Change Partner Meeting Workday@Yale June 6, 2017

Agenda Introduction Updates to Reporting Roles Preparing for Go-Live Questions and Answers Post Go-Live Support and the FSC – Mike DellaBianca GSPS – Jennifer Brinley What’s Next

Workday@Yale Objectives Simplify and standardize processes Make it easier to get work done and harder to make mistakes Minimize administrative work for faculty, students and staff Lower operating costs and improve effectiveness Provide accurate, trusted, and timely reporting

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

Change Network Communications <Course Name> Change Network Communications Bus Ops members are recommended to cascade their messages, so open rates can be higher than 100%. Of the 370 people in the CN, approximately 100 are LAs and OMs and therefore their open rates are included in the Bus Ops group above. All LAs and OMs are included in the Bus Ops. open rates, even if they are also CPs or Gurus. CPs and Gurus who are not also LAs and OMs are only included in the CN group’s open rates. <ILT_Course Name>

Go-Live Preparation Deck No.3 Workday Go-Live Preparations deck: https://workday.yale.edu/program-groups/change-network

Best Practices – Example of Charging Instruction Cheat Sheet School of Drama Employee Name Workday roles and definitions PTAEO Workday COA Most commonly used Spend and Revenue categories and associated Ledger Accounts Employee Name

Best Practices – Example Static Expense Form Yale Center for Teaching and Learning Encourage users to use the Workday mobile app Alternatively, delegators can use the form below to record expenses Ronice Awudu Yale Center for Teaching and Learning

Updates to Reporting Roles Workday@Yale

Workday Roles: Who Does What Are assigned to Positions Determine function in a business process (i.e. initiate, approve, etc.) Determine what you can see and do Provide access to data within the assigned cost center POSITIONS A Position is the “seat” that a specific Worker occupies A Position does not refer to a job title May be assigned one or many Workday roles Workers are hired into Positions and inherit the Workday role(s) of the Position

Roles in Workday Here are some examples of roles in Workday; a specific position may hold more than one role Finance Cost Center Budget Specialist Cost Center Business Asset Tracking Specialist Cost Center Cash Sale Specialist Cost Center Finance and Accounting Specialist Cost Center Payroll Accounting Adjustment Specialist Cost Center Payroll Costing Specialist Cost Center Manager Cost Center Regional Director Procurement Reporting Requisitioner Cost Center Payroll Details Cost Center P2P Approver - $1K Cost Center Financial Analyst Cost Center P2P Approver - $10K Cost Center P2P Inquiry Grants Cost Center P2P Approver - Unlimited Grant Budget Specialist Cost Center P2P Invoice Specialist Grant Manager Award Principal Investigator Cost Center P2P PO Specialist Multiple PI’s Principal Investigator Cost Center AP Specialist Cost Center Effort Certification Reviewer

Cost Center Financial Analyst: Reporting Roles Cost Center Financial Analyst: Access to all financial and procurement-related reports, including account holder and P&L reports. Cost Center Payroll Details: Able to see payroll details instead of a summarized journal line. This role will be granted separately from Cost Center Financial Analyst. Cost Center P2P Inquiry (NEW): Access to reports only related to procurement, expenses and suppliers. (This role does not provide access to any financial related reports.)

Change Network Reporting Information Sessions Change Network members are encouraged to attend reporting information sessions with demos, covering: P2P: June 14 & 19 Grants: June 13 Financial Management and Financial Accounting: June 12 It is recommended that members attend sessions related to the business areas they support in Workday. Each session contains similar content with variance in reports demoed. Register in TMS. Reminder notice will go out on Thursday, June 8 Register for Change Network Reporting Information Sessions      Change Network members are encouraged to attend a reporting information session with demos for P2P, grants, financial management, and financial accounting reports. Space is limited. It is recommended that members attend sessions related to the business areas they support in Workday. Each session contains similar content with variance in reports demoed (register here): Financial Management & Financial Accounting Monday, June 12, 2:30-3:30 p.m., at Luce Hall Auditorium, 34 Hillhouse Ave (Central Campus) Grants Tuesday, June 13, 3:00-4:00 p.m., at Room 125, 25 Science Park (Science Park) Procure-to-Pay Wednesday, June 14, 1:30-2:30 p.m., at Hope 216, 315 Cedar Street (Medical Campus) Monday, June 19, 10:30-11:30 a.m., at Luce Hall Auditorium, 34 Hillhouse Ave (Central Campus) Actions Requested Prior to Attending Review the reporting section of the Workday@Yale site Read about what’s changing for reporting If you need to withdraw from a session, please go to the Yale Training and Certification website and complete the following: Click “Yale Login” and provide your credentials Click “Course Reminders” Follow the instructions on the page to withdraw from the session Additional reporting events will be held for impacted stakeholders both in central functions and business operations including clinics and office hours post Go-Live. For more Change Network program information, please visit Workday@Yale. For questions, please contact workday@yale.edu.

