Go-Live Financial Preparations Management Workday@Yale May 4, 2017

Go-Live Financial Preparations Management Workday@Yale May 4, 2017 Workday@Yale May 4, 2017

Agenda Overview Cutover Plan Preparing for Go-Live Training What’s Next 2

Overview Workday@Yale

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

Meeting the evolving needs of higher education. Workday integrates financial, HR, academic, and research information to offer: Frequent releases that optimize the system Flexible reporting to meet changing needs Mobile access and self-service – anytime, anywhere

Community and Communication Impacts 6,600 4,500 Managers Faculty, Postdocs, Fellows and Professional Staff 250 Central Finance Groups 200 Lead Administrators and Operations Managers 150 Service Teams 100 Senior Leadership 3,900 Clerical Workers and Technicians

Program Team Workday@Yale Team Members 162 Local Communication and Support Members 262 Service Group Members 66 Support Center Staff 300

Impacted Systems We are working to ensure that Workday information flows smoothly between existing systems such as the ID system, SciQuest, Facilities, etc. Where necessary, we are making changes to those existing systems. Systems Critical for Go-Live 92 Other Systems 81 Financial and People Data 34 Financial Data Only 58 People Data Only 81

Timeline 2017 2018 Jan-Mar Apr-Jun Jul-Sept Oct-Dec Financials Go-Live Training Post Go-Live Support (including YSS, ESC, ITS Help Desk) User Testing Weekly Updates, Supervisor Updates, Information Sessions Prepare for Go-Live HR/Payroll/Academic Optimization Financials Optimization

Cutover Plan Workday@Yale

Cutoff Dates – Banking & Settlement CURRENT STATE PROCESS FUTURE STATE PROCESS ORACLE/LEGACY CUTOFF DATE WORKDAY START DATE Petty cash - Treasury window disbursements Petty cash - Treasury disbursements 6/30/17 7/3/17 6/19/17 7/5/17 6/30/17 7/5/17 Petty cash replenishments for Petty cash replenishments department funds for department funds RIF/Cash Receipts Cash Sales

Cutoff Dates – Financial Accounting CURRENT STATE PROCESS Journal Entries - ISPs and charges to departments other than your own FUTURE STATE PROCESS ORACLE/LEGACY CUTOFF DATE Journals 7/14/17 WORKDAY START DATE 7/5/17 Journal Entries - Non-SelfSupport schools and all YSM departments Journals 7/21/17 7/5/17 Journal Entries - Self-Support schools incl. YSM central & Provost's Office Journals 7/28/17 7/5/17

Cutoff Dates - Payroll CURRENT STATE PROCESS FUTURE STATE PROCESS ORACLE/LEGACY CUTOFF DATE 6/23/17 WORKDAY START DATE 7/5/17 LD Schedules - for FY18 LD schedules Cost Allocations & Position Restrictions LD Schedules - for June 2017 LD Schedules Cost Allocations & Position Restrictions 6/27/17 N/A Labor Distribution Adjustments (LDAs) Payroll Accounting Adjustments 7/21/17 7/5/17

Cutoff Dates – Business Assets Moveable equipment inventory (MEI): Additions Assets - MEI ORACLE/LEGACY CUTOFF DATE 6/27/17 Moveable equipment inventory (MEI): Changes and Disposals Assets - MEI 6/21/17 CURRENT STATE PROCESS FUTURE STATE PROCESS WORKDAY START DATE 7/5/17 TBD

Cutoff Dates – Non-Sponsored Accounts Receivable (AR) ORACLE/LEGACY CUTOFF DATE 6/30/17 WORKDAY START DATE 7/5/17 YSM manual billings for clinical Customer Invoices trials (non-BMS) – Last feed from Oncore 6/30/17 7/5/17 YSM BMS payment posting (in BMS) 6/30/17 7/5/17 CURRENT STATE PROCESS YSM BMS invoices, adjustments & write-offs FUTURE STATE PROCESS Customer Invoices Customer Invoice Payments

Cutoff Dates – Procure To Pay CURRENT STATE PROCESS FUTURE STATE ORACLE/LEGACY WORKDAY CUTOFF DATE START DATE PROCESS Vendor setup / changes (workaround available for urgent requests) Supplier Request 6/16/17 7/5/17 Requisitions requiring Procurement assistance (over 10K & contracts) Requisitions 6/6/17 7/5/17 Requisitions not requiring Procurement assistance Requisitions 6/28/17 7/5/17 Purchase Orders Purchase Orders 6/28/17 7/5/17 PO Change Orders Change Orders 6/28/17 7/5/17 Standing Purchase Orders Purchase Orders 6/2/17 7/5/17 Vendor Invoices: Paper and email invoice submissions to AP Supplier Invoices 6/26/17 7/5/17 Vendor Invoices: Internal sub-systems invoice feeds Supplier Invoices 6/27/17 7/5/17 Vendor Invoices: AP Worklist approvals Supplier Invoices 6/28/17 7/5/17 Check Requests: Paper/manual Request for Supplier Invoice P and A 6/19/17 7/5/17 6/27/17 7/5/17 Check Requests: PandA & internal sub-system

