workday@yale release 4 impact on other systems | september ... · pdf file7/14/16 coa the...

Workday@YaleRelease4ImpactonOtherSystems|September28,2016Update

1


DOCUMENTOVERVIEW........................................................................................................................1UPDATESTOTHISDOCUMENT..........................................................................................................2HIGH-LEVELCHANGESWITHWORKDAY.......................................................................................4WORKDAYCHARTOFACCOUNTS.....................................................................................................5HANDLINGOFWORKDAYCHARTOFACCOUNTSINOTHERSYSTEMS..............................................................6EXPRESSINGAWORKDAYCHARGINGINSTRUCTIONOUTSIDEOFWORKDAY................................................7COSTCENTERHIERARCHY.......................................................................................................................................8CHARGINGINSTRUCTIONVALIDATION..................................................................................................................8PTAEO-TO-WORKDAYANDORG-TO-COSTCENTERCONVERSION................................................................9

JOURNALENTRIES(FORMERLYJSA)...............................................................................................9APINVOICESUBMISSIONANDRELATEDTOPICS........................................................................9PEOPLEDATA.......................................................................................................................................11REQUESTINGCONTINUEDACCESSTOPEOPLEDATA........................................................................................11CHANGESTOPEOPLEDATA..................................................................................................................................11

INTEGRATIONSTO/FROMWORKDAY.........................................................................................13DEPLOYMENTTOPRODUCTION....................................................................................................14OTHERSYSTEMSTHATARENOTCHANGING............................................................................15OTHERSYSTEMSTHATARECHANGING......................................................................................15

DocumentOverviewThisdocumentdescribesinformationaboutWorkday@YaleRelease4thatishelpfultoremediationofimpactedsystems.Release4includesWorkdayFinancialsandchangestoWorkdayHumanCapitalManagement(HCM-HR/Payroll).ManyexistingsystemsandapplicationswillrequiremodificationandtestingtocontinuetofunctionproperlywhenWorkday@YaleRelease4islaunched.

PleasenotethatthisinformationwillberefinedandpossiblymodifiedasdesignprogressesonYale’sWorkdayimplementation.Pleasecontactusatworkday@yale.eduwithquestionsandconcerns.


2

UpdatestothisDocumentThissectionprovidesaquickoverviewofupdatessincetheApril2016publication.

Dateupdated Topic Briefdescription

9/28/16 JournalFileLayout

ThefilelayoutforISPJournaltransactionshasbeenpublishedherehttp://workday.yale.edu/sites/default/files/files/JournalFileLayout.xlsx.Thisdocumentincludesall3WorkdayJournaltemplates,whichreplaceJSA.

9/28/16 COA 1. Orderofsegmentsclarified:Company,Grant,Gift,YaleDesignated,CostCenter,Program,Project,Assignee,[Location],LedgerAccount,SpendCategory,RevenueCategory.(LedgerAccountprecedesSpendCategory).

2. ProjectisrequiredforGiftandYaleDesignated.3. ‘Location’segmentisusedwhenaPTAEOcontaininga‘BuildingOrg’wasusedinthepast.SomeISPsmayneedtoprovideforcustomerChargingInstructionsthatincludethe‘Location’segment.

4. The‘Location’segmentusedinChargingInstructionsisthe‘building’format.Itis4characterslong.

5. LedgerAccountcannotbederivedfromSpendCategoryorRevenueCategoryoutsideofWorkday.

9/28/16 AccesstoPeopleData

Aprocesshasbeenestablishedtorequestcontinuedaccessto‘People’dataforexistingintegrationsthatneedtomovetoadifferentdatasource.TheseareprimarilyintegrationsthatcurrentlysourcedatafromDataWarehouse,OracleEBS,orACS1PeopleFile.

