INTEGRATED

RENEWAL

PROGRAMWorkday Wednesday: Workday Finance Structure

September 11, 2019

Carri Lawrence, Okanagan Transformation Director

Ashley Bloor, Subject Matter Expert

Lauren Hatchard, Change Management Analyst

Erin Shannon, Business Lead, Student Records and Advising

TODAY’S OUTLINE

Workday Finance Scope Area, Foundation Data Model, and

Financial Accounting Overview

Q&A

Upcoming Activities and Engagements

Workday at UBC

WHY WORKDAY?

A better user

experience for

faculty, staff and

students – anywhere,

anytime.

A new set of tools

to replace 25 year-

old institutional

systems which have

reached end of life.

Streamlining

administrative

processes to make

our work easier and

faster.

Real-time data

and reporting for

effective decision

making and more

transparency.

WHY WORKDAY?

WHAT IS IN SCOPE?*

HUMAN RESOURCES

• Benefits

• Compensation

• Core HR Management (incl.

Onboarding/Off-boarding)

• Payroll

• Talent Acquisition

• Workforce Management –

Time & Attendance

STUDENT

• Admissions (Undergraduate)

• Assessment Outcomes

• Curriculum Management (limited)

• Enrolment

• Graduation

• Learner Financial Management

• Learner Financial Support

• Learner Management

• Program Planning and Management

• Progression

• Registration

• Scheduling

• Transfer Credit

FINANCE

• Budget Development (core to Workday) *• Capital and Asset Accounting

• Endowment Accounting (UBC Methodology)

• Forecasting (Workday Planning) *• Institutional Accounting

• Procure to Pay

• Research/Post Award Grants Administration

• Revenue Accounting

• Treasury and Cash Management

• Travel and Expense

*Scope areas listed have budget approval. This is a multi-year program and new functionality will be introduced to meet UBC’s evolving needs in subsequent years.

SUPPORTING THE CHANGE: TRANSITION NETWORK

Building strong

relationships

between units and

IRP

Leading and

facilitating the

transition within

home units

Share learnings,

practices &

resources across

units to support

transition

Support

localization of the

change

1) Financial Accounting:a. Adjusting Journal Entries

b. General Ledger (PG summary)

c. Foundation Data Model (FDM) – ex. Accounts, PG etc

2) Customer Accounts (Revenue Accounting)

a. Invoicing

b. Revenue collection

3) Grants Management

a. Research accounts post grant activities

4) Budgeting and forecasting – coming 2021

5) Business Assets – (Capital – i.e. buildings)

6) Banking and settlements

7) Expenses – OPT, employee reimbursement, visa reconciliations

8) Procurement and Supplier Accounts – Accounts Payable

FINANCE PROCESS AREAS

6

FDM is the data model used across HCM, Financials, and Student that

establishes the foundation for Workday transaction processing and reporting

at UBC. It is the chart of accounts (chartfields in FMS).

WHAT IS THE FOUNDATION DATA MODEL (FDM)?

UNDERSTANDING THE FOUNDATION DATA MODEL (FDM)

WHY IS FDM IMPORTANT?

• The FDM is core to generating cleaner data.

• The FDM is the framework to support accounting and financial reporting in

Workday.

7

FDM ELEMENTS SIMILAR TO FMS CHARTFIELDS

8

Business Unit

DeptID

Project/Grant (PG)

Program Code

Account

Fund

PeopleSoft

Cost Center

Program

Program

Ledger Account

Project

Grant

Gift

Activity

or

Workday

or

or

or

+

Fund

Company

Revenue Category

Spend Category

or

These FDM worktags

have associated

security roles to allow

users to see and do

what they need to do

their jobs

FINANCIAL STRUCTURE – COST CENTER HIERARCHY

• A hierarchy arranges a group of worktags in

an “org chart” fashion

• Cost Center is the minimum lowest level

which means there does not need to be a

Program, Gift of Grant attached to it.

