Events & Office of Research Training (Customers Tasks)

Karie Bowman

• Customer- Management Role in Workday

• Financial Data Model (FDM)

• Customers tasks and functions – hands on practice‒ Create a customer invoice‒ Approve a customer invoice‒ Find a customer invoice

• Reporting

• Wrap up and Q&A

Training Agenda

2

Administrative Role in Workday

• Responsible for creating customer invoices with the appropriate supporting documentation and approvals.

• Use the appropriate coding of revenue and expense transactions as detailed in the Financial Data Model (FDM).

• When coding transactions follow the written financial policies and procedures of MICA. Help instruct and clarify coding issues for division members that you identify when receiving payment requests from others.

• Continue to serve as a vital liaison between Financial Operations and division/department.

• Plan to be the coding subject matter expert for your division/department.

3

• The Financial Data Model (FDM) is the framework to support accounting, budgeting and financial reporting in Workday.

• With PeopleSoft, MICA used a simple chart of accounts which only required users to know three to four codes (Account, Fund, Department, Program)

• To allow for more robust reporting, Workday uses a multidimensional account code structure with Worktags. It’s important to be familiar with the structure, before and after go-live!

FDM Structure

4

Financial Data Model: What is it?

Ability to report on any (or multiple) worktags

Minimize ledger accounts by utilizing worktags to

provide detail

Creates flexibility by utilizing combination

of worktags

Think Slot Machine

5

Typical Related Worktags

Cost Center FundCost Center is the primary worktag for management tracking that is identified as a manager with MICA’s departmental structure, has spend or revenue, and generally employees assigned to it. The Cost Center will relate to a level of each detail worktag hierarchy and is used to limit the list of allowable detailed worktags to be selected.

Example: CC1132 Decker Library

Funds are separated into types which are characterized by restriction, which affects how they can be used.

Example: 110 Current Unrestricted

6

Driving Worktags

Cost Center Project Grant Gift Program

Cost Center is the primary worktag for tracking financial activity; it aligns with MICA’s departmental structure, has spend or revenue, and generally employees assigned to it. Example: CC1132 Decker Library

Project is identified with a deliverable over a specific period of time (defined start and end date). Projects are the detailed worktag for Capital Funds and are usually associated with capital budgets or Sponsored Funding.Example:Reaccreditation Self-study

Grants in Workday are the financial posting level of an award. The award indicates the sponsor, the pass-through organization, CFDA, etc. The grant is a posting line on an award that is tied to a specific budget, manager, revenue posting, or sub-award. Grants are used for external funding from a sponsor with a 1:1 relationship.Example:AmeriCorps

Gift represents a contribution that may be an endowment, the spendable earnings from an endowment, an award through the foundation or as a direct contribution.Example:GS00074 Friends of Photography

All other special funding tracking that is not a gift or grant or project, is a program. This worktag is targeted for use for designated revenue and related expenses which may cover a range of specific situations.Example: PG12104 Drawing FYE

7

• Number of ledger account should be in the hundreds (or less), not thousands

• How do we do that? We leverage other worktags (Spend, Project, Gift, Grant, Location)

• Driving worktag approach‒ User enters one “driving” worktag along with revenue category, spend category, or ledger account

‒ Typical driving worktags: Program, Project, Grant, Gift, Cost Center‒ Typical related worktags: Fund, Function, Cost Center

‒ Worktags default based on related worktags & improves usability and streamlines entry, leading to more accurate reporting

• Ensure there is a unique combination of Workday ledger account and worktags for each legacy account (or object) value

Bringing it all together!

Program: PG12104 Drawing FYESpend Category:Office Supplies

Cost Center: CC1235 First Year ExperienceFund: 110Ledger Account: Supplies

Program: PG12104 Drawing FYESpend Category: Office SuppliesCost Center: CC1235 First Year ExperienceFund: 110Ledger Account: Supplies

8

Executing Financial Transactions in WorkdayHands-on practice - Customers

Revenue Process Flow

10

Create a Customer Invoice

What

• Create a customer invoice.

