UR Financials User Group Meeting July 2015

UR Financials User Group – July 2015 Chatting for WebEx Participants For those joining the WebEx: 1) Please access the chat feature at the top of your screen 2) Please chat directly with Terri (She will then pose the questions on your behalf) 3) Select Terri in the drop down menu in the chat window (do not select “everyone”) Terri Stetzel

UR Financials User Group – July 2015 Agenda UR Financials Announcements Business Process Change to Grant F&A posting Enhanced Reporting Workshop updates Integrations for UR Financials Upcoming Events

UR Financials User Group – July 2015 UR Financials Announcements Fiscal Year End Close - FY2015 final reports available now Business process change to when grant F&A will post Non-Company Level (NCL) Training and Reporting Workshops reappearing in September. – Revised reports will be basis for new training – “Refresher” training to be available to familiarize users to report changes August 17 th – new Workday user interface to be implemented

UR Financials User Group – July 2015 Currently – Facilities and Administration (F&A) Expense and Revenue Recognition occur at the time of payment for expenditures (settlement) Enhancement – Effective 7/1/2015 – For new transactions, F&A and Revenue Recognition will occur at the time of Business Process (BP) completion (i.e. supplier invoice posting) – The transactions are not Billable until settlement (payment creation) is complete Business Process Change to Grant F&A

UR Financials User Group – July 2015 Transactions Impacted – Supplier Invoices Spend/Pay Component ACP TriggeredBillable Supplier Invoice Supplier Invoice Adjustments Business Process Complete Settlement

UR Financials User Group – July 2015 Award Cost Processing (ACP) Spend Settle (create payment) Rev Rec/ F&A / Billable Bill Sponsor  Supplier Invoices “in process” in UR Financials prior to 7/4/15 Spend F&A / Rev Rec Settle (create payment) BillableBill Sponsor  Supplier Invoices entered in UR Financials 7/4/15 and later

UR Financials User Group – July 2015 Supplier Invoices “in process” in UR Financials prior to 7/4/15 Supplier Invoice 5/20/2015 Business Process 6/10/2015 Settlement F&A Revenue Recognition Billable 7/7/2015 Supplier Invoice Date 05/20/2015 Accounting Date 06/10/2015

UR Financials User Group – July 2015 Supplier Invoices entered in UR Financials 7/4/15 or later Supplier Invoice 5/20/2015 Business Process F&A Revenue Recognition 7/15/2015 Settlement * Billable 7/16/2015 Supplier Invoice Date 05/20/2015 Accounting Date 07/15/2015 * Payment terms = net 30

UR Financials User Group – July 2015 Enhanced Reporting Workshops Objectives: To solicit feedback from Non-Company Level (NCL) users on changes that will facilitate more efficient report creation Prioritize changes Interactively demonstrate changes wherever possible (identify changes as UR dependent versus Workday dependent) Finalize report changes and determine implementation tasks (i.e. communications) and schedule

UR Financials User Group – July 2015 Enhanced Reporting Workshops Summary of changes: Specific report and default prompts based on FAO type Capability to schedule printable reports to one file with page breaks Change to report output fields Ease of use features and better job aids Updates have been announced in the weekly UR Financials Newsletter sent to all usersUR Financials Newsletter

UR Financials User Group – July 2015 Enhanced Reporting Workshops Specific report and default prompts based on FAO type: URFxxxxA: Advanced report prompts (usually the existing URFxxxx report). I.e. URF0943A URFxxxxB: Basic report prompts – only a select few prompts for ease of use. I.e. URF0943B URFxxxxG: Grant report prompts – grant specific report prompts. I.e. URF0943G

UR Financials User Group – July 2015 Enhanced Reporting Workshops Capability to schedule printable summary reports: Available for the following reports: – Award Budgetary Balance Summary Printable (NCL) URF0987 – FAO Budgetary Balance Summary Printable URF0988 – FAO Budgetary Balance Summary Printable (NCL) URF0989 – Project Budgetary Balance Summary Printable URF0990 – Project Budgetary Balance Summary Printable (NCL) URF0991 Output into 1 Excel file into Workday inbox Requires running an Excel macro to produce page breaks per FAO

UR Financials User Group – July 2015 Enhanced Reporting Workshops Capability to schedule printable transaction reports: Available for the following reports: – Transaction Details Printable (NCL) URF0985 – Transaction Details Printable URF0984 (Company Level) Printable reports with page break per FAO Subtotals Output into 1 pdf file into Workday inbox Workshops to be held starting in August on how to schedule reports

UR Financials User Group – July 2015 Enhanced Reporting Workshops Change to report output fields: Sort order changed where feasible Column order sequenced more logically based on column relativity to other columns (i.e. put Supplier column next to External PO number column) Additional features for ease of use (i.e. the scanned document “hyperlink” flag for supplier invoices)

UR Financials User Group – July 2015 Enhanced Reporting Workshops Ease of use features and better job aids: See all job aids hereall job aids here

UR Financials User Group – July 2015 What Are Integrations? Basically a batch interface into or out of UR Financials Integration Design Principles: – Standardization of input/output formats wherever possible (7 standard formats) – Should not duplicate detailed data from source system – Can not contain personally identifiable data Use of the Financial Data Converter (FDC) for those integrations unable to provide in standard Workday format Approximately 90 integrations developed Specific integration executions – approximately 400 per month (some daily, weekly, or monthly) Real time monitoring with feedback messaging to integration source owner

