Change Network Reporting Sessions: Procurement Expenses Demos Fin. Mgmt. Fin. Acct. Demos Welcome to the procure-to-payexpense management and the financial managementfinancial accounting reporting information session. This session
"Change Network Reporting Sessions: Procurement &" is the property of its rightful owner. Permission is granted to
download and print the materials on this website 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.
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 Course Objectives 2<br>
03
Workday Reporting Overview 3<br>
04
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. One-Stop-Shop for Reporting Support<br>
05
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) Transition to a New Chart of Accounts 5<br>
06
Your Supervisory Org and assigned Cost Center(s) impact what you can see
Supervisory Orgs group employees into management hierarchy
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 What Data Can I See? 6<br>
07
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. Roles Required to Run a Report 7<br>
08
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. Translating from the BRIO Way to the Workday Way 8<br>
09
Replacements for the Most Frequently Run DWH Reports 9 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<br>
10
Replacements for the Most Frequently Run BUG Reports 10 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.<br>
11
Reporting Prior to Workday Financials 11 Report Data Report Distribution Report Format & Design 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 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 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.<br>
12
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. Workday Reporting Features 12 Real-Time Information Customizable Report Output Drillable Actionable transactions Analytical Capabilities<br>
13
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: What Behaviors Will Set People up for Reporting Success? 13 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
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 Create and apply saved filters to reports
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
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<br>
14
Demonstration 14<br>
15
P2P and Expense Management Report Demos 15 Note: The reports demonstrated here may change with future updates.<br>
16
P2P and Expense Management Report Demos 16 Note: The reports demonstrated here may change with future updates.<br>
17
P2P and Expense Management Report Demos 17 Note: The reports demonstrated here may change with future updates.<br>
18
Financial Management Report Demos 18 Note: The reports demonstrated here may change with future updates.<br>
19
Financial Management Report Demos 19 Dev note – Update line 1.
Payroll results verification with costing – does it have a legacy report name? none in 6/6 data. Note: The reports demonstrated here may change with future updates.<br>
20
Financial Management Report Demos 20 Note: The reports demonstrated here may change with future updates.<br>
21
21 DEMO<br>
22
Wrap-Up<br>
23
Additional Support Also, don’t forget about your local Workday Gurus who can help with any questions or coaching! 23<br>