9/28/16 ChangestoPeopleData

ThePeopleDataMappingdocumenthasbeenupdated.Itincludesanew‘YaleRelationship’attributewhichistheclosestreplacementforthelegacyOracleJobCategoryandthePeopleFileRole.http://workday.yale.edu/sites/default/files/files/R4PeopleDataMapping(3).xlsx

8/16/16 NonISPJournalFileLayout

ThefilelayoutforNonISPJournaltransactionshasbeenpublishedherehttp://workday.yale.edu/sites/default/files/files/JournalFileLayout.xlsx.ThisisthereplacementforJSAfornonInternalServiceProvidertransactions.ThelayoutforInternalServiceProvidertransactionswillbeverysimilar.


3


8/14/16 GrantCostShare

ForGrantCostShareandSalary-Over-NIH-Cap,theGrantandalsoeitheraGiftoraYaleDesignatedwillbeused.

8/2/16 PeopleData

TheLegacyJobCategorywillberetained.Itsnamewillchange,andsomeadditionalvalueswillbeincludedtoimproveitsutility.DocumentationonPeopleHubwebservicesandintegrationviewsistargetedforAugust2016,withtestODBC/JDBCaccessmid-September,andwebservicesnolaterthanNovember2016.

8/2/16 COA AsectiononHandlingoftheWorkdayChartofAccountsinothersystemshasbeenadded.PRELIMINARY/DRAFTlistingsforSpendCategory,RevenueCategory,andLedgerAccounthavebeenpublished.

7/14/16 PeopleData

Anew“PeopleHub”willbetheprimarysourceofPeopledatainthefuture.ItwillincludeIdentityDataRepository(IDR)data,Workdaydata,andSponsoredIdentitydata.WhileWebServiceswillbethepreferredintegration,ODBCandJDBCwillalsobesupported.

MappingoflegacyPeopledataconceptstoWorkdaydataconceptshasbeenpublished.Checkoutthe“PeopleInformation”resourcesathttp://workday.yale.edu/impacted-systems.Astreamlineddataaccessrequestprocessisbeingpilotednow.LookformoreinformationlateAugust,andplantocompleteyourrequestSeptember/October.


4


7/14/16 COA TheProjectsegmentisrequired.SpendCategoryorRevenueCategoryisrequiredforExpenseandRevenueJournals,inadditiontoLedgerAccount.SeveralCOAsegmentswillbedefaultedforGrants.TheseareCostCenter,Program,Project,andAssignee.WhenexpressingaChargingInstructionoutsideofWorkday,useextradots“."toindicatetheomissionofoptionalordefaultedsegments.The“x”willnotbeused.COAsegmentvaluesandhierarchyvalueswillcontinuetochange.DepartmentsareencouragedtocontinuetorefineCOAsegmentvaluesandhierarchyvaluesthroughearly2017.COAsegmentvaluesincludeasequentialnumberandsomevaluesmayberenumberedaseachWorkdayenvironmentiscreated(SIT,UAT,Production).And,valueswillcontinuallyevolveforeverastheUniversityevolves.

7/14/16 Conversion(PTAEOandOrg)

TableswillbeavailableintheDataWarehousetosupportPTAEO-to-WorkdayandOrg-to-CostCenterconversion.

High-LevelChangeswithWorkdayTosummarizeWorkdaychangesthatimpactothersystems:

1. Yale’saccountingChartofAccountschangesfromtheOraclePTAEOtoWorkday’sChartofAccounts.

2. Allthings“Financial”willchangeasaresultofWorkdayRelease4(chartofaccounts,reporting,processingforJSA,AP,LD,etc.).Thisincludesdatavaluesandtransactionprocessing.

3. Existingsourcesofdataareretiredaltogetherorchangedsignificantly.WorkdaybecomesthesystemofrecordforbothFinancialandHumanCapitalManagement(HR/Payroll)data.WhenFY17isfullyclosed,OracleEBS(GL,JSA,LD,AP,etc.)isretired.WhilelegacyOracledatacontinuestobeavailablethroughtheDataWarehouse,Workdaydatawillnotbeavailablethere.ChangestoHCMdatarippleintoothersourcesofdata,includingIdentityDataRepository(IDR).


