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General Finance

No, because if you’re able to create a requisition in Workday, there’s not additional login information needed. It’s all tied together.

There is an integration that is planned for Workday, but for now Campus Solutions, PeopleSoft and Workday will all be working together. Campus Solutions will also eventually work together with the new FDM. The long-term goal is to transition everything to Workday. We will start the analysis and examination of Workday Student/student systems in the spring of 2022.

We are currently designing to work with the CipherLabs scanners. We have explored other opportunities, but at this moment, we are working with CipherLabs. There are no new design updates at this moment, but we will explore more options at a later time.

Our tax exempt certificate is already included in the punchout. Therefore, tax exemption will already be in place. No need to provide when using a punchout.

Yes, UCF will be modifying the subaward process to align with Workday functionality. The subaward process in Workday allows for more transparency to the individual subaward.

Workday has amazing reporting functionality! Rather than running queries, you can run delivered Workday reports to get the information for your job role, or custom reports and dashboards can be created to meet information needs. There’s a central Workday Reporting team devoted to writing custom Workday reports to replace and enhance old PeopleSoft reports.

Similar to our current environment in Peoplesoft, many actions/features for E&G funds could also contain a Grants element if a grant is involved. Grants will be highlighted in training and business processes for those areas as applicable.

We will have access to historical records beyond what records are converted and will reside in Workday. These decisions are part of the overall Knight Vision program. We anticipate having more details to share on the game plan for this reporting and analytics infrastructure by September 21, 2021.  

We are still exploring new functionality delivered in Workday to determine features that would benefit Grants Management. Some options we are exploring are moving tasks into Workday that are currently handled manually outside of the system and creating validations to prevent invalid actions or incorrect data.

A punchout is a supplier’s link within Workday that allows you to shop on suppliers websites, while completing checkout, approval, receiving and payment processes in Workday. To learn more finance-related terms, review our glossary.

Security roles are still being finalized. Workday delivers standard roles that are either user- or role-based, which affects how they are assigned. UCF has the option to modify them, which is being considered during business process discussions.

We will definitely be using banking information to record payments and deposits in Workday. Workday will be used to streamline bank reconciliation, which is currently a very manual process.

It’s a self-service functionality in Workday, but some decisions are still being made on that.

Any HR-related items that arise are brought to our attention and have been/will be shared with the HR/HCM team for consideration.

It’s a self-service functionality in Workday so it’s beyond just the individuals working in the business centers. The supervisor, budget director and others depending on the requisition/expense dollar threshold or what’s being purchased will provide approvals for the purchases based on the approval workflow built into Workday.

Sponsored awards will continue to be created in Huron Grants (HRS) and will be pushed to Workday via an integration. No sponsored awards will be created directly in Workday and thus, the copy award feature will not be used. If a new award needs to be created, it needs to be created in HRS.

UCF will be processing sponsor invoices within Workday.

The DAL will not be in Workday, but something similar with security and workflows will be set up. There will be a lot of different roles in Workday that depend on your training and current position. We are currently in the early conversations regarding the security of assigning roles.

About FDM

From a security standpoint, if an employee is part of a business process and their approval is required, they will receive a notification in their inbox. Multiple people at the university can hold the same security role. When the business process is ready for that security role, as long as that employee holds a position within the division/cost center (meaning they are part of the business process approval), they will receive a notification. Thus, multiple people can be notified to approve the same process. Once approved, the notification does not disappear. However, Workday has lots of Inbox Filters which will help our users manage their tasks.

If a purchase is made using foundation funds (gift worktag), the transaction will be routed to a gift manager for approval.

The end-users for the new Workday Foundation Data Model are all UCF employees who will be using the new Workday ERP system.

The FDM will make a translation from our current PeopleSoft department projects. Cost Centers and other segments defined in Workday will have their own security. As long as you hold a role in the Cost Center for a particular worktag, you will be able to see reports for those values. If you’re at a division level you can initiate and approve transactions within that division. There will be hierarchies.

