workday and fdm info session...fdm expenses grants procurement reporting august 2018 october 2018...

THE ENTERPRISE TRANSFORMATION | FINANCIALS

Workday and FDM Info Session

1In partnership with the University System of Georgia08/16/2018

Agenda

2In partnership with the University System of Georgia

• About Info Sessions• Enterprise Transformation Overview• Financial Transformation Background• Workday Demonstration• FDM

• Benefits• Overview and Structure• Mapping Overview

• Q&A

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Safe HarborThe information delivered within this presentation was published on

This information, while accurate at the time, is subject to change.

3In partnership with the University System of Georgia

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4In partnership with the University System of Georgia

About Info Sessions

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Campus Info Sessions• WHO: Open to Campus Financial Users• WHAT: Campus Info Sessions are meetings highlighting a specific topic that will be

impacted by the transition to Workday• WHEN: Targeting five series of sessions held over the course of implementation. Each

round will have 3-4 sessions hosted in various locations on campus.

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Workday Financials

Overview & FDM

Expenses Grants Procurement Reporting

August 2018

October2018

January2019

May2019

March2019

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Campus Info Session Expectations• These sessions are not training, training will be available next spring

• Today's session will cover a very basic introduction to what Workday looks like

• Future sessions will demonstrate different business processes related to specific topics

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Training

mm/dd/yyyy

• WHEN: Spring 2019• WHAT:

• Mix of instructor-led classroom training and web-based training.

• Trainings will be supplemented with job aids/process guides that you will be able to access at any time to help walk you through processes in Workday

• WHERE:• The launch point for any training

will start at the Transformations website. There you will be able to sign up for trainings, attend virtual courses, and download helpful resources.

Structured Learning

Structured LearningWeb-Based Training, Instructor-Led Training, Seminars

Social LearningGuru Network, Open Lab Sessions, Workday Challenges

Experiential LearningOn-the-Job Assignments, Problem Solving, Practice, Quick Reference Guides, Job Aids, Videos, Web-Based Training, Workshops

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Overview

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Enterprise Transformation

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HCM LITEFinancials

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Enterprise Transformation

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2018 2019 2020

HCM

LITE

Plan

Plan

Student Reporting

Architect

Financials ReportingHR Reporting

Configure & Prototype Test

Deploy

DesignConfigure & Develop

Test & TrainDeploy

July 2019 Go Live

Dec 2019Deploy

Jan 2020 USG

Payroll

Live!July 2019 Go Live Jan 2020

Go Live

Financials

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Financials Transformation Background

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Financials Transformation

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Financial Transformation Goals

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Foster collaboration and transparency

Streamline and standardize processes

Improve reporting

Reduce redundancies and inefficiencies

Enhance accessibility

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Workday Scope

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Business Assets

Financial Accounting ProjectsProcurement

Grants Management

BudgetsBanking & Settlement

Customer Accounts

Expenses

Supplier Accounts

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Workday Design Highlights• Paper check requests will all be processed in Workday• Pre-encumbrances a built-in feature• Subaward routing and payment all in Workday• Service requisitions don’t require flipping• Workday will be used for PCard (no longer Concur)• Requisitions will start and end in Workday

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Workday Sneak Peek

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Sneak Peek

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Foundation Data Model Background

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Will there be

Benefits?

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Current Chart of Accounts

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Account Fund ClassDepartmentBudget

Reference Program

** Fields Currently Mapped to USG **

Project ID

• The Chart of Accounts (COA) consists of seven chartfields Budget Reference, Account, Fund Code, Department ID, Program

Code, Class Code and Project ID.

• Some combination of these fields are needed to record financial transactions, review financial transactions, prepare journal entries and generate reports.