5

WorkdayChartofAccountsYaleischangingourchartofaccountswithWorkdayFinancials.LikePTAEO,Workday’sChartofAccountsconsistsofsegments,eachofwhichrepresentsadifferentaccountingdimension.TheWorkdayChargingInstructionisaspecificsetofsegmentvaluesandreplacestoday’sPTAEOandtoday’sVIPnumber.TheWorkdayChartofAccountsisasubsetofabroader“FinancialDataModel”(FDM)thatWorkdayprovidesformulti-dimensionalreportingonourfinancialinformation.WorkdayalsoreferstotheFDMsegmentsorcomponentsas“Worktags,”whichisatermyouwillhearwhentalkingaboutWorkday.SimilartoOracleEBS,eachsegmenthasacodeandadescription,andsomesegmentshavehierarchies.UnlikeOracleEBS,somesegmentsarerequiredandsomeareoptional.

InformationabouttheWorkdayChartofAccountsanditssegmentsisfoundhere:http://your.yale.edu/work-yale/finance-and-business-operations/chart-accounts-coa/workday-chart-accounts.

Thispageincludesthefollowinghelpfuldocuments:

• DefinitionsofeachsegmentoftheWorkdayCOAareinthe‘COASegmentDefinitions’document:http://your.yale.edu/policies-procedures/other/coa-segment-definitions

• AchartdescribingeachsegmentoftheWorkdayCOA,withitsformat,length,numberingconvention,examples,andinformationaboutitsusageisinthe‘BasicConfigurationofCOASegments’document:http://your.yale.edu/policies-procedures/other/basic-configuration-coa-segments

• PRELIMINARY/DRAFTlistingsforSpendCategory,RevenueCategory,LedgerAccount,CostCenterHierarchyandProgramHierarchy.Pleasenotethatthisinformationisinitsearlystagesandsubjecttochange.IfyouarenotpartoftheteamworkingonCOAdesigninyourunit,pleaseconsultwithyourLeadAdministratororOperationsManagerregardingwhatthisinformationmeansforyou.

• Forthoselookingformoredetail,indepthinformationtohelpbusinessofficesdeterminewhatCOAsegment(andsometimeswhatsegmentvalue)touseinspecificbusinesscircumstancesisfoundinthe‘BusinessUseCaseGuide’document:http://your.yale.edu/policies-procedures/other/business-use-case-guide


6

HandlingofWorkdayChartofAccountsinothersystemsTheWorkdayChartofAccounts(COA)hasmoresegmentsthantheOraclePTAEO,andsegmentvaluesarenotalwaysrequired.AsWorkdayisnewtoYale,thereisahigherpossibilityoftweakstotheCOAusagethanwehaveexperiencedinrecentyearswithPTAEO.HerearerecommendationsforhandlingtheWorkdayCOAinothersystems:

• LeadAdministrators(ortheirdesignees)havebeenengagedinsettinguptheWorkdayChartofAccountsandcanbeconsultedtogetabetterunderstandingofthefutureCOAforadepartmentandofhowmuchitmayevolvepriortoWorkdayproduction.

• Asisthepracticetoday,somesystems’dataentryformswillcollectthesegmentsasdiscretedataelements,andsomewillcollecttheminthe‘COAExpressed’formatasasingletextstringwithdotsbetweenthesegments.

• Presentthesegmentsinorderwheneverpossible.Company,Grant,Gift,YaleDesignated,CostCenter,Program,Project,Assignee,[Location],LedgerAccount,SpendCategory,RevenueCategory.

• Storeeachsegmentdiscretelywheneverpossible.(Company,Grant,Gift,YaleDesignated,CostCenter,Program,Project,Assignee,[Locationforsystemsthatdealwithbuildings/rooms],LedgerAccount,SpendCategory,RevenueCategory).‘Fund’isnotincludedhereasitisnottypicallyusedoutsideofWorkday.‘DebtLine’isnotincludedhereasonlycentraldepartmentsuseit.

• Includeallofthesegmentswheneverpossible.Forexample,evenifyoursystemisonlyusedbyyourdepartment,andyourdepartmentwillnotuse‘Assignee’now,yourdepartmentmightreconsiderinthefuture.

