Role Mapping Guide for Business Operations Workday@Yale February 2017

Table of Contents Overview of Role Assignment Activity Overview of Roles and Positions Roles in and out of scope Role Mapping Process Overview, Sample, Detailed Steps Reference Materials and Instructions Role Mapping Workbook, Sample, Role Assignment Template, Sample Template Assistance and Support

Overview of Role Assignment Activity 1. Review Reference Materials: Role Mapping Workbook Access Review Report (Data Warehouse report) Cost Center Hierarchy Role Assignment Template 2. Determine Roles by employee Net ID for your department 3. Load information into Role Assignment template by March 15, 2017 Note: The system will link roles to the position.

Overview of Roles and Positions Are assigned to Positions Determine function in a business process (i.e. initiate, approve, etc.) Determine what you can see and do in Workday 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 roles Workers are hired into Positions and inherit the role(s) of the Position

Lead Administrators Assign 17 Roles in their Units: Roles in Scope for this Activity Lead Administrators Assign 17 Roles in their Units: Finance Cost Center AP Specialist Cost Center Budget Specialist Cost Center Business Asset Tracking Specialist Cost Center Cash Sale Specialist Cost Center Effort Certification Reviewer Cost Center Finance and Accounting Specialist Cost Center Payroll Accounting Adjustment Specialist Cost Center Payroll Costing Specialist Cost Center Manager Procurement (P2P) Cost Center P2P Approver - $1K Cost Center P2P Approver - $10K Cost Center P2P Approver - Unlimited Cost Center P2P Invoice Specialist Cost Center P2P PO Specialist Requisitioner Reporting Cost Center Payroll Details Cost Center Financial Analyst

Roles NOT In Scope for this Activity The following six Roles will be assigned centrally with Business Office assistance at a later date. Finance Cost Center Regional Director Grants 2. Grant Budget Specialist 3. Grant Manager 4. Award Principal Investigator 5. Multiple PI’s 6. Principal Investigator Note: Access Report by person identifies many roles not in scope for this work, such as Kronos, Eugencia

Role Mapping Process - Overview 1. Review Role Mapping documents 2. Gather list of “Cost Center Hierarchy” values for the Role Mapping activity 3. Run “Access Review Report” 4. Complete the Role Assignment Template (Excel) 5.Submit Role Assignment Template Due Date: March 15, 2017 Option: Need support: Register for Role Mapping clinic

Your template must be received no later than March 15, 2017 Role Mapping Process: Detailed Steps Review the information provided: Role Mapping Workbook Role Assignment Template Run “Access Review Report” in Data Warehouse Portal for your units Based on role descriptions and role by task information provided, assign employees to WD roles at the appropriate level (Cost Center or Cost Center hierarchy) Once you have the required information to assign the WD roles by Net ID, complete the Role Assignment Template There is no limit to the number of roles you can assign to an individual Once completed, validate that you have 100% coverage of WD roles for all the cost centers you are mapping If you or your team require assistance, register for a Workday Financials Role Mapping clinic in TMS. You will need to bring your “View Access by Person Report.” E-mail completed template to Vijay Alaparthi and CC: Joseph Lott and contact them with any questions Your template must be received no later than March 15, 2017

Reference Material: Role Mapping Workbook The Role Mapping Workbook has six worksheets: Instructions – instructions to complete the mapping process Worksheets 2-6 provide information that will assist in the mapping process. Mapping Tasks to WD Role – Use this to look at mapping roles by task in a business process (see example on slide 10). Workday Roles – Use this to get an overview of functional area, role name and role definition Workday Processes – Use this to see Business Process and associated roles by action (initiate, review, approve) Legacy Roles – Use this to understand relationship between existing roles (current state) and related Workday Role Cost Center Hierarchy – This worksheet provides the entire Cost Center Hierarchy as of February 20, 2017. (This report is also found on the COA website--filter for your unit prior to printing)

Role Mapping Process: Sample by Task What Task Do I need to do… Required Workday Role is... Deposit cash or checks (RIF)? Cost Center Cash Sale Specialist Buy something (SciQuest)? Requisitioner Approve all purchases, Invoices, Cash Advances, and ER's that are <$1K? Cost Center P2P Approver - $1K The full list of Tasks to Workday Roles is available in the Role Mapping Workbook (worksheet #5).

Reference Material: Access Review Report - Sample Access Review Report is located in the Data Warehouse Portal under the Review Tools section. 

Reference Material: Role Assignment Template Department Name of Organization for role mapping information Contact: Name of the person submitting this worksheet Worker Net ID: Net ID for the person for the role assignment Last / First Name Auto-populated from Net ID. If not, enter manually Security Group(s): Select role from list of values drop down Cost Center or Cost Center Hierarchy Code: Enter a valid cost center hierarchy value for which you want the role to access: Institution or Planning Unit or Planning Unit Section, Department Grouping, or Cost Center. Description: If the cost center or cost center hierarchy code is valid, the description will auto-populate. Note: No Role assignments should be made to "HACC0001 Yale University Cost Centers" level.

Example of a completed Role Assignment template Blank rows are not required, and only included in this example for visual clarity. Provides Access to: Multiple Cost Centers Provides Access to: One Cost Center If Scope of Access is: Planning Unit Planning Unit Section Department Grouping Department If Scope of Access is: Cost Center If the Scope of Access is assigned to a Role at a level higher than the Cost Center (i,.e., Planning Unit, Planning Unit Section, Department Grouping, or Department), the Role will have access to every Cost Center below it in the hierarchy.

Assistance and Support Questions? Contact Vijay Alaparthi or Joseph Lott Need Assistance? Register for a Workday Financials Role Mapping clinic in TMS, starting February 15. You will need to bring your “View Access by Person Report.” For questions about clinic registration, contact Kathleen Reilly