Change Partner

Meeting #1

Workday@Yale

March 21, 2017

Agenda

• Welcome & Overview

• Workday Roles

• Key Changes from Current to Future State & Demo

• Purchase Requisition

• Expense Report (EMS) Processing

• Q & A

• Next Steps

Test the System

Learn their assigned areas

of the systemProvide User Support

Participate in this

Community of Practice

Serve as a Liaison

Before Go-Live

“Focus on Readiness”

After Go-Live

“Support Users”

Local Workday Guruscommunity of users who can provide business

process support as a part of their current role

Early Adapter Coach

Change Partnersfeedback and communications channel

between their business unit and the Change

Management team

Ambassador of Change

Learn about the Changes

Serve as a Liaison

Direct Users to Help Resources

Supporter Listener

Lead User Training

Change Network Roles

Simplify and standardize processes

Make it easier to get work

doneand harder

to make mistakes

Minimize administrative

work for faculty,

studentsand staff

Lower operating costs and improve

effectiveness

Provide accurate, trusted,

and timely reporting

Why Workday?

Timeline

Jan-Mar Apr-Jun Jul-Sept Oct-Dec

Training

Financials Go-Live

Prepare for Go-Live

HR/Payroll/Academic Optimization

Weekly Updates, Supervisor Updates, Information Sessions

Post Go-Live Support (including YSS, ESC, ITS Help

Desk)

2017 2018

User Testing

Financials Optimization

Online Videos

• Financials Overview (5 minutes)

• Chart of Accounts (COA) Overview (7 minutes)

• Introduction to Worktags (5 minutes)

• Reporting

• Overview (5 minutes)

Core Concepts

• Software as a Service

• Configuration vs. Customization

• Tenant

• Supervisory Organizations

• Roles

• Business Process

• Employee Self Service

• Delegation

• Inbox

Prerequisite Foundational Core Concepts

Additional resources are available at workday.yale.edu.

Roles

Workday@Yale

Workday ROLES Are assigned to Positions

Determine function in a business process (i.e. initiate, approve, etc.)

Determine what you can see and do in Workday

Provide access to data within the assigned cost center

POSITIONS A Position is the “seat” that a specific Worker occupies

A Position does not refer to a job title

May be assigned one or many Workday roles

Workers are hired into Positionsand inherit the Workday role(s)

of the Position

Workday Roles: Who Does What

When our Department needs to… Required Workday Role is...

Buy something (SciQuest)? Requisitioner

Approve all purchases, Invoices, Cash Advances, and ER's that are <$1K?

Cost Center P2P Approver -$1K

Examples of Roles Needed for Business Functions

Submit an expense (EMS)? Employee (Self Service)

Purchase

Requisition

Workday@Yale

In SciQuest

UsesCreate Purchase Requisition

END

SUPPLIER

Workday creates purchase order with supplier and posts commitment to account charged

Supplier delivers goods or services

ADDITIONALAPPROVALS

• EnvironmentalHealth & Safety(some spendcategories)

• Procurement(transactionsover $10,000)

COST CENTERP2P APPROVER(S)

Reviews/approves transaction

Who reviews depends on sizeof the transaction

How do I requisition goods and services?

REQUESTOR

Yale community member identifies need for goods or services

REQUISITIONER

Uses “Create Requisition” business process in Workday

Determines if requested item is in SciQuest

STARTW O R K D A Y R O L E S

Not in SciQuest

UsesCreate Purchase Requisition:Non-Catalog Item

Create Requisition – Key Changes

• In Workday the initiator is the person entering the requisition; the Requester is the person spending the money

• Requisition is initiated in Workday and integrates with SciQuest

• SciQuest remains strictly for the catalogs and the shopping cart creation

• Return your Shopping Cart from SciQuest to your Workday requisition for final Checkout

• The Workday requisition will carry:• Ship-To Address

• Additional Information

• Attachments

• Line Defaults (Charging instructions)

• Approval workflow

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Create Requisition – Key Changes

• Charging instructions that will be used frequently may be captured using a Workday requisition Worktag template

• For initial go-live the current state self approval functionality will be suspended

• Requisitions by student employees or charging a grant account will always require approval

• In Workday additional approvers can be added from a list of specific Workday role-holders

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Create Requisition – Requisition Types

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Type Description

Standard goods and services requisition Regular goods and services are the primary

type. Services requisition will specify an

extended dollar amount with no quantity.

