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Workday@YaleRelease4ImpactonOtherSystems|September28,2016Update
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Workday@YaleRelease4ImpactonOtherSystems|September28,2016Update
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.
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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.
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Dateupdated Topic Briefdescription
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.
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Dateupdated Topic Briefdescription
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).
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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
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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
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“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
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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.
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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
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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’.
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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
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• 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
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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:
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• 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.
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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.