• All revenues and expenses are charged to

a Cost Center

• This allows for robust reporting and each of

these levels

• Existing FMS DeptIDs and Program/Grants

have been identified in Workday as a Cost

Center, program, gift or grant

Cost

CenterCost

Center

Cost

Center

Grant GiftGrantProgramGiftProgram

Cost Center

Hierarchy

(ies)

Cost

Center

Cost Center

Program

Program

Ledger

Account

Project

Grant

Gift

Activity

+

Fund

Company

Revenue

Category

Spend

Category

or

WORKDAY FDM ELEMENTS – WORKDAY “WORKTAGS”

10

Grants are used

for “R” and “S”

PGs

Projects are used

for “P” or capital

projects only

Ex. Ledger Account = Travel and

Accommodations

Sepnd Category = Meals

Ex. Ledger Account = Sales and Services

Revenue Category = Rentals and Leases

Revenue | Space Revenue

= UBC

= GPO=>GPO

= GPO=>FFS

=Ancillary=>Parking

=Research=>Tri-Agency

RELATED WORKTAGS ACT LIKE SPEEDCHARTS

Primary/Driver Worktag

Related Worktag

Cost Center FundSpend/ Revenue

category

Gift X X X

Grant X X X

Project X X X

Program X X X

Cost Center X X

When you enter

the Gift, Grant,

Project or

Program name

the related

worktags are

automatically

populated

Creates flexibility by utilizing combinations of worktag values

Ability to easily report on any (or multiple) dimensions

Multi-purpose legacy dimensions replaced by a combination of a smaller number of values in each dimension

FDM ELEMENTS ALLOWS FOR FLEXIBILITY

SPL-01

SPL-02

SPL-03

SPL-04

SC001

SC002

SC003

SC004

GF001

GF002

GF003

GF004

PJ001

PJ002

PJ003

PJ004

GR001

GR002

GR003

GR004

1000

1200

2000

3100

5000

Spend

CategoryLedger

Account

Grant ProjectCost Center Gift

CC1

CC2

CC3

CO1

CO2

CO3

CO4

Company Supplier

Ben

efits

• Will be created to assist users:

•Finding equivalent PeopleSoft Chartfields for given Worktags.

•Finding equivalent Worktags for given PeopleSoft Chartfields.

• Will likely be web-based, accessed through CWL.

CROSS-WALK TOOL

13

Chartfield(s) Worktag(s)

Equivalent Chartfield(s)Equivalent Worktag(s)

INPUTS

OUTPUTS

INPUTS

OUTPUTS

FINANCE FDM CORE CONCEPTS (WORKTAGS)

Definitio

nE

xam

ple

s• Used in Workday Finance

• Identifies the legal entity; institution; i.e.

UBC

• Has a single tax ID

• UBCV and UBCO are one company

called UBC

• Identifies the funding sourceN

am

ing

Co

nve

ntio

n

• UBC

• N/A

• General Purpose

• Ancillary

• Research

• Specific Purpose

• Capital

• Endowment funds

• Agency

• “FD000” General Purpose Operating

• “FD002” General Purpose Fee for Service

• “FD104” Ancillary Food Services

• “FD200” Sponsored Research

Company Fund

Definitio

nE

xam

ple

s

• Lowest level of financial oversight.

• Department or unit to which costs are

charged and is typically used to house

people and their associated payroll

cost, and operating expenses.

• Every cost center is part of a cost center

hierarchy that rolls up to higher levels of

oversight.

• Budgets are often created and managed

at cost center level.

• Tracks sponsored activity funded by a

third party at its most detailed level.

• Can be for research OR non-research

activity.

Na

min

g

Co

nve

ntio

n

• Provost and VP Academic –Faculties-

UBCO | School of Engineering |

Faculty Services

• VP research and Innovation- UBCO |

Research Institutes | Institute of

Community Engaged Research

• AVP Finance and Operations |

Information Technology | Engagement

Services

“CC00xxx UBCO | Provost and VP

Academic –Faculties- UBCO | School

of Engineering | Faculty Services

”

• Aspire Learning & Teaching Fund;

• Research Grants

“GRxxxxx” [Grant name]

“GR011738” NSERC RGPIN – 2019….

• School of Engineering Human Heart

Simulator

• Library Services | Parents’ Innovation

Fund

• Irving K Barber School of Arts and

Sciences | Chemistry| Chemistry

fundraising

GF000XXXX [Gift name]

(e.g. GF0002268 Human Heart Simulator)

Cost Center Grant Gift

• Can be an endowment or a donation

(in money or in kind).

• A donor is an individual, sometimes an

institution, who makes a contribution to

the gift.

• Cost centers with a combination of

donations and GPO funds will usually be

identified as a Program rather than a

Gift

FINANCE FDM CORE CONCEPTS (WORKTAGS)

16

Definitio

nE

xam

ple

s

• Tracks revenues and expenses for

specific on-going activities that occur

across cost centers or within a cost

center.

• Tracks revenue and expenditures

associated with a specific project for

work activities that occur across cost

centers or within a cost center.

• Projects have a distinct beginning and

ending date.

• At this time UBC is only identifying Large

Capital projects as Projects.

