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UWINSITE FINANCEUWinsite Finance for Researchers
Training Date: February 6, 2018
WELCOME!
Welcome to the UWinsite Finance Course UWinsite Finance for Researchers
Today’s Trainers: Rachel McRae, Alicia Pomeroy, Gillian Heisz
Participant Introductions
PI-3 | 2/6/2018 2
Participants, don’t forget to fill out your name tags!
ABOUT THIS COURSE
Description
This course walks researchers through UWinsite Finance basics and provides
demonstrations on how to use the self-service modules and how to view and
understand reports.
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Audience
Open Enrollment
Duration
2 hours
LEARNING OBJECTIVES
Upon completion of this course, participants should be able to:
1. Understand the new Chart of Accounts
2. Prepare expense reports
3. Review and approve expense reports
4. Order a good or service
5. Receive a good or service
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BEFORE WE BEGIN
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Cell Phones Parking LotQuestions
Access UWinsite Finance
Resource Library
UWINSITE FINANCE
Section 1: System Overview
WHAT IS UWINSITE FINANCE?
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UWinsite Finance is the system selected by the University of Windsor
to replace its previous financial information system (JD Edwards/FIS).
UWinsite Finance is designed to:
Facilitate higher transparency
Provide decision makers with better data
Improve the overall financial processing of the University
UWinsite Finance went LIVE on February 1, 2018.
UWINSITE FINANCE KEY FACTS
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UWinsite Finance is a modular, cloud-based system
• The various modules have unique characteristics, and also have unique user
groups
• Cloud allows for efficient access, storage, and safety of data
• UWindsor data is stored in Canada
• Twice annual updates automatically rolled out to keep the system current
• Very limited hardware requirements for users/campus
UWinsite Finance is designed to be paperless
• Electronic approval and delegation workflows
• All users will access the same version of the web-based system (access
from anywhere!)
• The system will work on PC or Mac
UWINSITE FINANCE: WHO IS IMPACTED?
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All members of the campus
community who currently
use the finance system
Any campus members who
travel, procure goods, or
approve either activity
UWINSITE FINANCE “SOLAR SYSTEM”
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General Ledger
Projects (Research & Capital)
iExpenses
Accounts Payable
AR and Billings
“Self Service”
Procurement
Contracts and
Purchasing
Planning and
Budgeting
Reporting
• UWinsite Finance is a
grouping of “modules” that
operate independently but
work in harmony
• The General Ledger (GL)
is at the centre;
transactions flow through
modules to arrive at the
GL
• Security and access is
unique for each of the
“modules”
UNIVERSITY ORGANIZATIONAL CHART:
THE “BACKBONE” OF THE SYSTEM
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The University’s Organizational Chart
maintained in HR’s Software “VIP” supports
UWinsite Finance:
Is the basis for the Chart of Accounts
Determines the workflow for Requisitions
and Expenses
Supports the budgeting and planning
process
HIGH LEVEL CHANGE IMPACTS FOR
RESEARCHERS
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Here is what our campus is talking about when it comes to UWinsite Finance:
The system is paperless
P-Card adjustments will
be done via Centre Suite
Commitment checking
will be at a higher level
The system’s backbone
is the HR data in VIP
Reports will match your
External Reporting
requirements
The Form 300 Process
will be semi-automated
Fund Department Program Project Natural ClassificationInter
Fund
Future Use
Fund Business Unit Object, Sub-Object
Chart 1.0
Chart 2.0
CHART OF ACCOUNTS 2.0
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• In the new Chart of Accounts, Research Grants are considered Projects
• Research Grant numbers are not changing when they move from the old
system to the new system
BASIC NAVIGATION
Section 3: UWinsite Finance
BASIC NAVIGATION – HOMEPAGE
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Visit the UWinsite Finance Resource site for more information on navigating the system.
BASIC NAVIGATION – COMMON TILES
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for travel claims for running your reportfor purchasing
to acknowledge receipt
Visit the UWinsite Finance Resource site for more information on navigating the system.
BASIC NAVIGATION – NAVIGATION BAR
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Visit the UWinsite Finance Resource site for more information on navigating the system.
BASIC NAVIGATION – GLOBAL ICONS
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The percent (%) symbol is used as a wildcard in search fields.
The asterisk (*) symbol notes a mandatory field.
PURCHASING AT UWINDSOR
UNDER UWINSITE FINANCE
Section 4: Process Overview
PROCUREMENT AND EXPENSES: HOW TO
DETERMINE WHAT PROCESS TO FOLLOW
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Travel / Entertainment: Will you require a Travel Advance?
PROCUREMENT AND EXPENSES: HOW TO
DETERMINE WHAT PROCESS TO FOLLOW
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Goods / Services: What is the expected cost (excluding taxes) of your purchase?