Standard goods and services requisition /

requires invoice review

Regular goods and services are the primary

type. Services requisition will specify an

extended dollar amount with no quantity.

Department requires review. (Formerly Non-

PO Invoices)

Purchasing assistance required e.g. Sourcing, contract review, professional

consulting services agreement

Purchasing assistance required / requires invoice

review

e.g. Sourcing, contract review, professional

consulting services agreement. Department

requires review. (Formerly Non-PO Invoices)

Capital Equipment Moveable equipment

Create Requisition

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DEMO

Expense Report

Workday@Yale

• Expense Management System (EMS) is being retired

• Receipts, if required, are attached directly to the Expense Report (no more faxing) either at the line level or at the header of the expense report.

• The YSS role has changed:

Departments who use YSS for expense reports entry will now input information directly into Workday instead of via an email transmittal form.

YSS will review the expense report directly in Workday

• Messages to employees regarding their expenses will appear in their Workday Inbox and Notifications. Email will no longer be used.

• Requestors (spenders) will certify only their expense reports includingout-of-pocket expenses and/or personal expenses charged to their P-Card.

Expense Report – Key Changes

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• The Workday Mobile App is available to photograph receipts, submit expenses and certify your own expense report.

• Expense report approvers can take action via their Workday Inbox which is also available in the Workday Mobile App.

Spenders may continue to transmit images of their receipts to their preparers via email.

• Charges are now designated by expense item. A line memo is required only on personal charges.

• Current employees had their existing payment elections converted when Workday HCM went live in July 2015. New employees are required to make an election during onboarding.

Expense Report – Key Changes (continued)

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• Delegations will be available for Workday Expense reporting.

• Current state Self-Assigned Assistants will be converted prior to Go-Live as

Workday Delegates.

• A delegation process is under development by which distributed departments

may request delegations on behalf of employees.

• After Go-Live, employees may request delegation of their expense report

preparation.

Expense Report – Key Changes (continued)

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Mobile Expenses Capabilities

Expense Report

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DEMO

• Concepts and information presented today may change as Yale continues to

improve the configuration of Workday

• Roles govern what you can do and see in Workday

• For initial go-live the current state self approval functionality will be suspended

• Requisitions by student employees or charging a grant account will always

require approval

• Charging instructions that will be used frequently may be captured using a

Workday requisition Worktag template

• Expense Management System (EMS) is being retired

• Existing delegations will be pre-loaded into Workday

Some Key Takeaways

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Training Guide

Auditorium Session

Instructor-Led Training

Web Simulation

Coaching/Clinic Session

Web-Based Training

Quick Guide (QG)

Training

Support

You will have support!

• Local Workday Guru’s are embedded in your department

• Workday.yale.edu provides access to quick guides, web-based training, and additional supporting documentation

• Yale Shared Services (YSS) will provide tier-one helpdesk support through the Finance Support Center (FSC)

• Heightened support will be provided from July through October

Questions and

Discussion

Workday@Yale

Session Feedback

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Tell us what you think!!

Please complete the short anonymous survey

that will be emailed within the next 24 hours.

To download a copy of today’s presentation,

please visit the Change Network website.

• Become an ambassador of change

• Work closely with your lead administrator to better understand who needs to

know about the changes that were shared in this meeting

• Take some time to understand the Prerequisite Foundational Core Concepts and

encourage staff in your area to learn about these topics

• Grow your network and take some time to meet other Change Partners

• Tentative topics for next session (April 4)

• User Acceptance Testing April 17 – May 19

Testers who are selected will be notified soon

• End User Training begins May 22 (tentative)

Next Steps

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