Understanding Workday Reporting and Transitioning to a New Chart of Accounts at Yale
Gain foundational knowledge of Workday reporting, explore reporting support resources, learn about Yale's new chart of accounts, and understand the roles required to run reports effectively. Transition seamlessly to the new financial management system at Yale for enhanced reporting and financial interpretation capabilities.
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Change Network Reporting Sessions: Procurement & Expenses Demos Fin. Mgmt. & Fin. Acct. Demos Workday@Yale
Course Objectives Welcome to the procure-to-pay/expense management and the financial management/financial accounting reporting information session. This session provides foundational knowledge of Workday reporting and an opportunity for you to preview many reports. After completing this session, you will be able to: Identify where to locate support materials for Workday reporting Explain the benefits of transitioning to Workday for reporting needs Describe the difference between current and future state reporting functionality Recall the steps to run and manipulate data in a Workday report 2
Workday Reporting Overview Workday@Yale 3
One-Stop-Shop for Reporting Support The Workday@Yale Training website has a specific home for all things reporting. Whether looking for training, videos, and job aids, you can find it all at www.workday.training.yale.edu.
Transition to a New Chart of Accounts Understanding Yale s Workday Chart of Accounts is critical in order to record transactions correctly and to be able to interpret financial information in reports Company Funding (must select one) Grant (will default other segments) Gift (will default Fund) Yale Designated (will default Fund) Cost Center (will default Project) Program Project Assignee (may be required by your unit) Spend Category or Revenue Category Ledger Account (required for Journal Entries Only) 5
What Data Can I See? Your Supervisory Org and assigned Cost Center(s) impact what you can see 1. Supervisory Orgs group employees into management hierarchy 2. Cost Center (formerly known as Org Unit) Identifies financial responsibility and management for officially acknowledged business units (e.g., departments, sections, etc.) Cost Center is used for both local and University-level management reporting 6
Roles Required to Run a Report A user must have one or more of the following three Workday roles with access to run reports in Workday. Only business offices can request roles, not managers. Cost Center Financial Analyst Includes access to all financial and procurement- related reports, including the portfolio report (i.e., the new version of the account holder report) and P&L reports. Cost Center Payroll Details Able to see payroll details instead of a summarized journal line. Role granted separately from Cost Center Financial Analyst. Cost Center P2P Inquiry Access to reports only related to procurement, expenses and suppliers. Does not provide access to any financial-related reports. 7
Translating from the BRIO Way to the Workday Way A robust How to Find the Report you Need job aid will be shared later in June with a crosswalk mapping from BRIO reports to Workday reports. It provides descriptions and mappings of each Workday report broken into business area categories: Functional Areas, Most Frequently Used, Foundational, and Monthly Financial Review reports. 8
Replacements for the Most Frequently Run DWH Reports The most frequently run reports prior to Workday Financials have been replaced. Reports do not have one-to-one mappings but enable greater analysis capabilities DWH Legacy Report Name % of use Workday Report FINAH2 Account Holder by PTAO 40% TBD: Portfolio Reports FINAH1 Account Holder by Person 22% TBD: Portfolio Reports FINEM1 Expense Management Reports 7% Unexpensed Credit Card Transactions - Yale FINRT1 Review Tool 6% 'Find Cash Advances - Yale Account Balances Detail Yale; Account Balances Summary Yale; Grant Balance - Yale FINFB4 Fund Balance Activity Report 5% Total DWH Portal Top 5 Reports 80% 9
