1. Purchasing Updates for Local Workday Gurus
June 28, 2017

2. Virtual Classroom – Tips
Reporting for FInancial Mangement and Accounting
Virtual Classroom – Tips
To optimize your Virtual Classroom experience:
Use a direct network connection (i.e., not wireless).
Close all other applications except for Virtual Classroom and your internet browser.
Supporting Content:
Before we get started, we want to ensure everyone participating can hear and see what is happening in this session.
To optimize your experience you may want to consider using a direct network connection as opposed to wireless and close all other applications except for the Panopto virtual classroom.
06/23/17

3. Virtual Classroom – Attendee Interface
Reporting for FInancial Mangement and Accounting
Virtual Classroom – Attendee Interface
Your Panopto window has four major areas:
View of the room
An area to take notes which will correspond to the slide you’re on
A view of the current slide being presented
A control bar you can use to jump back if you want to hear something again A C
Supporting Content:
In this virtual classroom you can watch the slides, me your live presenter, and the discussion board on the bottom left. D B
06/23/17

4. Participating in the Training
Reporting for FInancial Mangement and Accounting
Participating in the Training
View of the room
An area to take notes which will correspond to the slide you’re on
A view of the current slide being presented
A control bar you can use to jump back if you want to hear something again B
Supporting Content:
To ask a question, type your question in the discussion section of the page and we will address them as we go along. If we can’t get to all of your questions we are documenting them and will address afterwards.
Ensure your timeline slider is all the way to the right to see the live stream; these sessions are being recorded and can be accessed directly following the session. A
06/23/17

5. Reporting for FInancial Mangement and Accounting
Customize your View
If you need to view the slides in full screen, use the expand screen icon. Access the full screen icon by hovering your mouse over the upper-right corner of the slide. Click the icon to expand the view.
Supporting Content:
I recommend expanding your slides view so you can see the demos more clearly on your screen. To do so, hover over the upper right hand side of your screen and click on the maximize window icon.
06/23/17

6. Guidelines/Reminders
Reporting for FInancial Mangement and Accounting
Guidelines/Reminders
Consider the following guidelines/reminders during this training:
A dial-in number is not required
Ensure your computer volume is on (headphones)
Please use the Discussion function on the bottom left corner to ask your question
Type a message in the text box, select the audience, and hit “Send”
Your voice cannot be heard but all participants can see what you type
If watching Live, ensure the timeline slider is all the way to the right; you must be in Live mode to be able to type questions
The session is being recorded
Facilitator Tips:
Note that you do not need to be dialed in to the session. 
Highlight bullets from the slide.
There is a ~60 second delay in the presentation delivery.
Pause at various times in presentation to take questions but focus on limiting first 15 minutes to the intro slides and spending the majority of time in demo’ing reports.
06/23/17

7. Workday Usability & Workflow
Agenda
Introduction
Workday Usability & Workflow
Purchase Order Requisition Delivery Information
Multiple Invoice Approval Notifications
What’s Next

8. 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

9. 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

10. 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>

11. Timeline 2017 2018 Financials Go-Live Training In-Person Clinics
Jan-Mar
Apr-Jun
Jul-Sept
Oct-Dec
Financials Go-Live
Training
In-Person Clinics
User Testing
Post Go-Live Support (including FSC, ES, 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

12. Important Updates to the Create Requisition Business Process

13. Procurement Usability and Workflow Issues for Go-Live
Purchase Order Requisition Delivery Information
The “Requester” selected on the first screen of the Create Requisition process drives the values in the “Default Ship-To Address” and the “Ship- To Contact” and the “Deliver-To” location fields on the lines of the Requisition. 

14. Procurement Usability and Workflow Issues for Go-Live
Purchase Order Requisition Delivery Information
Guidance for Go-Live: 
Enter the intended recipient as the “Requester” name whenever possible
If the Requisition items need to be delivered to someone other than the “Requester”:
Change the “Default Ship-To Address” on the first screen
Change the “Ship-To Contact” name and the “Deliver-To” room location fields on the lines of the Requisition
The Workday PO will communicate the “Ship-To Contact” name and the “Deliver-To” location of ONLY the first line of the requisition.

