Welcome Summer!
We are well into the Workday Finance project now and less than a year from our June 2017 go-live! This month, we transitioned from P1 (Prototype 1) to P2 (Prototype 2). During P2, the team will build on what was created in P1, with the addition of account posting rules, finalization of the financial data model (FDM), integrations, refinement of business processes, and more extensive data conversions.
June highlights include:
- P1 playback sessions for FAC (Finance Advisory Councils): Council members were able to take a first live look at the system, seeing the result of their February design sessions.
- Open Lab: FAC members and other key stakeholders were invited to participate in the hands-on execution of several business processes. This was a first experience with how things are shaping up, even though the system is still under construction. While there’s still a lot of work to do, it’s exciting for the team and council members to see real results this early in the process.
- Data conversion: Review of initial data conversion with the five test areas - College of Engineering, Radiology, Biochemistry & Microbiology, Neurology, and UMIT.
The first full-scale data conversion will take place during the next round of data conversions. Additional playbacks will be held at the end of P2, and the team will begin working with individual CCMs (Cost Center Managers) to review the results for their areas.
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Meet your new Financial Data Model: Fund
Each issue of the Workday Finance Update will feature an element of the FDM (Financial Data Model). This month’s element is “Fund.” In our legacy systems, fund is an attribute of each FRS account and it is used to categorize activities (revenues, expenses, assets, liabilities, and net assets) by purpose and degree of restriction.
In Workday, Fund will be used to separate general, designated, auxiliary, loan, and other funds. It will be very similar to how it’s used in FRS. In most cases, you will not need to enter a Fund to submit an operational transaction. Instead, it will usually derive from other Worktags that you enter (such as Grant or Gift) when completing a transaction.
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Impact on Other Systems
Past issues of the Workday Finance Update have addressed the impact of the Workday implementation on Ariba. This month you will learn about how “shopping” will occur in Workday. When you begin a requisition in Workday, you’ll have the opportunity to punch out to SciQuest’s supplier network to browse catalogs that have been vetted by UM Procurement & Supply Chain Services. You’ll have the ability to search for and compare products while building a shopping cart of the items you need. The cart will be brought back into Workday to continue with the approval workflow.
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Update on Effort Reporting in Workday
Over last summer/fall, work was underway to configure and test Workday’s Effort Reporting functionality. A new role, Effort Certification Reviewer, was enabled during that review and assigned to people. Subsequently, it was decided that the University would continue to use ECRT (Effort Certification and Reporting Technology) for effort reporting. As a result, the Effort Certification Reviewer role was not needed in Workday. During June, this role was deactivated and existing role assignments have been removed. This has no impact on the ECRT process. Questions regarding effort reporting should be directed to the Office of Research Administration by phone at: (305) 284-3871.
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New Report: Payroll Commitments
A new report has been published for CCMs and FRs to provide information about payroll commitments (encumbrances). The report is entitled “HCM-FIN-Payroll Commitments – Posted Journals Only.” To run the report, you’ll need to select the Cost Center(s) or Cost Center Hierarchy, as well as the fiscal year. You can also run this report by ledger account (sub-object code) or by employee.
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Meet the Team
Each month, the Workday Finance Team would like to introduce you to two different members of the team. This month, meet Maria Ortiz and Gerri Johns.
Maria Ortiz is a member of the University of Miami ERP Workday Finance project team focusing on grants. More specifically, Maria works on configuration of post award administration, which includes creating, billing, reporting, and managing awards in Workday. When she’s not busy with grants, Maria can be found gardening, traveling, and running. She is part of the Memorial Milers running team, and has run half marathons in Florida, Georgia, and South Carolina.
Gerri Johns is our Deloitte Functional lead, who serves as our Deloitte counterpart for grants, gifts, and endowments. When she is not in Miami, Gerri enjoys spending time in the kitchen, baking lots of goodies, including her award-winning sweet potato cake! She is the proud winner of a local baking competition back home in Kernersville, NC.
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Senior Business Officer Role
As a result of recommendations of Cost Center Managers, a new role, SBO (Senior Business Officer), was created back in December. Intended for business officers who report to a VP (Vice President), Dean, or MSOM (Miller School of Medicine) Chair, this role provides an expanded view capability for HCM data of workers in the Cost Center Hierarchy supported by the SBO. This role is combined with either the CCM or FR (Finance Reviewer) role and may be held by only one individual per unit that reports to a Dean/MSOM Chair/VP. Roles may be requested by completing the SBO role request form. Submit it by email to itsupportcenter@miami.edu. Role requests are approved by the VP, Dean, or Chair, and have final approval by the VP for Human Resources.
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Speaking of Roles…What Roles do I have?
We’ve recently enhanced visibility into what roles are assigned to positions. As a result, employees are able to see roles assigned to them by viewing their worker profile and using the related actions to find Security Profile. This action allows you to see your roles and the organizations they are assigned to. In addition, Managers are now able to see the roles assigned to their employees using the same process to find Security Profile. Why is this important? Knowing the roles for a position allows an employee or their Manager to find appropriate training in ULearn by searching for role-based training. In addition, tip sheets and other materials often reference specific roles. A tip sheet for this is being created and will be available soon on the Workday ERP website.
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HCM Update
The following HCM updates have been completed:
- Tidemark FY17 Rollover: Budget data from Tidemark was loaded to Workday during May. This included base pay, lump sums, allowances, activity pay, and costing allocations. This year, allowances without an end date were systematically ended as of Tuesday, May 31 so new allowances could be loaded. A pending task is the closure of open positions without budget approval.
- Volunteer time: A time off plan to account for administrative leave as a result of commencement volunteerism has been developed. After an employee completes their volunteer assignment, they will receive a time off balance in their records which can be used by requesting time off in Workday.
- Unapproved timecards audit: Timekeepers are required to review and approve timecards by the payroll deadline. Managers and senior leaders will receive reports after each pay period identifying Timekeepers who did not approve their timecards. Monthly reports were distributed to Timekeepers beginning in May and quarterly reports will go to Managers beginning in July.
- New Medical Faculty vacation accruals: Vacation accruals for medical faculty and faculty –UMMG now reflect the new faculty vacation policy.
- Exempt vacation over the limit: Vacation balances in excess of one year accrual were forfeited per the University vacation policy on Wednesday June 1.
- I-9 routing for rehires: Completion of the I-9 will not be required in the onboarding process if the break in service for a rehire is less than one year.
- Termination: The routing for the to-do for one time payments when termination is effective dated in the past will no longer route to Central HR. Instead, this will go to the initiator.
- Tip sheets: New/updated tip sheets were created for edit position/job, manage period activity pay assignments, non-grants: assign costing allocation, grants: assign costing allocation, and business process notification preferences.
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