Change Partner
Meeting
Financial Accounting
Purchasing
Workday@Yale
April 4, 2017
Agenda
Introduction
Financial Accounting
• Journal Entries
Purchasing
•
•
•
•
Procure-2-Pay Roles
Create Supplier Request (Vendor Setup)
Create Supplier Invoice (Check Request)
Process PO & Non-PO Invoices
What’s Next
2
Change Network Roles
Change Partners
feedback and communications
channel between their business unit
and the Change Management team
Local Workday Gurus
community of users who can provide
business process support as a part of
their current role
Before Go-Live
“Focus on Readiness”
After Go-Live
“Support Users”
Supporter
Listener
Ambassador of Change
Serve as a Liaison
Direct Users to Help Resources
Learn about the Changes
Early Adapter
Coach
Learn their assigned areas
of the system
Provide User Support
Participate in this
Community of Practice
Test the System
Serve as a Liaison
Lead User Training
3
Prerequisite Foundational Core Concepts
Online Videos
Core Concepts
Financials Overview
Chart of Accounts (COA) Overview
Introduction to Worktags
Reporting
Overview of Workday
Software as a Service
Configuration vs. Customization
Tenant
Supervisory Organizations
Roles
Business Process
Employee Self Service
Delegation
Inbox
Additional resources are available at workday.yale.edu
4
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
Financial
Accounting
Journal Entries
Workday@Yale
Journal Entries Roles
Current State
Future State
Preparer Only
YUGL_Phase 2 JSA Staging User
Preparer
Cost Center Finance and
Accounting Specialist
Preparer and Approver
YUGL_Phase 2 Staging Manager
w/no GC xfers
Approver
Cost Center Manager Finance
and Accounting
YUGL_JSA_Department_
Grant_Approver
7
Journal Entries: Future State Detailed Process Flow
Identifies adjustment
need, and creates an
On-Line Journal Entry
Cost Center Finance
& Accounting
Specialist
Approves Journal Entry
Cost Center
Manager(s)
Conditional Approvals
Approves Journal Entry
(MEI Spend Category)
Business Asset
Accountant
(MEI)
Approves Journal Entry
(JE’s over 10 M or affect
a Control Account)
Workday
Activity
Post
Transaction
Workday
System
Controller
8
Key Changes
• Workday Journal Entries replace JSA or Oracle Journal Staging
Area.
• All journal types in the current process (inter-fund transfer,
income, balance sheet, etc.) will now be processed on the
same journal entry. You may even process them in the same
journal entry.
• Documentation can be attached directly to journals within
Workday. Attachments will no longer be attached using
multifunction devices.
9
Key Changes
• Users will have the ability to copy a previously processed
Journal Entry, make changes, and submit the new Journal
Entry.
• In Oracle, you chose an Expenditure Type Code but in Workday
you will be required to choose a Revenue or Spend Category.
Additionally, Journal Entries require that you choose a Ledger
Account.
10
Key Changes
• Departments who submit journals electronically will use a new
file format.
• Currently, balances do not reflect approved transactions made
on the same day. In Workday, all approved transactions will be
reflected immediately, except for some associated assessments.
11
Key Changes
• In Workday, Journal entries will now be approved by one cost
center manager from each cost center that is impacted by the
transaction.
 This approval process affects all manual journals (ISP and Non-ISP as
well as almost all electronically submitted journals).
 Most ISPs whose journals are generated from system integrations
– Famis, ITS, YSM FinOps — are exempt and their journal entries will
auto-approve.
12
Key Changes
• By requiring Cost Center Managers to approve, we will be able to:
 Get things right the first time
 Reduce need for Cost Transfers
 Eliminate the need for post transactional review on Financial
Management Checklist
13
Types of Journal Entries
There are a variety of Journal Entry Types:
• Manual Journal Entries
 Copy Journal Functionality
• Spreadsheet/Electronically Submitted Journal Entries
• Journal Entries created from System Integrations
• Commitment Journals
• Operational Accounting Adjustments
14
Types of Journal Entries
Manually Entered Journal Entries
• Manual Journal Entries are entered through the
Create Journal task.
 You can find a previously processed Journal and copy it, which
opens the Create Journal task and prepopulates many of the
needed fields.
• For manual Non-ISP Journals, you will choose Manual Journal as the
Source.
• For manual ISP Journals, you will choose Your ISP as the Source.
• All manually prepared Journal Entries will require approval from each
Cost Center.
15
Types of Journal Entries
Electronically Submitted Journal Entries
• Journal Entries can still be submitted electronically via an Excel
spreadsheet for both Non-ISPs and ISPs.
• New templates and procedures have been created in conjunction with
the Integrated Systems Remediation process.
• Almost all electronically submitted Journal Entries will require approval
from each Cost Center on the JE.
 If you believe you have a significant volume of transactions and
would like to submit Journals electronically, there is a process to
request this access.
16
Types of Journal Entries
Journal Entries Generated from System Integrations
• There are many ISPs that will have direct system integrations with
Workday (i.e. FAMIS, YARC, ITS, YSM FinOps).