Replacements for the Most Frequently Run BUG Reports The most frequently run reports prior to Workday Financials have been replaced. Reports do not have one-to-one mappings but enable greater analysis capabilities. BUG Legacy Report Name % of use Workday Report BUG307a Sortable Detail Transactions 26% Detailed Transactions - Yale Detailed Transactions - Yale or Financial Transactions - Yale (for less detail) BUG300a Transactions by Category 15% BUG308a Transaction Detail by Month 11% Transactions Summary by Month Yale BUG214a Sponsored Award Cash Report 8% Sponsored Cash vs Expenses Yale BUG203a GC Financial Status Report 8% Sponsored Funding vs Expenses Yale BUG203a GC Financial Status Report Custom GCFA 7% Sponsored Funding vs Expenses - Yale BUG101a Labor Distribution by Employee 6% Payroll Costing By Employee Yale Account Balances Detail Yale; Account Balances Summary - Yale Portfolio Report - Commitments Yale; Financial Transactions - Yale BUG403a Calculated Source Balances 6% BUG310a Commitments 2% BUG203a GC Financial Status Report 2% Sponsored Funding vs Expenses - Yale Total BUG Library Top 10 Reports 91% 10
Reporting Prior to Workday Financials Data is not real-time; it s updated on a nightly basis Users log onto Oracle to make changes and then wait overnight for the DWH update before re-running the report Report Data Reports can be scheduled (for self or for others) or be run on demand; Workday deletes scheduled reports after 5 days unless otherwise designated Reports are distributed via email directly from the DWH scheduler or from one user to another Report Distribution Report Format & Design Standard reports are either pixel perfect PDFs, or downloadable Brio/Excel format Reports have different fields names, column sequences, layouts, etc. Workday s financial reporting and analysis capabilities enable more efficient information management. With the new Chart of Accounts and enhanced reporting capabilities, Workday enables more timely, consistent, and accurate reporting. 11
Workday Reporting Features Workday Reporting brings new features and benefits that address many of the gaps in the current state, but also provides additional controls on data access that will feel different. Real-Time Information All financial data is in Workday and approved transactions are available for reporting immediately Customizable Report Output Customizable Report Output Users are able to sort and filter data, remove columns, and download information to Excel Drillable Actionable transactions Drillable Users can drill down from summary to detail without needing to generate a different report to get that detail Actionable Transactions Users can create new transactions directly from a report (such as creating a new transaction, or moving the old one), provided that they have the required role Analytical Capabilities Reduce need to export data with Workday sorting, filtering, and pivoting 12
What Behaviors Will Set People up for Reporting Success? With the implementation of Workday Financials, individuals who run reports will be able to complete work more easily by thinking of reports differently. Instead of using BRIO reports, users with reporting roles will want to: Create and apply saved filters to reports BUG Report Library and Data Warehouse Portal will continue to be available for historical transactional details. Only balances will convert to Workday from the fiscal years 2014 2017 View information in reports at a summary level, then drill down for details when needed without having to generate another report Take appropriate real-time action from a report, such as editing or approving an expense report Reports delivered to the W-Drive are in Excel or PDF and are not Workday actionable reports Use the sorting, filtering, pivoting, and show/hide columns in Workday to display desired data; review content directly in Workday instead of exporting reports. Note that Workday limits the amount of data that can be exported 10,000 lines for PDFs 500,000 for Excel 1,000,000 for CSV files Understand Yale s Workday Chart of Accounts to record transactions correctly and interpret financial information in reports Know that credits and debits may be shown as positive and/or negative numbers Understand that Workday secures data by Cost Center 13
Demonstration Workday@Yale 14
P2P and Expense Management Report Demos Report Description Legacy Report Name Identifies Expense Reports that are not fully approved that require attention. EMS View Unapproved Expense Reports-Yale FINEM1 Expense Management Reports Provides a list of Expense Reports matching the specified parameters. Allows check of Expense Report statuses to inform related actions depending on the status of the report. Find Expense Reports by Cost Center - Yale FINEM1 Expense Management Reports, FINRT2 EMS Monitoring Report Provides a list of requisitions to allow users to track the progress of requisitions that they either prepared, requested or edited in-progress. Find Requisitions by Cost Center - Yale Procurement Inquiry (Oracle process, not a report) Provides a list of both spend authorization and cash advance details as well as the associated expense report. Find Spend Authorizations/Cash Advances - Yale n/a - no current state Note: The reports demonstrated here may change with future updates. 15
