Change Partner Meeting Financial Accounting Purchasing Workday@Yale April 4, 2017

Agenda Introduction Financial Accounting Purchasing What’s Next Journal Entries Purchasing Procure-2-Pay Roles Create Supplier Request (Vendor Setup) Create Supplier Invoice (Check Request) Process PO & Non-PO Invoices What’s Next

Learn about the Changes Learn their assigned areas of the system Change Network Roles Before Go-Live “Focus on Readiness” After Go-Live “Support Users” Supporter Listener Change Partners feedback and communications channel between their business unit and the Change Management team Serve as a Liaison Direct Users to Help Resources Ambassador of Change Learn about the Changes Early Adapter Coach Local Workday Gurus community of users who can provide business process support as a part of their current role Provide User Support Participate in this Community of Practice Serve as a Liaison Learn their assigned areas of the system Change Partners serve as a communications channel between their business units and the Change Management team. Your primary responsibilities before go-live is to prepare your areas for Workday. As an ambassador of change you will learn about the Workday changes, share that information with people in your area. And once the system is live, your role changes to sharing information you receive from colleagues about Workday with Change management. You will also help to direct users to the appropriate help resources. Local Workday Gurus are a community of users who can provide business process support as a part of their current role. They will have an early opportunity to get into Workday and to learn about their assigned areas of the system. After Workday is live, they will provide local users with help support, participate in this Community of Practice by knowledge sharing and to share feedback you receive from your colleagues and faculty with the change management team. Test the System Lead User Training

Prerequisite Foundational Core Concepts <Course Name> Prerequisite Foundational Core Concepts Online Videos Financials Overview Chart of Accounts (COA) Overview Introduction to Worktags Reporting Overview of Workday Core Concepts Software as a Service  Configuration vs. Customization Tenant Supervisory Organizations Roles Business Process Employee Self Service Delegation  Inbox These concepts were introduced to the LWGs in February. Additional resources are available at workday.yale.edu <ILT_Course Name>

Timeline 2017 2018 Financials Go-Live Training Jan-Mar Apr-Jun Jul-Sept Oct-Dec Financials Go-Live Training User Testing Post Go-Live Support (including YSS, ESC, ITS Help Desk) Weekly Updates, Supervisor Updates, Information Sessions Functionality updates occur, roughly, in March and September, as indicated by the “workday” logo. We are communicating with users in a variety of ways: through our weekly update to LA’s, OM’s, Change Network, Executive Sponsors, Impacted Systems Community Members, and Workday Program Members. If this group isn’t receiving this communication, their supervisors/Change Partners are receiving it and will provide updates at their in-house meetings. Additionally, the Workday Program is hosting information sessions, like this one, to inform the community about upcoming changes. We will be testing the system to ensure that the community can fulfill business processes in Workday (and to ensure our training materials are accurate and our support centers have adequate supporting documentation). Post Go-Live support will be offered for 4 months after July 3, to ensure the community is prepared to use Workday. We are actively preparing for go-live and will provide more detail in the months ahead. Finally, we are continually optimizing and improving Workday, with input from the community. This is an ongoing process. Prepare for Go-Live HR/Payroll/Academic Optimization Financials Optimization

Financial Accounting Journal Entries Workday@Yale

Journal Entries Roles Current State Future State Preparer Only <Course Name> Journal Entries Roles Current State Future State Preparer Only YUGL_Phase 2 JSA Staging User Preparer and Approver YUGL_Phase 2 Staging Manager w/no GC xfers YUGL_JSA_Department_ Grant_Approver Preparer Cost Center Finance and Accounting Specialist Approver Cost Center Manager Finance and Accounting This slide demonstrates what the current state role is currently and what it will move to once we migrate to workday 7 <ILT_Course Name>

Journal Entries: Future State Detailed Process Flow <Course Name> Journal Entries: Future State Detailed Process Flow Identifies adjustment need, and creates an On-Line Journal Entry Approves Journal Entry Cost Center Manager(s) Cost Center Finance & Accounting Specialist Conditional Approvals Approves Journal Entry (MEI Spend Category) Post Transaction Business Asset Accountant (MEI) Workday System Approves Journal Entry (JE’s over 10 M or affect a Control Account) Workday Activity Controller <ILT_Course Name>

<Course Name> Key Changes Workday Journal Entries replace JSA or Oracle Journal Staging Area. All journal types in the current process (inter-fund transfer, income, balance sheet, etc.) will now be processed on the same journal entry. You may even process them in the same journal entry. Documentation can be attached directly to journals within Workday. Attachments will no longer be attached using multifunction devices. Invoice is the only BP done today by Departments Facilitator Tips: SAY: This slide highlights the key changes to your day-to-day activities with the new system and/or process. <ILT_Course Name>

