Grants in Workday

The Essentials

Chart of Accounts

Viewing Awards

Charging Grants

March 23, 2017

• Overview

• Key Changes from Current to Future State & Demo

• Chart of Accounts

• View Award Demo

• Charging Grants Demo

• 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

• Early opportunity to collectively study a specific Workday topic

• Come to a deeper understanding of the topic through interactive questioning and dialogue

• Exposure to the Workday system via demos, when possible

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

• 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.

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.edu

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

Workday@Yale Objectives

COACurrent State

to Future State

Workday@Yale

Workday Chart of Accounts

• 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)

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

WorkdayView Awards Events

View Award

• Current State• OGM report received at time of award set-up

• Reliant on OSP to generate

• Future State• Notification within Workday of Award creation

• View Award is an on-demand “report” that displays information about the Award

• Award Lines and Grants

• Important dates, funding amounts, sponsor information

View Award Event

Steps to view details of an award.1. Populate “View Award ” in the search box

and press Enter.

2. Click the View Award from the results list.

3. Populate “ Award” with award you choose to view

View Award Event

5. To View additional award details, select appropriate tab

4. Select OK. Results: To view the award.

Workday@Yale

WorkdayCharging Grants

Charging Grants

• Charging Instructions• Use to Charge Purchases, Expense and Payroll items

to the correct area of the University.• Each set of Instructions is made up of Worktags.• Worktag Choices:1. Company- Usually Yale University2. Source of Funding: (*only one of)

• Grant• Gift • Yale Designated

3. Cost Center4. Program5. Project6. Assignee7. Additional Worktags

*exception is cost sharing explained in future sessions

*

Charging Grants

Charging Grants

Worktags that are required by the Workday system or Yale will create an error message if empty

Your Business Office will tell you which are required for you

Your Business Office will tell which codes to use

Some Worktags may be preloaded by the system with a default Cost Center

Expense reimbursement items can be individually charged on the same expense report to either Yale Designated, Grant, or Gift

Charging Grants

Charging Instructions Form

• COA Expressed

• Accuracy of Unit Financial Management & Unit Financial Management Service Groups partnered to create standard form for expressing charging instructions in Workday

•

•

What’s Next

Workday@Yale

Design

HR, Academics, and Payroll Go-Live

2015

Timeline

Jul-Sept Oct-Dec Jan-Mar Apr-Jun Jul-Sept Oct-Dec Jan-Mar Apr-Jun Jul-Sept Oct-Dec

Prototype 1 Prototype 2 TestingGo-Live

Financials Go-Live

Address Impacts to Other Yale Systems

HR/Payroll/Academic Optimization

Change Management: Communications, Engagement and Training

Support

2016 2017 2018

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

• 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)

What’s Next

26

Session Feedback

27

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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