procurement info session

THE ENTERPRISE TRANSFORMATION | FINANCIALS

Procurement Info Session

1University System of Georgia Institution4/3/2019

Agenda

2University System of Georgia Institution

• About Info Sessions• Enterprise Transformation Overview• Financial Transformation Background• Procurement

• Workday 101: Procurement• Requisition Demo• PCard Demo

• Q&A

4/3/2019

Safe HarborThe information delivered within this presentation was published on

This information, while accurate at the time, is subject to change.


4/3/2019.

4/3/2019


About Info Sessions

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Campus Info Session Expectations• These sessions are not training, training will be available this spring

• Today's session will cover a very basic introduction to what Procurement looks like in Workday

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Campus Outreach

*Recordings of previous info sessions can be found at transformation.gatech.edu/resources

4/3/2019

Procurement Restricted Funds (Gifts) Reporting Go Live

March2019

April2019

May2019

May2019

Campus Info Session (3 in person, 1 webinar)

Special Topic Webinar

Go Live (Cutover, Training, & Support) Webinar


Workday Training

4/3/2019

GeneralBanking & Settlement

Business AssetsCustomer Accounts

ExpensesFinancial Accounting

GrantsProcurement

ProjectsReporting

Supplier Accounts

Trai

ning

Top

ics

6

11

9

100

Details at transformation.gatech.edu/training

Instructor-Led Trainings (ILT)• Classroom training for central office

users & financial managers

Web-Based Trainings (WBT)• Independent learning for financial

usersSeminars• Auditorium training on WBT content

with Q&A for financial users.

Job-Aids/ Quick Reference Guides• On-demand guides for financial users


Training Offerings - Procurement

4/3/2019

Course Offering Training Type Intended AudienceWorkday Procurement• This course will be advertised to all employees and will cover

the procurement process, focusing on how to create requisitions, how to locate the status of your requisition or purchase order, how to create a change order, and how to create receipts.

Web-based and Seminar All Workday Roles

Workday PCard Process and Approvals• This video will walk users through the new PCard verification

and approval process in Workday.

Video and Seminar PCard Holders, Procurement Data Entry

Specialist, Worktag Managers

Job aids on Procurement and PCard Processes such as requisitions, purchase orders, change orders, PCard transaction verifications, etc.

Job Aids All Workday Roles


Overview

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Enterprise Transformation

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HCM LITEFinancials


Enterprise Transformation

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2018 2019 2020

HCM

LITE

Plan

Plan

Student Reporting

Architect

Financials ReportingHR Reporting

Configure & Prototype Test Deploy

DesignConfigure & Develop

Test & TrainDeploy

July 2019 Go Live

Jan 2020 Go Live

Live!July 2019 Go Live Jan 2020

Go Live

Financials


Financials Transformation Background

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Financials Transformation

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Workday Scope

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Business Assets

Financial Accounting ProjectsProcurement

Grants Management

BudgetsBanking & Settlement

Customer Accounts

Expenses

Supplier Accounts


Procurement

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Workday 101: Procure-To-Pay

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PeopleSoft / BuzzMart Term Workday TermVendor SupplierContracts Supplier ContractsAccounts Payable Supplier AccountsShopper Employee as SelfRequester RQ ReviewerFinance Approver Cost Center ManagerSpend Approver Driver Worktag Manager

• Gift Manager• Grant Manager• Project Manager• Designated Manager• Custodial Entity Manager• GTRI Charge Code Manager

Link to Handout: b.gatech.edu/2FKQpb9


Requisitions

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Requisitions: What’s Not Changing

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Punch out and Hosted Catalogs

Unit Approvers in Workflow

Policies and Procedures

Choices of Suppliers

Link to Handout: b.gatech.edu/2FKQpb9


Requisitions: What’s Changing

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Business Asset Accountant Approver

PO Change Orders

Comments on Requisitions has

Limited Functionality

Single System from Req to Check

Employee Initiates Requisition and

Enters Accounting

No More Requisition

Flipping

Search Functions are Different


Requisitions: What’s Changing

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Splits By Quantity or Amount

Purchase Order Rollover at Year End

Procurement RQ & Bill Only RQ

Templates for Frequent

Purchases

Driver Worktag Manager


Requisition Approvals

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Employee as Self Initiates

RQ

RQ Reviewer

Cost Center Manager

GiftGrantProject Custodial Entity DesignatedGTRI

Business Asset

AccountantEHS

Manager


Requisition Demonstration

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Requisitions Demonstration

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Create non-catalog requisition with goods & services lines

View catalogs


Purchase Orders for Subagreements

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CIS SubagreementForm Created by

Business Unit

Approval of Subaward by OSP

Contract created by OSP

PO created and managed by OSP


Purchase Orders for Facilities

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Facilities Project Form Created by

Business Unit

Approval of Project by Facilities

Contract created by Facilities

PO created and managed by

Facilities


PCard

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PCard: What’s Not Changing

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PCard Ownership PCard PoliciesAttach

Receipts per Transaction

DocuSign for ReqApprovals


PCard: What’s Changing

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Transaction Verify Creates GL Entries

Verify Transactions Individually

Unreconciled Transactions Do

Not Hit Your Budget

PCardTransactions in

Workday

Driver Worktag Manager


PCard Approvals

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CardholderPCard Cost

Center Manager

GiftGrantProject Custodial Entity DesignatedGTRI

Employeeas Self

Bank of America


PCard Accounting

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PCard Purchase

Workday GL Master Account

Debit CreditExpenses Liability

Transaction Verification

Debit Credit

Expenses(Cost Center,

Grant, Gift, etc.)

Expenses(Master Account)


PCard Demonstration

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PCard Demonstration

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Part 2Verify transaction on behalf of cardholder

Part 1Verify transaction as cardholder


Closing and Q&A

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Session Objectives• Provide an overview of outreach activities and training• Provide an overview of the Enterprise Transformation Portfolio

and Financials Program• Learn about Workday Procurement and the changes coming to

campus• Learn how requisitions are completed in Workday• Learn how PCard transactions are completed in Workday

4/3/2019

Let’s stay connected!Questions or Feedback?

• Helpdesk Email: [email protected]

• Website: http://transformation.gatech.edu


Transform Your Workday


procurement info session

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