Staff Training (Administrative Tasks & Functions)Karie Bowman, Brigitte Sullivan, James Zablosky, Karen Mills

A brief history of the Corvette – MICA Edition!

TODAY DECEMBER 2019

• In the beginning, there was the PeopleSoft Corvette!

• In its heyday, it provided support based on the needs of the college.

• As MICA grew in size and complexity, the old PeopleSoft Corvette began to huff and puff and could no longer keep up……..

• …..so MICA decided it was time for a major upgrade!

• The Workday Corvette was selected!• Its superior handling of hundreds of business

processes and complex reporting logics makes it a perfect tool to drive MICA into a future of continuing growth.

• You are in the DRIVER SEAT!• Your role is very important to ensure that key business

transactions are initiated, managed, approved and completed according to MICA’s policies and procedures. On time, all the time!

• In this class, you will learn about your role, and how to execute the key responsibilities assigned to you.

Why are you here?

• Administrative Role in Workday

• Financial Data Model (FDM)

• Procurement and Expense tasks and functions – hands on practice‒ Procurement‒ Suppliers‒ Independent Contractors‒ Expenses

• Reporting

• Wrap up and Q&A

Training Agenda

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Administrative Role in Workday

• Responsible for preparation of the documents that create commitments, obligations and actuals transactions charged to applicable cost center(s) and the regular review of budget to actual variances.

• 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. Provide support to division members for coding and processing related questions.

• Regularly reviews budget to actual variances for reasonableness.

• Ensure expenditures include full documentation in line with College Policy.

• Recommend to leadership when budget amendments (transfers) might be necessary to properly manage a cost center budget and align budgets to actual spending trends.

• 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.

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• 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

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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

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Typical Related Worktags

Cost Center FundCost Center is the primary worktag for tracking financial activity that is identified within 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

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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

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• 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

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Executing Financial Transactions in WorkdayHands-on practice - Procurement

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Key Process Flows - Who to Pay & Spend Thresholds

The following process flows will assist you in identifying the correct process to follow when initiating payments, as well as providing you with a clear understanding of the spend threshold approvals required for every financial transaction in Workday.

● Who do you need to pay?

● What are you buying?● Spend Threshold Approvals

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Procure to Pay - Process Flow

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You drive here!

Procurement - Requisitions

What

• Create a requisition.

Who

• Any employee with authorization.

Your Role

• Initiate a requisition and route it for approval.

How

• Access Workday to execute the process.

• Review progress status for this process.

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Let’s see it!

● Create a requisition.

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• Hands-on practice:‒ Review the Procurement process in Workday‒ Execute the task of creating a requisition from

initiation to approval.▪ Create a Requisition from a supplier

connection.▪ Create a Requisition for one-time goods

purchase.▪ Create a Requisition for one-time services.

Initiating Financial Transactions in Workday – Procurement

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• Please log into Workday and search for Requisition.

• Execute the following scenario:‒ Task – Create a requisition, for one-time goods purchase by requesting

non-catalog items‒ Once the task is complete, submit for approval‒ 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 Requisition – One-time Goods Purchase

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• Please log into Workday and search for Requisition.

• Execute the following scenario:‒ Task - Create a requisition for Punchout, by connecting to the Supplier

website through Workday‒ Once the task is complete, submit for approval‒ 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 Requisition from a Supplier Connection

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• Please log into Workday and search for Create Requisition.

• Execute the following scenario:‒ Task - create a requisition for a one-time services by requesting a non-

catalog item‒ Once the task is complete, submit for approval‒ 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 Requisition – One-Time Services

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BREAK TIME!

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Procure to Pay - Process Flow

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You drive here!

You drive here!

Receive Goods/Services

What

• Receive goods/services

Who

• Buyers or Requestors

Your Role

• Receive procured goods/services

How

• Access Workday to execute the process.

• Review progress status for this process.

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Let’s see it!

● Create a receipt.

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• Please log into Workday and search for Requisition.

• Execute the following scenario:‒ Task: Login as user who created Req (select the one created for one time

goods/non catalog item in the previous scenario). ‒ Go to Purchases Dashboard and find link to Create Receipt. ‒ At Create Receipt screen, put in Purchase Order, Select "UNDER Receive" and

then click OK ‒ Once the task is complete, submit for approval‒ 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 Receipt – One time services/non catalog item

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Procure to Pay - Process Flow

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You drive here!

You drive here!

Executing Financial Transactions in WorkdayHands-on practice - Suppliers

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Supplier Request

What

• Request a supplier to be set up.

Who

• Any employee

Your Role

• Initiate a supplier request.

How

• Access Workday to execute the process.

• Review progress status for this process.

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Let’s see it!

● Request a supplier.

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Supplier Invoice Request

What

• Request to pay a supplier invoice, without a purchase order.

Who

• Any employee

Your Role

• Initiate a supplier invoice request.

How

• Access Workday to execute the process.

• Review progress status for this process.

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Let’s see it!

● Request a supplier invoice.

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• Hands-on practice:‒ Create a Supplier Request.‒ Create a Supplier Invoice Request from

initiation for your department.

Initiating Financial Transactions in Workday - Suppliers

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• Please log into Workday and search for Supplier Request.

• Execute the following scenario:‒ Task: fill out form to request a supplier to be set up in the system.

Submit for approval and set up in Accounts Payable.‒ Review the newly set up supplier.

Let’s do it - Supplier Request

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• Please log into Workday and search for Supplier Invoice Request.

• Execute the following scenario:‒ Task: Request an invoice where amount => $5,000, tagged to your cost

center for any spend category‒ Once the task is complete, submit for approval‒ Based on the amount selected, multiple approval levels may be required

based on MICA’s financial threshold approval procedures.

Let’s do it - Supplier Invoice Request

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