<Course Name> Key Changes Users will have the ability to copy a previously processed Journal Entry, make changes, and submit the new Journal Entry. In Oracle, you chose an Expenditure Type Code but in Workday you will be required to choose a Revenue or Spend Category. Additionally, Journal Entries require that you choose a Ledger Account. Invoice is the only BP done today by Departments Facilitator Tips: SAY: This slide highlights the key changes to your day-to-day activities with the new system and/or process. <ILT_Course Name>

<Course Name> Key Changes Departments who submit journals electronically will use a new file format. Currently, balances do not reflect approved transactions made on the same day. In Workday, all approved transactions will be reflected immediately, except for some associated assessments. F&A is posted with JE immediately Other assessments (ie Gift, YSM) if transaction posted by noon/1pm will generate assessments by afternoon <ILT_Course Name>

<Course Name> Key Changes In Workday, Journal entries will now be approved by one cost center manager from each cost center that is impacted by the transaction. This approval process affects all manual journals (ISP and Non-ISP as well as almost all electronically submitted journals). Most ISPs whose journals are generated from system integrations – Famis, ITS, YSM FinOps — are exempt and their journal entries will auto-approve. F&A is posted with JE immediately Other assessments (ie Gift, YSM) if transaction posted by noon/1pm will generate assessments by afternoon <ILT_Course Name>

By requiring Cost Center Managers to approve, we will be able to: <Course Name> Key Changes By requiring Cost Center Managers to approve, we will be able to: Get things right the first time Reduce need for Cost Transfers Eliminate the need for post transactional review on Financial Management Checklist F&A is posted with JE immediately Other assessments (ie Gift, YSM) if transaction posted by noon/1pm will generate assessments by afternoon <ILT_Course Name>

Types of Journal Entries There are a variety of Journal Entry Types: Manual Journal Entries Copy Journal Functionality Spreadsheet/Electronically Submitted Journal Entries Journal Entries created from System Integrations Commitment Journals Operational Accounting Adjustments

Types of Journal Entries Manually Entered Journal Entries Manual Journal Entries are entered through the Create Journal task. You can find a previously processed Journal and copy it, which opens the Create Journal task and prepopulates many of the needed fields. For manual Non-ISP Journals, you will choose Manual Journal as the Source. For manual ISP Journals, you will choose Your ISP as the Source. All manually prepared Journal Entries will require approval from each Cost Center. Training Notes: Manual Journal Entries are entered through the Create Journal task. You can find a previously processed Journal and copy it, which opens the Create Journal task and prepopulates many of the needed fields. For manual Non-ISP Journals, you will choose Manual Journal as the Source. For manual ISP Journals, you will choose Your ISP as the Source.

Types of Journal Entries Electronically Submitted Journal Entries Journal Entries can still be submitted electronically via an Excel spreadsheet for both Non-ISPs and ISPs. New templates and procedures have been created in conjunction with the Integrated Systems Remediation process. Almost all electronically submitted Journal Entries will require approval from each Cost Center on the JE. If you believe you have a significant volume of transactions and would like to submit Journals electronically, there is a process to request this access.

Types of Journal Entries Journal Entries Generated from System Integrations There are many ISPs that will have direct system integrations with Workday (i.e. FAMIS, YARC, ITS, YSM FinOps). Almost all of these Journals will auto-approve and will not require the Department Cost Center Managers approval. There are only five situations in which the Cost Center Managers will need to approve these Journal Entries: Yale Drama (3 Systems) SFAS Student Loan Yale Press

Types of Journal Entries <Course Name> Types of Journal Entries Commitment Journals Managing Custom Commitments in Workday is done a few different ways. Using Commitment Journals is one solution for managing some types of Commitments. Commitment Management best practices will be established and a follow-up knowledge session will be held once they are finalized. <ILT_Course Name>

Types of Journal Entries Operational Accounting Adjustments Released in Workday 28 on 3/13/2017 Are generated when you go into an original transaction and make changes to the charging instructions Limited to Procurement transactions - Invoices and Expense Reports We continue to test and learn about its functionality. Additional information is forthcoming as it is vetted.

Journal Entries

Journal Entries

Journal Entries

Correct a Journal Entry

Copy a Journal Entry Find the Journal Entry you want to copy using Find Journals or by looking in your In-Box Archive.

