UWINSITE FINANCEUWinsite Finance for Researchers

Training Date: February 6, 2018

WELCOME!

Welcome to the UWinsite Finance Course UWinsite Finance for Researchers

Today’s Trainers: Rachel McRae, Alicia Pomeroy, Gillian Heisz

Participant Introductions

PI-3 | 2/6/2018 2

Participants, don’t forget to fill out your name tags!

ABOUT THIS COURSE

Description

This course walks researchers through UWinsite Finance basics and provides

demonstrations on how to use the self-service modules and how to view and

understand reports.

PI-3 | 2/6/2018 3

Audience

Open Enrollment

Duration

2 hours

LEARNING OBJECTIVES

Upon completion of this course, participants should be able to:

1. Understand the new Chart of Accounts

2. Prepare expense reports

3. Review and approve expense reports

4. Order a good or service

5. Receive a good or service

PI-3 | 2/6/2018 4

BEFORE WE BEGIN

PI-3 | 2/6/2018 5

Cell Phones Parking LotQuestions

Access UWinsite Finance

Resource Library

UWINSITE FINANCE

Section 1: System Overview

WHAT IS UWINSITE FINANCE?

PI-3 | 2/6/2018 7

UWinsite Finance is the system selected by the University of Windsor

to replace its previous financial information system (JD Edwards/FIS).

UWinsite Finance is designed to:

Facilitate higher transparency

Provide decision makers with better data

Improve the overall financial processing of the University

UWinsite Finance went LIVE on February 1, 2018.

UWINSITE FINANCE KEY FACTS

PI-3 | 2/6/2018 8

UWinsite Finance is a modular, cloud-based system

• The various modules have unique characteristics, and also have unique user

groups

• Cloud allows for efficient access, storage, and safety of data

• UWindsor data is stored in Canada

• Twice annual updates automatically rolled out to keep the system current

• Very limited hardware requirements for users/campus

UWinsite Finance is designed to be paperless

• Electronic approval and delegation workflows

• All users will access the same version of the web-based system (access

from anywhere!)

• The system will work on PC or Mac

UWINSITE FINANCE: WHO IS IMPACTED?

PI-3 | 2/6/2018 9

All members of the campus

community who currently

use the finance system

Any campus members who

travel, procure goods, or

approve either activity

UWINSITE FINANCE “SOLAR SYSTEM”

PI-3 | 2/6/2018 10

General Ledger

Projects (Research & Capital)

iExpenses

Accounts Payable

AR and Billings

“Self Service”

Procurement

Contracts and

Purchasing

Planning and

Budgeting

Reporting

• UWinsite Finance is a

grouping of “modules” that

operate independently but

work in harmony

• The General Ledger (GL)

is at the centre;

transactions flow through

modules to arrive at the

GL

• Security and access is

unique for each of the

“modules”

UNIVERSITY ORGANIZATIONAL CHART:

THE “BACKBONE” OF THE SYSTEM

PI-3 | 2/6/2018 11

The University’s Organizational Chart

maintained in HR’s Software “VIP” supports

UWinsite Finance:

Is the basis for the Chart of Accounts

Determines the workflow for Requisitions

and Expenses

Supports the budgeting and planning

process

HIGH LEVEL CHANGE IMPACTS FOR

RESEARCHERS

PI-3 | 2/6/2018 12

Here is what our campus is talking about when it comes to UWinsite Finance:

The system is paperless

P-Card adjustments will

be done via Centre Suite

Commitment checking

will be at a higher level

The system’s backbone

is the HR data in VIP

Reports will match your

External Reporting

requirements

The Form 300 Process

will be semi-automated

Fund Department Program Project Natural ClassificationInter

Fund

Future Use

Fund Business Unit Object, Sub-Object

Chart 1.0

Chart 2.0

CHART OF ACCOUNTS 2.0

PI-3 | 2/6/2018 13

• In the new Chart of Accounts, Research Grants are considered Projects

• Research Grant numbers are not changing when they move from the old

system to the new system

BASIC NAVIGATION

Section 3: UWinsite Finance

BASIC NAVIGATION – HOMEPAGE

PI-3 | 2/6/2018 15

Visit the UWinsite Finance Resource site for more information on navigating the system.

