Management
Information Session
February, 2016
Purpose of today
1. Inform Management team of Project Status, provide demo and
key messages on changes
2. Our Ask – That Management provide an update to the their direct
reports. This presentation will be available on
www.brocku.ca/workday
2
Agenda
3
Topic
Presenter
Why a New Finance System?
Josh Sekel, PM
Goals & Principles
Josh Sekel, PM
Project Scope
Josh Sekel, PM
Demonstration: Expense Reimbursement Submission and Approval
Josh Sekel, PM
Other Changes: Purchasing Card Rollout and FDM
Ed Wall, Finance Lead
2015/16 Year End: Important Dates
Ed Wall, Finance Lead
2016/17 Budget
Ed Wall, Finance Lead
Communication, Training and Post Go Live Support
Ed Wall, Finance Lead
Current system? Born in 1985
Originally built
without using
Windows *
Built for the
PC desktop
Total student
headcount in
1985
8,190
* Windows 1 was released in 1985
4
Why Workday?
Cloud based
with frequent
updates
Easy
5
Built for
mobile tablets
and pcs
Total student
headcount
2014-15
18,824
Our goals & principles
6
Risk reduction
Improved efficiency
Improved financial
outcomes
Support a federated
enterprise architecture
Limit system
customization
Support individuals in
their employment
Project scope
Workday
Financials
Contracts
Budgets
Procurement
Customer and
Supplier Invoices
Assets
Expenses and
PCard
Banking and Settlements
Endowment
Mobile
Accounting
Consumer Ui
Actionable Analytics
Global at
the core
Collaboration
Reporting
One adaptive foundation
Business Process Framework
Security
Object Data Model
Integration
Reporting and Analytics
Purchasing Card Rollout
APR
2016
MAY
2016
JUN
2016
JUL
2016
AUG
2016
May 1 Go-Live
University
Card
Rollout
Pilot Group
(~10 cards)
CentreSuite
ends
Legacy
Group
(~60 cards)
Paper forms
Paper forms sent to Finance
Paper forms
Workday Expense reimbursement functionality until Expense card rollout
Expense
Reimbursement
8
•
Purchasing Card and Expense Card
training and rollout *
Workday Purchasing Card and Expense Card functionality
Purchasing Card and Expense Card
training and rollout *
The Purchasing Card Policy requires that the P-Card be used for all University payments
when Visa is accepted by the vendor.
Current Account Structure
9
New Workday FDM
10
NEW Worktag Categories
11
Mandatory Categories
Fund
Cost Centre
Ledger Account
Definition
Self-balancing,
with specific purposes
or special restrictions
and limitations
The unit related to the
transaction. Same as in
current system
Represents the type
of activity, and
details of the lines
in the Financial
Statements
Examples
Operating, Invested in
Capital Assets,
Endowments, PER,
Start-up funds,
Research
Teaching Departments,
IT, Finance, Facilities
Management, HR
Cash, Accounts
Payable, Tuition
Revenue, Salary and
wages
12
Projects, Programs and Grants
Project
Program
Grants
Definition
Activities directed
towards the
accomplishment of
a set of objectives
that has a defined
beginning and end
Activities or events
directed towards the
accomplishment of a
set of objectives that is
an ongoing distinct
activity for the
foreseeable future
External funds
received for specific
purposes including
general government
grants and research
grants
Examples
Capital Projects,
FM and IT
PER accounts, course
fees, start-up accounts,
conference services,
athletic teams, Co-op
fees
Research Grants NSERC, SSHRC, CIHR
Operating Projects,
HRI/CRISS and
General
13
Operating Government
Grants - MTCU,
Federal, Provincial
Spend Related Categories
Expense Item
Spend Category
Definition
-Used with expense
reimbursement
-Links directly to spend
categories
-The expense item can be the
exact same as spend category
or more slightly more detailed
then the spend category
-Provides detail on spend (ie:
expenses, purchases) transactions
-Represents a more detailed
breakdown of expense ledger
accounts
Examples
1.
2.
3.
4.
1.
2.
3.
4.
14
Office Supplies
Postage
Airfare
Train
Office Supplies
Postage
Transportation
Transportation
Example – PER Travel
Professor Smith, who is in the Chemistry Department, travels to
Toronto for a conference and wants to charge the mileage
expense to his PER account.
Old Account Structure
New Account Structure
114-606-001 - Prof. Smith
Fund – PER
Cost Centre – Chemistry
Ledger Account – Travel
Spend Category – Mileage
Program – Professor Smith - PER
PER, Chemistry department and
Professor are known but no details
about the type of expense being charged
to the account.
