purchasing - yale university

PurchasingPart 1

Thursday, March 16, 2017

Workday@Yale

Agenda

• Overview

• Roles

• Key Changes from Current to Future State & Demo

• Requisition

• Contract Processing

• Non PO Invoices

• Q & A

• Reference Tools and Materials

• Early opportunity to collectively study a specific Workday topic

• Come to a deeper understanding of the topic through interactive questioning and dialogue

• Exposure to the Workday system via demos, when possible

• Become fluent in the concepts and information covered in the session

• Concepts and information presented today may change as Yale continues to improve the configuration of Workday

Success depends on participation!

If you have a question, please ask!

Online Videos

• Financials Overview

• Chart of Accounts (COA) Overview

• Introduction to Worktags

• Reporting

• Overview of Workday

Core ConceptsSoftware as a Service

Configuration vs. Customization

Tenant

Supervisory Organizations

Roles

Business Process

Employee Self Service

Delegation

Inbox

Prerequisite Foundational Core Concepts

Additional resources are available at workday.yale.edu.

Workday@Yale Program Objectives

Simplify, standardize processes

Easier to get work done and

fewer mistakes

Minimize administrative

work for faculty,

students and staff

Lower operating

costs

Why Workday?

Procure-2-Pay Roles

Procure-2-Pay Roles

Workday@Yale

Purchase

Requisition

Create Requisition: Current State Detailed Process Flow

Create Requisition: Future State Detailed Process Flow

Create Requisition: Future State Detailed Process Flow

Create Requisition: Future State Detailed Process Flow

Create Requisition: Future State Detailed Process Flow

Create Requisition: Future State Detailed Process Flow

Create Requisition: Future State Detailed Process Flow

Create Requisition: Future State Detailed Process Flow

Create Requisition: Future State Detailed Process Flow

Create Requisition: Future State Detailed Process Flow

Create Requisition: Future State Detailed Process Flow

Create Requisition: Future State Detailed Process Flow

Create Requisition – Key Changes

• In Workday the initiator is the person entering the requisition; the Requester is the person spending the money

• Requisition is initiated in Workday and integrates with SciQuest

• SciQuest remains strictly for the catalogs and the shopping cart creation

• Return your Shopping Cart from SciQuest to your Workday requisition for final Checkout

• The Workday requisition will carry:• Ship-To Address• Additional Information • Attachments• Line Defaults (Charging instructions)• Approval workflow

Create Requisition – Key Changes

• Charging instructions that will be used frequently may be captured using a Workday requisition Worktag template

• For initial go-live the current state self approval functionality will be suspended

• Requisitions by student employees or charging a grant account will always require approval

• In Workday additional approvers can be added from a list of specific Workday role-holders

Type Description

DEMO

Workday@Yale

Contract

Processing

Request New Contract: Future State Detailed Process Flow

Contract Processing – Key Changes

• Contracts will be captured in Workday to leverage University buying power and contracted management

• New functionality being configured in Workday

Workday@Yale

Process

PO Change

Request

• Changes to purchase orders will requested by the Cost Center P2P Specialist role

• The Workday functionality is being configured

• Cost Center Security is being developed by Workday

Process PO Change Request – Key Changes

Workday@Yale

Process

Non-PO

Invoices

Process Non-PO Invoice: Current State Detailed Process Flow

Process Non-PO Invoice: Future State Detailed Process Flow

Process Non-PO Invoice – Key Changes

• A majority of today’s Non-PO Invoices will be processed as a PO Invoice in Workday using the new Requisition types

• Some current state Non-PO invoices will remain (Property Leases, Professional Consulting, and Services Agreements) and will be processed in Workday similar to how they are today

One or more of the following will be offered to ensure your successful transition:• Auditorium and Instructor Lead Training• Step-by-step procedures (Quick Guides)• Job specific aids• How to videos• Post go-live clinics• Long-term support for questions• Finance Support Center

Reference Tools and Material

Questions

& Answers

Workday@Yale

Tell us what you think!!Please complete the short anonymous surveythat will be emailed within the next 24 hours.

Session Feedback

To download a copy of today’s presentation please

visit the Change Network website.