• COAsegmentvaluesandhierarchyvalueswillcontinuetochange.Avoidhardcodingthem.DepartmentsareencouragedtocontinuetorefineCOAsegmentvaluesandhierarchyvaluesthroughearly2017.COAsegmentvaluesincludeasequentialnumberandsomevaluesmayberenumberedaseachWorkdayenvironmentiscreated(SIT,UAT,Production).And,valueswillcontinuallyevolveforeverastheUniversityevolves.

• Somesegmentsarerequired,someareoptional,andsomeareomittedwhensubmittingtransactionstoWorkday.BusinessrulesaredifferentforGrantsandforGifts/YaleDesignated.Workdayhastheabilityto


7

“default”segments,andinsomecases‘required’segmentsaredefaultedandthereforeomitted.

o Companyisalwaysrequired.o OneofGrant,Gift,YaleDesignatedisrequired.o GrantCostShareandSalary-Over-NIH-CaprequireGrantANDeither

GiftorYaleDesignated.o ForGiftsandYaleDesignated:

§ CostCenter,Program,andProjectarerequired.§ Assigneeisoptional.

o ForGrants:§ ForGrantCostShareandSalary-Over-NIH-Cap,GiftorYale

Designatedisrequired.§ CostCenter,Program,Project,andAssigneearedefaultedby

Workdayandthedefaultsshouldnotbeoverridden.CostCenter,Program,Project,andAssigneeshouldbeomitted.

o FundisalwaysdefaultedbyWorkday,andthereforeisomitted.o DebtLineisusedonlybycentraloffices,andisnotreferencedinthis

document.o TheLocationsegmentisusedonlywhenPTAEOswith‘Building

Orgs’wereusedinthepast.Thisisaverylimitednumberofsystems,includingcentraloffices,Facilities,Rental/Leasingunits,andISPsthatparticipateinFacilitiescapitalprojects.TheLocationsegmentcontainsthe4-digitFacilities‘FacID’.

o TheWorkdayequivalentsoftheExpenditureType(the‘E’inPTAEO)areLedgerAccount,SpendCategory,andRevenueCategory.LedgerAccountisrequiredonJournals,SpendCategoryisrequiredonexpensetransactions,andRevenueCategoryisrequiredonrevenuetransactions.WhilethereisarelationshipbetweenSpend/RevenueCategoryandLedgerAccount,systemsoutsideofWorkdaycannotderiveLedgerAccountfromSpend/RevenueCategory.SystemsthatgenerateJournalsmustprovideLedgerAccountaswellasSpend/RevenueCategory.

ExpressingaWorkdayChargingInstructionoutsideofWorkdayTherewillbetimeswhenwewillneedtorefertoorwritedownaChargingInstructionoutsideofWorkday,andweneedtodothatinaconsistentformat,justliketoday.AnillustrationoftheformatthatwillbeusedisunderdevelopmentandwillbepublishedinearlyOctober.Hereisbriefinfoonthemostcommonlyusedformats,whichdonotincludeLedgerAccount,SpendCategory,orRevenueCategory:

Grant:CO01.GR000001GrantwithCostShare:CO01.GR000001.YD000001


8

Gift:CO01.GE000001.CC0002.PG00003.PJ000004.ELB

CO01.YD000001.CC0002.PG00003.PJ000004.ELBYaleDesignated:

CostCenterHierarchyTheCostCenterHierarchywillbewidelyused.CostCenterisarequiredsegmentoftheWorkdayChargingInstruction,andalsopeoplewillbeassignedaCostCenterastheprimaryreplacementoptionfortoday’sHomeOrg(seemoreinformationinthePeoplesectionofthisdocument).HereisanexcerptfromtheCostCenterHierarchydocumentation:http://your.yale.edu/policies-procedures/other/cost-center-hierarchy