BASIC NAVIGATION – COMMON TILES

PI-3 | 2/6/2018 16

for travel claims for running your reportfor purchasing

to acknowledge receipt

Visit the UWinsite Finance Resource site for more information on navigating the system.

BASIC NAVIGATION – NAVIGATION BAR

PI-3 | 2/6/2018 17

Visit the UWinsite Finance Resource site for more information on navigating the system.

BASIC NAVIGATION – GLOBAL ICONS

PI-3 | 2/6/2018 18

The percent (%) symbol is used as a wildcard in search fields.

The asterisk (*) symbol notes a mandatory field.

PURCHASING AT UWINDSOR

UNDER UWINSITE FINANCE

Section 4: Process Overview

PROCUREMENT AND EXPENSES: HOW TO

DETERMINE WHAT PROCESS TO FOLLOW

PI-3 | 2/6/2018 20

Travel / Entertainment: Will you require a Travel Advance?

PROCUREMENT AND EXPENSES: HOW TO

DETERMINE WHAT PROCESS TO FOLLOW

PI-3 | 2/6/2018 21

Goods / Services: What is the expected cost (excluding taxes) of your purchase?

PROCUREMENT AND EXPENSES: HOW TO

DETERMINE WHAT PROCESS TO FOLLOW

PI-3 | 2/6/2018 22

Goods / Services: What is the expected cost (excluding taxes) of your purchase?

PROCUREMENT AND EXPENSES: HOW TO

DETERMINE WHAT PROCESS TO FOLLOW

PI-3 | 2/6/2018 23

Goods / Services: What is the expected cost (excluding taxes) of your purchase?

Invoices can be scanned to apinvoices@uwindsor.ca

CHANGE IMPACT OVERVIEW

Section 5: Expense Reimbursement

IEXPENSES – SUMMARY OF VALUE IMPACTS

PI-3 | 2/6/2018 25

• Fully paperless!

Scan receipts and other backup information to attach to expense lines

EFT payments

• Simple, clean user interface with drop downs, search and auto-populate fields

• System verifications/alerts help to ensure completeness/adherence to policy

• You don’t have to remember your account numbers – COA info defaults

based on who you are and the expense you are claiming, and a drop down of

your research grants will be available

• Electronic approval workflow

Dual approval workflow: “one-up” and “cost centre” approvals

No more waiting for physical signatures, track your approvals online

IEXPENSES – SUMMARY OF VALUE IMPACTS

PI-3 | 2/6/2018 26

• No need to keep paper records: attach

pre-approvals, receipts, etc.,

electronically and access in the future

through the system

• Ability to collect detailed expense claim

information leads to cost savings

• Mobile app for iOS and Android:

• The app, called Fusion Expenses,

is optional and enables you to build

your expenses lines and add your

receipts from anywhere!

• Download instructions will be sent

on February 1st

EMPLOYEE BANKING INFORMATION

UWinsite Finance is migrating banking

information from FIS for employees who have

previously filed expense reimbursements.

Each employee has the ability to update their

own banking information online in iExpenses.

Employees can add multiple bank accounts and

select a specific account for reimbursement for

each expense claim.

PI-3 | 2/6/2018 27

ONLINE IEXPENSE CLAIMS

PI-3 | 2/6/2018 28

Electronic approval processing means no more

physical signatures and allows you to easily track

your claims through the approval workflow.

Online iExpense claims will replace paper-based

cheque requisitions and travel claim forms.

Your accounting information will default based on

who you are.

BUILD YOUR EXPENSE CLAIMS LINE-BY-LINE

PI-3 | 2/6/2018 29

Built-in logic to ensure claims adhere to travel policy.

Line-based expense claims enable more

accurate treatment of sales tax rebates.

Build individual expense lines and then assemble

multiple lines into a single claim.

Note: Always enter after tax amounts

Attach your receipts and other back-up information

to each expense line for ease of tracking.

