October 2017 About the Session Questions during the session Please text us 37607 YBTSUPPORT181 Session Objectives Upon completion of the YBT Remediation training you will be familiar with the changes related to the following functionstasks ID: 727506
Download Presentation The PPT/PDF document "YBT Tool Remediation Workday@Yale" is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.
Slide1
YBT Tool Remediation
Workday@Yale
October, 2017Slide2
About the Session
Questions during the session?Please text us.
37607
YBTSUPPORT181Slide3
Session Objectives
Upon completion of the YBT Remediation training, you will be familiar with the changes related to the following functions/tasks:Labor PlanningFinancial PlanningSeeding
ReportingSlide4
About the Session
Welcome to the YBT Remediation Tool TrainingTarget Audience:Individuals who currently use YBT for Labor and Financial Planning
Note: YBT User Manual will be updated and available at go-live for those requiring more assistance.Estimated completion time: 90 minutesSlide5
Agenda
5
Section
Section Name
Duration
Introduction
10 mins
1
General Overview
and Tool Changes
10 mins
2
Labor
Planning
20 mins
3
Financial
Planning
20 mins
4
Seeding
10 mins
5
Reporting
10 mins
6
Questions
10 mins
Total Duration
90 mins Slide6
Sneak Peek of Financial and Labor PlanSlide7
YBT – Overview of Changes
The Yale Budgeting Tool (YBT) is being rebuilt to support the new Yale Chart of Accounts (COA)
Current version of YBT will remain active for reference and reporting purposeGo Live currently scheduled for October 12, 2017
Make It So is not included in this initial release. If using Make it So:
You will need to add Payroll Costing manually in Workday and to your YBT projections
Installment Grant budgets are maintained in Workday
Fiscal year grant budget information will continue to be entered on a budget only code into the YBT Financial Planning workbooks as in current YBT
Expense commitments are in Workday and not YBT
Data in YBT is at the ledger account detail (no revenue or spend categories)Slide8
YBT – Overview of Changes
Q2 – November Actuals vs December Actuals
First 5 month actuals and 7 month projections - this is the process going forwardWill be discussed in more detail in November trainings.
Tentative date of submission for
central campus
is January 11, 2018Slide9
Workday@Yale
YBT – Labor Planning ChangesSlide10
Labor Planning – Key Changes
A single Labor Planning worksheet will be utilized rather than entering into Employee and Allocation worksheetsAll information can be added in one tab
Employee data will come from Workday HCM Allocations will come from Labor Commitments for everyone in the first year
After the first year, the options will be to build from Labor Commitments or Last Year Next Year Plan
A new comment field has been added to workbookSlide11Slide12
Labor Planning – Key Changes Slide13
Labor Planning – Key Changes Slide14
Labor Planning – Key Changes Slide15
Labor Planning – Key Changes Slide16
Labor
Planning – Highlights
New Views replace tabs
No COA cell can be left blank it defaults with an underscore
If a cell is over/under 100% it will be highlighted in red indicator. Actions will be required to correct.
Add allocation row – grant must be entered first to derive correct fund
When adding a TBN
If it is a lump sum entry need to validate for correct percentageSlide17Slide18
Workday@Yale
YBT – Financial Planning ChangesSlide19
Financial Planning – Key Changes
Financial information created in YBT will be imported into Workday…
Budget
CY Department Plan
Current Year Forecast
Q2
Q0 - Optional – June to AugustSlide20
YBT TOOL – KEY CHANGES
Financial Planning – Key ChangesSlide21
Financial Planning – Key ChangesSlide22Slide23
Financial Planning – Key Changes
An
optional roll-up Summary for FY19 budgeting is available on a new tab
Detailed data is rolled-up to a Summary level and high-level data entry is allowed on the Summary tab
Allows a planning unit to budget at a much higher level than in the past
(At the Account Grouping level formerly known as the detailed SOA)
Planning units interested in this level of budgeting should reach out to their Budget AnalystSlide24
Financial Planning: Demonstration
How to add a block for COA
Deleting a row you addedSlide25Slide26
Workday@Yale
YBT
BuildSlide27
Build - Key Changes
This year’s workbooks are being built using Fiscal Year 2018 budget data to populate the current year forecast columns
Next year’s workbooks and going forward will be built using last years next year plan to populate the current year forecast columns
Next year plan columns will be zero on build but can be populated using Seeding
Slide28
Workday@Yale
YBT
SeedingSlide29
Seeding - Key Changes
After they
are built and in use there are options for seeding. For current year forecast (Q2)
Seed with last years actuals
Seed with this formula (YTD Actuals/Last closed Month*12)
In addition, you can seed your workbook with all zero’s to replace the pre-populated budget
Slide30
Seeding - Key Changes
Next year plan can be seeded with current year forecast
Next year department plan can be seeded with
Next year plan
Current year department plan
Slide31
Converted FY2018 Budget data will be available as a reference column in the FP.
Seeding– Key Changes Slide32
Seeding– Key Changes Slide33
Seeding– Key Changes Slide34
Seeding– Key Changes Slide35
Seeding– Key Changes Slide36
Seeding– Key Changes Slide37
Workday@Yale
YBT
ReportingSlide38
Reporting Overview
Legacy YBT will be available for PTAEO reporting Cross-walk of reports available at It’s Your Yale – YBT at go-live
Legacy YBT to remediated YBT ReportsYBT Reports to Workday ReportsSlide39
Reporting Data from YBT to Workday
Data from YBT to Workday
Current YBT planning data (Corporation Budget, Department Plan)New planning data (Q0, Q2 and current year forecast)
When is data loaded from YBT into Workday?
Nightly - Current Year Forecast and Department Plan
One Time - Budget, Q0 and Q2 forecasts after approvalSlide40
Reporting options in YBT and Workday
When to use a YBT Report?For planning and development activities prior to budget approval
Data is not in Workday until approved and finalWhy use Workday Reports?
Transaction data is only available in Workday (journal, invoice, payroll costing)
Enhanced functionality with ability to drill down to transaction detailSlide41
Workday@Yale
YBT
Useful TipsSlide42
Useful Tips:
Use Favorites in Axiom Assistant
Due to role based security will see all departmental workbooks
Open workbook in Axiom and right click on tab
Double clicking to add a block prevents adding duplicate blocks.Slide43
YBT – Resources and Information
YBT Remediation PageProject Summary
Change ImpactsImportant DatesCommunication Sent to DateTraining
VideosSlide44
Institutional Planning (recording available)
Q2 Forecasting (recording available)Reporting (recording available)YBT User Manual at go – live - IYY - YBT
Upcoming
Training Sessions Slide45
YBT Support
For questions about YBT, please reach out to the Finance Support Center (FSC)
Hours: Monday – Friday, 8:30 a.m. to 5:00 p.m.
Call: 203-432-5394
Email:
sharedservices@yale.edu
Note: Any emails directed to
ybtsupport@yale.edu
will route through the FSC and a ticket will be created.Slide46
Questions
& Discussion
Workday@YaleSlide47
Session Wrap-Up