PROCUREMENT AND EXPENSES: HOW TO
DETERMINE WHAT PROCESS TO FOLLOW
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Goods / Services: What is the expected cost (excluding taxes) of your purchase?
PROCUREMENT AND EXPENSES: HOW TO
DETERMINE WHAT PROCESS TO FOLLOW
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Goods / Services: What is the expected cost (excluding taxes) of your purchase?
Invoices can be scanned to [email protected]
CHANGE IMPACT OVERVIEW
Section 5: Expense Reimbursement
IEXPENSES – SUMMARY OF VALUE IMPACTS
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• Fully paperless!
Scan receipts and other backup information to attach to expense lines
EFT payments
• Simple, clean user interface with drop downs, search and auto-populate fields
• System verifications/alerts help to ensure completeness/adherence to policy
• You don’t have to remember your account numbers – COA info defaults
based on who you are and the expense you are claiming, and a drop down of
your research grants will be available
• Electronic approval workflow
Dual approval workflow: “one-up” and “cost centre” approvals
No more waiting for physical signatures, track your approvals online
IEXPENSES – SUMMARY OF VALUE IMPACTS
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• No need to keep paper records: attach
pre-approvals, receipts, etc.,
electronically and access in the future
through the system
• Ability to collect detailed expense claim
information leads to cost savings
• Mobile app for iOS and Android:
• The app, called Fusion Expenses,
is optional and enables you to build
your expenses lines and add your
receipts from anywhere!
• Download instructions will be sent
on February 1st
EMPLOYEE BANKING INFORMATION
UWinsite Finance is migrating banking
information from FIS for employees who have
previously filed expense reimbursements.
Each employee has the ability to update their
own banking information online in iExpenses.
Employees can add multiple bank accounts and
select a specific account for reimbursement for
each expense claim.
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ONLINE IEXPENSE CLAIMS
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Electronic approval processing means no more
physical signatures and allows you to easily track
your claims through the approval workflow.
Online iExpense claims will replace paper-based
cheque requisitions and travel claim forms.
Your accounting information will default based on
who you are.
BUILD YOUR EXPENSE CLAIMS LINE-BY-LINE
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Built-in logic to ensure claims adhere to travel policy.
Line-based expense claims enable more
accurate treatment of sales tax rebates.
Build individual expense lines and then assemble
multiple lines into a single claim.
Note: Always enter after tax amounts
Attach your receipts and other back-up information
to each expense line for ease of tracking.
ONLINE IEXPENSE CLAIMS REVIEW AND APPROVAL
• Ensuring the travel expense claims are for legitimate University-related activities or relevant
research-related activity
• Ensuring expenses are being charged to the appropriate account
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Authorized Approver: What is the Authorized Approving Officer (One-Up) responsible for?
Authorized Grantee: What is the Authorized Grantee responsible for?
• Ensuring that funding is available and that expenses conform to those allowable under the
guidelines of the sponsor
Accounts Payable: What is Accounts Payable responsible for?
• Developing and maintaining administrative processes relating to University travel
• Ensuring that claims for reimbursement are in compliance with the University of Windsor
Travel Policy
• Conducting a 100% audit of the supporting evidence for claims including receipts, boarding
passes, etc.
IEXPENSES
Section 6: Key Processes
IEXPENSES DEMO AND WALKTHROUGH
In this section, end users will view a demonstration on how to use the
iExpenses module for the following common processes:
1. Create an expense report against a Project
2. Review and approve an expense report
3. How to navigate the Oracle Fusion Expenses Mobile App
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Participants, don’t forget to put the course code (PI-3) in the
Purpose area of the expense report!
Access UWinsite Finance
TEST Environment
https://efhc-test.fs.ca2.oraclecloud.com/homePage/faces/FuseWelcome
IEXPENSES DELEGATION FEATURES
There are two types of delegation related to iExpenses:
1. Delegating authority to complete expense reports on your behalf
2. Delegating expense approval authority
• This allows you to delegate your authority to approve expense
reports temporarily (e.g., when you are on vacation)
Note: The delegated individual will have access to your iExpense dashboard and
will be able to check the status of all reports, regardless of who completed them
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DELEGATION CONSIDERATIONS
Before delegating your authority, it is important to understand the
implications of the decision and the factors that must be considered.
• Establishing an expense approval rule provides your delegate with
the authority to approve expense reports on your behalf. The
responsibility for the approvals still resides with you because the
expenses will be charged to your account(s).
• In addition, your delegate needs to be aware of the University’s
expense-related policies and the implications of their approval
decisions. As such, your delegate should be carefully selected to
ensure s/he has the financial knowledge as well as understanding of
the repercussions of their decisions.