Worktags allow for the expense type of
mileage (spend category) to be captured
15
Example – Revenue
Conference Services collects conference registration fees for
the Scientifically Yours conference held at Brock.
Old Account Structure
New Account Structure
118-040-561 – Scientifically Yours
Fund – Operating
Cost Centre – Conference services
Ledger Account – Ancillary Revenue
Revenue Category – Registration Fees
Program – Scientifically Yours
Revenue, Conference services cost
centre and conference is known but no
details on transactions posted to the
account.
16
Demonstration
•
•
•
•
Expense Reimbursement submission
Expense Reimbursement approval
Purchase Requisition
Reporting
ONE CODE LINE. EVERYONE ON THE SAME RELEASE.
17
EVERYONE SPEAKS THE SAME LANGUAGE.
2015-16 Year End Key Dates
Date
Description
April 15, 2016 (Friday)
Final day to submit signed purchase requisitions
to Purchasing (only emergency purchases after this date
approved by Purchasing)
April 25, 2016 (Monday)
Cheque requisitions, travel and expense forms,
JEs, ICs, other department charges (parking,
bookstore etc.) due to Finance
April 25, 2016 – April 30, 2016
Finance processing time (includes processing as many
cheques as possible)
April 30, 2016 (Saturday)
System close
Note 1: A separate database is being prepared by IT for access to historical transactions in Bears once Workday is
implemented
* Rollout timing of Purchasing functionality is still being considered
18
2016-17 Budget
• The 2016-17 budget submissions will need to be converted into
the new Workday dimensions
• The Financial Planning department will be meeting with each
department in the upcoming months to walk-through this
conversion
– Discuss how the new Workday dimensions will meet the needs of your
department
– Identify any gaps in the Workday dimensions what will need to be adjusted
pre-go live of the system
• There will be no “automated” budget checks in the system.
However, we will be preparing custom reports within Workday for
departments to track their spend vs budget by total Unit, by cost
centre and by “account” or spend category
19
Communication and Training
NOV
2015
DEC
2015
JAN
2016
P1
P2
General information
•
•
•
•
•
•
•
Town Halls (Nov. 30, Dec. 14)
Finance Connect
Press Release
Website brocku.ca/workday
SharePoint
CAD Finance, SAC, CAC
Board
FEB
2016
MAR
2016
APR
2016
P3
P4
User needs information
Training
• Faculty roadshows
• Information sessions to targeted
groups
• Management (incl
handouts)
• Finance
• Facilities Management
• Professors
• Administrative Assistants
• Subject Matter Experts
• Finance Connect
• Website brocku.ca/workday
• SharePoint
• CAD Finance, SAC, CAC
•
•
•
•
•
•
•
MAY
2016
May 1 Go-Live
Town Halls (end of March)
Training sessions
Training material
Website brocku.ca/workday
SharePoint
CAD Finance, SAC, CAC
Board
Legend:
CAC – Core Applications Committee
CAD – Council of Academics Deans
P1 Testing – from Nov & Dec
P2 Testing – from Dec & Jan
P3 Testing – System Integration Testing,
February
P4 Testing – User Acceptance Testing,
March
SAC – Senior Administrative Council
How and what we will train?
Learn How To…with Videos, Job Aids and Geek Squad
Navigate Workday
•
•
•
•
Understand how Workday works
Make it my own (customize the items that you use the most)
Learn how to access it from various ways (phone, PC)
Learn what you have access to (security)
Submit and Approve
Expense
Reimbursement
• Use a phone or scanner
• Approve, deny or ask more questions about an expense before
approving
Submit Purchase
Requisition
• Purchasing decisions and approvals
Run Reports
• Run in real time
• Learn where to store and share them
Training starts in April 2016
Questions and Feedback to:
www.brocku.ca/workday
21
Project Phoenix Support Squad
A Support Squad (Geek Squad) will be available to answer
questions during May, after System Go Live:
22
Help Desk
Phone to talk to someone
Drop By
Drop by to a central
location with computers
and support material and
talk to a Support Squad
member
Call-Out
Phone the help desk and
request a Support Squad
member to visit you at your
location
Questions/comments?
