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UR Financials Project Demo Days
September 2014
UR Financials Demo Days – September 2014
Agenda • Announcing Hands on sessions • FRS COGNOS - WD Translation aid report • Kate Crowley - FDM • Monthly Ledger Report • Training and Communications • Q & A • Wrap Up
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UR Financials Demo Days – September 2014
Chatting for WebEx Participants
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For those joining the WebEx: • 1) Please access the chat feature at the top of
your screen • 2) Please chat directly with Mike Bonanno
(He will then pose the questions on your behalf)
• 3) Select Mike in the drop down menu in the chat window (do not select “everyone”)
Mike Bonanno
UR Financials Demo Days – September 2014
Project Update • Day-in-the-Life functional testing complete • Workday 23 release:
– Report enhancements (i.e. Monthly Ledger report) – Testing in September/October
• Performance testing - Phase 1 complete, Phase 2 during September
• FY15 Data Conversion in process • Training material finalized, moving into
preparation phase for training delivery
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UR Financials Demo Days – September 2014
Announcing: Hands-On Sessions What it is: • Provide users Workday experience prior to training and ability
to view FY15 converted data in Workday terms • Get additional exposure to the Chart of Account transition
What it is not: • Formal training • Opportunity to change reports • Validation of Workday security • Requests to change converted data
– If incorrect, reroute transaction to new subcode going into FRS – If necessary, make journal entries in FRS to correct.
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UR Financials Demo Days – September 2014
Announcing: Hands-On Sessions • Prerequisites:
– Must take eLearning course (certification not required) – Some experience translating from FRS to Workday terms – Review COGNOS FRS to Workday report for your data – Must log into Workday conversion tenant prior to session
(instructions to be emailed prior to session)
• Logistics – (9) sessions using Signup Genius for registration (available
on 9/19/14) – Total participants – 25 per session – Bring COGNOS FRS to Workday report to Hands On session – Location: At the Medical Center: Saunders RB 1301/1307
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UR Financials Demo Days – September 2014
Hands-On Experience Format
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• Workshop Format – Brief introduction to get logged in – Follow the instructor on how to run a few reports
• Monthly Ledger Summary report • Transaction Detail report
– Practice Analyzing these Reports – Support users in the room with assistance as
needed – Document questions and comments
UR Financials Demo Days – September 2014
FRS COGNOS - WD Translation Report
• Communicated on UR Financials website on 9/5 and on Tools page – https://cognos.dw.its.rochester.edu
go into the #Financial reports/Workday folder – Budget values – FRS to Workday terms
Actual expenses – FRS to Workday terms
• See example of report on next slide
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UR Financials Demo Days – September 2014
FRS to Workday COGNOS Report
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Terms Comparison Report- FRS vs Workday ( summed on Workday at FAO level) Fiscal Year
Mo
Account Account Description
Workday FAO
Subcode
Subcode Description Workday FAC -
default
Workday FAC Description Transaction Desc Transaction Amount
Batch Name
2015 01 217024 Example Account
OP217024 1200 FULL-TIME PROF PAS SC58100 PAS Regular Salaries (SC58100) BIWEEKLY HOURLY $1,000.00 PRL001
2015 01 217024 Example Account
1200 FULL-TIME PROF PAS SC58100 PAS Regular Salaries (SC58100) FULL-TIME PROF PAS $2,000.00 BUG901
2015 01 217024 Example Account
1300 FULL-TIME NON-EXEMPT
SC57400 Clerical (SC57400) PRL ACCRUAL FOR JULY $3,000.00 PRL044
2015 01 217024 Example Account
1300 FULL-TIME NON-EXEMPT
SC57400 Clerical (SC57400) SEMI-MONTHLY $4,000.00 PRL005
2015 01 217024 Example Account
1880 TSP TEMP SERVICE PGM
SC58350 Temporary Service Program Internal (SC58350) BIWEEKLY HOURLY $5,000.00 PRL001
2015 01 217024 Example Account
1880 TSP TEMP SERVICE PGM
SC58350 Temporary Service Program Internal (SC58350) PRL ACCRUAL FOR JULY $6,000.00 PRL044
2015 01 217024 Example Account
1900 STAFF BENEFITS SC46250 Staff Benefits (SC46250) SEMI-MONTHLY $7,000.00 PRL005
2015 01 217024 Example Account
1900 STAFF BENEFITS SC46250 Staff Benefits (SC46250) STAFF BENEFITS $8,000.00 BUG901
2015 01 217024 Example Account
2000 TRAVEL&CONF REG FEES
SC49550 Conference Registration Fees Outside UR (SC49550)
TRAVEL&CONF REG FEES
$9,000.00 BUG901
2015 01 217024 Example Account
2019 ENTERTAINMENT SC49500 Entertainment (SC49500) MOUNTAIN GLACIER LLC
$10,000.00 APD391
Kate Crowley - FDM
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UR Financials Demo Days – September 2014
Perspectives on Conversions Kate Crowley IT Director, UR Office of the VP for IT and CIO – Perspective of a Consumer, and Provider of the
new Financial Data model
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UR Financials Demo Days – September 2014
