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Workday Wednesday: Finance Foundational Data Model(FDM)March 11, 2020Carri Lawrence, IRP Transformation Director, Okanagan CampusLauren Hatchard, Change AnalystSlido.com #IRP

THE INTEGRATED RENEWAL PROGRAMProcurement Modernization – Service Delivery Model A new service delivery model is underway to prepare for Workday and redefine howpeople buy and pay for goods and servicesIntegrated Renewal Program – Workday An integrated system for UBC’s core Human Resources, Finance and Studentadministrative systems Online transactions and single source of data to inform decision-making and planningApplication Ecosystem Project – Applications surrounding Workday Applications surrounding Workday are dispositioned appropriately to maintainbusiness continuity Applications have been identified to be either retrofitted, integrated or sunset.Integrated Service Center The ISC will provide ongoing integrated services to the UBC community to ensure acohesive, collaborative, and enriched experience for students, staff and faculty. Key functions: To provide support to the UBC community when using Workday To deliver improvements to Workday over the long erSlido.com #IRP

HIGH-LEVEL IRP TIMELINENov 2Go-LiveTodayFebruaryKey -21AprilMayJuneJulyFiscalYear EndSeptemberOctoberNovemberStart of 2020/21Academic YearTBD: Attend UserConfirmationReview SessionsTraining DeliverySchedule SharedConfirm Trainers for ning DeliveryTraining Webinar RefreshersLeadership Engagement / Monthly IRP Leader CommunicationsTransition Network Team Meetings / IRP Communication CadenceComms &EngagementShare Personaswith munityFoundationData ModelUpdateConfirmParticipants forUCRChange Readiness Assessment #3Cutover CommunicationsCommunity Demo #4Security Role Mapping UpdateFoundation Data Modeland Security RoleMapping Update 2Publish FDMCross-WalksSocialize FDM with broader usersHR &FinanceCommunityActivities1HRCommunityHR and FinCommunitiesSupervisoryOrganization andSecurity Role MappingData ValidationSupervisoryOrganization andSecurity Role MappingData Validation 2Coordinate cutover actions in community (i.e.update vacation balances, time tracking,personal info, expense reports. POs, etc )Review Future State Workday BusinessProcessesIRP FIN and HR Monthly Call-Ins1 HRand Finance staff also receive all-community communications and engagement and participate in all-community activitiessubject to change2 DateSlido.com#IRP #irptnSlido.com3

FINANCE AND HR SCOPE AREASHUMAN RESOURCESFINANCE Budget Development (core to Workday) * Capital and Asset AccountingEndowment Accounting (UBC Methodology) Forecasting (Workday Planning) * Institutional AccountingProcure to PayResearch/Post Award Grants AdministrationRevenue AccountingTreasury and Cash ManagementTravel and Expense BenefitsCompensationCore HR Management (incl.Onboarding/Off-boarding)PayrollTalent AcquisitionWorkforce Management –Time & Attendance* Approx. 18 months after Go liveSlido.com #IRP

WHAT’S CHANGING – FINANCE5

WHAT’S CHANGING – FINANCE OVERVIEWReal-time, accessible data Accounting, procurement, projects, reporting, and analytics in one system Quick access to complete and accurate picture of your unit, on any device More time to focus on strategic initiativesPaper & Manual Processing Online & Workday Online Accounting & Finance with in-memory analytics Online Audit & Internal Controls with transaction records and complete audit trails Online Reporting & Analytics integrating Finance and HCM Online Revenue Management improving cash flow (gradual rollout of accounts receivable) Online Travel & Expense management, capturing receipts on any device Online Procurement with a consumer-like experience Online Grants Management tracking budget vs. actualSlido.com #IRP6

WHAT’S CHANGING – WORKDAY EXPENSESCapture receipts and submit expensereports on any deviceReplaces Requisition for Payment (Qreq),Travel Requisition (Treq), and OPTReduce administrative work by usingemployee data in Workday HumanCapitalIncorporates UBC policies / guidelines,such as per diemsAutomate expense managementprocesses while ensuring controlIncludes UBC Visa Card and P CardreconciliationsSlido.com #IRP7

