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 | [email protected]
Lauren Hatchard | [email protected]
Ashley Bloor | [email protected]
Erin Shannon | [email protected]