Procure-2-Pay Roles Workday@Yale

Procure-2-Pay Roles Role Name Brief Description Requisitioner Prepares requisitions Cost Center P2P Approver - $1K Approval authority for Procure-to-Pay business processes up to $1K Cost Center P2P Approver - $10K Approval authority for Procure-to-Pay business processes up to $10K Cost Center P2P Approver – Unlimited Approval authority for Procure-to-Pay business processes for unlimited dollar amounts Cost Center P2P PO Specialist Prepare and submit PO Change Order Requests Cost Center P2P Invoice Specialist Review and edit invoices including receipt verification (AP Worklist User) Cost Center AP Specialist Prepare/view AP transactions including Supplier Set Up Requests (VCU) and Supplier Invoice Requests (aka Check Requests) Cost Center Financial Analyst Perform financial reporting functions for assigned Cost Centers, with NO payroll details

Create Supplier Request (Vendor Setup) Workday@Yale

Create Supplier Request: Future State Detailed Process Flow <Course Name> Create Supplier Request: Future State Detailed Process Flow Review Supplier Request (Foreign countries) OFAC Compliance (Administrator) Identify need for payment for Supplier new to Yale Create Supplier Request Reviews / Edits Complete Supplier Setup Wire Instructions Cost Center P2P AP Specialist Supplier Administrator (YSS) Supplier Administrator (YSS) Cash Manager (Treasury) Conditional Approvals Workday Notification to Requester <ILT_Course Name>

Create Supplier Request (Vendor Setup) – Key Changes <Course Name> Create Supplier Request (Vendor Setup) – Key Changes Vendors are called Suppliers in Workday. Supplier setup requests will be entered directly in Workday. Supplier information changes will complete in Workday through the Supplier Change Request form. In Workday, supplier names are entered in ALL CAPS, as they are in Oracle. Vendor setup and check request are two separate processes in Workday. <ILT_Course Name>

Create Supplier Request (Vendor Setup) – Key Changes <Course Name> Create Supplier Request (Vendor Setup) – Key Changes Includes a provision for specifying wire payment information. A separate wire payment request to Treasury is no longer required. Includes a provision for attaching tax forms. Routes directly from the Cost Center P2P AP Specialist to the Vendor Compliance Unit (VCU). There is no approval required from the Department. Supplier information is viewable by Departments Allows visibility that a supplier record already exists or requires an update. <ILT_Course Name>

Create Supplier Request Look up to see if Vendor already exists If not, Create Supplier Request Required to add at least one primary contact

Create Supplier Request Add one primary contact—phone or email Enter address Attach all required tax documents Enter comments Click OK Go back in and Review what was entered and add: Accepted form of payment Default payment type Accepted currency

Create Supplier Invoice (Check Request) Section Title Goes Right Here Create Supplier Invoice (Check Request) Workday@Yale Overview Workday@Yale

Create Supplier Invoice: Future State Detailed Process Flow <Course Name> Create Supplier Invoice: Future State Detailed Process Flow Reviews / Approves Reviews / Approves OFAC Compliance (Administrator) Cost Center P2P - 10K Approver Identify need for payment Create Supplier Invoice Reviews / Approves Process Payment Reviews / Approves Reviews / Approves Cost Center P2P AP Specialist Cost Center P2P - 1K Approver Accounts Payable (YSS) Accounts Payable Cost Center P2P – Unlimited Approver Reviews / Approves Optional Grant Award Tax Manager Grant Manager Department Conditional Approvals Central Conditional Approvals <ILT_Course Name>

Create Supplier Invoice (Check Request) – Key Changes <Course Name> Create Supplier Invoice (Check Request) – Key Changes Check requests are referred to as Supplier Invoice Requests in Workday. Vendor setup and check request are two separate processes in Workday. Some departments may continue to internally transmit payment requests for processing to the Cost Center P2P AP Specialist through an electronic or paper form. Additional approvers—known as Ad-Hoc Approvers—can be selected from specific roles related to the business process. Workday will allow setting a future invoice date. <ILT_Course Name>

Create Supplier Invoice (Check Request) Search to see if Vendor already exists and validate that information is up-to-date Create New Vendor or modify existing Vendor information if needed Create Supplier Invoice Request Defaults todays date (can add future date) Pick Yale from Drop Down Type in Vendor Name and choose from list Pick Remit to Connection Enter Amount, Supplier Reference number, Special Handling if applicable and memo Enter “CR” and a TCN Number WR + TCN for Wire If a Rush is needed append with “- RUSH” Indicate if Special Handling is required Enter Business Purpose or reason

Create Supplier Invoice (Check Request) Always choose Service Enter Spend Category Enter Amount

Create Supplier Invoice (Check Request) Enter Country of Activity Enter COA Enter Memo Attach backup & Click Submit

