IRP Update to Faculty of Education Jan 30 1

Update to Directors and Deans

• Kate Ross, Associate Vice President, Enrolment Services & Registrar

• Trish Pekeles, Executive Director, Financial Operations

• <DATE>

Foundation Data Model Overview

INTEGRATED RENEWAL PROGRAMFinance

What Is The Foundation Data Model For Finance?

2

The Foundation Data Model (FDM) is the core of the entire Workday platform. FDM is the multidimensional structure of Workday accounting and financial reporting, and the basis of all Workday organizations and worktags. It is a flexible way to define taggablebusiness dimensions which are relevant to different areas of the organization. It also allows for the creation of a dynamic and scalable security model that will support the entire organization.

UBC Workday Tenant

Foundation Data Model (FDM)

Worktags

Hierarchies

Ledger Accounts Organizations

Hierarchies

Business Processes

* BPs= Business Processes

The FDM is the framework to support accounting and financial reporting in Workday. The FDM combines Ledger Accounts + Organizations + Worktags

UBC’s account fields and subfields are broken down into separate Workday fields called Worktags. Worktags allow for flexible reporting and inquiry, will identify the various dimensions of the business and form the building blocks of the new chart of accounts in Workday.

3

The Power of One: The core of the entire

Workday platform – HCM, Payroll and Financials share

relevant configuration

Multidimensional structure of Workday

accounting and financial reporting

The basis of all Workday organizations and

worktags

A flexible way to define taggable business

dimensions which are relevant to different

areas of the organization

Allows for the creation of a dynamic and scalable security model that will

support the entire organization

A framework to support all management and

financial reporting across the organization

The Foundation Data Model is:

4

The Foundation Data Model is not:

1 • A “lift and shift” from the legacy system – The power of Worktags allows for a simplified, yet more dynamic structure

2 • A Chart of Accounts as defined by a traditional accounting system

3 • A 1:1 mapping exercise of current dimensions

5

FDM Elements Similar To Existing Chartfields

Business Unit

DeptID

Project/Grant (PG)

Program Code

Account

Fund

PeopleSoft

Cost Center

Program

Program

Ledger Account

Project

GrantGift

Activity

or

Workday

oror

or

+

Fund

Company

Revenue Category

Spend Categoryor

6

Creates flexibility by utilizing combinations of worktag values

Ability to easily report on any (or multiple) dimensions

Multi-purpose legacy dimensions replaced by a combination of a smaller number of values in each dimension

Foundation Data Model (FDM) for Finance: What is it?

SPL-01

SPL-02

SPL-03

SPL-04

SC001

SC002

SC003

SC004

PM001

PM002

PM003

PM004

1000

1200

2000

3100

5000

SpendCategory

Ledger Account

ProgramCost Center

CC1

CC2

CC3

CC4

CO1

CO2

CO3

CO4

Company Supplier

Core Concepts

7

Def

initi

onEx

ampl

es

Worktag, represents the lowest level of significant financial oversight. It identifies a department or unit to which costs are charged and is typically used to house people and their associated payroll cost, and operating expenses. Every cost center is part of a cost center hierarchy that rolls up to higher levels of oversight. Budgets are often created and managed at cost center level.

Worktag, tracks sponsored activity funded by a third party or other entities (e.g. startup funds) at its most detailed level.

Nam

ing

Con

vent

ion

• Faculty of Medicine | Surgery | Neurosurgery;

• Energy and Water Services | Thermal Utilities

• Applied Science | Dean's Office

CCxxxxx [Cost Center Name]“Faculty or Administrative unit (below VP level) | Department | Sub-department”

• Aspire Learning & Teaching Fund; • Institutional Innovation Fund 33644

GRxxxxx [Grant name](e.g GR00004 AVED Coop Education Opportunities 17/18)

• Irving K Barber Diabetes Research Endowment Fund

• Seaspan Donation• Applied Science Faculty

endowment - Dean's Office

GIxxxxx [Gift name](e.g. GI00009 Museum of Anthropology Northwest Coast Masterworks Gallery Donation)

Cost Center Grant GiftWorktag, represents a collection of money. It can be an endowment or a donation. A donor is an individual, sometimes an institution, who makes a contribution to the gift.

Core Concepts

8

Def

initi

onEx

ampl

es

Worktag, tracks revenues and expenses for specific on-going activities that occur across cost centers or within a cost center. It describes the purpose or goal for receiving and spending university funds.

Worktag, tracks revenue and expenditures associated with a specific project for work activities that occur across cost centers or within a cost center. Projects have a distinct beginning and ending date.

Nam

ing

Con

vent

ion

• Building Operations Waste Management - Organics

• TLEF Teaching & Learning Enhancement

• Medieval Studies Program

PM000590 [Program name](e.g. Faculty of Applied Science | Chemical and Biological Engineering | Vancouver Summer Program)

• Hebb Theatre Upgrade• Blue & Gold Campaign• Uganda Plastic Surgery Project

PJxxxxxx [Project name](e.g. PJ000008 APSC Renovations)

Hierarchy 1 | Hierarchy 2 | Hierarchy 3 | …..

Program Project HierarchyA Hierarchy arranges a group of worktags in an “Org Chart” fashion. You cannot post to a hierarchy summary, but you can report from it.

UBC

UBCV

UBCO

VPFin&Ops

Provost

…

…

9

Provost - Academic

Support Units

UBCV

UBCO

UBC

VP Finance & Operations

Provost - Faculties

Faculty of Medicine

Faculty of Applied Science

Faculty of Arts

Faculty of Education

Sauder School of Business

Faculty Services

Surgery

Cellular & Physiological

Sciences

Surgery OfficeCC

Cardiovascular Surgery

CC

General SurgeryCC

NeurosurgeryCC

****

Dean’s OfficeCC

Communications

CC

CC

CCH

CCH

CCH

CCH

CCH

CCH

CCH

CCH

CCH

CCH

CCH

CCH

CCH

****

****

****

Cellular & Physiological

SciencesCCH

Sample Cost Centers: Faculty of Medicine (Illustration Only)

LEGEND:Cost Center Hierarchy – CCHCost Center - CC

Loans, Function and Custom Worktags

10

Loans• Internal loans

Function• Facilitates CAUBO Reporting, and possibly other reporting• Used to build UBC financial statements

Custom Worktags• Events• Debt• Discounts• Travel Purpose

Related Worktags

11

Primary/Driver Worktag

Related Worktag

Cost Center Fund Function

Gift X X X

Grant X X X

Project X X X

Program X X X

Cost Center X X

• The primary/driver worktag will work in a similar way to SpeedCharts.• Related worktags will automatically populate based on the primary/driver

worktag… the last one entered overrides all previous entries.

FDM is not just for Finance. Some data elements cross multiple streams.

12

Workday Financials Workday HCM* Workday Payroll Workday Student

• Company• Cost center• Fund• Program• Project• Grant• Gift• Award• Location• Ledger account• Spend category• Revenue category

• Supervisory organization• Location• Job profile• Job family• ID types• Academic units

• Company• Pay group• Pay rate types• Period schedule• Location

• Academic units• Program of study profile• Academic year• Location• Academic levels• Calendars

This list is an example and not exhaustive…

*Human Capital Management