• Almost all of these Journals will auto-approve and will not require
the Department Cost Center Managers approval.
• There are only five situations in which the Cost Center Managers
will need to approve these Journal Entries:
• Yale Drama (3 Systems)
• SFAS Student Loan
• Yale Press
17
Types of Journal Entries
Commitment Journals
• Managing Custom Commitments in Workday is done a few
different ways.
• Using Commitment Journals is one solution for managing some
types of Commitments.
• Commitment Management best practices will be established and a
follow-up knowledge session will be held once they are finalized.
18
Types of Journal Entries
Operational Accounting Adjustments
• Released in Workday 28 on 3/13/2017
• Are generated when you go into an original transaction and make
changes to the charging instructions
• Limited to Procurement transactions - Invoices and Expense Reports
• We continue to test and learn about its functionality. Additional
information is forthcoming as it is vetted.
19
Journal Entries
Journal Entries
Journal Entries
Correct a Journal Entry
Copy a Journal Entry
• Find the
Journal Entry
you want to
copy using Find
Journals or by
looking in your
In-Box Archive.
Procure-2-Pay
Roles
Workday@Yale
Procure-2-Pay Roles
Role Name
Brief Description
Requisitioner
Prepares requisitions
Cost Center P2P Approver - $1K
Approval authority for Procure-to-Pay business processes up to $1K
Cost Center P2P Approver - $10K Approval authority for Procure-to-Pay business processes up to $10K
Cost Center P2P Approver –
Unlimited
Approval authority for Procure-to-Pay business processes for unlimited
dollar amounts
Cost Center P2P PO Specialist
Prepare and submit PO Change Order Requests
Cost Center P2P Invoice Specialist Review and edit invoices including receipt verification (AP Worklist
User)
Cost Center AP Specialist
Prepare/view AP transactions including Supplier Set Up Requests
(VCU) and Supplier Invoice Requests (aka Check Requests)
Cost Center Financial Analyst
Perform financial reporting functions for assigned Cost Centers, with
Create Supplier
Request
(Vendor Setup)
Workday@Yale
Create Supplier Request: Future State Detailed Process Flow
Review Supplier
Request (Foreign
countries)
Identify
need for
payment
for Supplier
new to Yale
Create
Supplier
Request
Reviews /
Edits
OFAC
Compliance
(Administrator)
Complete
Supplier Setup
Wire Instructions
Cost Center
P2P AP
Specialist
Supplier
Administrator
(YSS)
Cash Manager
(Treasury)
Supplier
Administrator
(YSS)
Conditional Approvals
Workday Notification to Requester
28
Create Supplier Request (Vendor Setup) – Key Changes
• Vendors are called Suppliers in Workday.
• Supplier setup requests will be entered directly in Workday.
Supplier information changes will complete in Workday through the
Supplier Change Request form.
• In Workday, supplier names are entered in ALL CAPS, as they
are in Oracle.
• Vendor setup and check request are two separate processes in
Workday.
29
Create Supplier Request (Vendor Setup) – Key Changes
• Includes a provision for specifying wire payment information.
A separate wire payment request to Treasury is no longer required.
• Includes a provision for attaching tax forms.
• Routes directly from the Cost Center P2P AP Specialist to the Vendor
Compliance Unit (VCU).
There is no approval required from the Department.
• Supplier information is viewable by Departments
Allows visibility that a supplier record already exists or requires an
update.
30
Create Supplier Request
• Look up to
see if Vendor
already
exists
• If not, Create
Supplier
Request
• Required to
add at least
one primary
contact
Create Supplier Request
• Add one primary contact—phone or email
• Enter address
• Attach all required tax documents
• Enter comments
• Click OK
• Go back in and Review what was entered and add:
• Accepted form of payment
• Default payment type
• Accepted currency
Section
Title
Create Supplier
Goes
Right
Here
Invoice
• Workday@Yale
• Overview
(Check Request)
Workday@Yale
Create Supplier Invoice: Future State Detailed Process Flow
Reviews /
Approves
Cost Center P2P 10K Approver
Identify
need for
payment
Create
Supplier
Invoice
Reviews /
Approves
Cost Center
P2P AP
Specialist
Cost Center
P2P - 1K
Approver
Reviews /
Approves
Cost Center P2P –
Unlimited
Approver
Optional
Grant Award
Reviews /
Approves
OFAC
Compliance
(Administrator)
Reviews /
Approves
Accounts
Payable (YSS)
Process
Payment
Accounts
Payable
Reviews /
Approves
Tax Manager
Grant Manager
Department Conditional
Approvals
Central Conditional
Approvals
34
Create Supplier Invoice (Check Request) – Key Changes
• Check requests are referred to as Supplier Invoice Requests in
Workday.
• Vendor setup and check request are two separate processes in
Workday.
• Some departments may continue to internally transmit
payment requests for processing to the Cost Center P2P AP
Specialist through an electronic or paper form.
• Additional approvers—known as Ad-Hoc Approvers—can be
selected from specific roles related to the business process.
• Workday will allow setting a future invoice date.