23
Fund Dimension
Fund Definition
- A fund represents a self-balancing set of accounts, segregated for specific
purposes or special restrictions and limitations
- Mostly net asset categories on the Financial Statements (with the exception of
Trust and Research accounts)
Mandatory or Optional
- Required on all transactions
Fund Hierarchy
Operating
(Unrestricted)
(1XX)
24
Invested in
Capital Assets
(2XX)
Fund
Endowments
(4XX)
Trust
(18X)
PER
(114)
Internally
Restricted
Start-up
(112)
Research
(3XX)
Operating
Projects
(112)
Employee
Future Benefits
Cost Centre Dimension
Cost Centre Definition
- Represents the unit related to the transaction (same purpose as in our current
system)
Mandatory or Optional
- Required on all transactions
Current Chart of Accounts
- Usually the middle three digits – 115-050-020 – Travel in Finance
Workday Cost Centre Hierarchy
Cost Centre
Teaching
Faculties
Academic
Support
Student
Specific
Shared
Services
Financial
Services
25
Finance
HR
Procurement
Ancillary
ITS
Space
Global
Ledger Account Dimension
Ledger Account Definition
- Represents the type of activity of the transaction (ie: the type of asset,
liability, revenue or expense)
- Represents details of the lines in the Financial Statements
Current Chart of Accounts
- Usually captured by the grouping of a number of legacy accounts
Mandatory or Optional
- Required on all transactions
Workday Examples
26
Ledger Account
Ledger Account Type
1000: Cash
Asset
1100: Student accounts receivable
Asset
2000: Accounts payable
Liability
2400: Long term debt
Liability
4000: Tuition Revenue
Revenue
5000: Salary & Wages
Expense
Spend Category
Spend Category Definition
- Provides detail on spend (ie: expenses, purchases) transactions
- Represents a more detailed breakdown of expense ledger accounts
Mandatory or Optional
- Required on the majority spend transactions
Current Chart of Accounts
- Usually captured by the last three digits or account name
- 115-050-036 – Office Supplies
Workday Examples
27
Ledger Account
Spend Category
6071: Travel
Accommodation
6071: Travel
Meals
6010: Materials & Supplies
Office Supplies
6010: Materials & Supplies
Custodial Supplies
Expense Item
Expense Item Definition
- Represents the items purchased through an expense reimbursement
- Each expense item links directly to a spend category
- The expense item can be the exact same as spend category or more slightly
more detailed then the spend category
Mandatory or Optional
- Required on all expense reimbursement transactions
Workday Examples
28
Spend Category
Expense Item
Office Supplies
Office Supplies
Postage
Postage
Transportation
Airfare
Transportation
Train
Collaborative Spend
Collaborative Spend
- Dimension used mainly by the purchasing department to identify spending on
collaborative spend agreements
Optional
- Only used on purchases made on collaborative spend agreements(as identified
by the purchasing department)
Collaborative Spend Categories:
- OECM (Ontario Education Collaborative Marketplace)
- OUPMA (Ontario University Procurement Management Association)
- NPPC (Niagara Public Purchasing Committee)
- MGS (Ministry of Government and Consumer Services)
- Other Collaborative Spend
29
Revenue Category
Revenue Category Definition
- Provides detail on revenue transactions
Mandatory or Optional
- Required on the majority of revenue transactions
Current Chart of Accounts
- In 118 accounts, it is usually captured by the account name
- 118-094-001 – Textbook Sales
Workday Examples
Ledger Account
Revenue Category Hierarchy
Revenue Category
4300: Ancillary Revenue
Bookstore Ancillary Revenue
Textbook Sales
4400: Sales & Services
Administrative Fees
Transcripts
4400: Sales & Services
30
Program Revenue
Grant Dimension
Grant Definition
- External funds received for specific purposes
- General government grants and research grants
Mandatory or Optional
- Optional, only used for grant related transactions (revenue and expense)
Current Chart of Accounts
- Operating government grants – 118 accounts, usually captured by the account name
- Research grants - 3XX accounts, usually captured by the account name
Workday Grant Hierarchy
Research Grants
Operating Government Grants
31
MTCU
Federal
Provincial
NSERC
SSHRC
CIHR
Castle, A., NSERC #36482-06
Etc.