Process PO & Non-PO Invoices (AP Worklist) Workday@Yale

Process PO Invoice: Future State Detailed Process Flow <Course Name> Process PO Invoice: Future State Detailed Process Flow Submit PO Invoice Supplier or YPPS Review / Approve Foreign Services Cost Center Approver 10K Central AP Analyst Tax Review Needed Review / Approve Run Supplier Accounts Match Process Review and Edit Invoice Variation Exceptions Perform Settlement Process Process payment to Supplier Review / Approve Tax Manager Cost Center Approver Ulimited1K Embargoed Countries Cost Center P2P Invoice Specialist Cost Center Approver 1K Account Payable Settlement Specialist Optional OFAC Compliance Grant Award Asset Trackable Line, or Business Asset Accounting Grant Manager Business Asset Accountant Department Conditional Approvals Workday Activity Central Conditional Approvals <ILT_Course Name>

Process PO Invoices – Key Changes <Course Name> Process PO Invoices – Key Changes In Oracle, the AP Worklist user accesses invoices on-hold in order to review, modify, validate receipt of goods and submit them for approval. In Workday, these transactions will be sent directly to the Workday Inbox of the Cost Center P2P Invoice Specialist. Once the invoices are processed, they route to the Cost Center P2P Approver – 1K. If the transaction is greater than 1K, an additional approver is needed. Ad-Hoc Approvers can be added as anytime. <ILT_Course Name>

Process Non-PO Invoice: Future State Detailed Process Flow <Course Name> Process Non-PO Invoice: Future State Detailed Process Flow Cost Center Approver 1K Review / Approve Foreign Services Review / Approve Central AP Tax Review Needed Asset Trackable Line, or Business Asset Accounting Perform Settlement Process & Generate payment to Supplier Review / Edit Supplier Invoice Cost Center Approver 10K Submit Invoice Process Invoice in Kofax Invoice created in Workday Review / Approve Controller Offices Cost Center Approver Ulimited1K Accounts Payable Data Entry Specialist Cost Center P2P Invoice Specialist Supplier or Department Account Payable Settlement Specialist Embargoed Countries Optional Subaward Spend Category OFAC Compliance Grant Manager Workday Activity Department Conditional Approvals Central Conditional Approvals <ILT_Course Name>

Process Non-PO Invoices – Key Changes <Course Name> Process Non-PO Invoices – Key Changes OK2Pay invoice are referred to as Non-PO Invoices in Workday. Workday allows you to create PO’s (by using specific Requisition Types) that will require department review and approval on all invoices processed against that PO. Our goal is to reduce the number of Non-PO invoices when at all possible. Workday will still allow them to be processed similar to how they are today. <ILT_Course Name>

Supplier Invoices Invoices Processed against a PO that require approval will create Tasks in the Cost Center P2P Invoice Specialist Workday Inbox.

Supplier Invoices

Supplier Invoices Information on Terms and Taxes, and applicable Invoice Reference Information The matching summary will provide you with the reason this invoice needs review and approval. In addition, the invoice is attached and readily accessible.

Supplier Invoices Chose the Match Exception Override reason and Click OK.

What’s Next Section Title Goes Right Here Workday@Yale Overview

Instructor-Led Training (ILT) Coaching/Clinic Session Web Simulation Coaching/Clinic Session Web-Based Training Training Guide Auditorium Session Quick Guide (QG) Training will be offered from May through July in a variety of ways—depending on topic areas, ensuring you are fully prepared for the transition to Workday. This includes: clinics available after go-live for hands-on support, auditorium sessions, Instructor-led training, and web-based training options.             To ensure we’re providing you with accurate training materials, we’re testing them in User Acceptance Testing (taking place April through May), namely Quick Guides, to ensure they accurately capture our business processes and the Workday tool. More info to follow…

Support You will have support! Local Workday Gurus are embedded in your department Workday.yale.edu provides access to quick guides, web-based training, and additional supporting documentation Yale Shared Services (YSS) will provide tier-one helpdesk support through the Finance Support Center (FSC) Heightened support will be provided from July through October Your first option for support will be your Local Workday Guru and training materials found on the web (e.g. Quick Guides, Web-based training, etc.) YSS will be providing the ‘front-door’ for Finance support through their Finance Support Center (FSC) Calls will be answered and addressed as quickly as possible and escalated as needed Hyper-care support will be provided from July – October This means if the call center is unable to answer a question, there will be a team of people ‘behind’ them to help get you the answer you need quickly More specific details to follow

What’s Next Become an ambassador of change <Course Name> What’s Next Become an ambassador of change Grow your network and take some time to meet other Local Workday Gurus Topics for next Knowledge Building Session User Acceptance Testing April 17 – May 19 Testers who are selected will be notified soon End User Training begins May 22 (tentative) Local Workday Gurus are encouraged to attend training that is specific to their business area This will help you to continue to become comfortable with the content Local Workday Guru Preparation for Go-Live begin June 5 (tentative) Revisit the session objective -be comfortable with change <ILT_Course Name>

Questions & Discussion Workday@Yale