July 2015

For those joining the WebEx:
• 1) Please access the chat feature at the top of your screen
• 2) Please chat directly with Terri
(She will then pose the questions on your behalf)
• 3) Select Terri in the drop down menu in the chat window (do not select “everyone”)
Terri Stetzel
UR Financials User Group – July 2015

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UR Financials User Group – July 2015

• Fiscal Year End Close - FY2015 final reports available now
• Business process change to when grant F&A will post
• Non-Company Level (NCL) Training and Reporting
Workshops reappearing in September.
– Revised reports will be basis for new training
– “Refresher” training to be available to familiarize users to report changes
• August 17 th – new Workday user interface to be implemented
UR Financials User Group – July 2015

• Currently
– Facilities and Administration (F&A) Expense and Revenue
Recognition occur at the time of payment for expenditures
(settlement)
• Enhancement – Effective 7/1/2015
– For new transactions, F&A and Revenue Recognition will occur
at the time of Business Process (BP) completion (i.e. supplier invoice posting)
– The transactions are not Billable until settlement (payment creation) is complete
UR Financials User Group – July 2015

Spend/Pay
Component
Supplier Invoice
ACP Triggered
Supplier Invoice
Adjustments
Business
Process
Complete
Billable
Settlement
UR Financials User Group – July 2015

Award Cost Processing (ACP)
 Supplier Invoices “in process” in UR Financials prior to 7/4/15
Spend
Settle (create payment)
Rev Rec/ F&A
/ Billable
Bill Sponsor
 Supplier Invoices entered in UR Financials 7/4/15 and later
Spend
F&A / Rev
Rec
Settle
(create payment)
Billable Bill Sponsor
UR Financials User Group – July 2015

Supplier Invoices “in process” in UR Financials prior to 7/4/15
5/20/2015
Supplier
Invoice
• 5/20/2015
6/10/2015
Business
Process
Supplier Invoice Date
Accounting Date
05/20/2015
06/10/2015
UR Financials User Group – July 2015
7/7/2015
• Settlement
• F&A
• Revenue
Recognition
• Billable

Supplier Invoices entered in UR Financials 7/4/15 or later
5/20/2015
Supplier
Invoice
• 5/20/2015
7/15/2015
Business
Process
• F&A
• Revenue
Recognition
7/16/2015
Settlement *
Billable
Supplier Invoice Date
Accounting Date
* Payment terms = net 30
UR Financials User Group – July 2015
05/20/2015
07/15/2015

Objectives:
• To solicit feedback from Non-Company Level (NCL) users on changes that will facilitate more efficient report creation
• Prioritize changes
• Interactively demonstrate changes wherever possible
(identify changes as UR dependent versus Workday dependent)
• Finalize report changes and determine implementation tasks (i.e. communications) and schedule
UR Financials User Group – July 2015

Summary of changes:
• Specific report and default prompts based on FAO type
• Capability to schedule printable reports to one file with page breaks
• Change to report output fields
• Ease of use features and better job aids
• Updates have been announced in the weekly UR
Financials Newsletter sent to all users
UR Financials User Group – July 2015

Specific report and default prompts based on FAO type:
• URFxxxxA: Advanced report prompts (usually the existing URFxxxx report). I.e. URF0943A
• URFxxxxB: Basic report prompts – only a select few prompts for ease of use. I.e. URF0943B
• URFxxxxG: Grant report prompts – grant specific report prompts. I.e. URF0943G
UR Financials User Group – July 2015

Capability to schedule printable summary reports:
• Available for the following reports:
– Award Budgetary Balance Summary Printable (NCL) URF0987
– FAO Budgetary Balance Summary Printable URF0988
– FAO Budgetary Balance Summary Printable (NCL) URF0989
– Project Budgetary Balance Summary Printable URF0990
– Project Budgetary Balance Summary Printable (NCL) URF0991
• Output into 1 Excel file into Workday inbox
• Requires running an Excel macro to produce page breaks per FAO
UR Financials User Group – July 2015

Capability to schedule printable transaction reports:
• Available for the following reports:
– Transaction Details Printable (NCL) URF0985
– Transaction Details Printable URF0984 (Company Level)
• Printable reports with page break per FAO
• Subtotals
• Output into 1 pdf file into Workday inbox
• Workshops to be held starting in August on how to schedule reports
UR Financials User Group – July 2015

Change to report output fields:
• Sort order changed where feasible
• Column order sequenced more logically based on column relativity to other columns (i.e. put Supplier column next to External PO number column)
• Additional features for ease of use (i.e. the scanned document “hyperlink” flag for supplier invoices)
UR Financials User Group – July 2015

Ease of use features and better job aids:
• See all job aids here
UR Financials User Group – July 2015

• Basically a batch interface into or out of UR Financials
• Integration Design Principles:
– Standardization of input/output formats wherever possible (7 standard formats)
– Should not duplicate detailed data from source system
– Can not contain personally identifiable data
• Use of the Financial Data Converter (FDC) for those integrations unable to provide in standard Workday format
• Approximately 90 integrations developed
• Specific integration executions – approximately 400 per month (some daily, weekly, or monthly)
• Real time monitoring with feedback messaging to integration source owner
UR Financials User Group – July 2015

