Workday Financials Introduction WorkdayYale April 18 2017 Agenda

Workday Financials Introduction Workday@Yale April 18, 2017

Agenda • Overview • Functions and Features • Roles • Chart of Accounts • Next Steps

Overview Workday@Yale

Workday@Yale Objectives Simplify and standardize processes Make it easier to get work done and harder to make mistakes Minimize administrative work for faculty, students and staff Lower operating costs and improve effectiveness Provide accurate, trusted, and timely reporting

Meeting the evolving needs of higher education. Workday integrates financial, HR, academic, and research information to offer: • Frequent releases that optimize the system • Flexible reporting to meet changing needs • Mobile access and self-service – anytime, anywhere

Community and Communication Impacts ~6, 600 Faculty, Postdocs, Fellows ~4, 500 Managers and Professional Staff ~250 Central Finance Groups ~200 Lead Administrators and Operations Managers ~150 Service Teams ~100 Senior Leadership ~3, 900 Clerical Workers and Technicians

Program Team Workday@Yale Team Members 162 Local Communication and Support Members 262 Service Group Members 66 Support Center Staff 300+

Impacted Systems We are working to ensure that Workday information flows smoothly between existing systems such as the ID system, Sci. Quest, Facilities, etc. Where necessary, we are making changes to those existing systems. Systems Critical for Go -Live 92 Other Systems 81 Financial and People Data 34 Financial Data Only 58 People Data Only 81

Timeline 2017 2018 Jan-Mar Apr-Jun Jul-Sept Oct-Dec Financials Go-Live Training Post Go-Live Support (including YSS, ESC, ITS Help Desk) User Testing Weekly Updates, Supervisor Updates, Information Sessions Prepare for Go-Live HR/Payroll/Academic Optimization Financials Optimization

Functions and Features of Workday@Yale

Workday Features Employee Self Service Workday Mobile • Workday is built for staff to be able to help themselves find information and take action on their own • Enter expenses via the mobile app • Staff may access old expense reports to check status of payments • Track procurement processes like POs and Requisitions • Take pictures via receipts • Receive notifications via the mobile app • Access your inbox Software-as-a-Service • Adopting a Softwareas-a-Service (Saa. S) financial system will put Yale at the forefront of enterprise technology • Regularly updated— just like your phone’s operating system • Cloud hosted for greater efficiency and security Workday Inbox • Notifications of Business Processes requiring action will arrive in the Workday Inbox • Automated email notifications unavailable

Financial Functions Moving to Workday • Award Setup • Subawards • Effort Certification • Payroll Costing • Journal Entries • Endowments and Spendable Gifts • Commitments • Moveable Asset Inventory • Cash Sales (RIF) • Purchase Requisitions through Sci. Quest • Expenses (EMS) • Cash Advances • Check Requests • Invoice Payments • Vendor Setup Grants Finance and Asset Management Purchasing and Expenses Financial Monitoring : Financial Management and Transaction Monitoring Reports

Mobile Expenses Capabilities

Workday Roles Workday@Yale

Workday Roles: Who Does What Workday ROLES: Are assigned to Positions Determine function in a business process (i. e. initiate, approve, etc. ) Determine what you can see and do in Workday Provide access to data within the assigned cost center POSITIONS: A Position is the “seat” that a specific Worker occupies A Position does not refer to a job title May be assigned one or many Workday roles Workers are hired into Positions and inherit the Workday role(s) of the Position

Chart of Accounts Workday@Yale

What is the Chart of Accounts (COA)? Today we call it … Tomorrow we will call it … What is it? Oracle Chart of Accounts COA Workday Chart of Accounts COA General term to describe the full set of data points used for standard accounting and financial reporting. In Workday this includes delivered pieces of the Workday Financial Data Model (FDM) and also some worktags that are configured by Yale. COA Segments Each individual piece of the chart of accounts – the buckets. Oracle Project, Org, etc. Workday Program, Cost Center, etc. The list of values for each segment are called the “segment values”. Charging Instructions PTAEO Charging Instructions Accounting string - PTAEO Expenditure Type Ledger Account COA segment used for general ledger accounting (revenue, expense, assets, liabilities)

Next Steps Workday@Yale

Workday@Yale Website 19

Preparing for Go-Live Just prior to Go-Live there may be a brief “pause” in some financial activity. We are developing a plan now to prepare you for Go-Live and will share more information in the coming weeks, including: • Cutover Dates • Impacted Systems • Interim Steps

What’s Next • Become an ambassador of change • Familiarize yourself with your local Change Network participants ð Do you know who your Change Partner is? ð Do you know who your Local Workday Guru is? • User Acceptance Testing, April 17 – May 19 • Sign up for training ð End-User Training begins May 22 21

Community Engagement • Attendance is encouraged at upcoming awareness and training sessions • Watch training videos posted on www. workday. yale. edu • Provide feedback and contact workday@yale. edu with any questions • Find more information at www. workday. yale. edu

Questions & Discussion Workday@Yale