrow wd24 back button v2 returns users to the previous screen without losing criteria/data/information. This has replaced the “Change” icon found on report criteria pages. Select the arrow to navigate back to the previous page.
  • Announcements display atop the Home page and within select worklets. These are color coded based on message content and timing
    • Action Messages (Period closed, and open for post close adjustments, or report running) – Green
    • Awareness Messages (Period Approaching Close) – Yellow
    • Urgent Message / High Importance – Red

wd25 fin rep announce

  • Financial Reports worklet now contains a new list of common UR Financials resource links.  Use this to quickly access support reference documentation such as; report Quick Reference Guides and the Easy Report Matrix.

wd25 fin rep task


Other updates include items such as checkboxes, radio buttons, tabs, buttons, prompts (i.e. report prompts), dropdowns, date & time entry fields, and text fields/areas.

URF style changes 081115 v2

Users will experience these styling updates on all report criteria pages.  Refer to the updated UR Financials (Workday) User Interface change Quick Reference Card for guidance on these changes.

If you have questions on the new layout, Contact Us, or
UnivIT: (585) 275-2000 or email: UnivITHelp@ur.rochester.edu
URMC: (585) 275-3200 or email: HelpDesk_ISD@urmc. rochester.edu

Genius Bar: Month-End Reporting Help

UR Financials team has established a Genius Bar for users to walk in and present UR Financials reporting questions to the experts.  This has been created to support month end close reporting activities.  Sign up is required, prior to attending.

DATE: 09/10/2015 ( Thu 3:00PM – 5:00PM EDT )

LOCATION: College Town 3102 Training Room, Third floor (map below)

Seating is limited to 20 with questions being answered in the order of this sign up list.  Each user will be limited to 15 minutes so that we can attend to everyone that signs up.  To help us better prepare, please type in your question(s) within the My Comments section that appears when signing up.

A map to this College Town location can be found on the sign up page, guiding drivers to the FREE 2-hour College Town Parking area.

CT MAP

Join Us – User Group Meeting on September 16th

Please join us for this month’s 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.

Meeting date/time:
September 16th from 1:30 – 2:30 PM.
Sign-up to participate in person, or remotely.

Locations: 

  • In-person participation
    Medical Center:  ROOM CHANGE to 2-7536 , 
    (view the second floor CEL Department Map)
  • Remote participation
    WebEx 
    participants click hereand enter your name and e-mail if prompted.
    Meeting password is: Workday24

Conference call information:
Dial in: 1-888-330-3581Access Code: 6534022

Meeting agenda is posted below:

  • Project Announcement and Accomplishments
  • Workday 25 Upgrade and Enhancements
  • Training and Support approach
  • Upcoming Events

 

Presentation materials will be accessible through this link.

Financial Data Model Crosswalks updated

The following three (3) crosswalks and one (1) job aid listing has been updated on the Tools page as of September 1st, 2015.

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

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.

Sign Up for August’s User Group Meeting

Sign up for this month’s UR Financials User Group meeting.
August’s meeting will begin with announcements, followed by updates on Reporting Workshop results, Training strategy and Workday 25 new user interface. Spotlight topic will be on Accounts Payable.

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

Meeting date/time:
August 19th
from 1:30 – 2:30 PM.

Locations: 

  • In person participation
    Medical Center:  School of Nursing, Loretta C. Ford Education Wing, 1W502 Classroom
    (directions – at bottom of linked page)
  • Remote participation
    WebEx
    participants click hereand enter your name and e-mail if prompted.
    Meeting password is: Workday24

Conference call information:
Dial in: 1-888-330-3581Access Code: 6534022

Presentation materials will be posted on Resource>User Group page.

Workday New User Interface Launches August 17th

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

WD 24 Home page simplier


  • 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.wd24 announcements

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

wd24 worklet


  • New navigation using a built in back button WD24 Back Nav 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

Join Us – User Group Meeting on August 19th

Please join us for this month’s 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.  August’s meeting will begin with announcements, followed by updates on Reporting Workshop results, Training strategy and Workday 25 new user interface. Spotlight topic will be on Accounts Payable.

Meeting date/time:
August 19th from 1:30 – 2:30 PM.
Sign-up to participate in person, or remotely.

Locations: 

  • In person participation
    Medical Center:  School of Nursing, Loretta C. Ford Education Wing, 1W502 Classroom
    (directions – at bottom of linked page)
  • Remote participation
    WebEx
    participants click hereand enter your name and e-mail if prompted.
    Meeting password is: Workday24

Conference call information:
Dial in: 1-888-330-3581Access Code: 6534022

Meeting agenda is posted below:

  • Project Announcement and Accomplishments
  • Reporting Workshop Summary
  • Training Strategy
  • UR Financials Functionality Enhancements
  • Accounts Payable
  • Upcoming Events

Presentation materials will be accessible through this link.

User Alert: Report Excel and Print Icons issue – Workaround

The Excel, View More and Print icons missing on Reports issue has been resolved by Workday. At this time these icons are visible and active.

If you currently cannot see these icons, you may need to clear your browser cache, add the Workday Home page to Internet Explorer browser Trusted Sites and restart your browser.  Steps on how to clear your browser cache can be found below.

How to Add Workday to Internet Explorer Trusted Sites

  1. Open the Internet Explorer browser and log into the UR Financials system.
  2. In Internet Explorer, click Tools (Gear icon in upper right corner), click Internet Options, and then click the Security tab.
  3. In the Select a Web content zone to specify its current security settings box, click Trusted Sites, and then click the Sites button.
  4. In the  Add this Web site to the zone box, click Add to add the UR Financials web page currently on
  5. Click Close, then OK to accept the changes and return to Internet Explorer

How to Clear Browser Cache

  1. In most browsers, press Ctrl+Shift+Del ,or Ctrl+Shift+Fn+Del, or Command+Shift+Del (Mac) to show the cookies/history/cache deletion popup.
  2. From the Delete Browsing History pop up window, deselect Preserve Favorites website data, and select:
    • Temporary Internet files or Temporary Internet files and website files
    • Cookies or Cookies and website data
    • History
  3. Click Delete, then click OK
  4. Exit all browser windows and re-open the browser

 

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.

Sign Up for User Group Meeting

Sign up for this month’s UR Financials User Group meeting.
We will start the meeting with announcements, followed by a discussion on UR Financials Integrations and Year-End Close updates.

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

Time:
Wednesday, July 15th from 1:30PM – 2:30PM

Location – In Person:
Held at the Medical Center: Room 2-7544 (select the second floor CEL Department Map)

WebEx:
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

Presentation materials will be posted on the Resource>User Group page.

Join Us – User Group Meeting on July 15th

Please join us for this month’s 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.  July’s meeting will focus on the UR Financials Integrations Process with Year-End Close updates.

Meeting date/time:
July 15th from 1:30 – 2:30 PM.
Please, sign-up to participate in person, or remotely.

Location: 
Medical Center: room 2-7544 (second floor CEL Department Map) and WebEx
WebEx participants click hereand enter your name and e-mail if prompted.
Meeting password is: Workday24

Conference call information:
Dial in: 1-888-330-3581Access Code: 6534022

Meeting agenda is posted below:

  • Project Announcement and Accomplishments
  • Integrations discussion
  • Financial Close Update
  • UR Financials Functionality Enhancements
  • Upcoming Events

Presentation materials will be accessible through this link.

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.

End of Fiscal Year and Reporting

Today is the first day of our Fiscal Year. Please note that UR Financials reports that default to the current fiscal year will now show FY2016. 
end of year FY change 

Remember:  If you need to run reports for the previous fiscal year, type in FY2015 in the Year prompt field.