1. Role Mapping Guide for Business Operations
February 2017

2. 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

3. 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.

4. 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

5. 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

6. 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

7. 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

8. 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.”
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

9. 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, (This report is also found on the COA website--filter for your unit prior to printing)

10. 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).

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

12. 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.

13. 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.

14. 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