Go-Live Preparations No. 3 Workday@Yale May 24, 2017 Financial Management Workday@Yale May 4, 2017

Newly optimized training website Finding support after Go-Live Agenda Overview Newly optimized training website Finding support after Go-Live Building awareness – Procure to Pay videos What’s next

Overview Workday@Yale

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

Meeting the evolving needs of higher education. Workday integrates financial, HR, academic, and research information to offer: Frequent releases that optimize the system Flexible reporting to meet changing needs Mobile access and self-service – anytime, anywhere Yale Sustainability Strategic Plan - Steering Committee Meeting 2/17/2016

Community and Communication Impacts ~250 Central Finance Groups ~6,600 Faculty, Postdocs, Fellows ~4,500 Managers and Professional Staff ~200 Lead Administrators and Operations Managers ~150 Service Teams ~100 Senior Leadership ~3,900 Clerical Workers and Technicians

162 66 262 300+ Program Team Workday@Yale Team Members Service Group Members 162 66 Local Communication and Support Members Support Center Staff 262 300+

Impacted Systems Systems Critical for Go-Live 92 We are working to ensure that Workday information flows smoothly between existing systems such as the ID system, SciQuest, Facilities, etc. Where necessary, we are making changes to those existing systems. Other Systems 81 People Data Only 81 Financial and People Data 34 Financial Data Only 58

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

Training & Support Workday@Yale

Workday@Yale Training   On May 10, Workday@Yale launched updates to its website focused on two key areas—Support and Training. Posted two weeks prior to the first day of training, they offer the Yale community an improved user experience, informative summaries and graphics, FAQs, and more. The site is designed to present users with a range of training formats, from videos to guides. Enhancing the user experience was a key goal for the website, which will serve thousands of members of the Yale community when Workday Financials launches on July 3. Site improvements were guided by a consultation with the User Experience & Digital Strategy team at Yale ITS. An updated Support page outlines all available resources, including a Finance Support Center launching July 3, Employee Services, and the ITS Help Desk. It also includes a directory of Local Workday Gurus—local experts embedded within departments throughout campus. Online training materials will be added as they become available. However, some materials have already been posted. For questions, contact workday@yale.edu. 

Workday@Yale Support   Local Workday Gurus serve as the first line of support for users in their units who need help. Users are strongly encouraged to utilize the training and support materials on the Workday@Yale website, such as: Training materials: Quick Guides, Simulations, Web-based videos, and Training Guides Frequently Asked Questions If additional support is needed, users can reach out to their Local Workday Guru Questions can be further escalated to the Finance Support Center (FSC), as needed

Workday@Yale Top Questions and Answers 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 17 Click here to review May 10   Remaining Top Questions and Answers from 5/17 bundle: Accrual Process Q. Will there be an accrual process for handling significant transactions that occur after June 15? A. Yes. The Controller’s Office will advise and assist with accruals as they do during each end-of-year process. Details will be communicated by the end of this month. Approval Process Q:  How do I expedite the approval process in Workday? I’m concerned that requisitions will get stuck waiting on approvals within the Workday approval process. A:  Workday functionality includes the ability for a requisition preparer to view the details and process status of their requisitions. Requisitioners are always able to see where their requisitions are in the Workday approval process. If there is a concern, the requisition preparer can contact the approvers “up next” directly. Supplier Request Setup Q:  How do I track the status of a Supplier Request Setup for a new supplier? A:  Use the "My Supplier Requests" report in Workday. Student Reimbursement Q: How do I reimburse students for expenses? A: Students with Worker records in Workday are reimbursed via an Expense Report. (Use the search bar in Workday to find out if they have a Worker record.) Students without Worker records in Workday are reimbursed via the Workday Supplier Invoice Request business process (formerly known as "Check Request" in Oracle). SciQuest Q: Can we browse the catalogues in SciQuest? A:  Yes. You will need to initiate a Workday Requisition to connect you to SciQuest where you can browse. If you decide not to purchase anything, just cancel your requisition. Worktags Q:  Does Workday have functionality like Oracle VIP numbers? A:  Yes. Workday Worktags can be created based on charging instructions communicated from your business office. Purchase Requisition Worktag Templates may be used to establish pre-determined charging instructions you expect to use repeatedly. Grant Numbers will drive pre-established related Worktags to auto-populate. Payroll Costing Allocation Q: How will the following existing labor schedule convert to a Workday payroll costing allocation? A PDA is split 50/50 between two sponsored awards. Award A’s end date is July 31, 2017, and award B’s end date is Dec. 31, 2017. Today, they would be at 100 percent through July 31, 2017 and then at 50 percent as of Aug. 31, 2017, with the other 50 percent to be determined. With the conversion, what will happen to the other 50 percent for that person? A: Labor schedules that do not add up to 100 percent will use a transaction suspense account to fill in the gap, which consists of the worker “home org” converted value plus default values for project, program, and fund (PG99999 + PJ000001 + YD000001 (FD01)). The conversion program will end labor schedules that overlap and assign new start dates as well. Therefore, in this example (assuming the award start and end date for both awards covers both periods mentioned): The labor schedule for Award A and Award B will be updated to end as of July 31, 2017.  A new allocation will be created for Aug. 1, 2017, to Dec. 31, 2017, with 50 percent to Award B and 50 percent to PG99999. Help Q:  Who will help me if I have questions at Go-Live? A:  There are many ways to get support. Visit the Support page of the Workday@Yale website for details. For close-at-hand assistance, a good place to start is your Business Office, which will connect you to a Local Workday Guru. These Workday users provide business process support as a part of their current role. At Go-Live, they will serve as coaches to faculty and staff who need assistance with the system. For questions about financial inquiries, transactions, and reporting, contact the Finance Support Center (FSC) starting July 3. Its trained support staff can answer calls or emails about procurement, suppliers, accounting, budgeting, expenses, payroll costing, and grants. For HR Workday support and assistance related to workflow for employees and academic information (reports, roles, benefits, pay), contact Employee Services at 203-432-5552 or employee.services@yale.edu. For technical assistance or support when accessing Workday, contact the ITS Help Desk at 203-432-9000 or helpdesk@yale.edu. You can also find instruction on the Workday@Yale website, via training guides, videos, and web-based training. Clinics will be scheduled after Go-Live to offer hands-on help with specific transactions. Lead Administrators and Operations Managers are also available to answer questions and provide support.

Build Awareness Workday@Yale

Procure to Pay Processes Videos Watch the following videos to understand key changes related to Expenses, Purchasing, and Check Requests in Workday: Create Expense Report (4:39 minutes) Create Purchase Requisition (4:19 minutes) Supplier Invoice Request (4:39 minutes) Supplier Setup Request (4:19 minutes) Visit the Workday@Yale training page for more information.  

What’s Next Workday@Yale

What’s Next Become an ambassador of change <Course Name> What’s Next Become an ambassador of change Familiarize yourself with your local Change Network participants Do you know who your Change Partner is? Do you know who your Local Workday Guru is? End-user training: Runs through July Will include hands-on July clinics run by Local Workday Gurus <ILT_Course Name>

Community Engagement Provide feedback and contact workday@yale.edu with any questions Find more information at www.workday.yale.edu Encourage your co-workers to prepare for the transition! There are many ways to help us spread the word: encourage attendance and upcoming events, watch training videos, provide feedback, visit the website, etc.

Thank You Workday@Yale