UR Financials Project · – Report enhancements (i.e. Monthly Ledger report) – Testing in...

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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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


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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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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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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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


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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https://cognos.dw.its.rochester.edu/


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


1200 FULL-TIME PROF PAS SC58100 PAS Regular Salaries (SC58100) FULL-TIME PROF PAS $2,000.00 BUG901


1300 FULL-TIME NON-EXEMPT

SC57400 Clerical (SC57400) PRL ACCRUAL FOR JULY $3,000.00 PRL044


1300 FULL-TIME NON-EXEMPT

SC57400 Clerical (SC57400) SEMI-MONTHLY $4,000.00 PRL005


1880 TSP TEMP SERVICE PGM

SC58350 Temporary Service Program Internal (SC58350) BIWEEKLY HOURLY $5,000.00 PRL001


1880 TSP TEMP SERVICE PGM

SC58350 Temporary Service Program Internal (SC58350) PRL ACCRUAL FOR JULY $6,000.00 PRL044


1900 STAFF BENEFITS SC46250 Staff Benefits (SC46250) SEMI-MONTHLY $7,000.00 PRL005


1900 STAFF BENEFITS SC46250 Staff Benefits (SC46250) STAFF BENEFITS $8,000.00 BUG901


2000 TRAVEL&CONF REG FEES

SC49550 Conference Registration Fees Outside UR (SC49550)

TRAVEL&CONF REG FEES

$9,000.00 BUG901


2019 ENTERTAINMENT SC49500 Entertainment (SC49500) MOUNTAIN GLACIER LLC

$10,000.00 APD391

Kate Crowley - FDM

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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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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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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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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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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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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


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


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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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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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


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


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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UR Financials Project · – Report enhancements (i.e. Monthly Ledger report) – Testing in...

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