Preparing for Go-Live Workday@Yale

Preparing for Go-Live The Controller has provided information to prepare business offices for Go-Live on April 21 and June 1. Consult your business office for further details. Highlights from the communications include: Cutover dates, most of which are typical year-end dates, with a few exceptions Encouragement to accelerate year-end work as much as possible to facilitate a smooth transition A warning that any work started in Oracle and concluded in Workday may require additional effort The following slides are gentle reminders and deadlines to keep in mind.

How You Can Prepare: Cutover Schedule Highlights Action Deadline Purchase Requisitions that require Procurement Assistance must be submitted and approved Blackout period for all SciQuest orders needing Procurement Assistance (June 7 to June 30) June 6 (TODAY) Set up New Vendors June 10 Submit check requests and invoices related to FY17 to be processed in Oracle June 19 Extend labor schedules, when possible, so that it converts into Workday June 23 PCard and out-of-pocket transactions made by June 15 must be cleared on an expense report Unprocessed charges will be charged to department’s AP Default Account in GA June 27 If business offices need to set up a new vendor and/or submit a check request after the cutoff date (and before Go-Live), they can email sharedservices@yale.edu for assistance. YE Closing Packet: https://messages.yale.edu/messages/attachments/w3_152852_YE_Closing_Packet_2017_04_19.docx Cutover Schedule: https://messages.yale.edu/messages/attachments/w3_152852_WD_Financials_Cutover___Dist_Proc_Cutoff_Dates_4_19_17.xlsx Addendum for cutoff activities: https://messages.yale.edu/messages/attachments/w3_154486_Addendum.pdf

How You Can Prepare - Year End Accrual Timing and Process Action Deadline AP Holds must be cleared Invoices not processed will be converted and must go through the full approval process in Workday Check requests not processed and paid will be cancelled and must be re-entered in Workday by the department 9:00 a.m., June 28 Supplier Invoice requests, Non-Purchase Order Invoices, and Expense Reports can be processed in Workday See instructions for coding in the June1 Controller’s Office memo. All transactions entered in Workday to be accrued for FY17 must provide PTAEO information in the memo field. Non-PO transactions related to FY17 entered into Workday without PTAEO instructions will be accrued at the University level. July 6 through July 14 for either FY17 or FY18 YE Closing Packet: https://messages.yale.edu/messages/attachments/w3_152852_YE_Closing_Packet_2017_04_19.docx Cutover Schedule: https://messages.yale.edu/messages/attachments/w3_152852_WD_Financials_Cutover___Dist_Proc_Cutoff_Dates_4_19_17.xlsx Addendum for cutoff activities: https://messages.yale.edu/messages/attachments/w3_154486_Addendum.pdf

How You Can Prepare Create and distribute charging instruction cheat sheets Map PTAO to Workday Chart of Accounts Include most commonly used Spend and Revenue categories and associated Ledger Accounts If your department made Workday COA changes after the mapping deadline Review charging instructions Notify your ISPs of those PTAEO-to-COA mapping changes to ensure they have the correct charging instructions at Go-Live Make sure you and your staff attend training Review the end-to-end business process maps and videos (Workday@Yale training section) Explore and bookmark the Workday@Yale training and support website sections Continue to read Workday@Yale Program emails Answers to questions from the Workday@Yale inbox, meetings, and info sessions will continue to be shared in weekly Workday Updates and posted online: Click here to review May 31 Click here to review May 24

What You Can Do After Go-Live Access information quickly Add frequently used reports and tasks to Workday Favorites worklet Set up Inbox filters Check your Workday profile Confirm you have the right roles Review you have the right delegators and/or delegates for Expense Reports and Spend Authorizations Review your Payment Election(s)

What You Can Do After Go-Live Check data conversion: Review PTAEO-to-COA conversions Check balances Review payroll costing allocations and position restrictions Check payroll allocations in special situations Review Payroll actuals for first weekly payroll and, if needed, submit Payroll Accounting Adjustments Cost Sharing Labor Schedules will not convert completely. You must correct grant numbers beginning with GR06 and, if appropriate, apply Gift or Yale Designated funding sources Manually enter commitments