ChargingInstructionValidationValidationofChargingInstructionsoutsideofWorkdaywillbeprovidedintheformofawebservice,anonlineform,andanofflinebatchfileprocess.Individualsegmentvalueswillbevalidated(valueexistsandisactive,transactiondatefallswithinAwardstartandenddates).WebServiceinputparametersincludeTransactionDate,plusCOASegmentsCompany,Grant,Gift,YaleDesignated,CostCenter,Program,Project,Assignee,Location,LedgerAccount,SpendCategory,RevenueCategory.Outputparametersincludethedescriptionofeachsegment,the‘Fund’,andanyvalidationerrorsorwarningsthatmayhavebeenfoundpersegment,aswellasanadditionalmessagefieldforoverallmessages.

DetailsonWorkdayChargingInstructionValidationareexpectedtobeavailableend-September2016.


9

PTAEO-to-WorkdayandOrg-to-CostCenterConversionThePTAEOtoWorkdayChargingInstructionconversionprocessusesamappingtabletomapPTAEOvaluestoWorkdayChargingInstructions.MappingswillbedoneforPTAEOvaluesthatwereusedinFY14,FY15,FY16,andFY17.BalanceswillbeloadedintoWorkday,andDataWarehousetransactionswillbeupdatedtoincludetheWorkdayCOAaswellasPTAEO.

InadditiontomappingofPTAEOstoWorkdayChargingInstructions,mappingofOrganizationtoWorkdayCostCenterandExpenditureTypetoWorkdayLedgerAccount,SpendCategory,andRevenueCategorywillbeprovided.PleasenotethatWorkdayChargingInstructionsdonottranslatebacktoaPTAEO.

ManysystemsstorePTAEOandOrganizationlocally,andwillwanttoautomateconversionofthatdata.MappingviewshavebeenpublishedintheDataWarehouse.CheckoutinformationontheWorkdayCOApageathttp://your.yale.edu/work-yale/finance-and-business-operations/chart-accounts-coa/workday-chart-accounts.IfyoudonotalreadyhaveaccesstotheDataWarehouse,andwillneedtoaccesstheseviews:• Individualusers(net_idbasedaccounts)requestaccessbycontactingClient

Accounts([email protected]).• Serviceaccounts(systembasedaccounts)requestaccessviaaServiceNow

request(BusinessService=BusinessIntelligence).

JournalEntries(formerlyJSA)Similartotoday,WorkdaywillprovidetheabilitytomanuallyinputJournalEntries,touploadaspreadsheet,andtosubmitabatchfile.

Thebatchfileformatwillchange.Threefileformatswillbeused,oneforInternalServiceProvider(ISP)transactions,oneformostNonISPtransactions,andoneforspecializedNonISPtransactionsthatincludeLocation,DebtLine,orDonorID.PTAEOisreplacedbytheWorkdayChargingInstruction,andthereareothertweakstotoday’sJSAformat.

Theprocessforsubmittingabatchfilewillbesimilartotheprocesstoday.ThefilewillbeplacedontheMFTserver,asisdonetoday.ThelayoutofJournalfileformatsishere:http://workday.yale.edu/sites/default/files/files/JournalFileLayout.xlsx.

APInvoiceSubmissionandRelatedTopicsThissectioncoversinternalYalesystemsthatsubmitAPinvoicestoOracleEBS.TheWorkdayProcure-to-Payteamisworkingwitheachofthesesystemowners.ThefileformatforAPInvoicesubmissionbymostinternalYalesystemshasminorchanges,includingreplacingPTAEOwiththeWorkdayChargingInstruction.VIP


10

NumberswillnotbeusedwithWorkdayandarereplacedbytheWorkdayChargingInstruction.

Today,therearemultiplelocationswherefilesareplaced,andthenimportedintoOracleEBS.WithWorkday,wewillrequirethatfilesbeplacedontheMFTserver.

Workday@Yaleisworkingthroughtheprocessforpaymentconfirmation.Thebasicprocesswillremainthesame,butweexpecttoprovideastandardfileformatforpaymentconfirmations.

WeexpecttoprovideastandardformatforSupplierinformationthatisdownloadedintoothersystems,whichwillrequireachangetosomesystems.