Nam

ing

Convention

• UBCO Routine Capital

• Faculty Recruitment

• Operations and Administration

• Volleyball

PMxxxxx [Program name]

PM00025 UBCO | Athletics and

Recreations | Volleyball

PM003754 UBCO | Faculty of creative and

Critical Studies | Events Support Fund

• UBC Okanagan Arts and Science Centre

• UBC Okanagan Skeena Residence

PJxxxxx [Project name]

(e.g. PJC00928 UBCO Skeena Residence)Hierarchy 1 | Hierarchy 2 | Hierarchy 3 | …..

Program Project Hierarchy

• A Hierarchy arranges a group of

worktags in an “Org Chart” fashion.

• You cannot post to a hierarchy

summary, but you can report from it.

UBC

UBCV

UBCO

VPFin&

Ops

Provost

…

…

FINANCE FDM CORE CONCEPTS (WORKTAGS)

EXAMPLE: COST CENTER HIERARCHY AVP STUDENTS

17

UBCCCH Level 1

Student Development and

AdvisingCCH Level 4

AVP StudentsCCH Level 3

UBCVCCH Level 2

UBCOCCH Level 2

Aboriginal Programs &

Services

Athletics & Recreation

Health & Wellness

Office of AVP Students

Academic Advising

Career & Coop services

Disability Resource

CentreGo Global

Office of Student Dev. &

Advising

Int. Programs & Services

Learning Centre

Student Experience

Office

Sexual Violence Prev.

& Response Office

Operations

- Collegia- Operations- UG research Mentorship

- Campus Rec- Softball Team Direct Costs-Men’s Basketball Direct costs

Collegia Giving Campaign

- Petty Cash- Campus Health Initiatives- Counselling Services

- Operations- BARK Program- UBCO Card

= Cost Center Hierarchy (CCH)

= Cost Center (CC)

= Program

= Gift

- iCharleston- Operations

- Operations- Operations - Jumpstart

- Petty Cash- Operations- Access Program

-Operations- Group Study Program

- Operations- Learning Exchange- CELPIP

- Operations- Learning Exchange- CELPIP

- Operations- Campus Life- Food Exchange- Leadership Program

• Speedcharts in FMS were a 4 letter code that would auto-populate:

• Fund, DeptID and Program/Grant

• Speedcharts will no longer be used in Workday

• Instead:

• Worktags (name of cost center, program, etc.) or the manager name can be searched forand selected

• All cost centers will also start with a letter number combination and can be searched thisway. Example: “CC00847 UBCO | Provost and VP Academic – Faculties – UBCO | IrvingK Barber School of Arts and Sciences | Chemistry | Bioservices

• A “crosswalk tool” will be available where a speedchart can be entered and the resultingWorkday Worktag is returned.

SPEEDCHARTS VS. WORKTAGS

18

“ACCOUNTING ENTRIES” (JOURNAL VOUCHERS IN FMS)

1. Accounting

Adjustment:

• For transactions that

have been posted and

paid

• Used for corrections to

worktags for supplier

invoices, expenses,

payroll

2. Accounting Journal:

• Used for:

o Interfund transfers

o Manual financial

reporting adjustments

o Corrections to

transactions that involve

splitse.g. transaction was charged to Program A

but needs to be charged 50% to Program A

and 50% to Program B

3. Internal Sales

Delivery:

• Used to record the

sale of a good or

service from one

UBC Department to

another

HR/FIN

Go LiveUPCOMING ACTIVITIES AND ENGAGEMENTS

Aug Sep Oct Nov Dec Jan Feb Mar Apr

Training for all UBC employees

Train the trainer

Timelines on this slide are subject to change.

Adoption &

Sustainment

Training

Testing

Additional

Activities

Monthly HR & Finance Call-in sessions

Change Readiness AssessmentChange Readiness Assessment

End-to-End Testing

User Confirmation Reviews

Parallel Payroll Testing

Workday Wednesdays and Faculty/Dept Presentations

Ongoing Transition Network Meetings

Finance Security Role Mapping

HR Security Role Mapping and

Sup Org Validation

Leader

Alignment

Session

Head’s Up

QUESTIONS?

Next Workday Wednesday: Time and Absence in Workday

Wednesday, September 25 | COM Engagement Theatre | 12:00 – 1:00pm

New location!

IRP OKANAGAN TEAM

Want to request an IRP presentation for your unit? Have questions?

Get in touch with us!

Carri Lawrence | carri.lawrence@ubc.ca

Lauren Hatchard | lauren.hatchard@ubc.ca

Ashley Bloor | ashley.bloor@ubc.ca

Erin Shannon | erin.shannon@ubc.ca