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TRANSCRIPT
Change Partner Meeting
Workday@Yale
April 18, 2017
Payroll Costing
Workday Training
Introduction
Payroll Costing• Position Restrictions• Payroll Costing Allocations• Payroll Accounting Adjustments• Grants Impact on Payroll Costing
Workday Training Support
What’s Next
Agenda
2
Test the System
Learn their assigned areas
of the systemProvide User Support
Participate in this
Community of Practice
Serve as a Liaison
Before Go-Live
“Focus on Readiness”
After Go-Live
“Support Users”
Local Workday Guruscommunity of users who can provide
business process support as a part of
their current role
Early Adapter Coach
Change Partnersfeedback and communications
channel between their business unit
and the Change Management team
Ambassador of Change
Learn about the Changes
Serve as a Liaison
Direct Users to Help Resources
Supporter Listener
Lead User Training
Change Network Roles
3
Online Videos
Financials Overview
Chart of Accounts (COA) Overview
Introduction to Worktags
Reporting
Overview of Workday
Core Concepts
Software 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.edu4
Jan-Mar Apr-Jun Jul-Sept Oct-Dec
Training
Financials Go-Live
Prepare for Go-Live
HR/Payroll/Academic Optimization
Weekly Updates, Supervisor Updates, Information Sessions
Post Go-Live Support (including YSS, ESC, ITS Help
Desk)
2017 2018
User Testing
Financials Optimization
Timeline
Change Network Communications
The primary method of communicating to Change Network (CN) participants is via weekly Wednesday Workday Update emails.
• Stay informed and understand CN-specific “Requested Actions”
• Be familiar with newsworthy Workday@Yale Program announcements
• Current open rates for the CN stand at 62%
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Change Network Communications
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120
Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7
Workday@Yale Weekly Update Open Rates (%)
CN (~370 people) BusOps (~200 people)
Change Network Communications
April 6 Workday Update
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Workday@YaleWorkday@YaleWorkday@Yale
Workday@Yale
Payroll Costing
Position Restrictions
Payroll Costing Allocation
Assigning Payroll Costing Role
Preparer onlyCost Center Payroll Costing Specialist
No Approval Required
Preparer OnlyYULD_Phase 2 Dept
Specialist
Preparer andApprover Roles
YULD_Phase 2 Dept LD Accountant
YULD_Phase 2 DeptManager
10
Key Changes
• In Oracle, we use Labor Schedules to assign Payroll Costing or charging instructions.
• In Workday, we will use Assign Payroll Allocation.
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Key Changes
The Payroll Costing Business Process allows Payroll Costingat multiple levels:
• Workday offers a new feature, Position Restriction. Departmentswill be required to input default charging on all positions created through Position Management.
• Payroll Costing can also be done at:
• The Worker Position Level—Oracle Assignment level charging
• The Worker Position Earning Level—Oracle Earnings Element level
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Assigning Payroll Costing: Future State Detailed Process Flow
Inbox task received
Create or update Position
Restriction (Position level
default charging)
Cost Center Payroll Costing Specialist
Workday Activity
New Position Created
Determine need for or change in
Payroll Costing
Create or Update Payroll
Costing
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• In Oracle, Labor Schedule line of charging each had their own Start and EndDate. In Workday, the Startand End Date applies to the entire Labor Schedule.
• Oracle did not require labor schedules to equal 100%. However, in Workday, all Payroll Costing and Position Restrictions must equal 100%.
Key Changes
14
Like Oracle, Workday will only allow you to enter active COA Worktags in Position Restriction and Payroll Costing schedules:
• If a previously entered charging instruction becomes invalid, Workday will still allocate payroll to that charging instruction.
• Grants cannot be used as worktags in a Position Restriction.
• Workday does not redirect payroll charges to suspense if a project or grant closes.
Key Changes
15
Labor Suspense does not function the same way in Workday:
The Labor Suspense “Program” will only be used when there is no charging available on the Position Restriction and Worker Position Levels.
• Timing of Position creation and Position Restriction charging being entered will be rare.
• The Labor Suspense Program must be cleared at minimum on a quarterly bases and must have a zero balance at fiscal year-end.
Key Changes
16
As of July 2017, when requesting a One-Time payment in Workday, you will be able to enter one line of charging instructions for that payment.
This eliminates having to enter Payroll Costing at the Worker Position Earning Level.
Key Changes
17
If your One-Time payment should be allocated to more than one charging instruction, you will be required to enter a Payroll Allocation at the Worker Position Earnings Level (if the current Worker Position Level Costing is not reflective of where it should be charged).
Payroll Runs
Is there a Schedule at the Worker Position Earnings Level?
One-Time Payment Charging
Instruction Provided?
Is there a Position
Restriction?
Is there a Schedule at
Worker Position Level?
Allocated to System Generated
Labor Suspense Program
Allocated as instructed
Key Changes
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Labor Schedules can be maintained directly in Workday or inYBT Salary Workbooks utilizing the Make-it-so functionality.
• NOTE - YBT will not be available for use in FY2018 until September, 2017.
All reporting will be in Workday.
There will be a Payroll Preview report and reports that allow you to manage your Payroll Costing Allocations and Position Restrictions.
Key Changes
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Conversion Plans
In preparation for Workday, we will be reaching out to departments to provide default charging at the Cost Center level that will be used to populate all existing Position Restrictions.
Current Labor Schedules as well as historical schedules dating back to 7/1/2016 will be converted and uploaded into Workday. (Additional details forthcoming.)