UR Financials User Group – July 2015 Integrations for UR Financials Types of Integrations: (Inbound) – Cash reporting / transacting – Journals, transaction lines – Invoices, vendor information – Budget, initial loads for budgets – (EIB) Electronic Interface Builder – Customs, mostly for internal use (Outbound) – Chart of Accounts, used as reference for processes – Transaction extracts, potential data warehouse – Customs, mostly for internal use

UR Financials User Group – July 2015 Integration Examples Supplier InvoiceJournalPayroll MedlineStudent System (ISIS)Payroll AirGasURMFGPayroll Credit Sheets StaplesPatient AccountingRe allocations RR DonnellyComputer Store VWROASIS FEDEX D&H ThermoFisher Invitrogen/Life Sciences

UR Financials User Group – July 2015 Integrations and You How Do Integrations impact You? – Important to understand how transactions are generated (manual, integration) for reconciliation, or troubleshooting efforts – Data passed from Integration Supplier provides information for that transaction Integration transaction example – Line Memo field contains transaction information passed from the source system to Workday – Journal Source Field contains information, or originating source for the integration.

UR Financials User Group – July 2015 Integration Schedule Integrations run nightly with performance monitoring by the Integration team Integrations schedule is a list of UR Financials integrations with execution times Integrations schedule – Posted on UR Financials website – Updated monthly with reminders in the UR Financials Newsletter Weekly Monthly

UR Financials User Group – July 2015 Integration to Journal Source Integration NameJournal SourceTypeComments INT075 URMFG Patient Refunds Ad Hoc Payment Ad Hoc Payments INT076 SMH Patient Refunds Ad Hoc Payment Ad Hoc Payments INT106 ISIS Student Refunds Ad Hoc Payment Ad Hoc Payments INT059 WD to ISIS refund processed extract Ad Hoc Payment Ad Hoc Payments INT088M DR Check Mid run Ad Hoc Payment Ad Hoc Payments INT088P DR check run Post processed Ad Hoc Payment Ad Hoc Payments INT033 Photo IllustrationBiological supplyJournal INT115a FundriverEndowment and Similar FundsJournal INT115b FundriverEndowment and Similar FundsJournal INT115c FundriverEndowment and Similar FundsJournal INT024 Facilities journals ( Mparr)FacilitiesJournal INT037 Mail ServicesMAIL SERVICESJournal INT013b OASIS JournalsOASISJournal INT013a OASIS OASIS Ad Hoc Bank Transaction INT103 SMH Patient Acct JournalsPatient AccountsJournal INT050B Payroll AccrualsPayroll AccrualsJournal INT050A Biweekly Payroll Credit SheetPayroll Credit SheetJournal INT051A Monthly Payroll Credit SheetPayroll Credit SheetJournal INT052a Semi-Monthly payroll Credit SheetPayroll Credit SheetJournal INT050P Bi-Weekly Gross Payroll Gross Pay JournalSee memo = BI-WEEKLY INT051P Monthly Gross Payroll Gross Pay JournalSee memo = MONTHLY INT052P Semi-Monthly Gross Payroll Gross Pay JournalSee memo = SEMI-MONTHLY INT050R Biweekly Reallocations Payroll Reallocations Journal INT051r Monthly Reallocations Payroll Reallocations Journal INT052r Semi-Monthly reallocations Payroll Reallocations Journal INT026 PMM Perpetual InventoriesPerpetual Inventory COGJournal INT027a Micro Core ArrayShared Resource LabsJournal INT027b Micro Array Core 1,2Shared Resource LabsJournal INT034 Strong StaffingStrong StaffingJournal INT141 ISIS Student Journal Student System Journal INT140 Student Cash Student System Ad Hoc Bank Transaction INT165 SWBRLSWBRLJournal INT053P Travel and Expense Travel and Expense Journal INT053a Travel & Expense Credit Sheet Travel and Expense Credit Sheet Journal INT053r Travel & Expense reallocations Travel and Expense Reallocations Journal INT023 FAMIS Billing (UFS001) UFS Billing Journal INT153 FAMIS Billing (UFS002) UFS Billing Journal INT035 UnivIT-NC Expense MgtUniv IT GeneralJournal INT017 UnivIT Csales POS Univ IT Store Journal INT036 Central UtilitiesUniversity UtilitiesJournal INT028 URMFG Monthly JournalsURMFGJournal INT049 NanoCtrURNano CenterJournal INT038 VivariumVivariumJournal

UR Financials User Group – July 2015 Integration Simplification Efforts Additional efforts are underway to help simplify some of the details in integrations: – Summarizing detail from multiple entries into one entry (i.e. Mail Services) – Enhancement of information posted in the memo fields Regularly scheduled meetings are being held with integration owners

UR Financials User Group – July 2015 Upcoming Events Next User Group session August 19 th Suggested topics: DateTopic AugustWorkday upgrade announcements Enhanced Reporting SeptemberWorkday Upgrade impacts OctoberBusiness process improvement projects

UR Financials User Group – July 2015 ? Questions

UR Financials User Group – July 2015