TheWorkdaySupplierNumberformatis‘S-‘followedbya6-digitnumber.Forconvertedsuppliers,the6-digitnumberwillbetoday’sOracleVendorNumber.TheOracleEBSPaySitewillbereplacedbyWorkdaySupplierConnection,whichhasaformatof‘6-99999’.ConversionofOraclePaySitestoWorkdaySupplierConnectionmayrequiremanualmapping.Together,theSupplierandsiteisexpressedas‘S-999999|6-99999’.


11

PeopledataWhenWorkdayRelease1(HCM)wasimplementedinthesummerof2015,manydownstreamsystemsdidnotneedtoberemediated.ThisisbecauseYalehadtopersistlegacyHCMdataconceptsduringtheperiodoftimebetweenRelease1andRelease4.WithRelease4implementation,manysystemsthatusePeopledatawillneedtoberemediated.Anew‘PeopleHub’datarepositoryandassociatedwebserviceshasbeencreated,incorporatingIdentityDataRepository(IDR)data,Workdaydata,andSponsoredIdentitydata.TestODBC/JDBCaccesstothePeopleHubisavailableasofmid-September,andtheinitialwebservicewillbeavailableend-October2016.Youwillfindresourcesathttp://workday.yale.edu/impacted-systems

• MappingoflegacyPeopledataconceptstoWorkdaydataconcepts• ServiceContractfortheinitialwebservice• DescriptionofIntegrationViewsforusewithODBC/JDBC

RequestingcontinuedaccesstoPeopledataIfyouhaveanexisting‘People’integrationthatusesoneofthedatasourcesbeingretired(DataWarehouse,OracleEBS,ACS1PeopleFile)youneedtorequestaccessinordertoestablishanintegrationtoPeopleHub,IDR,orWorkday.Arequestformandapresentationthatdescribestheprocessispublishedherehttp://workday.yale.edu/impacted-systemsYouwillcompleteandsubmitanAttributeReleaseForm.Whenyouraccessisapproved(orbeforeapprovalfortechnicalquestionsandassistance),submitaServiceNowrequesttothe‘HRandPayrollSystems’businessservice.AnInformationSecurityassessmentwillberequiredforaccesstoconfidential/sensitivedata,andmaybeinitiatedforaccesstootherdata.VendoragreementsforstoringYaledataoutsideofYalemayneedtobeupdated.IfyouarecontinuingtousethesamesourceofPeopledata,butneedtoremediateyourexistingIDR,Workday,orotherintegration,submitaServiceNowtickettothe‘HRandPayrollSystems’businessservice.IfyouarenotfamiliarwithServiceNow,navigatetotheITSServicePagehttp://its.yale.edu/services/business-and-administrative-systems/hr-and-payroll-systemsandclickon‘RequestthisService’intheupperrighthandcorner.

ChangestoPeopleDataDatarelatedtoHumanResourcesinOracleEBSAREchanging.StudentdatafromBanner,AlumnidatafromDarcy,andpatientdatafromEPICareNOTchanging.PeopleDataSourcesarechanging:

• DoNOTuseACS1PeopleFile


12

• DoNOTuseDWHPeopleFile(ppl_identity_s,ppl_roles_s)• DoNOTuseOracleEBS(HOP1)• DoNOTuseDWHPeopledimension(yuhr_)• DoNOTuseAS400BMSHR• IdentityDataRepository(IDR)willcontinuetobeavailabletosupport

existingintegrationsandcoreIdentitydataneeds• MedicalSchool“commonpeople”isexpectedtocontinue,butshouldbeused

onlybysystemsrunningintheYSM1environment

SeveralwidelyusedPeopledataelementsarechanging.YoumayneedtoremediatePeopledataevenifyouaregettingdatafromWorkdayorIDR.Informationaboutthemostcommonlydataelements:

• Notchanging:PeopledatasourcedfromBanner,Darcy,andEPIC.• Notchanging:Name,UPI(UniversityPersonIdentifier),NetID,emailaddress.

