URFinancials Project Accounts Payable Special Interest Group

May 2, 2013 SIG Agenda

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1) 4/11 Meeting Recap

• SIG Role and Activities

2) UR Financials Project Updates

• FDM Recap

3) New Material for Discussion: Invoice Approvals in WD

• Sample walkthrough of Business Process Visio

4) New Material: Department Focus- Invoice Types

• Who will Initiate?

• Who will Approve?

• What are the routing conditions?

Recap: SIG Roles and Activities

3

Special Interest Group Member: YOU!

•Share feedback, good and bad, regarding FRS

•Share processing details for your department by

participating in discussions

•Identify people to become Workday users

•Provide feedback/input regarding future state

•Assist with testing

•Share everything you are learning at these meetings with

your departments

•Potentially assist with training as subject matter experts

UR Financials Project Updates

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1) FDM

a) Rainbow Chart

b) “Company” explained

c) “Cost Center” explained

Workday Financial Data Model (FDM) Worktags

Company

Fund

Cost

Center

Ledger

Account

Spend

Category

Expense

Purpose

Revenue

Category

Gift

Loan

Program

Debt

Service Project

Grant

Operating

Program

OLD: Ledger+Account

X-XXXXX Sub Code

YYYY -

- - NEW:

FRS Division

FRS Account

FRS Sub code

FRS Attribute

FRS Division = Workday Company. Required on all transactions

FRS Account = Only one of the Workday worktags in green will be entered on a transaction

FRS Sub Code = Workday Spend Category for A/P, Revenue Category for A/R

Ledger Account for Journals (may require a Spend or Revenue Category)

FRS Attribute = Workday derived or inherited worktag

Division (derived)

Worktag

XXXXXX

Worktag

YYYYY

Company

CCC

In Workday, a Company is a self-balancing set of accounts.

For U of R, divisions and related affiliates will be represented as a Workday company.

Company

Company

Top Level Consolidated

Company Hierarchy

U of R Consolidated

10 – Central Administration

20 – River Campus Colleges 50 – Strong Memorial Hospital

Cost Centers are used to track financial transactions and used as “Worktags” to add a reporting dimension. Cost Centers will be rolled up into Cost Center Hierarchies that will represent FRS Departments and Sub-Departments.

Not all Departments have Sub-Departments Departments will be part of the Cost Center Hierarchy Cost centers will be represented by Departments where no Sub-Department exists

Cost Center

UR Sub-Department

Cost Center

UR Department

Cost Center Hierarchy

Top-Level Department

Cost Center Hierarchy All UR Departments

11490 Nursing

Comm. Nursing Entrepreneurship

Research

11405

Medicine

ACVRI Cardiology

New Material for Discussion

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1) Invoice Approval Process Example

a) Visio Model Walkthrough

October 31, 2012 9

Supplier Invoice Event Business Process, Page 1M

ail

Ro

om

Su

pp

lier

De

pa

rtm

en

t

Initia

tor

AP

Da

ta

En

try

Sp

ecia

list

Gra

nt

Pri

nci

pal

Inve

stig

ato

r4/30/13

StartSubmit Invoice

Paper or Electronic

PMM Invoice

Paper

Process Incoming Mail

PMM Electronic

No

Create Supplier Invoice

Create Supplier Invoice

Yes

GrantInvoice

Evaluate Invoice Request

Action Taken

EndDeny

Yes

InitiatorSend Back

No

Approve

October 31, 2012 10

Supplier Invoice Event Business Process, Page 2D

ep

art

me

nt M

an

ag

er

(i.e

., C

ost C

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Hie

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Pu

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ork

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Co

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(i.e

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Ma

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r4/30/13

Invoice over $20,000

Evaluate Invoice Request

Action Taken

EndDeny

Yes

InitiatorSend Back

Non PMM Capital Invoice

Evaluate Invoice Request

End

Deny

Initiator

ApproveNo

Supplier Invoice Approved, Posted in Ledger, and Available for Settlement

No

Action Taken

Send Back

Yes

Inbound Integration

Evaluate Invoice Request

Action Taken

ApproveEndDeny

InitiatorSend Back

Approve

PMM Electronic PMM Paper Invoice Non PMM Paper Invoice

New Material for Discussion

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1) Supplier Invoice Approval

Invoice Type Cost Center Mgr PI Department Mgr Purchasing

SOLO, Pcard Outside WD Outside WD Outside WD Outside WD

PMM Outside WD Outside WD Inside WD Outside WD

All other invoices Yes Inside WD Inside WD Inside WD

Note: For invoices of all types created in WD, Cost Center Manager is required.

CONDITION RULES INSIDE WD Cost Center Mgr PI Department Mgr Purchasing

Invoice Threshold $20k Yes No Yes No

Grant Yes Yes No No

Capital Yes No No Yes

Note: These rules are cumulative

APPROVER

New Material for Discussion

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2) Finance Advisory Committee – Approved (highlights)

• Approvals in Workday

• Suppliers send invoices centrally to AP

• Front-end scanning of invoices required

Banking & Settlement related:

• Petty cash – some funds will be eliminated

• Stop sending checks back to departments

• What are the “good” exceptions?

• Enhanced and new integrations:

• Flowcast patient refunds for SMH and URMFG

• Axium patient refunds for EIOH

New Material for Discussion

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3) Project Team – Approved (highlights)

• Consolidate invoice and payment business processes

• There will NOT be business process for each dept

• Attach/Link W9s to Workday Supplier records

• Utilize Recurring Invoice functionality: PMM and WD

• Enable Supplier self-service invoice/payment status

inquiries

Banking & Settlement related:

• Automate as many bank account reconciliations as

possible

• Only for bank accounts in scope

• Automate USD Wire/ACH payments

• Automate payment confirmations to requestors

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