Sign Up for September’s User Group Meeting

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 21st
from 1:30 – 2:30 PM. Sign-up to participate in person, or remotely.

Locations: 

  • In-person participation
    Medical Center:  room 2-7544
    , (view the second floor CEL Department Map)
  • Remote participation.
    WebEx 
    participants click here, and enter your name and e-mail if prompted.
    Meeting password is: Workday25

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

Meeting agenda is posted below:

  • UR Financials Announcements
  • Workday 27 Upgrade
  • May User Group Meeting Response
  • Accounts Payable Update
  • Resurrecting Financial Data Warehouse
  • Budget and Forecasting Update
  • Upcoming Events

Presentation materials have been posted on the Resource, User Group page.

Join Us – User Group Meeting on September 21st

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 21st
from 1:30 – 2:30 PM. Sign-up to participate in person, or remotely.

Locations: 

  • In-person participation
    Medical Center:  room 2-7544
    , (view the second floor CEL Department Map)
  • Remote participation.
    WebEx 
    participants click here, and enter your name and e-mail if prompted.
    Meeting password is: Workday25

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

Meeting agenda is posted below:

  • UR Financials Announcements
  • Workday 27 Upgrade
  • May User Group Meeting Response
  • Accounts Payable Update
  • Resurrecting Financial Data Warehouse
  • Budget and Forecasting Update
  • Upcoming Events

UR Financials Successfully Upgraded – Minimal Changes to User Interface

The UR Financials system upgrade completed successfully this past weekend with very few impacts to the user interface. Read further for more details.

  1. UPDATED Terminology change – Budget is now Plan: The system implemented a terminology change; “Plan” now refers to “Budget” in some areas within the system.  This impacts the following reports where Budget Structure (label) has been changed to Plan Structure (label) within the report filter criteria:
    1. Award Budgetary Balance Summary (NCL) URF0840 report
    2. Award Budgetary Balance Summary Printable (NCL) URF0987,
    3. Award Budgetary Balance Summary Printable URF0986
    4. Award Budgetary Balance Summary URF0331
      All QRCs will have been updated to reflect this change.
      An  alias that links these terms has been implemented. Therefore, when searching for “Budget”, appropriate “Plan” and “Budget” results will return.  Remember:  Using the established report unique identifier, such as URF0987 and/or full report name, will continue to provide best results when searching for reports.
      **This change does not affect the Create Budget Amendment task used by Company Level users with the Accountant role.
  2. Loading Screen: Users now see a Workday home page loading screen immediately after entering user log in credentials. This briefly appears prior to viewing the UR Financials Home page.splash
  3. Rich Text Editor Toolbar: Comment, or reply fields within the UR Financials system now allows rich text editing. Select the Format Text button to view the formatting window with a toolbar.
    format text
    format toolbar
  4. Guided Tour for Errors: If errors are encountered while using UR Financials, the system shows a streamlined error indicator. This location of the indicator has not changed, but no longer lists errors. Users will see only an error indicator showing Errors: quantifier. Users may also notice a tooltip appears when hovering over the quantifier.
    error indicator

    1. When selected, the indicator will collapse, small error indicator as not to impede viewing of information on screen.
    2. Select the indicator to be transported to the error location with a provided description. If multiple errors are present, the description window can cycle through all errors found, automatically relocating itself adjacent to each error.
      example of error indicator
  5. Accessibility Update: The user interface now offers more compatibility with assistive technologies.
    • Input Prompts – Input Prompts, such as single value selection, multiple value selection, and dropdown selection, now have enhanced keyboard navigation and screen reader support.
    • Checkboxes and Radio ButtonsCheckboxes and radio buttons are more accessible through enhanced keyboard navigation and screen reader support.
    • Page Navigation (Headers and Regions) – The system contains updated headers and regions on all pages to work with screen readers in order to assist users with navigation throughout Workday.
    • Multi-view Containers – The multi-view container, as seen in the system’s Inbox, has enhanced keyboard navigation and screen reader support.
    • Error Guided Tours – Error Guided Tours have enhanced keyboard navigation and screen reader support.
  6. UR Financials Announcements: Minor enhancements have been made to announcements within UR Financials.
    • The announcement image (i.e. green circle) has been brought back at first viewing and after selecting the announcement card.
    • The selected announcement shows a new layout that is no longer stacked, but rotates side by side.
    • External links, Custom Report links and Video links may now be included in any announcement.
      announ1announ2

NOTE: Microsoft’s Retirement of IE9/10 and UR Financials:  Internet Explorer version 9/10 will not be supported by Workday as noted at the bottom of the UR Financials Login page. For web browser upgrades and support, contact:
Help Desk: UnivIT: (585) 275-2000 or email: UnivITHelp@ur.rochester.edu
URMC: (585) 275-3200 or email: HelpDesk_ISD@urmc.rochester.edu

For questions on these changes, please email the UR Financials team.

Reporting Classes Back In Session

UR Financials’ instructor led reporting classes are back in session!  Attending a class is just 1 of three steps required for UR Financials certification and access.