15. Procurement Usability and Workflow Issues for Go-Live
Purchase Order Requisition Delivery Information (con’t)
Guidance for Go-Live: 
Limit requisitions to one supplier per requisition
Limit requisitions to one recipient and “Deliver-To” location per requisition *

16. Procurement Usability and Workflow Issues for Go-Live
Purchase Order Requisition Delivery Information (con’t)
Impacted Roles:
Requisitioner and Cost Center P2P Approver - $1K role holders should be notified of the issue
The Cost Center P2P Approver - $1K has the ability to edit or send back the requisition to the “Requester” for corrections.
Cost Center P2P Approver - $10K, Cost Center P2P Approver - Unlimited, and PO Specialist role holders should be made aware
These role holder cannot edit the requisition but they can send it back to the “Requester” for corrections. 

17. Procurement Usability and Workflow Issues for Go-Live
Multiple Invoice Approval Notifications
If an invoice is routed for cost center approval, all Cost Center P2P approvers that are required to approve the invoice (based on the dollar amount of the invoice) will receive multiple notifications (typically 3) and must approve each.
As the notifications are presented in consecutive order in the Inbox, the approver sees the next approval notification immediately after each approval.
Invoices that are affected by this are:
All invoices charged to a sub-award contract.
Invoices matched to purchase orders based on requisitions with a Requisition Type that indicates that invoice review is required.
The P2P Invoice Specialist are reviewers and not approvers. They will not receive multiple approval notifications.
List of Cost Centers P2P Approvers
Cost Center P2P Approver - $1K
Cost Center P2P Approver - $10K
Cost Center P2P Approver - Unlimited

18. Procurement Usability and Workflow Issues for Go-Live
Multiple Invoice Approval Notifications
The issue does not exist for invoices on PO match exceptions such as confirming receipt of goods or services or verifying that it is OK to pay an invoice that has a price or quantity higher than the PO.
This is because the match exception business process differs from the standard invoice approval process that has the issue.

19. Procurement Usability and Workflow Issues for Go-Live
Multiple Invoice Approval Notifications
Workday is aware of the issue and is working to resolve it.
Guidance for Go-Live:
Inform the following role holders of the issue
Cost Center P2P Approver - $1K
Cost Center P2P Approver - $10K
Cost Center P2P Approver – Unlimited

20. Procurement Usability and Workflow Issues for Go-Live
Invoices Charged to Grant and Routed to Multiple Cost Centers
If the Cost Center associated with a Grant is different from the Cost Center associated with its parent Award, invoices charged to that grant will be routed to both cost centers.
This may be confusing to the Cost Center Approver responsible for the Award’s cost center, as the Award cost center is not visible in the charging instructions. We believe that this condition exists in approximately 15-20% of grants.

21. Procurement Usability and Workflow Issues for Go-Live
Invoices Charged to Grant and Routed to Multiple Cost Centers
Workday is aware of the issue and is working toward ensuring that transactions are not routed to the Award cost center.

22. Procurement Usability and Workflow Issues for Go-Live
Invoices Charged to Grant and Routed to Multiple Cost Centers
Guidance for Go-Live:
Inform the following role holders of the issue
Cost Center P2P Approver - $1K
Cost Center P2P Approver - $10K
Cost Center P2P Approver – Unlimited
Instruct them to approve the invoices if they are aware of the Award cost center’s relationship to the grant.
Expenses will be charged to the Cost Center in the charging instructions and not to the Award cost center.
Use the “Find Awards and Grants - Yale” report to locate the grant and review the Award cost center.
Invoices must be approved by both cost centers in order to be paid.

23. Purchasing
DEMO
Ronice Awudu
Yale Center for Teaching and Learning

24. What’s Next? Be prepared to assist your users
Download a copy of the Managing Your Delivery Information Quick Guide by visiting the Training website
Expect to receive an from The Program that will address the topics covered during today’s session
Work with your Change Partners and Lead Administrators to share the contents of this presentation with individuals who have the following Workday roles
Requisitioner
Cost Center P2P Approver - $1K
Cost Center P2P Approver - $10K
Cost Center P2P Approver - Unlimited
Cost Center P2P PO Specialist
Cost Center P2P Invoice Specialist

25. <Course Name>
Thank You!
<ILT_Course Name>