UR Financials Project

Transcription

1 UR Financials Project Demo Days November 2014

2 Agenda UR Financials Project Update FY15 Data Conversion Update Post Go Live Support 312 Form guidance and impacts Training Update Future Demo Day Topics Q&A 2

3 Chatting for WebEx Participants For those joining the WebEx: 1) Please access the chat feature at the top of your screen 2) Please chat directly with Mike Bonanno (He will then pose the questions on your behalf) Kate Nguyen 3) Select Mike in the drop down menu in the chat window (do not select everyone ) 3

4 Project Update Workday functionality available and ready for go live Registration for training courses available Training started on Monday, November 17 th Continued FY15 Data Conversion Post Go Live support details in process 4

5 FY15 Data Conversion Update FY15 Beginning Balance through October summary balances now available in Conversion Verification (Hands On) tenant Majority has been validated by divisional conversion coordinators Only Grants expenses are (in summary) in tenant Preliminary dates for future conversion postings: November data December 15 th December data January 15 th Grants revenue and balance sheet items mid to late January 5

6 Post Go Live Support Model Three Tiered Approach: Tier 1 Project Champions (Divisional Finance reps) Local support Tier 2 IT Help Desk & UR Financials Support Team User security Reports Complex business process issues Tier 3 Workday / Applications Support Workday problems Other application problems 6

7 Post Go Live Support Model Local Project Champions Daily Sunrise / Sunset conference call in sessions (9am and 4pm) UR Financials Support Team Dedicated inbox Walk in capabilities Remote office visits Website, training tools, etc. 7

8 Project Champion Responsibilities Serves as a vocal advocate for the changes taking place in their department or area Distributes key messages to peers to ensure rapid and accurate communications Influences positive change and is respected within their circles Serves as a conduit for critical feedback from the field to the project Providing an ongoing forum to drive new ideas and collect lessons learned Playing a central role beyond project go live in prioritizing enhancements, identifying problems, and communicating changes to the user community 8

9 Project Champion Responsibilities As UR Financials progresses, Project Champions will play an increasingly central role, especially around go live. Once the project ends, the SIGs will wind down whereas the Project Champions will become more prominent. Activity SIG Member Project Champion Provide expertise By functional area Across Workday functionality Review design Verify converted data Participate in testing Review training materials Provide go live support Provide post go live support (informal) (formal) Communicate information to and from respective areas (informal) (formal) Prioritize Workday enhancements Provide Workday release testing and implementation support

10 Introducing The Project Champions Division Representative's Name Project Champion Candidates 010 Central Administration Doug Wylie/Holly Crawford Marta Herman Karen Lombard Bryce Jeff Sullivan Cheryl Bennett Jeff Meteyer Karen Sodoma 020, 021, 022 Arts & Sciences Roger Smith Andy Dillenbeck Tony Green Ken Simolo 023 Simon JC Stevens JC Stevens Dave Vore 024 Warner Tracy Korts Tracy Korts Ed Morgan 030 ESM Michele Gibson Shannon Ozkum Katie Neubeck Jeananne Thomas 040 SMD Bill Passalacqua Jeff Bloss Mark Greisberger Brian VanWuyckhuyse 050 SMH Adam Anolik Patty Stevens Dina Donohue Christine Sands 060 SON Renu Singh Kelly Talarczyk Pamela Sawdey 070 MAG Kim Hallatt Sherri Burgstrom Patty Walker Kim Hallatt 090 URMC Kathy Strojny Kathy Strojny Donna Dawley 091 URMFG Jill Hetterich Mary Brooks Maureen Gates 092 EIOH Edward Reif Ryan Taylor Tom Smith

11 Post Go Live Support Process 11

12 Purchase Requisition Form (312) Purchasing current stock of forms has been depleted New forms stock that is on order will be UR Financials FDM but still can be used with FRS Chart of Accounts until January 1, Flyer will be attached to provide instructions Purchase requisition form to be used similar to it s current use: Internal and external services/goods purchase Purchase requisition for NOT to be used (should use new journal entry form): Cost transfers and Journal entries 12

13 Use of 312 Requisition Discussion General Rule same process as today with exceptions listed below Use the 312 Req. Form Externally produced goods, services, or equipment Internal procurement of goods/services and where the specific order of goods or services is required documentation to fill an order An order of specific books from the UR Book Store Specific computer specifications order from the Computer Store Ordering Parking passes such that the 312 Req. contains the pick list of specific items and is the original order document/mechanism for initiating the order To charge other UR departments for Occupational Health Services rendered to their employees. Use the Journal Entry Form To perform a cost transfer from one FAO to anther To correct an incorrect posting 13

14 Training Registration Registration for all Core classes will be sent as an calendar notice Registration conducted via Signup Genius tool (similar to Demo Days sign up) Non Company Level (NCL) Report class registration Registration for Reporting with Excel class to be available starting in December 14

15 Signup Genius Use Signup Genius to register for the NCL Reporting classes You can delete registration and sign up for another session directly via Signup Genius 15

16 Non Company Level (NCL) Class Non Company Level (NCL) Report class registration is now active Two options for registration (see course outline): Basic (3 ½ hours) Advance (6 hours) Registration available for all classes via the website Please respect your registration we need to have full classes in order to get 950 people through all sessions Cancellations due no later than 48 hours prior to class 16

17 Reporting Training Dates Monday Tuesday Wednesday Thursday Friday 11/17 11/18 11/19 11/20 Thanks Giving Week 12/3 12/4 12/5 12/9 12/10 12/11 12/15 12/16 12/17 Christmas Week New Years Week 1/6 1/7 1/8 1/12 1/13 1/14 1/15 1/19 1/20 (2) 1/21 (2) 1/22 (2) 1/26 (2) 1/27 (2) 1/28 (2) 2/2 (2) 2/3 (2) 2/4 2/5 2/9 2/10 2/11 2/12 2/13 2/14 2/15 2/16 17

18 Pre requisites for UR Financials Classroom Training 1. Complete the FRS/COGNOS Security Access form and have signed by supervisor. 2. Forms were due to divisional finance office by September 30 th. The approved forms need to be to Jeff Meteyer before registering for the classroom training 3. Take and pass the Introduction to UR Financials elearning class and assessment

19 Training Session Logistics November classes to be held at Science Parkway on site parking is available December February classes to be held at Rochester Tech Park 19

20 Pre requisites for UR Financials Production Access 1. Take and pass the required classes 2. All certification exams will be administered in the Blackboard application and can be taken twice. 8 out of 10 questions must be answered correctly 3. Production access will be provided after the required certifications are complete

21 Communications FRS Account and Workday FAO freeze December 1 January 31 Last date to use specific forms Form changes Chart of Accounts conversion Go Live Schedule 21

22 Q & A 22

23 Wrap Up: Demo Days Please complete the Demo Days survey that will be sent out on Monday morning Demo Days next month will be December 17, 18, 19 Potential Topics for upcoming Demo Days General Updates Forms Reporting Training Data Conversion and Validation Cut Over Plans Please continue to reach out with questions and share project information with your Department 23

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