Key Changes
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Position Restriction and Payroll Costing Allocation Setup
DEMO
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Position Restriction
Position Restriction
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Payroll Costing Allocation
Enter Position Allocation by Worker or by Workers PayCode/Earnings
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Payroll Costing Allocation
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Payroll
Accounting
Adjustments
Workday@Yale
Payroll Accounting Adjustment
Preparer onlyCost Center Payroll
Accounting Adjustment Specialist
Approval done by Cost Center Manager
Preparer OnlyYULD_Phase 2 Dept
Specialist
Preparer andApprover Roles
YULD_Phase 2 Dept LD Accountant
YULD_Phase 2 DeptManager
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Payroll Accounting Adjustment (PAA) replaces Oracle Labor Distribution Adjustment (LDA).
• In Oracle, the Reason field is a free-text field. In Workday, you will chose a reason from a drop-down list and then further explain the entry in the Comments field (text field).
• In Workday you can allocate payroll by $ or %, however functionality is slightly different.
Key Changes
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In Oracle you can:
• Choose the exact dates for the salary you wish to adjust.In Workday, you must choose the entire payroll period.
• Choose multiple payroll periods which totals the adjustment.
In Workday you may:
• Choose multiple payroll periods. However, they will displayseparately, requiring you to apply charging to each.
If there is a Payroll Accounting Adjustment in process,Workday will not allow you to create a new one.
Key Changes
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In Workday:
• Documentation can be attached directly to Payroll Accounting Adjustments.
• PAAs will now be approved by one Cost Center Manager from each cost center that is impacted by the transaction.
Key Changes
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Currently, balances do not reflect approved transactions made on the same day.
In Workday:
• All approved PAA transactions will be reflected immediately
• These will include associated fringe and F&A assessments
Key Changes
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Payroll Accounting Adjustment (PAA) by %
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• Allocations by % are entered by clicking on the “+” sign
• You will not see the salary $ at this time.
• You will enter the Workers Position, Pay Component, COA, and Distribution %.
Payroll Accounting Adjustment (PAA) by %
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Enter new charging instructions for selected Payroll and click OK.
Payroll Accounting Adjustment (PAA) by %
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Payroll Accounting Adjustment (PAA) by %
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Current Journal Lines
Proposed Journal Lines
Payroll Accounting Adjustment (PAA) by %
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Payroll Accounting Adjustment by $
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• Enter the Position(s) and Pay Component(s)
• Click the Refresh Journal Lines box to show Current Journal Lines
Payroll Accounting Adjustment by $
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• Review Payroll Charging for the period.
• Remove any lines you do not want to change.
• Click “+” Sign to add Proposed Adjustments.
Payroll Accounting Adjustment by $
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• EnterProposed Charging
• Click Submit
• Reviewand click Submitagain
Payroll Accounting Adjustment by $
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Grants Impact on
Payroll
Costing
Workday@Yale
How Payroll Costing is Impacted by Grants
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To Assign Costing Allocations:
• Very little difference between charging to a Grant versus charging to other funding sources such as Yale Designated or Gift
• When entering the charging instructions, simply enter the Grant number which will default the related worktags
• Cannot use a Grant as a charging instruction for position restriction allocations.
How Payroll Costing is Impacted by Grants
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• Access is no longer restricted for Grants specifically (previously you needed cost transfer training)
• Three different types of Grant adjustments
• Grant Manager approves all PAAs that affect Grants to which they are assigned
Payroll Accounting Adjustments (PAAs):
How Payroll Costing Is Impacted by Grants
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Payroll Accounting Adjustment-Cost Transfer
• PAA is greater than 90 days
• PAA affects Previously Certified Effort (PCE)
• Central Grant Cost Transfer Approver is added as an approver and documentation must be attached to justify the PAA.
This is a change from Oracle because Workday does not prompt you for justification.
Workday is unable to validate on the $2,500 threshold for cost transfers. Therefore, the threshold is no longer a criteria for defining a cost transfer for PAAs.
Workday
Training Support
Workday@Yale
Training Guide
Auditorium Session
Instructor-Led Training (ILT)
Web Simulation
Quick Guide (QG)
Coaching/Clinic Session
Web-Based Training
Training
Training by the Numbers
Central (250)Distributed (4,600)
6 courses
109 offerings
760 users
1 course
6 offerings
40 users*Instructor-Led
Web-Based
Quick Guide
Training Guide
30Simulations
4 courses
55 offerings
5,400 users
Attend distributed
sessions as neededAuditorium
29 78
45403530252015105
30
45403530252015105
3
*pending results of Central role-mapping
10 in
str
uc
tors
9 1
TRAINING
Six weeks of in-person training for business offices and central employees
Delivered at Central Campus, Medical School, and West Campus over six weeks
Training Topics and Schedule
Auditorium Sessions
COA
Managing ExpensesPurchasing Goods and ServicesWorking with Suppliers
Instructor-Led Training
Commitments (Budget Amendment)Asset Accounting (MEI)Cash Sales/Gift Set-upJournal Entries + Accounting AdjustmentsGrant BudgetsPayroll AccountingAward Setup, Billing, and LOC Drawdown (C)
5/22 5/29 6/6 6/12 6/19 6/26
Go
-Liv
e /
Sup
po
rt
WEEK OF:
•
•
What’s Next
Workday@Yale
Support
You will have support!
• Local Workday Gurus are embedded in your department
• Workday.yale.edu provides access to quick guides, web-based training, and additional supporting documentation
• Yale Shared Services (YSS) will provide tier-one helpdesk support through the Finance Support Center (FSC)
• Heightened support will be provided from July through October
What’s Next
• Become an ambassador of change
• Work closely with your Lead Administrator to share content
from today’s meeting
• Grow your network
• Topics for next session
• User Acceptance Testing April 17 – May 19
• End-User Training begins May 22 (tentative)
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Questions& Discussion
Workday@Yale