UR Financials’ certification requires the following to be completed in order:

  1. Employee has an approved UR Financials (Workday) Access Form submitted to General Accounting. Once received, an email will be sent to the employee providing instructions on next steps.
  2. Employee completes the 45 minute Introduction to UR Financials eLearning course and passes the associated assessment now in MyPath!
  3. Employee registers for UR Financials instructor led class now in MyPath!*. Employee completes the training class and final class assessment.
    New requests for access have registration priority

*Note:  The University of Rochester’s MyPath learning management system will now be used for UR Financials certification due to the decommission of Blackboard for employee use this December. No action is needed for those previously certified in UR Financials via Blackboard.

If you have questions regarding UR Financials classes in MyPath, contact us.  For questions on MyPath contact MyPath Support.

UR Financials to Modify Its Look Today, March 14th

UR Financials will undergo some cosmetic and functional changes to the Home page, Reporting and Announcements. Changes are listed below in detail.

Home Page

UR Financials can now be branded with University of Rochester imagery. Below details how the home page will be customized in three different ways:

banner1.       The top center of the Home page will no longer show the Workday image, but will now show the University of Rochester logo.

2.       Below the UR logo, University images will appear that will periodically change. UR Financials Announcements will also appear in this area.

3.       The Home Button previously to the left of the Search bar will show the Workday “W” logo and performs the same function.

Reports

Grid (column) personalization will now be an option on most reports. This feature provides users the ability to visually modify columns shown in report results. Note: All columns will be visible in a grid by default.
Changing columns will not impact data as this is just a visual change and only seen by the user.

before grid

The Show/Hide Columns icon is located in the upper right of the report result grid.

1.       Select the icon to view a drop-down list of all report column titles.

grid

2.       Check only the columns desired to appear on the report.

3.       Select the Done button to save and see changes made. A quick message will appear stating “Changes have been saved” under the U of R logo.  These changes will persist and show the next time the report is run.

Tip: The icon turns light blue when selections have been made

4.       Return to the Show/Hide Columns icon (now blue) to make further changes

after grid

Note: This feature is not available on all reports

Announcements

Announcements will become more interactive and will now be able to link to items such as; reports, external links and tasks. After March 14th, when viewing announcements in the UR Financials system, select the announcement for further viewing of information or possible links.

Additional Changes for March 14th

Read more about changes to the FAO attribute location
Read more on new layout options for Awards (Grant Analysts)

If you have questions please email URFinancials@UR.Rochester.edu.

 

Accounts Payable Self-Service Information Updated

There are many ways to view Accounts Payable activity.  Here are the top 3 methods.

  1. Non Company Level (NCL) users can see for themselves if an invoice has been entered into UR Financials by using the report Find Supplier Invoice Lines (NCL) URF0992. Company Level users can access the Find Supplier Invoice Lines – with Saved Filters URF0355 report which produces an output specific to their needs. Outlined below are features of the Find Supplier Invoice Lines (NCL) URF0992 report.

Find Supplier Invoice Lines (NCL) URF0992 report:

a.)  Results from this report may now show a colored “flag” in the Supplier Invoice column indicating a Document Link or Attachment is present. Sup Inv rpt 2
Each colored flag represents a different type of supporting documentation on the transaction.flags

b.)  Payment Date and Transaction Reference fields will have data when Payment has been sent (those fields are blank if the payment has not yet been sent). Paid/Not Paid is also designated by a Green Checkmark (Paid) Checkor Red X (Not Paid) X in the Payment Type field.

Payment type

c.)  By Drilling into the Supplier Invoice to see the details, users can further click on the Payment tab to view the Reconciliation Status. (Right click on the related actions icon next to the Supplier Invoice located in the first column and choose See in New Tab).
Reconciledthe payment/check has been cashed
Unreconciledthe check is still outstanding

Supplier Invoice

 

2) If you do not have security to view the Supplier Invoice Document Links, this request form allows the user to view stored PDFs of Supplier Invoices within UR Financials: Supplier Invoice Viewing Permission Form

3) Still have questions, contact AccountsPayable@finance.rochester.edu for routine inquiries.  This is the best approach, rather than emailing a specific AP staff member.  Emailing the department mailbox with questions and requests will be managed by the AP team and are continually processed.

If you prefer to speak to someone, call Accounts Payable at 275-3483.  Please listen to phone prompts as they were updated in July.

Sign Up for September’s User Group Meeting

Sign up for this month’s UR Financials User Group meeting.
September’s meeting will begin with announcements, followed by updates on the Workday 25 upgrade along with an updated Training and Support approach.

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

Meeting date/time:
September 16th
from 1:30 – 2:30 PM.

Locations: 

  • In-person participation
    Medical Center:  
    ROOM CHANGE to 2-7536, (view the second floor CEL Department Map)
  • Remote participation
    WebEx 
    participants click here and 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.

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

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.

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.

Common Financial Reports Simplified

Five months of using the UR Financials system has illuminated how to refine reports and implement additional features making them easier to use. This Summer we continue reporting improvement efforts through a series of reporting enhancement design sessions.  These will be conducted with a select focus group dedicated to improving UR Financials reports.

Reporting modifications and simplified report retrieval structures (Worklets) approved from these sessions will be communicated to all users every 1-2 weeks within the UR Financials Newsletter. Once reports are finalized, training materials will be updated to reflect approved enhancements.

For more on the progress of this effort, information will continue to be provided in upcoming User Group meetings held the third Wednesday of every month.  The next User Group meeting will be held on July 15th.  More details will be published soon on how to participate.

UR Financials Live for Certified Users

Provided is a list of Certified Users as of August 5, 2015 9:53 AM.  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.