Cutoff Dates – Expenses ORACLE/LEGACY CUTOFF DATE 6/19/17 WORKDAY START DATE 7/5/17 Cash Advances - Study subject Spend Authorizations rolling advance replenishment 4/15/17 7/5/17 Expense reports: Out-of-pocket Expenses & P-card charges prior to 6/15 6/27/17 7/5/17 P-Card Charges after 6/15 6/15/17 7/5/17 CURRENT STATE PROCESS Cash Advances FUTURE STATE PROCESS Spend Authorizations Expenses - P-Card Charges

Cutoff Dates – Effort Certification FUTURE STATE PROCESS Spring 2017 Period - 1/1/17 - 6/30/17 Effort Certification (reports available 8/1/17) ORACLE/LEGACY CUTOFF DATE 9/29/17 WORKDAY START DATE N/A Summer 2017 Period - Part I: 6/1/17 - Effort Certification 6/30/17 (reports available 8/1/17) 9/29/17 N/A Summer 2017 Period - Part 2: 7/1/17 - Effort Certification 8/31/17 (available 9/12/17) N/A 11/10/17 Adjustments applicable to FY17 (and prior) require Workday Journals N/A 7/21/17 CURRENT STATE PROCESS Effort Certification

Cutoff Dates – Financial Management & Reporting CURRENT STATE PROCESS FUTURE STATE PROCESS ORACLE/LEGACY CUTOFF DATE WORKDAY START DATE Labor Commitments Workday Payroll Commitments 6/27/17 7/17/17 Custom Commitments Commitment Journals 7/28/17 7/5/17 DWH1 - Report schedules Workday Report Schedules 7/28/17 7/17/17 YBT Make It So - for FY18 Labor Schedules HELP US FIND A NEW NAME!!! 6/23/17 10/15/17 Make It So - for June 2017 Labor Schedules HELP US FIND A NEW NAME!!! 6/26/17 10/15/17 YBT FY17 (PTAEO COA) budget load to DWH YBT Budget Load to Workday 7/21/17 N/A N/A 7/5/17 YBT FY18 (converted COA) budget YBT Budget Load to load to Workday Workday

Preparing for Go-Live Workday@Yale

Preparing for Go-Live The Controller has provided information to prepare business offices for Go-Live. Consult your business office for further details. Highlights from the communication include: Cutover dates, most of which are typical year-end dates, with a few exceptions Encouragement to accelerate year-end work as much as possible to facilitate a smooth transition A warning that any work started in Oracle and concluded in Workday may require additional effort

How You Can Prepare Begin cleanup activities normally reserved for June - in May Clean up outstanding expense reports - process new ones quickly Close inactive PO’s Clean up labor suspense Clear Deficit Balances Clear deficit balances at the award level Clear deficit balances greater than 25,000 or have approved plan to carry forward

How You Can Prepare Share Information: Create charging instruction cheat sheets Make sure you and your staff attend training Review the Business Process maps and videos (Workday@Yale website) Check anything that will cross systems: Run labor schedules through converter 1st weekly payroll will run July 3 Check “over the cap” labor Check charging instructions for all Purchase Orders Setup New Vendors for Graduation and Reunion events

Training Workday@Yale

Training Assignments/Invitations Training invitations went out the week of May 1: Training assignments were based on an individual’s role: For example, people with the “Cost Center Finance and Accounting Specialist” role were assigned to the “Creating and Approving Journal Entries” course Course assignments are based on Workday role assignments. Consult the Role-to-Course Map spreadsheet for further information. Staff are encouraged to contact their Lead Administrators for any questions related to their roles.

Range of Training Resources Training Options: Auditorium (4) Instructor-Led (7) Web-Based (3) Quick Guides (29) Training Guides (10) Simulations (33) Training Begins on May 23 Auditorium Sessions Chart of Accounts (COA) Managing Expenses Purchasing Goods and Services Working with Suppliers Instructor-led Training Asset Accounting Cash Sale Deposits/Gift Setup Request Creating and Approving Journal Entries Entering and Maintaining Grant Budgets Managing Commitments Payroll Accounting

Support You will have support! Local Workday Gurus are embedded in your department Workday.yale.edu provides easy access to quick guides, web-based training, and additional supporting documentation The Finance Service Center (FSC) will support all finance questions Heightened support will be provided from July through October

What’s Next Workday@Yale

What’s Next Please remind all staff members to: Read the customized training plan they received on May 1, outlining optional auditorium sessions and necessary instructorled trainings Click the provided link to the TMS training website Accept their invitation(s)

What’s Next Become an ambassador of change Familiarize yourself with your local Change Network participants Do you know who your Change Partner is? Do you know who your Local Workday Guru is? End-User Training begins the week of May 22 30

Community Engagement Attendance is encouraged at upcoming awareness and training sessions Watch training videos posted on www.workday.yale.edu Provide feedback and contact [email protected] with any questions Find more information at www.workday.yale.edu

Thank You Workday@Yale