Perspectives on Conversions • As a UR Financials Consumer
– Convert internal budget reports to UR Financials terms – Update sub-code lists so that expenses map to correct
spend category starting July 1 – Update Budget category reports
– Run the new Workday conversion reports in COGNOS to
better understand sub-code mapping
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UR Financials Demo Days – September 2014
Perspectives on Conversions • As a UR Financials Provider
– Map current sub-codes used for each type of service
– Communicate to users when sub-code changes are necessary
– Find the entry point in the service flow/process so that new services will flow to correct spend categories
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UR Financials Demo Days – September 2014
Perspectives on Conversions Approach and Tips • UR Financials website has the tools that we need
– Questions about spend category interpretation – calling the service providers
– Submitting suggestions to the project team
• Internal training for “casual” users
– Printing forms so that users can see the changes
• Encourage staff to watch the training video
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UR Financials Demo Days – September 2014
Perspectives on Conversions Approach and Tips • UR Financials website has the tools that we need
– Questions about spend category interpretation – calling the service providers
– Submitting suggestions to the project team
• Internal training for “casual” users
– Printing forms so that users can see the changes
• Encourage staff to watch the training video
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Monthly Ledger Report
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UR Financials Demo Days – September 2014
Monthly Ledger Report • Composite report released in WD 23 • What it can do
– Refine data you can see by setting prompt criteria – Save common report search criteria using filters – Drill into/Click on links to see transaction details
• What we can’t do – Outlining/Summary lines
• Ready by October
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Start with a Summarized view:
UR Financials
• Similar to the Cognos report “Monthly Summarized Accounts” • Allows drill-in to the specific FAO
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You can also do the same with a grant oriented report:
UR Financials
FAO Budgetary Balance Summary - Monthly Ledger by UR Operating Program (NCL)
• An example of the filters you can use and Save for re-use
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Sample of the Outlining feature
UR Financials
UR Financials Demo Days – September 2014
The formerly known as : Monthly Ledger Report
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• Is now known as FAO Budgetary Balance Summary
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Next, dig into the details:
UR Financials
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Expand out and click to drill into details:
UR Financials
UR Financials Demo Days – September 2014
COGNOS Security Report and ???’s
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• Security report was created and limited to actual accounts in active status ( i.e. only active grants in FY15 are being loaded in UR Financials)
• Because we are also cleaning up Cognos permissions, I’ve gone back and added the previous ( Closed, Deleted,Frozen)
• People have been pencilling in what they had/needed • Managerial/Divisional approval will complete the
inspection process; DW Security will update appropriate permissions
Training and Communications
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UR Financials Demo Days – September 2014
Training • User Training List, updated • New course track for (Non-Company Level
Reporting class) – Journal Processing class
• Added form to Form page – Bank entry – Video to come end of Month – Coming Soon: 312 Purchase Requisition form
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UR Financials Demo Days – September 2014
Upcoming Months
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October November December - February
• eLearning released with certification active in Blackboard
• Hands-On Sessions begin
• Dress Rehearsals - all
classes begin
• Register for first block of Non-Company Level Reporting Instructor Led classes
• Kickoff Instructor Led training classes
- Non-Company Level Reporting class
• Core Instructor-Led training classes begin
UR Financials Demo Days – September 2014
Communications • Updates to web
– New Depositor SIG starting 9/25/14 – Course outline for Non-Company Level (NCL)
Reporting Class – Financial Data Converter (FDC) tool updated – COGNOS Security Access Report
– Introduction to UR Financials eLearning and
Certification test available in October
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Q & A
UR Financials Demo Days – September 2014
Wrap Up: Demo Days • Please complete survey that will be sent out on
Monday morning • Demo Days next month will be October 15,16,17 • Potential Topics for upcoming Demo Days
– General Updates – Forms – Reporting – Training – Data Conversion and Validation – Cut-Over Plans
• Please continue to reach out with questions and share project information with your Department
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