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Grants in Workday
Roles
Hierarchies and Models
Budget Event
Cost Sharing
March 30, 2017
• Overview
• Key Changes from Current to Future State & Demo
• Roles
• Hierarchies and Models
• Budget Event
• Cost Sharing
• Q&A
• Reference Tools and Material
Agenda
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 Gurus:community of users who can provide business
process support as a part of their current role.
Early Adapter Coach
Change Partners:feedback 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
3
• Collectively study a specific Workday topic
• Come to a deeper understanding through interactivity and dialogue
• View demos of the Workday system, when possible
• Become fluent in the concepts and information covered in the session
Note: Concepts and information presented today may change as Yale continues to improve the configuration of Workday
Knowledge Sessions Objectives
Success depends on participation!
If you have a question, please ask.
4
Online Videos
Financials Overview
Chart of Accounts (COA) Overview
Introduction to Worktags
Reporting
Overview of Workday
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.edu5
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
Chart of Accounts
Workday@Yale
PTAEO
PTAEO
1014083.1.A10038..790018
1014083.1.A10039..790018
0003994.1.A10038..790018
0003994.Farmer.A10038..790018
AWARD
Sponsor: NIH
Start Date: 9/1/17
End Date: 8/31/22
Amounts: $490,000
Sponsor #:
Award Line 1
St Dt: 9/1/17
End Dt:8/31/18
Amount: $200,000
Billing:
Grant #GR1111111
Cost Center:CC2233
Program: PG00032
Project:PJ000001
Assignee:AA123
Fund:FD02
Award Line 2
St Dt: 9/1/17
End Dt:8/31/18
Amount: $80,000
Billing
Grant #GR1111112
Cost Center:CC2233
Program: PG00032
Project:PJ00001
Assignee:AA123
Fund:FD02
Award Line 3
St Dt: 9/1/17
End Dt: 8/31/18
Amount: $10,000
Billing
Grant #GR1111113
Cost Center:CC2233
Program: PG00032
Project:PJ00001
Assignee:CF394
Fund:FD02
1014083.1.A10038..787037
PTAEO
1014083.1.A10038..790018
1014083.1.A10039..790018
0003994.1.A10038..790018
0003994.Farmer.A10038..790018
SubContract ABC University
AWARD
Sponsor: NIH
Start Date:
End Date:
Amounts:
Sponsor #:
Award Line 1
St Dt: 9/1/17
Grant #GR1111111
Cost Center:CC2233Award Line 2
St Dt: 9/1/17
Grant #GR1111112
Cost Center:CC2233Award Line 3
St Dt: 9/1/17
Grant #GR1111113
Assignee: CF394
1014083.1.A10038..787037
Award Line 4
St Dt: 9/1/17
Grant #GR1111114
Cost Center:CC8675Award Line 5
St Dt: 9/1/18
Grant #GR1111115
Cost Center:CC2233Award Line 6
St Dt: 9/1/17
Grant# GR1111198
Cost Center:CC2233 0003994.00.0001AD..790018
Cost Sharing:
Gift: GE026973
YD: YD000232
PTAEO
Workday Sponsored Award Management Recap
• Award is the “Master” Record• The Award contains important information: Sponsor, Sponsor ID, Begin and End Dates,
Funding Amounts, etc.• Each Award has at least one Award Line
• Award Line has one Grant• The Award Line contains important information pertinent to that line: Begin and end
dates, funding amounts, etc.• Each Award Line has related Worktags that could be different within the same Award
• Cost Center• Program • Project• Assignee• Fund
• Grant is what is required as a charging instruction. When doing so, Workday populates the related Worktags (CC, Program, Project, Assignee, Fund)
Workday@Yale
Roles
Grant Roles: who, what and why
Assign Award and Grant Roles
Award Roles: Award Principal InvestigatorGrant Roles: Principal Investigator, Multiple Principal Investigator, Grant Manager, and Grant Budget Specialist
Individuals are assigned to these roles directly on the Grant itself.
Office of Sponsored Projects (OSP) will set up many new Awards every year• An Award could have multiple grants
• A Grant takes 4 manual role assignments
• Each role assignment has 1 person
• Imagine how many role assignments have to be done manually each year
Think about it……
Workday@Yale
WorkdayGrant Hierarchy
Why Grant Hierarchy?
• Grant Hierarchies Make it Easier and More Efficient
Roles are inherited from a PI-based hierarchy.
The hierarchy can be constructed so that departments can group awards together into portfolios.
During the initial role assignments, OSP assigns the grant to the PI’s hierarchy.
The other roles will flow down the hierarchy to the grant.
When departments need to rebalance workloads, they can request changes to the hierarchy instead of the PI’s individual grant.
Example of a Grant Hierarchy
Natural Resources Department:• 60 Grants (Award Lines)
• 6 Principal Investigators
• 3 Administrators managing those PI portfolios
• 3 Financial Assistants assisting the Administrators
• 1 person entering grant budgets
• Without a hierarchy, OSP would need to assign 4 roles to each of the 60 grants (240 role assignments).
• If the Natural Resources Department needed to rebalance workload, for example move one PI to a different Administrator, the role assignments on each grant would have to be updated manually.
Example of a Grant Hierarchy
If GR1000074 is assigned to Frank Farmer’s Research hierarchy node, the PI, Grant Manager, Grant Financial Analyst, and Grant Budget Specialist role assignments are inherited from the hierarchy.
Since the bottom layer of the hierarchy is for the PI role assignment, OSP only needs to know the PI (assignee) in order to assign the grant to the correct hierarchy.
Grant Hierarchy example: what if
Roger Randolph’s grants need to be moved from Portfolio 1, managed by Sally Smith, to Portfolio 2, managed by Barry Benevento. Instead of asking OSP to update all 10 of Roger’s grants, a change can be made to the hierarchy.
Break this connection
Add this connection
Workday@Yale
Hierarchy Models
Every Role is applied to the entire unit • Recommended for small departments
• Business Office personnel will have to self-sort their Workday inboxes
Grant Hierarchy Model 1
Each Manager gets Principal Investigator Portfolios • Ideal for larger departments
• Grant Managers only get the work that belongs to them, whereas Grant Budget Specialist handles the entire department
Grant Hierarchy Model 2
Split out according to specialty • For departments where most of the work is either research or clinical, and a specialist is hired for each type
• OSP needs to make sure that clinical trials get assigned to the PI’s clinical trial hierarchy
• Grant Managers/Clinical Trial Managers only get the work that belongs to them
Grant Hierarchy Model 3 and 4
Workday@Yale
WorkdayGrant Budget Event
Grant Budget Event
Grant Budget Event
Grant Budget Event
Workday@Yale
WorkdayGrant Cost Sharing
Grant Cost Sharing
• Description: This process demonstrates Cost sharing on an Expense Report
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•
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•
•
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What’s Next
Workday@Yale
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
What’s Next
• Become an ambassador of change
• Grow your network and take some time to meet other Local Workday Gurus
• Topics for next Knowledge Building Session
• User Acceptance Testing April 17 – May 19
Testers who are selected will be notified soon
• End User Training begins May 22 (tentative)
Local Workday Gurus are encouraged to attend training that is specific to their
business area
This will help you to continue to become comfortable with the content
• Local Workday Guru Preparation for Go-Live begin June 5 (tentative)
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Session Feedback
34
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 workday.yale.edu
Questions
& Discussion
Workday@Yale