Gift Dimension
Gift Definition
- External dollars received for specific purposes (Endowment and Non-Endowed
Trust); or
- University-funded and government-funded scholarships, bursaries and student
awards (Operating SAFA and Graduate Studies scholarships)
Mandatory or Optional
- Optional, only used for Endowment, Non-Endowed Trust and operating scholarship
related transactions (revenue and expense)
Gift Categories
- Endowment
- Non-endowed Trust
Current Chart of Accounts
372-118-004 - WOMEN'S VOLLEBALL BURSARY
183-156-012 CIBC BROCK LEADERS AWARD
32
- Operating Scholarships
New Chart of Accounts
Women’s Volleyball Bursary
CIBC Brock Leaders Award
Project Dimension
Project Definition
- Activities directed towards the accomplishment of a set of objectives that has a
defined beginning and end
Mandatory or Optional
Optional, only used for project related transactions (revenue and expense)
Project Categories
Capital Projects
Operating Projects
FM Projects
HRI/CRISS Awards
IT Projects
General Operating Projects
Current Chart of Accounts
250-014-001- Mac Chown Fire
Alarm Replace. 26-2014
112-222-075 - CRISS May 2014 Dawn Good
33
New Chart of Accounts
Mac Chown Fire Alarm Replace 26-2014
CRISS Award – Dawn Good (May 2014)
Program Dimension
Program Definition
- Activities or events directed towards the accomplishment of a set of
objectives that is an ongoing distinct activity for the foreseeable future
Mandatory or Optional
- Optional, only used for program related transactions (revenue and expense)
Program Categories
- PER accounts
- Start-up accounts
- Athletic teams
- Co-op fees
Current Chart of Accounts
114-606-006 Prof. J. Stuart
34
- Course fees
- Conference services conferences
- Accountable allowances accounts
- Brock Card commissions
New Chart of Accounts
PER - Jeff Stuart
Investment/Petty Cash Dimension
Investment and Petty Cash Definition
- Investment accounts held at different financial institutions
- Department petty cash accounts
Mandatory or Optional
- Optional, only used for investment related transactions (eg. interest income) or
petty cash transactions
35
Investment Categories
- Short-term
- Endowment
- Restricted Investments
Petty Cash
- Petty cash
Current Chart of Accounts
111-004-015 TD Waterhouse Investments
New Chart of Accounts
Endowment - TD Waterhouse
Investments
Flowthrough Dimension
Flowthrough Definition
- Accounts that have no Income Statement impact to the University
- Money is collected and then remitted to another party
Mandatory or Optional
- Optional, only for flowthrough and clearing account related transactions
Flowthrough Groups
- BUSU/GSA Fees
- Clearing Accounts
Current Chart of Accounts
112-001-017 - BUSU-BROCK RADIO
111-006-018 - Travel Advance
36
New Chart of Accounts
BUSU Fee – Brock Radio
Clearing Account – Travel Advance
Student Related Dimensions
Four Student Related Dimensions
Level
- UG, Masters, PhD
Region
-
Domestic and International
Semester
-
Spring, Summer, Fall, Winter, Fall/Winter
Faculty
- Education, Social Science, Humanities, Goodman School of Business, Applied
Health Science, Math & Science
Current Chart of Accounts
118-000-201 SS NEW UG DOM SP
Mandatory or Optional
- Optional, to be used for all student related transactions
37
Example – Student Account
Current Chart of Accounts
118-000-201 SS NEW UG DOM SP
New Chart of Accounts
Fund - Operating Fund
Cost Centre – Global Finance
Ledger Account – Tuition Revenue
Revenue Category – Global Tuition
Level - UG
Region - Domestic
Semester - Spring
Faculty – Social Science
38
Example – PER Travel
Professor Smith, who is in the Chemistry Department, travels to
Toronto for a conference and wants to charge the mileage
expense to his PER account.
Old Account Structure
New Account Structure
114-606-001 - Prof. Smith
Fund – PER
Cost Centre – Chemistry
Ledger Account – Travel
Spend Category – Mileage
Program – Professor Smith - PER
PER, Chemistry department and
Professor are known but no details
about the type of expense being charged
to the account.
Worktags allow for the expense type of
mileage (spend category) to be captured
39
Example – Capital Project
Purchase new fire alarms for Mackenzie Chown Complex to be
charged to the capital project account.
Old Account Structure
New Account Structure
250-014-020 – Mac Chown Fire Alarm
Replacement (26-2014)
Capital Code = D4
Fund – Capital Project Reserve
Cost Centre – FM Capital Projects
Ledger Account – Building Improvements
(asset)
Spend Category – FM Capital: Fire
Protection
Project – Mac Chown Fire Alarm
Replacement (26-2014)
Location – Mackenzie Chown
Currently use CARPA codes to help
report on types of spending
40
Example – Research Project
Professor Green, who is in the History Department, needs to
purchase lab supplies for his research project.
Old Account Structure
New Account Structure
334-503-001 – Smith, NSERC 4265-12
Research Code = M1
Fund – Research Fund
Cost Centre – History
Ledger Account – Materials & Supplies
Spend Category – General Lab Supplies
Grant – NSERC – Smith, 4265-12
Currently use Research codes to help
report on the type of spending.
41
Example – Revenue
Conference Services collects conference registration fees for
the Scientifically Yours conference held at Brock.
Old Account Structure
New Account Structure
118-040-561 – Scientifically Yours
Fund – Operating
Cost Centre – Conference services
Ledger Account – Ancillary Revenue
Revenue Category – Registration Fees
Program – Scientifically Yours
Revenue, Conference services cost
centre and conference is known but no
details on transactions posted to the
account.
42