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Current Chart of Accounts

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Deployment of GT’s Current COA Structure

2000

Deployment of USG’s COA Structure

2001USG Mandates New Uniform COA Structure

2017

Foundation Data Model Design Structure

2018

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What is a Foundation Data Model?• Provides the framework to support financial and

managerial reporting across Georgia Tech• Impacts all areas of Workday Financials• Multi-dimensional structure• Creates flexibility by utilizing combinations of Worktags

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Benefits Foundation Data Model

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Reporting User Experience Flexibility Internal

Control

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The FDM at Georgia Tech

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FDM 101• All FDM dimensions are called Worktags• Worktags are dimensions that identifies financial transactions and

categorize them for reporting• Worktags can be:

• Some Related Worktags align to the USG

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Driver

• When entry defaults Related Worktags

Related

• Auto-populated based on Driver Worktags

Operational

• Varies based upon on transaction type

Optional

• Add further classification to transactions

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FDM Worktags

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Driver Worktags• Custodial Entity• Designated• Gift• Grant• Project

Related Worktags• Class• Cost Center• Function• Fund• Program

Select oneAuto-populates based on driver

Optional Worktags• Location• NIGP Code• Assignee

Select as needed

Operational Worktags• Expense Item• Revenue Category• Spend Category

Select one

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How Driver Worktags come together?

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Fund

FN12100

FD51080

FD12080

FunctionClass

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How Drivers Work

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Driver Worktag Cost Center Fund Class Function

Related Worktags

Program

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Creating a Transaction in Workday

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Driver Worktag Select One

Operational Worktag Select One

Optional Worktag Select as needed

Related Worktag Auto-populates

DW00050710 CC129750 FD14000 CL41100 FN11100 SC714100PG4236D

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Creating a Transaction in Workday

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CE500544 CC129500 FD60000 CL00005 FN16700 RC400000

GR00000025 CC002106 FD20000 CL61000 FN12100 Rental Car -Domestic

*The values displayed are not from actual data and have been created to demonstrate process.

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FDM Mapping

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Project ID to FDM Mapping

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70,000 Unique PeopleSoft Project ID’s

Combinations

COA will be distributed to Units for mapping

and data cleanup

Project ID to FDM Worktag

Crosswalk

FDM team will review and load data into the

crosswalk tool

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Project ID

Custodial Entity - Identifies external funds held by the Institute from a related organization where the Institute serves simply as a custodian or fiscal agent for the funds.

Cost Center – Identifies an organizational structure or unit with budget and financial responsibility

Designated – Used by cost centers that are funded by more than one source

Gift – Identifies external contributions received from donors for a specific purpose as identified by the donor

Grant – Identifies funds received from a sponsor for specific purpose as identified by the sponsor

Project – Identifies an accumulation of costs for a specific purpose or activity with a defined start and end date

COAChartfields

FDMWorktags

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Business Unit Company – Identifies a legally separate entity

AccountSpend Category – Identifies and categorizes a specific type of spending

Revenue Category – Identifies and categorizes a specific type of revenue

Fund Fund – Identifies a self-balancing set of transactions

COAChartfields

FDMWorktags

Class Class – Identifies the specific source of funds used for recording transactions

Program Function – Identifies the NACUBO functional classification

FDM Sample Mapping

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Closing Remarks

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Campus Engagement

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• The Org. Readiness team is recruiting for the change agent network!

• If you are interested in becoming an agent, please email:

• erp.readiness@gatech.edu

Change AgentsGroup of users who can serve as primary contact to provide feedback and communication between academic, research, administrative units & OR team

Befo

re

Go-

Live

Afte

rG

o-Li

ve

Learn about the changeBe an ambassador for changeFacilitate two-way communication

Serve as a liaisonDirect users to help resources

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Objectives• Transformation portfolio overview• Info session purpose and roadmap • General Workday demonstration• Communicate benefits of FDM• Introduce Foundation Data Model (FDM) concepts and structure• FDM data mapping

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Let’s stay connected!Questions or Feedback?

• Helpdesk Email: erp.ask@gatech.edu

• Website: http://transformation.gatech.edu

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Transform Your Workday

40In partnership with the University System of Georgia08/16/2018