One General Ledger in Workday

On January 1, 2021, UHealth completed the migration from two general ledger platforms to one – Workday. I congratulate the University and UHealth teams that have been working on this important initiative for most of last year. Not an easy lift, but successfully accomplished by our great teams and their coordinated efforts!

Click here to learn more about what has changed.

In January, support is available through individualized virtual labs (click here for more information), as well as through workday@miami.edu.

Best,

Ray Coto, CPA, CGMA

Vice President and Chief Financial Officer, UHealth
University of Miami

• How does having one General Ledger (G/L) in Workday benefit the University of Miami Health (UHealth) System?

  • We're simplifying the number of systems in the financial ecosystem at UHealth by establishing Workday as the one source of truth for financial data. This strengthens UHealth's financial reporting capabilities, eliminates duplication, and reduces potential errors while providing supporting details for G/L entries from operational systems like EPIC and McKesson.

• What is changing with the implementation of one G/L in Workday?

  • As of January 1, 2021, Workday will be the financial system of record for the entire University, including the University of Miami Health (UHealth) System. No new financial data will be entered into Lawson. Financial data from EPIC and McKesson will integrate into Workday to capture all financial transactions in a single source. Additionally, Workday's Financial Data Model (FDM) is being updated to accommodate the business needs of UHealth, to support the data now coming from EPIC and McKesson and enable all financial reporting to come directly from the Workday system.
  • In order to lessen the impact on payroll processing, Kronos will replace Lawson values with the equivalent Workday driver worktags effective with the January 7-January 20 pay period. Click here to access the crosswalk of Lawson to Workday values for each UHealth hospital facility. Clairvia scheduling and Kronos Productivity will also transition to using Workday driver worktags.

• What changes are being made to Workday’s Financial Data Model (FDM)?

  • The FDM is being updated to include more details to support hospital operations. As a result, there will be some new FDM values that might be used by other departments to report on clinical activity. These include new Spend Categories and corresponding Ledger Accounts that provide more visibility into expenses such as implants, cost of drugs, and medical supplies.
  • Click here for a list of new FDM values that will be available to departments in Workday as of January 1, 2021.

• What should I do to prepare for the launch of one G/L in Workday on January 1, 2021?

  • For those who support the UHealth campus, you are required to complete role-based Workday training if:
    • You have the Cost Center Manager role*:
      • Workday: FDM 2020 CBL
      • Cost Center Manager (CCM) Basics CBL (New**)
    • You have the Accountant role*:
      • Workday: FDM 2020 CBL
      • Workday: Accounting Journals CBL
        
        
  • For those who support other campuses or have other Workday roles*, it is recommended that you complete the Workday: FDM 2020 CBL and, if you are new to the CCM role, the Cost Center Manager (CCM) Basics CBL.
    
    
  • Click here to learn more about all available role-based Workday trainings.
    
    *Note: Click here for instructions on how to verify your assigned Workday roles.
    **Note: The Cost Center Manager (CCM) Basics CBL is required for those UHealth CCMs with less than one year of experience in their role.

• What support is available after January 1, 2021?

  • Click here to register in ULearn for a virtual lab*, available from Thursday, Jan. 7 through Thursday, Jan. 14. These 20-minute sessions provide opportunities for one-on-one support to address your questions about the Workday functions and topics covered in the following trainings:
    • Cost Center Manager (CCM) Basics CBL 
    • Workday: Accounting Journals CBL
    • Workday: FDM 2020 CBL
    • *Note: The Zoom link for the virtual lab session will be sent upon registration in ULearn.
  • Email your questions about the Workday system, business processes, and reporting to: workday@miami.edu.

• When is Lawson no longer available?

  • Lawson will no longer be updated after December 31, 2020. Lawson data will be available for read-only access to limited central office users between January 1-July 31, 2021.
  • Effective with the January 7-January 20 pay period, Lawson values will no longer be used in Kronos. Hospital-based Kronos Timekeepers must use the equivalent Workday driver worktag. Click here to access the crosswalk of Lawson to Workday values for each UHealth hospital facility.

• How is Kronos Timekeeping impacted by the implementation of one G/L in Workday?

  • As part of this implementation, Kronos will transition to using Workday driver worktags effective with the January 7-January 20 pay period to lessen the impact on payroll processing.
  • As of January 7, 2021, hospital-based Kronos Timekeepers must use the equivalent Workday driver worktag when changing the funding for any prior pay period. Click here to access the crosswalk of Lawson to Workday values for each UHealth hospital facility.