What You Can Do After Go-Live Process transactions: Clear P-card and out-of-pocket charges incurred after June 15 P-card charges will appear in the user’s Inbox; delegate will receive a notification, when appropriate Run P2P transaction status reports to ensure requisitions, invoices, check requests, supplier setups, cash advances, ERs and reimbursements get approved quickly Look for specific program or project that may have been used to fill gaps on payroll allocations; 1st weekly payroll will run July 3 Custom commitments will not convert into Workday

Questions & Answers Workday@Yale <Course Name> <ILT_Course Name>

Questions and Answers Training Is there going to be training for ISPs on completing ISP Manual Journal Entries? FAQs How are common questions collected by the Finance Service Center, and what mechanism will be used to share answers to those questions with the Change Network and the user community? Expenses Expenses not approved before the June 27 cutoff date will be charged to the department’s Accounts Payable Default Account in GA. Is the AP Default Account in GA also called the bounce account?   Training Question: Is there going to be training for ISPs on completing ISP Manual Journal Entries? Answer: The current training classes include manual ISP Journal Entry training, so it is on-going and there is a specific QG. There is a guide and template for electronically submitted Journals (another QG to come) and we plan on having some informational sessions prior to Go-Live. FAQs Question: How are common questions collected by the Finance Service Center, and what mechanism will be used to share answers to those questions with the Change Network and the user community? Answer: The Finance Service Center is working with the Workday@Yale Team to collect, research, and answer questions submitted through the Workday@Yale inbox and at community meetings and information sessions. These answers will inform FSC staff as they respond to calls and emails from the community using a Salesforce-based ticketing and solutions system. Currently, a selection of questions and answers are being featured weekly in the Internal News section of the Workday@Yale website, as announced in the Weekly Workday Update email. (See “Workday@Yale Answers Questions from the Community.”) Other FAQs are being posted by topic in the Training section of the website. (See Finance, Procure to Pay, and Getting Started: Financials.) Expenses Question: Expenses not approved before the June 27 cutoff date will be charged to the department’s Accounts Payable Default Account in GA. Is the AP Default Account in GA also called the bounce account? Answer: No. This process is changing. Details will be available in a few weeks.

Questions and Answers P2P Requisitions requiring Purchasing assistance (over $10K, or requiring contract signatures) cut off on June 6 (the last date for SciQuest submissions). Can we continue to make these large purchases after this date and before Go-Live? If so, what is the impact?  Grants How can business offices be assured that principal investigators have reviewed their financial reports? Can you cost share using two different grants?   P2P Question: Requisitions requiring Purchasing assistance (over $10K, or requiring contract signatures) cut off on June 6 (the last date for SciQuest submissions). Can we continue to make these large purchases after this date and before Go-Live? If so, what is the impact?  Answer: Work started in Oracle and concluded in Workday will require manual conversion, an incremental and cumbersome process. Therefore, business offices are strongly encouraged to make all large purchases by June 6 so that these can be approved and processed by June 28, when the conversion process begins. For more information, please call the Purchasing Help Desk at 203-432-9955. Grants Question: How can business offices be assured that principal investigators have reviewed their financial reports? Answer: Business offices may schedule reports to run on any date (e.g., the fifth of each month) other than the fiscal-month close. Reports will be delivered to the PIs’ W:drive. The format and content of these reports are still being developed. Please see the Reporting section of the Workday@Yale website for more information. Question: Can you cost share using two different grants? Answer: Workday has an elegant solution for managing cost sharing when it is funded from a gift or Yale-designated. As in Oracle, funding cost sharing from another grant is more complicated. In Workday, there are multiple ways to do this but this has not been finalized yet. More to come.

Yale Shared Services Finance Support Center (FSC)

Finance Support Center (FSC) The FSC will be dedicated to providing a high-level of service for all finance inquiries, including Workday. Inquiries – Financial transactions and reporting, including: Procurement Supplier Accounting Budgeting Expenses Payroll Costing Grants

Finance Support Center (FSC) The FSC has grown from 7 to 14 experienced support specialists. In preparation for Workday, they are: Collaborating with the Workday@Yale team to source answers to anticipated questions building a knowledge base of solution Identifying escalation paths to Workday Leads, SME’s, Finance Centers of Excellence and Employee Services (Human Resources), and the ITS Helpdesk (Technical).

