Grants in Workday

Roles

Hierarchies and Models

Budget Event

Cost Sharing

March 30, 2017

• Overview

• Key Changes from Current to Future State & Demo

• Roles

• Hierarchies and Models

• Budget Event

• Cost Sharing

• Q&A

• Reference Tools and Material

Agenda

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 Gurus:community of users who can provide business

process support as a part of their current role.

Early Adapter Coach

Change Partners:feedback 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

• Collectively study a specific Workday topic

• Come to a deeper understanding through interactivity and dialogue

• View demos of the Workday system, when possible

• Become fluent in the concepts and information covered in the session

Note: Concepts and information presented today may change as Yale continues to improve the configuration of Workday

Knowledge Sessions Objectives

Success depends on participation!

If you have a question, please ask.

4

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.edu5

Simplify and standardize processes

Make it easier to get work

doneand harder

to make mistakes

Minimize administrative

work for faculty,

studentsand staff

Lower operating costs and improve

effectiveness

Provide accurate, trusted,

and timely reporting

Why Workday

Chart of Accounts

Workday@Yale

PTAEO

PTAEO

1014083.1.A10038..790018

1014083.1.A10039..790018

0003994.1.A10038..790018

0003994.Farmer.A10038..790018

AWARD

Sponsor: NIH

Start Date: 9/1/17

End Date: 8/31/22

Amounts: $490,000

Sponsor #:

Award Line 1

St Dt: 9/1/17

End Dt:8/31/18

Amount: $200,000

Billing:

Grant #GR1111111

Cost Center:CC2233

Program: PG00032

Project:PJ000001

Assignee:AA123

Fund:FD02

Award Line 2

St Dt: 9/1/17

End Dt:8/31/18

Amount: $80,000

Billing

Grant #GR1111112

Cost Center:CC2233

Program: PG00032

Project:PJ00001

Assignee:AA123

Fund:FD02

Award Line 3

St Dt: 9/1/17

End Dt: 8/31/18

Amount: $10,000

Billing

Grant #GR1111113

Cost Center:CC2233

Program: PG00032

Project:PJ00001

Assignee:CF394

Fund:FD02

1014083.1.A10038..787037

PTAEO

1014083.1.A10038..790018

1014083.1.A10039..790018

0003994.1.A10038..790018

0003994.Farmer.A10038..790018

SubContract ABC University

AWARD

Sponsor: NIH

Start Date:

End Date:

Amounts:

Sponsor #:

Award Line 1

St Dt: 9/1/17

Grant #GR1111111

Cost Center:CC2233Award Line 2

St Dt: 9/1/17

Grant #GR1111112

Cost Center:CC2233Award Line 3

St Dt: 9/1/17

Grant #GR1111113

Assignee: CF394

1014083.1.A10038..787037

Award Line 4

St Dt: 9/1/17

Grant #GR1111114

Cost Center:CC8675Award Line 5

St Dt: 9/1/18

Grant #GR1111115

Cost Center:CC2233Award Line 6

St Dt: 9/1/17

Grant# GR1111198

Cost Center:CC2233 0003994.00.0001AD..790018

Cost Sharing:

Gift: GE026973

YD: YD000232

PTAEO

Workday Sponsored Award Management Recap

• Award is the “Master” Record• The Award contains important information: Sponsor, Sponsor ID, Begin and End Dates,

Funding Amounts, etc.• Each Award has at least one Award Line

• Award Line has one Grant• The Award Line contains important information pertinent to that line: Begin and end

dates, funding amounts, etc.• Each Award Line has related Worktags that could be different within the same Award

• Cost Center• Program • Project• Assignee• Fund

• Grant is what is required as a charging instruction. When doing so, Workday populates the related Worktags (CC, Program, Project, Assignee, Fund)

Workday@Yale

Roles

Grant Roles: who, what and why

Assign Award and Grant Roles

Award Roles: Award Principal InvestigatorGrant Roles: Principal Investigator, Multiple Principal Investigator, Grant Manager, and Grant Budget Specialist

Individuals are assigned to these roles directly on the Grant itself.

