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Yale Service Providers – Guidance for COA Segment Usage in WorkdayIntroductionThis guidance relates to Yale Service Providers, those who provide services internally or to both internal and external customers. These entities are subject to ISP policies and procedures. Please use this workday COA in connection with the following two foundational documents that are located on the WD COA website:WD COA DefinitionsBusiness Use Case GuideSummary of COA Usage in Accounting ModelCost CenterProgramProjectSpend/Revenue CategoryOther COA Segments1Cost buildup for the service provided – net DebitISP’s local CC (may be >1)ISP’s high-level service – see A belowISP’s detailed service – see A belowNatural ExpenseDetermined by ISP2Bill out – DebitCustomer providesCustomer providesCustomer providesInternal ExpenseCustomer provides3Bill out – CreditISP’s local CCSame as line 1 aboveSame as line 1 aboveInternal IncomeDetermined by ISPA – In Spring 2016 (prior to the project segment being required), all ISPs were asked to create an individual program for each service that they provide to the user community where they needed to individually track and capture both the cost buildup and the recovery of that cost. After project became a required segment, the guidance has been updated. Please consult the definitions of program and project in the document linked above. Program – reflects the high-level service that is required for reporting to the ISP’s Dean, Director or Chair and that is used to group the individual services by a specific pricing methodology/recovery model. For smaller ISPs, this may be a general program that corresponds with the level of detail found at the Program Summary Level.Project – reflects the detailed service being provided that requires standalone monitoring of costs and cost recovery; this is the level of detail required for local operationsExample:ProgramProjectProject Hierarchy (Grouping)ITSISP – Info Technology FTE bundleBox at YaleEmail and File SharingITSISP – Info Technology FTE bundleNetwork EngineeringNetwork SupportChem Inst. CenterISP - Research SupportISP MKX-1234[none]Glass WashingISP – Research SupportISP Glass Wash Svc A[none]Diag ImagingISP – Clinical SupportISP MRI-1234Machine Type 1Diag ImagingISP – Imaging ServicesISP MRI-1234Machine Type 1ISPs are expected to use programs in one of the following Program Summaries:Research SupportEducation SupportPatient Care SupportUniversity-wide Services and AdministrationOperations and Maintenance of FacilitiesAny ISP that believes it does not fall into one of the above programmatic/functional categories should contact COA@yale.edu for further guidance.Workday COA Design Implications – Program and ProjectIn many cases, this guidance will require ISP units to change programs into projects. This can be done easily in the following steps:Complete one summary request form for New WD Project. Include in that form a list of the workday Program Numbers/Names that you need to be changed into Projects and send to COA@yale.edu. The COA team will evaluate that list to ensure that other units did not also plan to use the programs in question. Once approval is granted, the COA team will facilitate the required modifications:Mark WD programs for removal/closureCreate new WD projectsPerform simple find/replace in the PTAEO-to-Workday-COA mapping rules so that 100% of rules using the program number now use the associated project number.If you find that your projects need to be grouped together, and that grouping does not meet the definition of program, you may request a “project hierarchy” to group these projects together. Please include this information when you submit to COA.Review the resulting conversion output (see detailed instructions and tools in the Workday COA design Instructions) and adjust other COA Segment mappings, as needed.Note – where an ISP project also needs to include I&A expense – this Workday accounting model is in process. We will provide updates on this topic when the model is complete. If the Oracle project used for your I&A is a capital project today, please leave the Workday capital project/program that is delivered in the conversion program today.Workday COA Design Implications – Spend and Revenue CategoriesSpend Categories - this is the expense that is billed out to the unitsContains detail necessary for the customers to understand the nature of the charges.Business operations has provided feedback on granularity. More work may be required. Revenue Categories - this is the cost recovery (internal income)Contains detail necessary for the ISP to understand the nature of its revenue streams.More work is required to build out this data set – requirements come from the ISPs.In General:All will be classified with the prefix of “Internal Income” or “Internal Expense”There will be distinct sets of revenue and spend categories that “match”. This is to ensure that we can reconcile and eliminate more easily.The mapping of historical ETs to Workday COA will NOT match what we will use starting 7/1/2017. The Controller’s Office will need to provide a separate list once the SCs and RCs are solidified. Examples:Using ET 500001 today – Using 15 different RC tomorrow – ET can only map to one RCUsing one ET today for both internal and external costs – ET will map to the “external” ledger account and SC.[Note – there will be a report in Workday that will show the matching of Spend/Revenue Categories to Ledger Account – this is for when ISPs need to send journal entries. Will not be available until after the SC/RC structure is finalized and we are closer to go-live.]Billing Internal to YaleWhen ISPs bill out to other Yale departments/units, they will only use Spend and Revenue categories that are characterized as “Internal”. In the list of Spend Categories and Revenue Categories on the COA website, these are noted with a prefix of “Internal Income - ...” and “Internal Expense - ...”.In many cases, the Oracle ETs used to bill customers contains more detail than the Business Operations customers wish to see. In these cases, we have consolidated the expense side to fewer Internal Expense Spend Categories. Where this detail is necessary for an ISP to understand the character of the internal revenue, you may request additional Internal Revenue Categories. Please submit your request to coa@yale.edu.Billing External of YaleWhen ISPs bill out to customers outside of Yale, they will select a revenue category that is not characterized as “Internal”. This is similar to using an expenditure type starting with 4xxxxx today (instead of 5xxxxx). In the list of Revenue Categories on the COA website, these will not have a prefix of “Internal Income - ...”. ................
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