• Types of Integrations:
(Inbound)
– Cash reporting / transacting
– Journals, transaction lines
– Invoices, vendor information
– Budget, initial loads for budgets
– (EIB) Electronic Interface Builder
– Customs, mostly for internal use
(Outbound)
– Chart of Accounts, used as reference for processes
– Transaction extracts, potential data warehouse
– Customs, mostly for internal use
UR Financials User Group – July 2015

Supplier Invoice
Medline
AirGas
Staples
RR Donnelly
VWR
FEDEX
D&H
ThermoFisher
Invitrogen/Life Sciences
Journal
Student System (ISIS)
URMFG
Patient Accounting
Computer Store
OASIS
UR Financials User Group – July 2015
Payroll
Payroll
Payroll Credit Sheets
Re allocations

• How Do Integrations impact You?
– Important to understand how transactions are generated (manual, integration) for reconciliation, or troubleshooting efforts
– Data passed from Integration Supplier provides information for that transaction
• Integration transaction example
– Line Memo field contains transaction information passed from the source system to
Workday
– Journal Source Field contains information, or originating source for the integration.
UR Financials User Group – July 2015

• Integrations run nightly with performance monitoring by the Integration team
• Integrations schedule is a list of UR Financials integrations with execution times
– Posted on UR Financials website
– Updated monthly with reminders in the UR Financials Newsletter
Weekly
Monthly
UR Financials User Group – July 2015

Comments Integration Name
INT075 URMFG Patient Refunds
INT076 SMH Patient Refunds
INT106 ISIS Student Refunds
INT059 WD to ISIS refund processed extract
INT088M DR Check Mid run
INT088P DR check run Post processed
INT033 Photo Illustration
INT115a Fundriver
INT115b Fundriver
INT115c Fundriver
INT024 Facilities journals ( Mparr)
INT037 Mail Services
INT013b OASIS Journals
INT013a OASIS
INT103 SMH Patient Acct Journals
INT050B Payroll Accruals
INT050A Biweekly Payroll Credit Sheet
INT051A Monthly Payroll Credit Sheet
INT052a Semi-Monthly payroll Credit Sheet
INT050P Bi-Weekly Gross
INT051P Monthly Gross
INT052P Semi-Monthly Gross
INT050R Biweekly Reallocations
INT051r Monthly Reallocations
INT052r Semi-Monthly reallocations
INT026 PMM Perpetual Inventories
INT027a Micro Core Array
INT027b Micro Array Core 1,2
INT034 Strong Staffing
INT141 ISIS Student Journal
INT140 Student Cash
INT165 SWBRL
INT053P Travel and Expense
INT053a Travel & Expense Credit Sheet
INT053r Travel & Expense reallocations
INT023 FAMIS Billing (UFS001)
INT153 FAMIS Billing (UFS002)
INT035 UnivIT-NC Expense Mgt
INT017 UnivIT Csales POS
INT036 Central Utilities
INT028 URMFG Monthly Journals
INT049 NanoCtr
INT038 Vivarium
Journal Source
Ad Hoc Payment
Ad Hoc Payment
Ad Hoc Payment
Ad Hoc Payment
Ad Hoc Payment
Ad Hoc Payment
Biological supply
Endowment and Similar Funds
Endowment and Similar Funds
Endowment and Similar Funds
Facilities
MAIL SERVICES
OASIS
OASIS
Patient Accounts
Payroll Accruals
Payroll Credit Sheet
Payroll Credit Sheet
Payroll Credit Sheet
Payroll Gross Pay
Payroll Gross Pay
Payroll Gross Pay
Payroll Reallocations
Payroll Reallocations
Payroll Reallocations
Perpetual Inventory COG
Shared Resource Labs
Shared Resource Labs
Strong Staffing
Student System
Student System
SWBRL
Travel and Expense
Travel and Expense Credit Sheet
Travel and Expense Reallocations
UFS Billing
UFS Billing
Univ IT General
Univ IT Store
University Utilities
URMFG
URNano Center
Vivarium
Type
Ad Hoc Payments
Ad Hoc Payments
Ad Hoc Payments
Ad Hoc Payments
Ad Hoc Payments
Ad Hoc Payments
Journal
Journal
Journal
Journal
Journal
Journal
Journal
Ad Hoc Bank Transaction
Journal
Journal
Journal
Journal
Journal
Journal
Journal
Journal
Journal
Journal
Journal
Journal
Journal
Journal
Journal
Journal
Ad Hoc Bank Transaction
Journal
Journal
Journal
Journal
Journal
Journal
Journal
Journal
Journal
Journal
Journal
Journal
See memo = BI-WEEKLY
See memo = MONTHLY
See memo = SEMI-MONTHLY
UR Financials User Group – July 2015

•
– Summarizing detail from multiple entries into one entry (i.e. Mail Services)
– Enhancement of information posted in the memo fields
•
UR Financials User Group – July 2015

•
th
•
Date
August
September
October
Topic
Workday upgrade announcements
Enhanced Reporting
Workday Upgrade impacts
Business process improvement projects
UR Financials User Group – July 2015

UR Financials User Group – July 2015
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UR Financials User Group – July 2015