35
Create Supplier Invoice (Check Request)
•
Search to see if Vendor already
exists and validate that
information is up-to-date
•
Create New Vendor or modify
existing Vendor information if
needed
•
Create Supplier Invoice Request
•
Defaults todays date (can add
future date)
•
Pick Yale from Drop Down
•
Type in Vendor Name and choose
from list
•
Pick Remit to Connection
•
Enter Amount, Supplier Reference
number, Special Handling if
applicable and memo
Create Supplier Invoice (Check Request)
• Always choose
Service
• Enter Spend
Category
• Enter Amount
Create Supplier Invoice (Check Request)
•
•
•
•
Enter Country of Activity
Enter COA
Enter Memo
Attach backup & Click Submit
Process PO
& Non-PO
Invoices
(AP Worklist)
Workday@Yale
Process PO Invoice: Future State Detailed Process Flow
Submit PO
Invoice
Run Supplier
Accounts
Match
Process
Supplier
or
YPPS
Review and
Edit Invoice
Variation
Exceptions
Cost Center
P2P Invoice
Specialist
Review /
Approve
Foreign Services
Cost Center
Approver 10K
Central AP Analyst
Review /
Approve
Review /
Approve
Cost Center
Approver 1K
Cost Center
Approver
Ulimited1K
Optional
Grant Award
Grant Manager
Workday
Activity
Department
Conditional
Approvals
Tax Review Needed
Tax Manager
Embargoed
Countries
OFAC Compliance
Asset Trackable
Line, or Business
Asset Accounting
Perform
Settlement Process
Process payment
to Supplier
Account Payable
Settlement
Specialist
Business Asset
Accountant
Central Conditional Approvals
40
Process PO Invoices – Key Changes
• In Oracle, the AP Worklist user accesses invoices on-hold in order
to review, modify, validate receipt of goods and submit them for
approval. In Workday, these transactions will be sent directly to
the Workday Inbox of the Cost Center P2P Invoice Specialist.
• Once the invoices are processed, they route to the Cost Center
P2P Approver – 1K.
 If the transaction is greater than 1K, an additional approver
is needed.
 Ad-Hoc Approvers can be added as anytime.
41
Process Non-PO Invoice: Future State Detailed Process Flow
Cost Center
Approver 1K
Review /
Approve
Foreign Services
Review /
Approve
Submit
Invoice
Supplier
or
Department
Process
Invoice in
Kofax
Accounts
Payable
Data Entry
Specialist
Invoice
created in
Workday
Review / Edit
Supplier
Invoice
Cost Center
P2P Invoice
Specialist
Cost Center
Approver 10K
Review /
Approve
Cost Center
Approver
Ulimited1K
Optional
Subaward
Spend
Category
Central AP
Tax Review Needed
Asset Trackable
Line, or Business
Asset Accounting
Controller Offices
Embargoed
Countries
Perform
Settlement
Process &
Generate
payment to
Supplier
Account
Payable
Settlement
Specialist
OFAC Compliance
Grant Manager
Workday
Activity
Department Conditional
Approvals
Central Conditional
Approvals
42
Process Non-PO Invoices – Key Changes
• OK2Pay invoice are referred to as Non-PO Invoices in
Workday.
• Workday allows you to create PO’s (by using specific
Requisition Types) that will require department review and
approval on all invoices processed against that PO.
• Our goal is to reduce the number of Non-PO invoices when
at all possible. Workday will still allow them to be
processed similar to how they are today.
43
Supplier Invoices
Invoices
Processed against
a PO that require
approval will
create Tasks in
the Cost Center
P2P Invoice
Specialist
Workday Inbox.
Supplier Invoices
Supplier Invoices
Information on Terms and
Taxes, and applicable Invoice
Reference Information
The matching summary will
provide you with the reason this
invoice needs review and
approval. In addition, the invoice
is attached and readily accessible.
Supplier Invoices
Chose the Match
Exception
Override reason
and Click OK.
Section
Title
What’s Next
Goes Right Here
• Workday@Yale
• Overview
Workday@Yale
Training
Training Guide
Quick Guide (QG)
Auditorium
Session
Instructor-Led
Training (ILT)
Coaching/Clinic
Session
Web
Simulation
Web-Based
Training
Support
You will have support!
• Local Workday Gurus are embedded in your department
• Workday.yale.edu provides access to quick guides, web-based training,
and additional supporting documentation
• Yale Shared Services (YSS) will provide tier-one helpdesk support through
the Finance Support Center (FSC)
• Heightened support will be provided from July through October
What’s Next
• Become an ambassador of change
• Grow your network and take some time to meet other Local Workday Gurus
• Topics for next Knowledge Building Session
• User Acceptance Testing April 17 – May 19
 Testers who are selected will be notified soon
• End User Training begins May 22 (tentative)
 Local Workday Gurus are encouraged to attend training that is specific to their
business area
 This will help you to continue to become comfortable with the content
• Local Workday Guru Preparation for Go-Live begin June 5 (tentative)
51
Questions
& Discussion
Workday@Yale