Who

• Events and Office of Research designated resources.

Your Role

• Initiate the request for a customer invoice.

How

• Access Workday to execute the process.

• Review progress status for this process.

10

Let’s see it!

● Create a customer invoice.

11

• Hands-on practice:‒ Create a customer invoice.‒ Approve a customer invoice.‒ Find a customer invoice.

Initiating Financial Transactions in Workday - Customers

12

• The process of “Creating a Customer” is managed by the Finance group.• Teams can request the creation of a customer by emailing Joyce Uhm -

juhm01@mica.edu

Let’s do it – Request / Create a Customer

13

• Please log into Workday and search Create Customer Invoice.

• Execute the following scenario:‒ Create an invoice associated with the customer you just set up (invoice amount

$11,500). ‒ Verify required fields have been met and it successfully routes through the

business process. ‒ Based on the amount selected, multiple approval levels may be required based on

MICA’s financial threshold approval procedures.

Let’s do it – Create a Customer Invoice

14

• Applies only to resources with approval authorization.• Please log into Workday and access your Workbench (list of tasks awaiting action).

• Execute the following scenario:‒ For the invoice submitted in the previous scenario, review invoice to make sure

it is correct, then approve.‒ Based on the amount selected, multiple approval levels may be required based on

MICA’s financial threshold approval procedures.

Let’s do it – Approve a Customer Invoice

15

TM

Reporting

• Find customer invoice report - review• Find customer report - review

Reports

18

Let’s see it!

● Find Customer Invoices

11

• Please log into Workday and Search Find Customer Invoice.

• Execute the following scenario:‒ Retrieve the invoice created and approved in the previous scenario and review

it. ‒ Based on the amount selected, multiple approval levels may be required based on

MICA’s financial threshold approval procedures.

Let’s do it – Find a Customer Invoice

16

Let’s see it!

● Find Customer

11

• Please log into Workday and Search Customer

• Review any of your customers, paying particular attention to the Billing and Payments tab to see the history of that customer and the status of the open invoices.

Let’s do it – Find a Customer

16

TM

Wrap up!

Before go live (before 12/2)● Users can elect to receive expense report payments via direct deposit or check by updating their

payment elections in Workday. Please review the manage payroll options job aid to manage payment elections in Workday. This can be done today.

● Accounts Payable Payments – any open invoice, expense report, or independent contractor payment

due prior to 12/6 must be submitted to the Finance team by 11/19 for processing. Any invoices not received by AP by 11/19 must be held and entered into Workday at go-live 12/2 for payment on 12/6.

Right after go live (post 12/2)● Employees will no longer be able to charge their department at the MICA Store. Purchases made at

the MICA Store should be made using the department credit card.

● Access the Workday Finance resource website once it is operational and familiarize yourself with all of the documents and tools available to you in your role.

Important Reminders

24

Admins’ key responsibilities - summarized!

Customer Management

Role

Need to verify the appropriate coding of revenue and expense

transactions as detailed in the Financial Data

Model (FDM). Plan to be the coding SME for the

department.

Follow the written financial policies

and procedures of MICA

Ensure expenditures are necessary and

reasonable

• The quality of the data depends on the data entered into the system –GIGO (Garbage in/Garbage out) is real!

• All transactions should reflect the actual nature of the purchases and correctly accounted for.

22

Serve as a liaison between Financial

Operations and department.

Responsible for creating customer invoices with the

appropriate supporting

documentation and approvals.

• The Workday Finance Resource Website will have all of the key information, including step-by-step guides, to execute the new processes.

• At go-live, the Finance team will set up a support intake process to better serve you and address any questions you may have that cannot be solved by reading the resources available on the website;

• Detailed communications will be sent out before go live, with the link to the resource site as well as the support process details once the system is live on 12/2!

We are here to support you!

23