Tier Work Support Structure - Overview Definition “Self Serve” tier. Information, tools, and local support (Gurus) for an end user to find the answer to a question. Support from the Finance Support Center (FSC) via phone, email, web page to answer questions leveraging Tier 0 tools and knowledge management solutions. In-depth support for detailed questions that are escalated from the FSC due to being beyond the scope of the knowledge management solutions. Specialized and specific support for detailed technical questions that require research to resolve. Owners Change Management Workday Guru’s Finance Support Center (FSC) SME’s Workday Leads Business Solutions Group COES

Work Support Structure Tier One support and leverages Tier Zero tools. Escalation to Tier Two based on pre-determined triggers Inquiries Tier 0 Support Population of Clients: Internal (Population): - Lead Admins - Ops Mgrs. - Financial Assts - Admins - Directors External Vendors Approx. 65,000 Vendors: 40k Non Employee Individuals 25k Vendors (Corps, Partnerships, etc.) Workday Guru’s Supplier Portal WD Quick Guides, Training Guides, Web Simulations, Web-Based Training, & Post Go-Live Clinics Tier 2/3 Support SMEs Workday Leads Business Solutions COE’s Tier 1 Support FSC Financial Transactions & Reporting Procurement Suppliers Accounting Expenses Payroll Costing Grants

8x8 (Contactual) Features Work Type & Technology Inquiries Phone Email Chat Web Form Salesforce & 8x8 Salesforce Features 8x8 (Contactual) Features E-mails auto-create Salesforce cases for routing and reporting Multiple queues and user groups Integrated to 8x8 Contactual phone system Ability to generate metrics One Finance instance Solutions based Ability to create call trees Voicemail to case Online process monitoring Ability to generate metrics Quality Assurance features

Current Activity Staff Training YSS On-Boarding including SalesForce and Contactual training for new staff All Workday@Yale training materials and videos Attended multiple WD Guru and Info sessions Attended “Teach Back” sessions for upcoming WD auditorium sessions Researching answers to potential questions using new WD materials Simulation sessions planned for early June

Current Activity Workflow Escalation paths identified Change Management sourcing answers to questions from training sessions to build knowledge base Building reports to track types of inquiries along with volume Enhanced Phone Tree – simple and flat but flow calls where they belong Triage tool / training - to be able to understand the question working towards first call resolution

GSPS AND wORKDAY

GSPS/Workday Business Process   GSPS functionality will remain the same except for cost transfers. Registrars will continue to schedule all financial aid in GSPS GSPS forms are being modified to accept the new COA (Chart of Accounts) structure All existing GSAS business rules about student funding will continue to be validated. Payroll and tuition processing will remain the same GSPS will continue to send a semi-monthly payroll (15th and last day of month) A potential enhancement in GSPS will allow for non-standard dates within a pay period. This should help reduce the number of cost transfers. GSPS will continue to send weekly journals for tuition and health fellowships.  Commitment processing is in development 

Accounting Adjustments (including cost transfers on sponsored projects)  All payroll accounting adjustments (PAA) will be processed in Workday using Workday roles and guidelines. PAA adjustments will be fed back to GSPS daily. Central Financial Aid Office staff will update the proportionate tuition charges for Assistant in Research PAAs in GSPS. Non-Assistant in Research tuition/health-only adjustments to be processed in GSPS by the Registrar. Grant transactions will follow university guidelines for cost transfers. Salary adjustments with pay component changes will be initiated through GSPS because the change must go through payroll. This process is to be determined.  

Proposed Enhancements: Ability to use start and end dates specific to grants. If a grant starts on January 3rd, you would key in the old grant from 01-JAN-2017 to 02-JAN-2017. Then enter the new grant from 03-JAN-2017 TO 15-JAN-2016. Working on scheduling the tuition/health batches on a daily basis instead of weekly

COA Validation: Will continue to validate the charging instructions on the start date of the schedule line in GSPS. FAO will continue to receive reports when the COA is no longer valid and will send to the individual program departments.

IMPLEMENTATION – JULY 3, 2017

What’s Next Workday@Yale

What’s Next Change Partners: <Course Name> What’s Next Change Partners: Deliver CP Presentation deck No. 3 to units by June 9 Register for Reporting Information Sessions which begin the week of June 12 Encourage everyone to visit the Workday@Yale training page for videos, guides, and other helpful information More information about the post-Go-Live July clinics is forthcoming https://workday.yale.edu/sites/default/files/files/Prepare%20for%20Go-Live.pptx <ILT_Course Name>

Thank You Workday@Yale