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CHANGE IMPACT OVERVIEW
Section 7: Self Service Procurement
REQUISITIONING – SUMMARY OF VALUE IMPACTS
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• Fully paperless! No chart field numbers to remember!
• Chart string will default based upon what you bought
• Supplier communication now e-mail based
• Simple, clean user interface
Drop down menus, choose common suppliers from a name
search
Supplier details (address, etc.) populates based on name
• Electronic approval workflow
No more waiting for a physical signed approval
Ability to track the order every step of the way
Payment approval process also fully electronic
REQUISITIONING – SUMMARY OF CAMPUS WINS
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• All contracts, quotes, etc. attached electronically within the system
• Built-in reminders (e.g., attachment of receipt) to help ensure
completeness before a claim is submitted
• Better data centrally about habits could mean better vendor
agreements
• Use of mobile app means you can place orders from anywhere
SUPPLIER MANAGEMENT
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A review/audit process will be invoked to ensure
integrity of supplier information.
UWinsite Finance has rebuilt the supplier
database.
• Approx. 1,000 suppliers will be available at
Go-Live.
Suppliers must be added to the system BEFORE
a requisition can be issued.
• A form will be available to communicate
supplier information to the Procurement office.
ONLINE REQUISITIONING
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Online requisitioning will replace paper-based
reqs. Online requisitions are built by entering
individual requisition lines.
Electronic approval processing means no more
physical signatures and allows you to easily track
your orders through the approval workflow.
Default chart of account mapping based on who
you are and what you are buying.
ONLINE RECEIPT OF GOODS/SERVICES
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Campus members who requisition goods/
services will be required to mark items as
“received” in the system.
Acknowledging “receipt of goods/services”
replaces the positive/negative approval process.
Better practice of creating a 3-way match between
the PO, invoice, and receipt before a payment can
be issued.
PROCESSING INVOICES WITHOUT A PO
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A “payment request” form has been developed to
facilitate the payment of invoices where issuing a PO
does not “fit”.
• I.e., payment of guest speakers, student
recruitment, utilities, taxes
Policy Enforcement: Consistent with purchasing
policy, the system will not allow invoices to be paid
without a PO.
Campus community is encouraged to use a P-card
whenever possible.
SELF SERVICE
PROCUREMENT
Section 8: Key Processes
SELF SERVICE PROCUREMENT DEMO AND
WALKTHROUGH
In this section, end users will view a demonstration on how to use the
Self Service Procurement module for the following common processes:
1. Order a good or service by creating a requisition online
2. Create a payment request
3. Partially or fully receive a good or service
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Participants, don’t forget to put the course code (PI-3)
in the Justification field in the PO header section!
https://efhc-test.fs.ca2.oraclecloud.com/homePage/faces/FuseWelcome
Access UWinsite Finance
TEST Environment
DELEGATION CONSIDERATIONS
Before delegating your authority, it is important to understand the
implications of the decision and the factors that must be considered.
• Establishing an expense approval rule provides your delegate with
the authority to approve expense reports on your behalf. The
responsibility for the approvals still resides with you because the
expenses will be charged to your account(s).
• In addition, your delegate needs to be aware of the University’s
expense-related policies and the implications of their approval
decisions. As such, your delegate should be carefully selected to
ensure s/he has the financial knowledge as well as understanding of
the repercussions of their decisions.
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CONCLUSION
Section 9: UWinsite Finance
HELP STRATEGIES – ALL USERS
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• Review online resources at uwindsor.ca/uwinsitefinance
• Simulations, Videos, User Guides, and more!
• Connect with the UWinsite Finance Support Taskforce
• Phone: 519-253-3000 ext. 5385
• In-person: On-site support schedule will be available at
uwindsor.ca/uwinsitefinance
• Check with the financial expert or an administrator assistant in your area
• Take advantage of the UWin Self-Service Client Portal at
uwindsor.ca/help
• Submit a support ticket through the Services section
• NOTE: Questions and tickets will be addressed by a member of
the UWinsite Finance Team
FRIENDLY REMINDER – UWIN ACCOUNT
PASSWORDS
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• As per the Daily News announcement on December 22, 2017, the UWIN ID
Account Password requirements have changed to provide higher levels of
security for all account holders
• Before logging into UWinsite Finance for the first time, your UWin
Account Password must be changed to comply with the following
requirements:
• A minimum length of 10 characters
• At least one special character
• At least one uppercase letter
• At least one lowercase letter
• At least one digit
• Passwords can be changed at uwindsor.ca/its/uwinid/
• Going forward, UWin Account Passwords must be changed every 120 days
Note: This is a campus-wide policy change and is applicable for your entire UWINID
