UR FinancialsUser Group Meeting

July 2015

UR Financials User Group – July 2015

Chatting for WebEx Participants

For those joining the WebEx:

• 1) Please access the chat feature at the top of your screen

• 2) Please chat directly with Terri(She will then pose the questions on your behalf)

• 3) Select Terri in the drop down menu in the chat window (do not select “everyone”)

Terri Stetzel

UR Financials User Group – July 2015

Agenda• UR Financials Announcements• Business Process Change to Grant F&A posting• Enhanced Reporting Workshop updates• Integrations for UR Financials• Upcoming Events

UR Financials User Group – July 2015

UR Financials Announcements• Fiscal Year End Close - FY2015 final reports available now• Business process change to when grant F&A will post • Non-Company Level (NCL) Training and Reporting

Workshops reappearing in September. – Revised reports will be basis for new training– “Refresher” training to be available to familiarize users to report

changes

• August 17th – new Workday user interface to be implemented

UR Financials User Group – July 2015

• Currently– Facilities and Administration (F&A) Expense and Revenue

Recognition occur at the time of payment for expenditures (settlement)

• Enhancement – Effective 7/1/2015– For new transactions, F&A and Revenue Recognition will occur at

the time of Business Process (BP) completion (i.e. supplier invoice posting)

– The transactions are not Billable until settlement (payment creation) is complete

Business Process Change to Grant F&A

UR Financials User Group – July 2015

Transactions Impacted – Supplier Invoices

Spend/Pay Component

ACP Triggered Billable

Supplier Invoice

Supplier Invoice Adjustments

Business Process Complete

Settlement

UR Financials User Group – July 2015

Award Cost Processing (ACP)

Spend Settle (create payment)

Rev Rec/ F&A / Billable Bill Sponsor

Supplier Invoices “in process” in UR Financials prior to 7/4/15

Spend F&A / Rev Rec

Settle (create

payment)Billable Bill Sponsor

Supplier Invoices entered in UR Financials 7/4/15 and later

UR Financials User Group – July 2015

Supplier Invoices “in process” in UR Financials prior to 7/4/15

Supplier Invoice• 5/20/2015

5/20/2015 Business Process

6/10/2015

• Settlement• F&A• Revenue

Recognition• Billable

7/7/2015

Supplier Invoice Date 05/20/2015Accounting Date 06/10/2015

UR Financials User Group – July 2015

Supplier Invoices entered in UR Financials 7/4/15 or later

• Supplier Invoice• 5/20/2015

5/20/2015

• Business Process• F&A• Revenue

Recognition

7/15/2015

• Settlement *• Billable

7/16/2015

Supplier Invoice Date 05/20/2015Accounting Date 07/15/2015

* Payment terms = net 30

UR Financials User Group – July 2015

Enhanced Reporting Workshops

Objectives:• To solicit feedback from Non-Company Level (NCL) users on

changes that will facilitate more efficient report creation• Prioritize changes• Interactively demonstrate changes wherever possible

(identify changes as UR dependent versus Workday dependent)

• Finalize report changes and determine implementation tasks (i.e. communications) and schedule

UR Financials User Group – July 2015

Enhanced Reporting WorkshopsSummary of changes:• Specific report and default prompts based on FAO

type• Capability to schedule printable reports to one file

with page breaks• Change to report output fields• Ease of use features and better job aids• Updates have been announced in the weekly

UR Financials Newsletter sent to all users

UR Financials User Group – July 2015

Enhanced Reporting WorkshopsSpecific report and default prompts based on FAO type:• URFxxxxA: Advanced report prompts (usually the

existing URFxxxx report). I.e. URF0943A• URFxxxxB: Basic report prompts – only a select few

prompts for ease of use. I.e. URF0943B• URFxxxxG: Grant report prompts – grant specific

report prompts. I.e. URF0943G

UR Financials User Group – July 2015

Enhanced Reporting WorkshopsCapability to schedule printable summary reports:• Available for the following reports:

– Award Budgetary Balance Summary Printable (NCL) URF0987– FAO Budgetary Balance Summary Printable URF0988– FAO Budgetary Balance Summary Printable (NCL) URF0989– Project Budgetary Balance Summary Printable URF0990– Project Budgetary Balance Summary Printable (NCL) URF0991

• Output into 1 Excel file into Workday inbox• Requires running an Excel macro to produce page

breaks per FAO

UR Financials User Group – July 2015

Enhanced Reporting WorkshopsCapability to schedule printable transaction reports:• Available for the following reports:– Transaction Details Printable (NCL) URF0985– Transaction Details Printable URF0984 (Company Level)

• Printable reports with page break per FAO• Subtotals• Output into 1 pdf file into Workday inbox• Workshops to be held starting in August on how to

schedule reports

UR Financials User Group – July 2015

Enhanced Reporting WorkshopsChange to report output fields:• Sort order changed where feasible• Column order sequenced more logically based on column

relativity to other columns (i.e. put Supplier column next to External PO number column)

• Additional features for ease of use (i.e. the scanned document “hyperlink” flag for supplier invoices)

UR Financials User Group – July 2015

Enhanced Reporting WorkshopsEase of use features and better job aids:• See all job aids here

UR Financials User Group – July 2015

What Are Integrations?• Basically a batch interface into or out of UR Financials• Integration Design Principles:

– Standardization of input/output formats wherever possible (7 standard formats)

