Download presentation
Presentation is loading. Please wait.
1
Impacted Systems Remediation (ISR) Forum
October 31, 2016
2
Today’s Agenda Housekeeping Journal Imports COA Integration Hub
Conference Line/Zoom Pilotted a couple weeks ago/tech community wanted a tech forum 2 topics – chock full 30 mins each including questions…will move quickly – in order to capture questions correctly, may ask you to repeat so we can get an answer if we can’t answer here Some of the information we will present and discuss today is still changing….just want you to be aware of that. This information will be updated if and when it does. Will ask for feedback/future topics at conclusion
3
Journal Import October 2016
4
Agenda Workday Objectives Introduction to Journal Import
Guiding Principles JSA - Current State Workday Journal Import – Future State File Specification Import Validations Import Error Handling Future State Landscape Resources
5
Workday Journal Import
6
Workday@Yale Objectives
Simplify and standardize processes Make it easy to get work done and harder to make mistakes Establish an accurate, trusted and timely reporting environment Lower operating costs and improve effectiveness Minimize administrative overhead for faculty and end users
7
Introduction to Journal Import
Today, there are a large number of sub-ledgers in the University. These sub-ledgers record transactions that need to be transferred to the Oracle EBS General ledger. This is accomplished through the use of the Journal Staging Area (JSA) process “Journal Import” is the replacement for the JSA import process In current state, Journals are imported to the JSA Set of Books; users log in and make changes and perform approvals. Corrected and approved JSA journals are transferred to the operating set of books on a regular schedule In the future, there is no Journal Staging Area per se. Journals will be imported as operational journals and they will be corrected and approved in place We are here to discuss the technical aspects of the new Journal Import process. We welcome functional questions; if we do not have the answers, we will add them to our growing list of Frequently Asked Questions. This process is under construction. There may be minor changes to things stated here. Changes will be documented and placed on the Impacted Systems website.
8
Journal Import Architecture
9
Guiding Principles Statement: To the greatest extent possible, the integration for Journal Import should resemble the current process and cause the least rework for existing system owners Rationale: There are many existing sub-ledgers in the University. Adoption of a similar process will make adoption easier and less expensive overall Implications: File-based, batch integration is somewhat dated; while this method is not the most modern, it is proven solution and is reliable, especially where large batches are submitted. The use of a shared infrastructure and design for import of highly standardized input does not preclude the direct use of Workday Web Services by future sources.
10
JSA - Current State A file is created in a standard format. That file is based on templates maintained by the GA/GL team and distributed as a part of onboarding Journal Sources. The basic format of the file is tab-delimited The file is named in a standardized manner: <GLI><JSA Source Name><DDMONYYYY><4-digit Batch Counter>.TRN The file is created either by a system batch process or is compiled by individuals The file is then uploaded to the Managed File Transfer (MFT) in a specific location A batch process runs on a schedule to sweep all of the directories and consolidate the journal batches. The batches are then loaded through the GL Import to the Journal Staging Set of Books Confirmations/Error reports are placed in the MFT directories and in some cases s are sent to people registered as receiving s.
