workday and fdm info session...fdm expenses grants procurement reporting august 2018 october 2018...
TRANSCRIPT
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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In partnership with the University System of Georgia
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:
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: [email protected]
• Website: http://transformation.gatech.edu
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Transform Your Workday
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