WHAT’S CHANGING – WORKDAY PROCUREMENTCreate and submit requisitions for goodsand services with a consumer-likeexperienceManage the RFQ process for goods andservices, and compare supplier bidsUnderstand spending trends and theirimpact on the FacultyAutomated 3-way matching of PurchaseOrder, Goods & Services Receipt, andInvoice releases invoice for paymentEnable suppliers to self-register andmaintain their own data, like address andbanking instructionsSlido.com #IRP8

WHAT’S CHANGING – WORKDAY GRANTS MANAGEMENTHandles complex grants requirementswhile gaining visibility and control intogrant activity and available fundsGrants Dashboard with mobile capabilityIntegrated with the research pre-awaresystem, RISeAbility to view multi-year budgetinformationAbility to view clear authorized to spenddatesResearchers can delegate duties inWorkday, allowing an audit trail to satisfyfunding agency requirementsSlido.com #IRP9

CORE ELEMENTS OF WORKDAYSupervisoryOrganizationsReporting RelationshipsbetweenManagers and EmployeesFinance FDMElementsCost Centers, Worktags,etc.Workdayat UBCFunctional UnitsDepartment HierarchyAcademic UnitsThe Delivery of Educationacross UBCFinance Business Processes in Workday Version 1.0 9 March 2020Slido.com #IRP10

FINANCE FOUNDATIONAL DATA MODEL ELEMENTSIn Workday, we will be using Foundational Data Model elements similar to existing Chartfields to tag (orallocate) items for accounting and financial reporting purposes.FMS/Updated Chartfield language,known as FDM elements, withmeaningful descriptors forreporting and analyticsUpdated Cost Centre Hierarchyaligned with Supervisory Organization(Sup Org)Change in revenue and spend categories andupdated account codes. E.g. Expenses:Today: Conferences-Accommodation:624000.Tomorrow: auto populated based on categorydescription.Finance Business Processes in Workday Version 1.0 9 March 2020Slido.com #IRP11

FINANCIAL STRUCTURE – COST CENTER HIERARCHY A hierarchy arranges a group of worktags inan “org chart” fashionCost CenterHierarchy(ies) Cost Center is the minimum lowest levelwhich means there does not need to be aProgram, Gift of Grant attached to it. All revenues and expenses are charged toa Cost Center This allows for robust reporting and each ofthese ostCenterGrantCostCenterGift Existing FMS DeptIDs and Program/Grantshave been identified in Workday as a CostCenter, program, gift or grantSlido.com #IRP

RELATED WORKTAGS ACT LIKE SPEEDCHARTSRelated WorktagCost CenterFundSpend/ XXPrimary/Driver WorktagWhen you enterthe Gift, Grant,Project orProgram namethe relatedworktags areautomaticallypopulatedCost CenterSlido.com #IRP

CROSS-WALK TOOL Will be created to assist users: Finding equivalent PeopleSoft Chartfields for given Worktags. Finding equivalent Worktags for given PeopleSoft Chartfields. Will likely be web-based, accessed through CWL. Note: Grants in Workday will include the existing Speedchart in the name; new Grantscreated in Workday will not have have an equivalent speedchart in the UTSEquivalent Worktag(s)Equivalent Chartfield(s)Slido.com #IRP14

FINANCE FDM CORE CONCEPTS mpany Used in Workday FinanceIdentifies the legal entity; institution; i.e.UBCHas a single tax IDUBCV and UBCO are one companycalled UBCUBCN/A Identifies the funding source General PurposeAncillaryResearchSpecific PurposeCapitalEndowment fundsAgency “FD000” General Purpose Operating“FD002” General Purpose Fee for Service“FD104” Ancillary Food Services“FD200” Sponsored ResearchSlido.com #IRP