Expenses

Employees will be able to complete expense reports via Self-Service. There will also be the option for expense reports to be completed on their behalf by someone centrally within the college/unit. Individuals who are not UCF employees will have to provide expense report documentation to be completed by the central preparer for the college/unit.

This relates to when a gift worktag is used. When you’re using Foundation funds, an additional level of approval will take place both at spend authorization and expense report level. Most colleges that have Foundation funds have a gift manager. Today, when you make a purchase using gift funds, you submit it and then you’re reimbursed once the University has paid. You will not have to wait for that reimbursement in this case. Certain people will have access to see funds available in Workday and you will not have to go to a separate Foundation system.

An individual can create their own or someone else at the college-level. That workflow is still being ironed out, but it can be a self-service function.

No, it does not. Invoices for punchouts will be paid through Vendors Payable via the suppliers payment method on record (i.e., ACH, check, epayable).

Training needs are currently being identified and more information will be shared in the future.

If an employee submits an expense report in Workday, they will be reimbursed via direct deposit regardless of the funding source.

There will always be supervisor approval for travel. A supervisor is not required on a requisition. Details are still being determined.

The traveler can do this through self-service, but there will be the option that it can be prepared by somebody at the college-level as well.

Yes. Similar to the security we have for UCF Financials (PeopleSoft) today, all of those working in Workday HCM or Finance will have the appropriate security assigned based on their organization and roles.

Procurement

Yes, there are reviews and approvals in the business process. When a requisition is created, the user’s default worktags will pre-populate based on their HCM data. The SET role at the college/division level will review worktags for appropriateness. Additional approvals may be required by the appropriate areas based on worktag selection (i.e., grant, gift, project, etc.) and/or selection of spend category.

You won’t have a requisition or PO; instead you’ll have a spend authorization in Workday. It gives approval to travel and it will go through a workflow process (an abbreviated process) that will work similar to what the requisition/PO looks like today (i.e. who the traveler is, what the expenses that will be incurred are, where they’re traveling). It can be initiated by the traveler and is a self-service feature, but it also could be initiated by one of the roles of the Service Centers. To view more details regarding Expense Reports, view the recorded Workday Community Information Session from October 7, 2021.

Currently, we are exploring using a sequential numbering format but having the current location decals on historical data. More information will be provided as a final decision is determined.

The ability to see reports will be based on security roles in Workday. There are Workday Standard Reports, which come “out-of-the-box” with Workday. The “Find Purchase Order” Report allows a user to find purchase orders by company, supplier, date, status, requestor, worktags and other fields. The report also shows the business documents associated with the purchase order; so if a receipt is approved, that will show on the report. When the business document field is blank, that means there are no other associated business documents with that purchase order (i.e., receipt, invoice, etc.), indicating that a receipt is still pending.

There is also the “Purchase Order Lines Not Received” Report; however, this report has less searchable fields. Once the report is run, you could filter by specific purchase order numbers to determine if your purchase orders are still pending receipt. Users can also run the “My Requisition” report to view requisitions, the subsequent purchase order that was created and the status of related business documents. Suppliers may be also be able to acknowledge orders or send advanced ship to notices, which can assist with the status of orders.

The attractive assets will be tracked in Workday via the worktag. There will be a specific unique worktag for attractive assets. A lot of transactions in Workday will be selected from a list of spend categories. It will be more intuitive and the spend categories will sync up behind the scenes to account posting roles. To learn about the worktag structure, visit our Foundation Data Model webpage.

Just like today, students who are not employees will not be able to initiate travel requests on their own; someone will have to initiate that on their behalf. For ROTTs and Expense Reports, there is an approval process workflow. It requires approval from a supervisor, and a review from the Cost Center Expense Coordinator to review the spend authorization and make sure that it’s in accordance with spend policies. Depending on what source of funds are used (i.e. grant or gift), additional approvals might be required. This process will take out some of the back-and-forth with dropping off receipts.

Yes, we do have a workflow process for transfers that includes oversight by Office of Research and Finance.

This will be done during the asset registration, whereas the respective cost center will be determined during the registration of the asset.

Yes, we will review spend and punchout capabilities with McMaster Carr.

