UR Financials Project

UR Financials Project Company Level Reporting SIG February 25, 2014

Agenda • Brief review of 2/18 Meeting topics (~ 10 mins) • Project Plan (Updated meeting plan) • Topics and Demo examples • Questions after the meeting (and how to take screen shots in case of errors) • Financial Statement Functionality continued (~ 1 hour) • Review timeframe reporting (from 2/18) • Demo Worktag Filter • Demo Comparative Data (using Budgets) • Demo Related Action Icon • Free play! • How to find Reports (~ 15 mins) • Worklets, sitemap, run a report, or use search • Remember the excel file, too • Trial Balance and Ledger Detail (~ 15 mins) • Demo • Free play !

Brief Review of 2/18 Meeting WD22 3 3 TBD Reviewing Reports: • Run & test key reports • Stump the experts • Financial Statement definitions • Advanced report scheduling • Advanced business object details Mar Feb Apr May June  • April / May timeframe: Should be viewed as an opportunity to “Stump the Experts” and ensure that you are able to obtain the information you need. Informal Training: Accessing, running & saving report filters Introduction to scheduling reports and the W:Drive Review report book and report types Financial Statements Key Reports Introduction to report security and business objects

Brief Review of 2/18: Updated Meeting Schedule WD22 3 3 TBD Mar Feb Apr May June  February: Tuesday, February 18: 3 – 5 pm in Saunders Room 1301 Tuesday, February 25: 3 – 5 pm in Saunders Room 1301 Cancel Thursday, February 27: 3 – 5pm in Genesee Room at Scottsville Road (limited space) March: Updated  Tuesday March 4: 3 – 5 pm in Saunders Room 1301 Note: No testing  Week of March 3rd – during Test Cycle 3. Time and Room TBD. Tuesday, March 18: 3 – 5 pm in Saunders Room 1301 Friday, March 21: 2 – 5 pm in Genesee Room at Scottsville Road (limited space)

Brief Review of 2/18 Meeting • We are here to help ! • Via the informal and early training of this reporting SIG we want you to be able to run key reports in Workday to obtain the information you need to “run your business”. Overall Goal • 1st line of defense – replicating current reports. • Broader Approach: • The What’s • The How’s (By’s) • The Why’s Reporting Framework • Prompting is more flexible • Greater amount of choices • Greater knowledge of the FDM needed Company SIG

Brief Review of 2/18 – FDM Type Reports • Ledger Account Lookup Reports • View Ledger Accounts Hierarchy Outlined • View Ledger Accounts Hierarchy • View Ledger Account Summary • Spend Category / Revenue Lookup Reports • View Spend Categories Outlined (separate version for Rev) • View Spend Categories (separate version for Rev) • View Trackable Spend Categories • FAO Lookup Reports • View FAO by Company (5 Custom Orgs) • View FAO by Company (Grant Only) • View FAO by Custom Org Attributes (5 Custom Orgs) • View FAO by Grant Attributes (Grant Only)

Brief Review of 2/18 – Financial Statement Functionality 1 Four Sections: • (1) Report Definition & Display Bys • (2) Report Content & Time Periods • (3) Comparative Content & Time Periods • (4) Report Options 2 3 4 • Financial Statement Functionality: This reporting function generates formatted, easily printable, and drillable financial statement “type” reports. The function produces reports based on Workday Ledger Accounts and pre-defined “Financial Statement Definitions”. The content of the report depends on the options selected at run time.

Questions after meeting Please send ! • A question about the Fiscal Calendar and Month prompts was asked after the meeting. • Q: In Cognos, some reports use numbers for Months like 02 for August, and others use 02 for February. In Workday you only showed the month names? Is that how we use months in Workday. • A: Yes, months are displayed by names. The sorting and timeframe are defaulted in Workday as the following: • July to June Please feel free to send questions after the meeting. We will try and incorporate them into the next meeting or in future meetings (once we get to that topic)

