ur financials project...2014/11/19 · ur financials demo days –november 2014 project champion...

UR Financials ProjectDemo Days

November 2014

UR Financials Demo Days – November 2014

Agenda• UR Financials Project Update• FY15 Data Conversion Update• Post Go Live Support• 312 Form guidance and impacts• Training Update• Future Demo Day Topics• Q&A

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Chatting for WebEx Participants

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For those joining the WebEx:

• 1) Please access the chat feature at the top of your screen

• 2) Please chat directly with Mike Bonanno(He will then pose the questions on your behalf)

• 3) Select Mike in the drop down menu in the chat window (do not select “everyone”)

Kate Nguyen


Project Update• Workday functionality available and ready for go‐live

• Registration for training courses available• Training started on Monday, November 17th

• Continued FY15 Data Conversion• Post Go‐Live support details in process

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FY15 Data Conversion Update• FY15 Beginning Balance through October summary balances now available in Conversion Verification (Hands On) tenant

• Majority has been validated by divisional conversion coordinators

• Only Grants expenses are (in summary) in tenant Preliminary dates for future conversion postings:– November data ‐ December 15th

– December data ‐ January 15th

– Grants revenue and balance sheet items – mid to late January

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Post Go‐Live Support Model

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Three Tiered Approach:• Tier 1 – Project Champions (Divisional Finance reps)

– Local support

• Tier 2 – IT Help Desk & UR Financials Support Team– User security– Reports– Complex business process issues

• Tier 3 – Workday / Applications Support– Workday problems– Other application problems


Post Go‐Live Support Model

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• Local Project Champions• Daily Sunrise / Sunset conference call in sessions (9am and 4pm)

• UR Financials Support Team–Dedicated email inbox–Walk in capabilities–Remote office visits–Website, training tools, etc.

UR Financials Demo Days – November 2014 8

Project Champion Responsibilities Serves as a vocal advocate for the changes taking place in their department or area Distributes key messages to peers to ensure rapid and accurate communications Influences positive change and is respected within their circles Serves as a conduit for critical feedback from the field to the project Providing an ongoing forum to drive new ideas and collect lessons learned Playing a central role beyond project go‐live in prioritizing enhancements, identifying problems, and communicating changes to the user community


Project Champion Responsibilities

As UR Financials progresses, Project Champions will play an increasingly central role, especially around go live. Once the project ends, the SIGs will wind down whereas the Project Champions will become more prominent.

Activity SIG Member Project Champion

Provide expertise By functional area Across Workday functionality

Review design

Verify converted data

Participate in testing

Review training materials

Provide go live support

Provide post go live support (informal) (formal)

Communicate information to and from respective areas (informal) (formal)

Prioritize Workday enhancements

Provide Workday release testing and implementation support


Introducing – The Project ChampionsDivision Representative's Name Project Champion Candidates 010‐Central Administration Doug Wylie/Holly Crawford Marta Herman Karen Lombard‐Bryce

Jeff Sullivan Cheryl BennettJeff Meteyer Karen Sodoma

020, 021, 022 Arts & Sciences Roger Smith Andy Dillenbeck Tony GreenKen Simolo

023‐Simon JC Stevens JC Stevens Dave Vore024‐Warner Tracy Korts Tracy Korts Ed Morgan030‐ESM Michele Gibson Shannon Ozkum Katie Neubeck

Jeananne Thomas040‐SMD Bill Passalacqua Jeff Bloss Mark Greisberger

Brian VanWuyckhuyse050‐SMH Adam Anolik Patty Stevens Dina Donohue

Christine Sands060‐SON Renu Singh Kelly Talarczyk Pamela Sawdey070‐MAG Kim Hallatt Sherri Burgstrom Patty Walker

Kim Hallatt090‐URMC Kathy Strojny Kathy Strojny

Donna Dawley091‐URMFG Jill Hetterich Mary Brooks

Maureen Gates092‐EIOH Edward Reif Ryan Taylor

Tom Smith


Post Go‐Live Support Process

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Purchase Requisition Form (312)• Purchasing current stock of forms has been depleted• New forms stock that is on order will be UR Financials FDM but still can be used with FRS Chart of Accounts until January 1, 2015. Flyer will be attached to provide instructions

• Purchase requisition form to be used similar to it’s current use:– Internal and external services/goods purchase

• Purchase requisition for NOT to be used (should use new journal entry form):– Cost transfers and Journal entries

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Use of 312 Requisition ‐ Discussion

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Use the 312 Req. Form Use the Journal Entry FormExternally produced goods, services, or equipment To perform a cost transfer from one FAO to anther

Internal procurement of goods/services and where the specific order of goods or services is required documentation to fill an order

To correct an incorrect posting

An order of specific books from the UR Book StoreSpecific computer specifications order from the Computer StoreOrdering Parking passes such that the 312 Req. contains the “pick list” of specific items and is the original order document/mechanism for initiating the orderTo charge other UR departments for Occupational Health Services rendered to their employees.

• General Rule – same process as today with exceptions listed below


Training Registration• Registration for all Core classes will be sent as an email calendar notice

• Registration conducted via Signup Genius tool (similar to Demo Days sign up)–Non‐Company Level (NCL) Report class registration

–Registration for “Reporting with Excel” class to be available starting in December

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Signup Genius• Use Signup Genius to register for the NCL Reporting classes

• You can delete registration and sign up for another session directly via Signup Genius

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Non‐Company Level (NCL) Class• Non‐Company Level (NCL) Report class registration is now active– Two options for registration (see course outline):

• Basic (3 ½ hours)• Advance (6 hours)

– Registration available for all classes via the website– Please respect your registration – we need to have full classes in order to get 950 people through all sessions

– Cancellations due no later than 48 hours prior to class

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Reporting Training Dates

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Monday Tuesday Wednesday Thursday Friday

11/17 11/18 11/19 11/20

Thanks Giving Week

12/3 12/4 12/5

12/9 12/10 12/11

12/15 12/16 12/17

Christmas Week

New Years Week

1/6 1/7 1/8

1/12 1/13 1/14 1/15

1/19 1/20 (2) 1/21 (2) 1/22

(2) 1/26 (2) 1/27 (2) 1/28

(2) 2/2 (2) 2/3 (2) 2/4 2/5

2/9 2/10 2/11 2/12 2/13

2/14 2/15 2/16


Pre‐requisites for UR Financials Classroom Training

1. Complete the FRS/COGNOS Security Access form and have signed by supervisor.

2. Forms were due to divisional finance office by September 30th . The approved forms need to be to Jeff Meteyer before registering for the classroom training

3. Take and pass the “Introduction to UR Financials” eLearning class and assessment


Training Session Logistics• November classes to be held at Science Parkway – on‐site parking is available

• December – February classes to be held at Rochester Tech Park

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Pre‐requisites for UR Financials Production Access

1. Take and pass the required classes2. All certification exams will be administered in the

Blackboard application and can be taken twice. 8 out of 10 questions must be answered correctly

3. Production access will be provided after the required certifications are complete


Communications• FRS Account and Workday FAO freeze December 1 – January 31

• Last date to use specific forms• Reminders @Rochester:

– Form changes– Chart of Accounts conversion– Go‐Live Schedule

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Q & A


Wrap Up: Demo Days• Please complete the Demo Days survey that will be sent out on

Monday morning• Demo Days next month will be December 17, 18, 19• Potential Topics for upcoming Demo Days

– General Updates– Forms – Reporting– Training– Data Conversion and Validation– Cut‐Over Plans

• Please continue to reach out with questions and share project information with your Department

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ur financials project...2014/11/19 · ur financials demo days –november 2014 project champion...

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