IDRdatathatisnotsourcedfromOracleEBSremainsunchanged.• Peopleidentifiers:

o UseUPI(UniversityPersonIdentifier).IfyouaccessWorkday,youmayalsoneedtostoretheWorkdayEmployeeID.

o YoucanuseNetID,butUPIisbetter.o DoNOTuseEBSPerson_Id(akapeople_id),EBSAssignment_Id,and

EBSAssignment_Number.DonotuseSocialSecurityNumber(akaNational_Identifier)unlessyouhaveaspecificbusinessneed.

• HomeOrganizationanditshierarchywillberetired.TheWorkday“CostCenter”isthemostsimilarconcept.ACostCenterwillbeassignedtoeveryWorkerandAcademicAffiliateinWorkdayandtoeverySponsoredIdentity.TheCostCenterhierarchyhaslevelsthataresimilartoHomeOrg,Department,andDivision.ThisisthesameCostCenterandhierarchyasisusedonfinancialtransactions.

o NotethatunpaidStudentsarenotinWorkdayandwillnothaveaCostCenter.

o NotethatsomesystemsmayfindthattheWorkday“SupervisoryOrganization”or“AcademicUnit”hierarchiesareabetterchoicethantheCostCenter.SupervisoryOrganizationisaWorkdayconceptdefiningwhoreportstowhomfromaHumanResourcesperspective.AcademicUnitanditshierarchyisavailableforFaculty,Postdocs,andotherswithWorkdayAcademicAppointments,butisnotavailableforothertypesofpeople.

• YaleRelationshipwillreplacethelegacyOracleJob_Category(akaDWHJobCode,valueslikeFAC,MP,CT)andthelegacyPeopleFile‘Role’.‘YaleRelationship’valuesareverysimilartothelegacyOracleJobCategoryandtothelegacyPeopleFileRole,buttherearedifferencesinvalues.CheckoutatabinthePeopleDataMappingRulesdocumentformappingofYaleRelationshiptolegacy,Workday,andotherdataattributesOtherdata


13

elementsmaybemoreappropriateforsomeuses,suchasidentifyingYaleStafforFaculty.Considerusing:

o PeopleHubflags(e.g.,Has_Employee_Role,Has_Faculty_Role,Has_Student_Role)

o WorkdayEmployeeType(Staff,Faculty,Temporary,OtherAcademic,Student).NotethatonlyStudentEmployeesareincludedinWorkday.

o WorkdayJobCategory(e.g.,“Faculty”,“Manager”,and“Professional”)o WorkdayJobClassification(e.g.,Local34,Local35)

• AssignmentStatusinformationwillchange(ActiveAssignment,TerminatedAssignment,etc.).Workdayhasmanydifferentwaystotrackstatus.WeexpecttoprovidethefollowingstatusesinPeopleHub:Active,OnLeave,Terminated,Retired.WemayalsoprovideRetiredActiveandOnLayoff.

• Otherdataelementsarechanging.Reviewthe‘PeopleDataMappingRules’documentathttp://workday.yale.edu/impacted-systems.

Integrationsto/fromWorkdayWiththeretirementofOracleEBSandtheDataWarehouse,on-goingintegrationsneedtobemigratedtootherdatasources.Thisincludesinbound,outbound,andbi-directionalintegrations,services,databaselinks,etc.Itiscriticalthatallintegrationsareidentified,andthatongoingneedsarere-implemented.

ConnectivitytoandfromWorkdayisdoneviaWorkdayWebServicesorexchangeoffiles.WorkdaydatacanbeconsumedbymeansofWorkdayReports(csv,xlsfiles),WebServices,oranumberoffileformatscanbescheduledfordeliverytotheMFTserver.Someexistingmethodsforconnectivityarenolongersupported:

• NoabilitytoconnectdirectlytoaWorkdaydatabase.Thisincludesdatabaselinks,ODBC,JDBC,Linkserver,andanyothermeans.