– Should not duplicate detailed data from source system– Can not contain personally identifiable data

• Use of the Financial Data Converter (FDC) for those integrations unable to provide in standard Workday format

• Approximately 90 integrations developed• Specific integration executions – approximately 400 per month (some

daily, weekly, or monthly)• Real time monitoring with feedback messaging to integration source

owner

UR Financials User Group – July 2015

Integrations for UR Financials• Types of Integrations:

(Inbound)– Cash reporting / transacting – Journals, transaction lines – Invoices, vendor information – Budget, initial loads for budgets – (EIB) Electronic Interface Builder– Customs, mostly for internal use(Outbound)– Chart of Accounts, used as reference for processes – Transaction extracts, potential data warehouse – Customs, mostly for internal use

UR Financials User Group – July 2015

Integration Examples

Supplier Invoice Journal Payroll

Medline Student System (ISIS) Payroll

AirGas URMFG Payroll Credit Sheets

Staples Patient Accounting Re allocations

RR Donnelly Computer Store

VWR OASIS

FEDEX

D&H

ThermoFisher

Invitrogen/Life Sciences

UR Financials User Group – July 2015

Integrations and You• How Do Integrations impact You?

– Important to understand how transactions are generated (manual, integration) for reconciliation, or troubleshooting efforts

– Data passed from Integration Supplier provides information for that transaction

• Integration transaction example– Line Memo field contains transaction information passed from the source system to

Workday– Journal Source Field contains information, or originating source for the integration.

UR Financials User Group – July 2015

Integration Schedule• Integrations run nightly with performance monitoring by the Integration team• Integrations schedule is a list of UR Financials integrations with execution times

– Posted on UR Financials website– Updated monthly with reminders in the UR Financials Newsletter

Weekly

Monthly

UR Financials User Group – July 2015

Integration to Journal SourceIntegration Name Journal Source Type CommentsINT075 URMFG Patient Refunds Ad Hoc Payment Ad Hoc Payments INT076 SMH Patient Refunds Ad Hoc Payment Ad Hoc Payments INT106 ISIS Student Refunds Ad Hoc Payment Ad Hoc Payments INT059 WD to ISIS refund processed extract Ad Hoc Payment Ad Hoc Payments INT088M DR Check Mid run Ad Hoc Payment Ad Hoc Payments INT088P DR check run Post processed Ad Hoc Payment Ad Hoc Payments INT033 Photo Illustration Biological supply Journal INT115a Fundriver Endowment and Similar Funds Journal INT115b Fundriver Endowment and Similar Funds Journal INT115c Fundriver Endowment and Similar Funds Journal INT024 Facilities journals ( Mparr) Facilities Journal INT037 Mail Services MAIL SERVICES Journal INT013b OASIS Journals OASIS Journal INT013a OASIS OASIS Ad Hoc Bank Transaction INT103 SMH Patient Acct Journals Patient Accounts Journal INT050B Payroll Accruals Payroll Accruals Journal INT050A Biweekly Payroll Credit Sheet Payroll Credit Sheet Journal INT051A Monthly Payroll Credit Sheet Payroll Credit Sheet Journal INT052a Semi-Monthly payroll Credit Sheet Payroll Credit Sheet Journal INT050P Bi-Weekly Gross Payroll Gross Pay Journal See memo = BI-WEEKLYINT051P Monthly Gross Payroll Gross Pay Journal See memo = MONTHLYINT052P Semi-Monthly Gross Payroll Gross Pay Journal See memo = SEMI-MONTHLYINT050R Biweekly Reallocations Payroll Reallocations Journal INT051r Monthly Reallocations Payroll Reallocations Journal INT052r Semi-Monthly reallocations Payroll Reallocations Journal INT026 PMM Perpetual Inventories Perpetual Inventory COG Journal INT027a Micro Core Array Shared Resource Labs Journal INT027b Micro Array Core 1,2 Shared Resource Labs Journal INT034 Strong Staffing Strong Staffing Journal INT141 ISIS Student Journal Student System Journal INT140 Student Cash Student System Ad Hoc Bank Transaction INT165 SWBRL SWBRL Journal INT053P Travel and Expense Travel and Expense Journal INT053a Travel & Expense Credit Sheet Travel and Expense Credit Sheet Journal INT053r Travel & Expense reallocations Travel and Expense Reallocations Journal INT023 FAMIS Billing (UFS001) UFS Billing Journal INT153 FAMIS Billing (UFS002) UFS Billing Journal INT035 UnivIT-NC Expense Mgt Univ IT General Journal INT017 UnivIT Csales POS Univ IT Store Journal INT036 Central Utilities University Utilities Journal INT028 URMFG Monthly Journals URMFG Journal INT049 NanoCtr URNano Center Journal INT038 Vivarium Vivarium Journal

UR Financials User Group – July 2015

Integration Simplification Efforts• Additional efforts are underway to help

simplify some of the details in integrations:– Summarizing detail from multiple entries into one

entry (i.e. Mail Services)– Enhancement of information posted in the memo

fields• Regularly scheduled meetings are being held

with integration owners

UR Financials User Group – July 2015

Upcoming Events• Next User Group session August 19th

• Suggested topics:Date TopicAugust Workday upgrade announcements

Enhanced Reporting

September Workday Upgrade impactsOctober Business process improvement

projects

UR Financials User Group – July 2015

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Questions

UR Financials User Group – July 2015