purchasing - yale university
TRANSCRIPT
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.