Error messages in Workday -- Please send ! • One error occurred during 2/18 meeting – “A script issue” experienced by Jeff Bloss and a few others. • We also experienced the error after the meeting and were able to capture the details and sent it over to Workday. • Please take a screen shot by holding down: • Ctrl, Alt, and Print Screen on your keyboard • Then email to Darren (darren.picciano@rochester.edu) • Log in to Web Outlook (https://email.ur.rochester.edu) if you are using Outlook (or another email program that you are using) • We will then send to Workday

Early training – Financial Statement Functionality Four Sections: • (1) Report Definition & Display Bys • 2/18 all but Worktag Filter • 2/25 Worktag Filter • (2) Report Content & Time Periods • 2/18 • (3) Comparative Content & Time Periods • 2/25 • (4) Report Options • 2/18 1 2 3 4

Early training – Financial Statement Functionality We will get through as much as we can (or all of it) ! But, please provide feedback on speed of the Demos. See Excel file on UR Financials site (and in email) • Example 1: 2-18 Fin Stat – July – Jan • Example 2: 2-25 Cost Center Filter • Example 3: 2-25 Cost Center Filter (2) • Example 4: 2-25 Fund Hierarchy • Example 5: 2-25 Filter by Fund • Example 6: 2-25 Fin Stat – By Budget • Example 7: 2-25 Fin Stat – By Budget Var • Example 8: 2-25 Cost Center Budget • 5 min Free Play ! • Example 9: 2-25 View By • 10 min Free Play !

Selected screen shots for Example 9 • Use the related action triangle to “View By” the Spend Category Worktag. • Note: The related action triangle is not visible in this picture.

Selected screen shots for Example 9 • After Spend Category is displayed, then use the Advanced Tab to “View By” Spend Category and Period. Period

Financial Statement Functionality, Done (for now) ! Financial Statement Functionality: • This reporting function generates formatted, printable, and drillable financial statement “type” reports. Runs fast and is flexible. • The function produces reports based on Workday Ledger Accounts and pre-defined “Financial Statement Definitions”. • The content of the report depends on the options selected at run time. • One “report” can answer many questions • You’ve seen almost all of it, but there’s still some more to see in future meetings. • This functionality will be used to create the top line Financial Statements, the Monthly Ledger Report (this will be showed in future meetings), and some Ledger reports.

How to find Reports in Workday Worklets • Various Worklets • Favorites (Demo this) Sitemap • Helps find “Delivered” reports by Reporting Category Run a report • Run “View Custom Reports I Can Run” • Note: only includes “custom reports” Search • Search for it Outside WD • Use the excel that we sent out on 2/3

Update Favorites Worklet Use the gear icon and then add a report

Sitemap Use the gear icon and then add a report

Early training – Trial Balance & Ledger Detail See Excel file on UR Financials site (and in email) • Trial Balance: • View a trial balance by Company that displays the ending balance by Ledger Account. • Note: Additional FDM & Workday knowledge needed (there are two “balancing Worktags”; Company and Fund. • Example: 2-25 Trail Balance • Ledger Detail: • View a summary by period or the details of a ledger. Helps support the Trial Balance and provides a quick snapshot of Ledger Account Details. • Example: 2-25 Ledger Detail • Note: Additional FDM & Workday knowledge needed (there are two “balancing Worktags”; Company and Fund.

Summary of the Reports so far • And Overall: • These really help with practice and learning “the cadence” of Workday. • Practice with prompting, drilling, “viewing by”, and Saving Filters. • You can answer many questions using one report. • Helps to review reports in a “broader approach”. • And, keeps you on the screen in Workday (which will be incorporated into the Broader Approach and the Decision Tree) • Why were these showed first? • FDM Reports – show you how to find FDM elements that you need for basically every report in Workday • Financial Statement Functionality – shows the power of formatted definitions, flexibility in prompting, and powerful drilling capabilities. • Trail Balance and Ledger Detail – shows how Workday views Ledger Account details and provided additional practice with prompting.

Next Meeting Tuesday 3/4, 3 – 5 pm Saunders • Review and potentially finish 2-25 exercises. • View Reports grouped by FAO’s • Activity Summary Reports • Journal Details • Review Supplier Invoice & Payment Reports • Transaction Details • Budget to Actual reports (Time Permitting)

UR Financials Project