Office of Sponsored Projects (OSP) will set up many new Awards every year• An Award could have multiple grants

• A Grant takes 4 manual role assignments

• Each role assignment has 1 person

• Imagine how many role assignments have to be done manually each year

Think about it……

Workday@Yale

WorkdayGrant Hierarchy

Why Grant Hierarchy?

• Grant Hierarchies Make it Easier and More Efficient

Roles are inherited from a PI-based hierarchy.

The hierarchy can be constructed so that departments can group awards together into portfolios.

During the initial role assignments, OSP assigns the grant to the PI’s hierarchy.

The other roles will flow down the hierarchy to the grant.

When departments need to rebalance workloads, they can request changes to the hierarchy instead of the PI’s individual grant.

Example of a Grant Hierarchy

Natural Resources Department:• 60 Grants (Award Lines)

• 6 Principal Investigators

• 3 Administrators managing those PI portfolios

• 3 Financial Assistants assisting the Administrators

• 1 person entering grant budgets

• Without a hierarchy, OSP would need to assign 4 roles to each of the 60 grants (240 role assignments).

• If the Natural Resources Department needed to rebalance workload, for example move one PI to a different Administrator, the role assignments on each grant would have to be updated manually.

Example of a Grant Hierarchy

If GR1000074 is assigned to Frank Farmer’s Research hierarchy node, the PI, Grant Manager, Grant Financial Analyst, and Grant Budget Specialist role assignments are inherited from the hierarchy.

Since the bottom layer of the hierarchy is for the PI role assignment, OSP only needs to know the PI (assignee) in order to assign the grant to the correct hierarchy.

Grant Hierarchy example: what if

Roger Randolph’s grants need to be moved from Portfolio 1, managed by Sally Smith, to Portfolio 2, managed by Barry Benevento. Instead of asking OSP to update all 10 of Roger’s grants, a change can be made to the hierarchy.

Break this connection

Add this connection

Workday@Yale

Hierarchy Models

Every Role is applied to the entire unit • Recommended for small departments

• Business Office personnel will have to self-sort their Workday inboxes

Grant Hierarchy Model 1

Each Manager gets Principal Investigator Portfolios • Ideal for larger departments

• Grant Managers only get the work that belongs to them, whereas Grant Budget Specialist handles the entire department

Grant Hierarchy Model 2

Split out according to specialty • For departments where most of the work is either research or clinical, and a specialist is hired for each type

• OSP needs to make sure that clinical trials get assigned to the PI’s clinical trial hierarchy

• Grant Managers/Clinical Trial Managers only get the work that belongs to them

Grant Hierarchy Model 3 and 4

Workday@Yale

WorkdayGrant Budget Event

Grant Budget Event

Grant Budget Event

Grant Budget Event

Workday@Yale

WorkdayGrant Cost Sharing

Grant Cost Sharing

• Description: This process demonstrates Cost sharing on an Expense Report

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What’s Next

Workday@Yale

Training Guide

Auditorium Session

Instructor-Led Training

Web Simulation

Coaching/Clinic Session

Web-Based Training

Quick Guide (QG)

Training

Support

You will have support!

• Local Workday Guru’s 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

• Grow your network and take some time to meet other Local Workday Gurus

• Topics for next Knowledge Building Session

• User Acceptance Testing April 17 – May 19

Testers who are selected will be notified soon

• End User Training begins May 22 (tentative)

Local Workday Gurus are encouraged to attend training that is specific to their

business area

This will help you to continue to become comfortable with the content

• Local Workday Guru Preparation for Go-Live begin June 5 (tentative)

33

Session Feedback

34

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that will be emailed within the next 24 hours.

To download a copy of today’s presentation,

please visit workday.yale.edu

Questions

& Discussion

Workday@Yale