P2P and Expense Management Report Demos Report Description Legacy Report Name Provides a list of Supplier Requests that have been submitted by a Unit. Find Supplier Requests Initiated by Cost Center Yale n/a - no current state Allows Units to look up Suppliers and determine if Suppliers have completed background check. Procurement Inquiry (Oracle process, not a report) Find Suppliers by Cost Center - Yale Provides a list of all invoices in Match Exception including those needing receiving or those overmatched to a PO. Supplier Invoices in Match Exception - Yale Invoice Worklist Provides a list of employees with their granted roles. This will be used on both a monthly and annual basis by Business Operations SBP/BP as well as centrally. PORTAL43 FINRT4 Access Review Report, BUG112a User Access Profile Report, BUG112b User Access Worksheet Report Access Review Role Assignments Yale Note: The reports demonstrated here may change with future updates. 16
P2P and Expense Management Report Demos Report Description Legacy Report Name Provides a list of new P Card transactions that require attention. Unexpensed Credit Card Transactions - Yale FINEM1 Expense Management Reports My Cash Advances My Expense Reports My Expense Transactions My Receipts My Spend Authorizations Note: The reports demonstrated here may change with future updates. 17
Financial Management Report Demos Report Description Legacy Report Name Provides a list of financial transactions based on selected parameters. This report is optimized to be used in Workday. Financial Transactions Yale BUG308a Transaction Detail by Month Provides a list of cash sale transactions with COA details to allow Units to monitor their own cash sale activity. Find Cash Sales by Cost Center Yale FIN273 Departmental Deposit Report Provides a list of journal line details for the Cost Center selected. Find Journals by Cost Center Yale n/a - no current state Provides a list of gifts with beginning balance, revenue, expense and ending balance. BUG403a Calculated Source Balances Gift Account Balances - Yale Note: The reports demonstrated here may change with future updates. 18
Financial Management Report Demos Report Description Legacy Report Name Verifies payroll a few days before it goes to the bank for those people in the supervisory orgs/home cost center that you support Provides end user with the ability to view fund balance activity and deficit balance details. This report includes worktags that should not carry deficit balances. Payroll Results Verification with Costing Yale Portfolio Account Summary - Fund Balance View Yale BUG403a Calculated Source Balances (PTAEO) Provides a detailed list of journal lines classified as fund transfers. Fund Transfer Review Yale PORTAL Activity Review Report Statement of Activities Report comparing budget variances(Corporation Budget and Actuals for last closed month and YTD including dollar variances). SOA YTD Variances by Plan Structure - Yale PORTAL44 FINPP1 Position Plan, By Total Budget or Fund Balance Only, AUD-02 Statement of Activities Note: The reports demonstrated here may change with future updates. 19
Financial Management Report Demos Report Description Legacy Report Name Provides a preview of the payroll costing for workers for the upcoming monthly or weekly payroll cycle Portal20 HR2 Monthly Payroll Preview Report, Portal26 HR8 Weekly Payroll Preview Report* Payroll Costing Allocation Preview Yale Provides a list of employees with their granted roles. This will be used on both a monthly and annual basis by Business Operations SBP/BP as well as centrally. PORTAL43 FINRT4 Access Review Report, BUG112a User Access Profile Report, BUG112b User Access Worksheet Report Access Review Role Assignments Yale Provides a list of journals for the Cost Center selected. Find Posted Journals by Cost Center - Yale n/a - no current state Note: The reports demonstrated here may change with future updates. 20
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Wrap-Up Workday@Yale
Additional Support Quick Guide (QG) Training Guide Instructor-Led Training (ILT) Post Go-Live Clinic Session Auditorium Session Web Web-Based Training Simulation Also, don t forget about your local Workday Gurus who can help with any questions or coaching! 23