If a purchase is made using foundation funds (gift worktag), the transaction will be routed to a gift manager for approval.

Who will Procurement Cards be issued to and how will they be used in Workday?

  • The Procurement Card will be issued to individuals in the College/Division Business Centers and the Knights Experience Team (kNEXT) and can be used for non-travel purchases over $1,000. 
  • In Workday, Procurement Cards are tied to procurement functionality and purchase orders should be in place for these purchases prior to verifying the Procurement Card transaction in Workday.

What will happen to PCards?

  • Current PCards will be called “Expense Cards” in Workday.

What will Expense Cards be used for?

  • Expense Cards can be used for travel related purchases as well as routine, non-travel related purchases under $1,000.
    • This threshold only applies to non-travel purchases. 
  • Travel-related purchases over $1,000 may be paid for via an Expense Card.
  • Expense Card purchases are reconciled through Expense Reports in Workday and are not tied to a purchase order.

We anticipate the use of Expense Cards and Procurement Cards to decrease with the punchout functionality and the addition of suppliers to punchouts over time.

Why the $1,000 threshold?

  • The university has a state requirement to track attractive assets. Due to this requirement, purchases over $1,000 should be purchased through a purchase order to ensure compliance.
  • Purchasing equipment through expenses limits the university’s ability to approve and register the equipment at the time of purchase. 

There are many changes to existing business practices that will be introduced with Workday. Training will be provided to acclimate the community to these changes.

It’s difficult to understand the end-to-end impacts that these changes and many others will have on workloads across the university. We will continuously revisit process changes post Go-Live and review supporting data to determine if adjustments need to be made. 

Correct. This is a self service functionality as far as initiating a transaction, however, it will always route for approval through a center. An employee can make a purchase via a punchout, but it will not be processed without approval from the Cost Center Manager within the college/division business center.

Sole source purchases will be similar to how they are today. Procurement will review and approve the sole source.

The processes to inventory the attractive assets are still being vetted. More information will be provided as it becomes available.

There will not be a need to save original receipts. You actually do not need to submit originals today as long as the copy is legible.

Workday will use both Expense Cards and Procurement Cards (PCards). People who have a Pcard today will likely have an Expense Card in Workday. Expense Cards will be used on purchases less than $1,000. They will be used in a way that most people use PCards today and they can be tied to Expense Reports in Workday. However, PCards cannot be tied to Expense Reports in Workday. These will be tied to a Purchase Order (PO) instead. PCards will also be distributed to a smaller population of users at the college/division service center level. Finance and Administration Service Centers will have some as well. In general, fewer people will have access to PCards in Workday.

Reporting/Analytics

PS/nVision reports will not be carried forward with Workday. However, Workday reporting provides robust drill-down capabilities right on the page so you will not lose that functionality that you had with the PS/nVision reports.

Workday has amazing reporting functionality! Rather than running queries, you can run delivered Workday reports to get the information for your job role, or custom reports and dashboards can be created to meet information needs. There’s a central Workday Reporting team devoted to writing custom Workday reports to replace and enhance old PeopleSoft reports.

We are still too early in the process to determine this information. 

IKM Data/Pegasus Mine Portal will continue through Phase I. Minor changes may occur in reports that include HR or Finance data. 

Yes, Workday provides many modern solutions for generating HR and Finance reports and gaining visibility into data. All data access is managed by security groups. Key benefits include:

  • The ability to drill down and filter data to make more informed decisions;
  • Create reports and analytics using real-time data; and,
  • The ability to analyze finance, HR, and payroll information together since the data is in one system. 

Workday delivers much more expansive operational and transactional reporting and analytics than has previously been available, so you should find that the need to run data queries for reports and stats is significantly reduced or eliminated altogether. Because reporting in Workday is significantly different and has a very steep learning curve, there is a central team of full-time Workday report writers who will be supporting the university by creating custom reports and dashboards to supplement what’s provided by Workday, and to meet specific information needs. There will also be individuals in various units, based upon their job role and function, who will have access to generate ad-hoc reports. 

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