• NoabilitytoqueryWorkdaydatathroughSQL• Workdaydoesnothaveafilesystem.Noabilitytomovefilesdirectlytoor

fromWorkday–wewilluseYale’scentralizedManagedFileTransfer(MFT)• NoabilitytoconnecttoWorkdaywithanonymous“Read-only”

accounts;everyintegrationrequiresaspecificIntegrationServiceUserwithprivilegesspecificallytailoredtothedatarequiredfortheintegration.

Commonintegrationswillbeavailable,butrequirethateachsystemengagewiththeWorkdayProgram.Theseinclude:

• Uploadofjournals(MFTServer)• UploadofAPInvoices(MFTServer)• WebServiceforWorkdayChargingInstructionValidation

Otherintegrationsneedtobeaddressedonanindividualbasis.Theseinclude:


14

• ReplicationofWorkdayChartofAccountssegments,includingAward/GrantdataandCostCenterHierarchy

• OtherdataextractsfromWorkday,notcoveredabove• OtherdataloadstoWorkday,notcoveredabove(e.g.,uploadofpayroll

transactions,uploadofcommitments)

TheWorkdayImpactedSystemsteamneedstobeawareofallintegrationsthatneedtobeaddressed.Weareworkingwitheachareatoidentifytheseintegrations.

AreasthatarealreadyworkingwiththeWorkdayIntegrationsTeamshouldcontinuetodoso.

DeploymenttoProductionFY17willbeclosedinOracle,andthelegacysystemswillcontinuetobeusedforfinancialprocessingandwillusePTAEOinOracleEBSuntilperhapsSeptemberorOctober2017.FY18processingwillbedoneinWorkday,andwillrequirethenewWorkdayChargingInstruction.

ManyimpactedsystemswillfinishFY17processingwithJunefirstbalance,whichisscheduledforearlyJuly2017.ManyofthesesystemswillremainasisuntiltheyhavecompletedFY17closing,andthenwilltransitiontoproductionwiththenewWorkdayChargingInstructionsandrelatedchangesforFY18processing.AllFY18transactionswillusetheWorkdayChargingInstructionandwillbeprocessedthroughWorkday.Manysystemswillneedtoscheduleanoutagetodothistransition.Somesystemswillhaveamorecomplicatedtransition,andneedtoprocessbothFY17andFY18transactionsatthesametime.

SystemsthatareimpactedonlybyHCMdatachangesmaybeabletodeploytoproductionpriortoJuly2017.

MoredetailsontheWorkdaydeploymentplanwillbeavailablefall2016.


15

OtherSystemsthatareNotChangingManyofthesystems,data,andprocessesthatareusedtodayareNOTchangingasaresultofWorkdayRelease4.Hereisapartiallistofcomponentsthatarenotchanging:

1. NetIDs,theirpasswords,andCAS2. Banner(pleasenotethattheremaybeBannerinitiativesthatchangeBanner

and/orStudentdata;itsinclusionherejustindicatesthatWorkdayisnotrequiringachange)

3. BrioQuery(pleasenote,however,thatBrioQueryisplannedforretirementspring2018)

OtherSystemsthatAreChangingOthersystems,data,andprocessesarechangingduetoacombinationofWorkdayRelease4andotherinitiatives.Hereisapartiallistofsystemsthatareexpectedtochange:

1. DataWarehouseportal,asusedforschedulingofBrioQueriesforseveralareasattheUniversity,isbeingretired.

2. BlackbaudCRM(akaDARCYakaHopper)isbeingupgradedlate2016.Likeothersystems,integrationsbetweenBBCRMandOracleEBSarechangingwithWorkdayRelease4.

3. ALICEisexpectedtoberetiredasaseparatesystem,andtobesubsumedintoBBCRMandWorkday,withintegrationsbetweenthesetwosystems.

4. BMSAccountsReceivablewillberetiredasaseparatesystem,andwillbesubsumedintoWorkday.

5. TheAS400willberetired,andBMSHRdatawillbearchived.

workday@yale release 4 impact on other systems | september ... · pdf file7/14/16 coa the...

Documents