FINANCE FDM CORE CONCEPTS (WORKTAGS)GrantCost CenterDefinition NamingConventionExamples Lowest level of financial oversight.Department or unit to which costs arecharged and is typically used to housepeople and their associated payrollcost, and operating expenses.Every cost center is part of a cost centerhierarchy that rolls up to higher levels ofoversight.Budgets are often created and managedat cost center level.Provost and VP Academic –FacultiesUBCO School of Engineering Faculty ServicesVP research and Innovation- UBCO Research Institutes Institute ofCommunity Engaged ResearchAVP Finance and Operations Information Technology EngagementServices“CC00xxx UBCO Provost and VPAcademic –Faculties- UBCO Schoolof Engineering Faculty Services”Gift Tracks sponsored activity funded by athird party at its most detailed level. Can be an endowment or a donation(in money or in kind) or awards. Can be for research OR non-researchactivity. A donor is an individual, sometimes aninstitution, who makes a contribution tothe gift. Cost centers with a combination ofdonations and GPO funds will usually beidentified as a Program rather than aGift School of Engineering Human HeartSimulatorLibrary Services Parents’ InnovationFundIrving K Barber School of Arts andSciences Chemistry ChemistryfundraisingGraduate Student Leadership Award Aspire Learning & Teaching Fund;Research Grants “GRxxxxx” [Grant name]“GR011738” NSERC RGPIN – 2019 .GF000XXXX [Gift name](e.g. GF0002268 Human Heart Simulator)Slido.com #IRP

FINANCE FDM CORE CONCEPTS n Tracks revenues and expenses forspecific on-going activities that occuracross cost centers or within a costcenter. Routine CapitalFaculty RecruitmentOperations and AdministrationVolleyball FundraisingPMxxxxx [Program name] PM00025 UBCO Athletics andRecreations Volleyball Fundraising PM003754 UBCO Faculty of creativeand Critical Studies Events SupportFundTracks revenue and expendituresassociated with a specific project forwork activities that occur across costcenters or within a cost center.Projects have a distinct beginning andending date.Hierarchy (CCH) A Hierarchy arranges a group ofworktags in an “Org Chart” fashion. You cannot post a transaction to ahierarchy, but you can report from it.UBCV UBC Okanagan Arts and ScienceCentreUBC Okanagan Skeena ResidenceCCH2VPFin&Ops CCH3UBCProvostCCH1UBCOCCH2PJxxxxx [Project name](e.g. PJC00928 UBCO Skeena Residence) CCH3 ProgramHierarchy 1 Hierarchy 2 Hierarchy 3 .Slido.com #IRP17

dUBCO COST CENTER HIERARCHY LEVELS 1 - 3Cost Center HierarchyLevel 1Cost Center HierarchyLevel 2Cost Center HierarchyLevel 3UBC CCH1Cost Center HierarchyLevel 4UBCO CCH2AVP Finance andOperationsCCH3Innovation Precinct- UBCO CCH3AVP Students CCH3Provost and VP Academic- Academic SupportUnits- UBCO CCH3Business Operations UBCO CCH3Provost and VP Academic- Faculties - UBCO CCH3Cost Center HierarchyLevel 5Campus Wide Expenses UBCO CCH3Student Fees -UBCOCCH3Central Revenues - UBCOCCH3Student Financial Aid UBCO CCH3Deputy ViceChancellorCCH3VP Research andInnovation - UBCO CCH3Slido.com #IRP

dUBCO FACULTY COST CENTER HIERARCHY LEVEL 3-5Cost Center HierarchyLevel 1Cost Center HierarchyLevel 2Cost Center HierarchyLevel 3Provost and VP Academic- Faculties - UBCO CCH3Cost Center HierarchyLevel 4College of GraduateStudies CCH4Faculty of Creative andCritical StudiesCCH4Faculty of Health andSocial Development CCH4Community, Culture andGlobal Studies CCH5Chemistry CCH5Irving K. Barber Facultyof Arts and SciencesCCH4Computer Science,Mathematics, Physics,and Statistics CCH5Biology CCH5Faculty of ManagementCCH4Okanagan SchoolofEducation CCH4Earth, Environmental andGeographic SciencesCCH5Economics, Philosophyand Political Science CCH5History and SociologyCCH5Psychology - UBCO CCH5School of EngineeringCCH4Dean’s OfficeCCH5Slido.com #IRPCost Center HierarchyLevel 5