11
Workday Journal Import – Future State
What is not changing: Location: The files will be placed in the same directory as they are today in MFT Format: The file format will remain a tab delimited file; it will continue have a GLH (Header record) and multiple GLDs (Detail records) Multiple Journals: Multiple journals can be placed into a single file for upload, but each journal must observe the limitations placed on size Templates: The GA/GL team will continue to maintain templates that can be used for this process What is changing: Name: The name of the file will change; the file naming convention is intended to take into account the fact that some sources will need to submit journals both to the old JSA process as well as to the new Journal Import process. File Format: The format of the templates will change – the columns will change - much of the change is due to the changes in charging instructions (COA) Detail Line Limits: Any given journal may only have 10,000 GLD records; this is a hard limit imposed upon us by Workday s: will not longer be sent
12
Journal Import File Specifications
File Location: Current MFT location is: /ebiz/hop1/yugl/[source], eg ydarcy File Format: Tab-delimited file with GLH and GLD records File Templates: Available on => Impacted Systems => Financial Information => Journal File Layout <Demo> File Naming Convention: <Source>_<Date>_<SourceType>_<File Sequence>.<Extension> Source: is the Source name used today. This corresponds to the name of the directory used in the MFT, eg: YDARCY Date: in the form “YYYYMMDD” SourceType: “NSP” for Non-ISP Sources, “ISP” for ISP Sources; this will assist with routing of files File Sequence: Maintained by the source. Four digits, starting with “0001,” should reset daily Extension: .txt file Example: YDARCY_ _NSP_0001.txt Collisions: Naming convention insures no collisions where sources may need to send files to EBS JSA for close. Current Naming convention is: <GLI><JSA Source Name><DDMONYYYY><4-digit Batch Counter>.TRN Journal Limitations: Any one journal must have <= 10,000 detail (GLD) records File Size Limitation: Any one file may not exceed 1 GB in size
13
Journal Import Validations
Pre-load validations are validations taken prior to submitting the file to Workday Journal Import web service; Empty File failure Formatting failure: if there are any lines in the file that does not start with GLH or GLD, the integration should fail for the journal that has this condition Duplicate Journals: based on journal name Accounting Journal ID on header record Source matching: source directory name and filename source Control Totals: header control total must match debits and credits Required Fields: Company, etc. Please refer to the template Misc: Debit or credit populated on each line, debit/credit precision to two decimals, dates correctly formatted Workday validations are validations taken during processing of the file through Journal Import web service COA validation: Chief among Workday validations Import on Error: Integration designed to import Journals that contain COA errors; see also Import Error Handling
14
Journal Import Error Handling
Error Handling and Logging Today a report is placed in the MFT directory AND an with the report is sent; will no longer be sent Preload Validation Failure: If a file fails Pre-Load Validations, it will be rejected, and will not be loaded into Workday Source file renamed: <Source>_<Date>_<SourceType>_<Sequence>.bad Eg: YDARCY_ _NSP_0001.bad Error Report: integration will create and deliver an HTML Error Report(s) to the MFT: eg: YDARCY_ _NSP_0001_bad.html Correction: When a file fails Pre-Load Validations, the system owner/user will need to correct the errors, regenerate a file and upload that file to the appropriate MFT location Workday Validation Failure: If a file contains COA errors, the journals will be imported. Correction: Correction in Workday. In the event that there are too many errors to correct in Workday, the journal can be cancelled and a new file submitted (use a different file sequence) Success handling Source file renamed: <Source>_<Date>_<SourceType>_<Sequence>.done Report Name:<Source>_<Date>_<SourceType>_<Sequence>_done.html
15
Journal Import Future State
16
Journal Import Resources
17
Resources Additional Resources for Journal Import
- => Financial Information File Formats: Technical Documentation:
18
Questions
19
Appendix
20
COA Integration Hub October 31, 2016
21
COA Integration Hub Design
3. Salesforce UI (for Yale users) 2. Web Methods Web service (consumed by UI and satellite system) 1. Workday (is the source of COA data) 4. COA integration hub (Data refreshed daily. Two purposes. 1-As a backup to workday 2-Integration hub for satellite systems)
22
COA Integration Hub details
Three types of data are stored in the WDIntegrationHubDev for COA data: 14 Segments: Assignee, Company, Cost_Center, Debt_Line, Fund, Gift, Grant, Ledger_Account, Location, Program,Project, Revenue_Category, Spend_Category, Yale_Designated. 9 Segment Hierarchies: Company, Cost Center, Fund, Gift, Grant, Program, Project, Revenue Category, Spend Category. Related Worktags All the data is stored in a SQL Server Database the schema name is WDIntegrationHubDev. There are three main tables: Segment, Segment hierarchies and Worktags. All of the COA views are built on these tables.
23
COA Segments
24
COA Segment Hierarchies
25
COA Related Worktags
26
Questions TOPICS for next time?
Similar presentations
© 2025 SlidePlayer.com. Inc.
All rights reserved.