ONLINE IEXPENSE CLAIMS REVIEW AND APPROVAL

• Ensuring the travel expense claims are for legitimate University-related activities or relevant

research-related activity

• Ensuring expenses are being charged to the appropriate account

PI-3 | 2/6/2018 30

Authorized Approver: What is the Authorized Approving Officer (One-Up) responsible for?

Authorized Grantee: What is the Authorized Grantee responsible for?

• Ensuring that funding is available and that expenses conform to those allowable under the

guidelines of the sponsor

Accounts Payable: What is Accounts Payable responsible for?

• Developing and maintaining administrative processes relating to University travel

• Ensuring that claims for reimbursement are in compliance with the University of Windsor

Travel Policy

• Conducting a 100% audit of the supporting evidence for claims including receipts, boarding

passes, etc.

IEXPENSES

Section 6: Key Processes

IEXPENSES DEMO AND WALKTHROUGH

In this section, end users will view a demonstration on how to use the

iExpenses module for the following common processes:

1. Create an expense report against a Project

2. Review and approve an expense report

3. How to navigate the Oracle Fusion Expenses Mobile App

PI-3 | 2/6/2018 32

Participants, don’t forget to put the course code (PI-3) in the

Purpose area of the expense report!

Access UWinsite Finance

TEST Environment

https://efhc-test.fs.ca2.oraclecloud.com/homePage/faces/FuseWelcome

IEXPENSES DELEGATION FEATURES

There are two types of delegation related to iExpenses:

1. Delegating authority to complete expense reports on your behalf

2. Delegating expense approval authority

• This allows you to delegate your authority to approve expense

reports temporarily (e.g., when you are on vacation)

Note: The delegated individual will have access to your iExpense dashboard and

will be able to check the status of all reports, regardless of who completed them

PI-3 | 2/6/2018 33

DELEGATION CONSIDERATIONS

Before delegating your authority, it is important to understand the

implications of the decision and the factors that must be considered.

• Establishing an expense approval rule provides your delegate with

the authority to approve expense reports on your behalf. The

responsibility for the approvals still resides with you because the

expenses will be charged to your account(s).

• In addition, your delegate needs to be aware of the University’s

expense-related policies and the implications of their approval

decisions. As such, your delegate should be carefully selected to

ensure s/he has the financial knowledge as well as understanding of

the repercussions of their decisions.

PI-3 | 2/6/2018 34

CHANGE IMPACT OVERVIEW

Section 7: Self Service Procurement

REQUISITIONING – SUMMARY OF VALUE IMPACTS

PI-3 | 2/6/2018 36

• Fully paperless! No chart field numbers to remember!

• Chart string will default based upon what you bought

• Supplier communication now e-mail based

• Simple, clean user interface

Drop down menus, choose common suppliers from a name

search

Supplier details (address, etc.) populates based on name

• Electronic approval workflow

No more waiting for a physical signed approval

Ability to track the order every step of the way

Payment approval process also fully electronic

REQUISITIONING – SUMMARY OF CAMPUS WINS

PI-3 | 2/6/2018 37

• All contracts, quotes, etc. attached electronically within the system

• Built-in reminders (e.g., attachment of receipt) to help ensure

completeness before a claim is submitted

• Better data centrally about habits could mean better vendor

agreements

• Use of mobile app means you can place orders from anywhere

SUPPLIER MANAGEMENT

PI-3 | 2/6/2018 38

A review/audit process will be invoked to ensure

integrity of supplier information.

UWinsite Finance has rebuilt the supplier

database.

• Approx. 1,000 suppliers will be available at

Go-Live.

Suppliers must be added to the system BEFORE

a requisition can be issued.

• A form will be available to communicate

supplier information to the Procurement office.

ONLINE REQUISITIONING

PI-3 | 2/6/2018 39

Online requisitioning will replace paper-based

reqs. Online requisitions are built by entering

individual requisition lines.

Electronic approval processing means no more

physical signatures and allows you to easily track

your orders through the approval workflow.

Default chart of account mapping based on who

you are and what you are buying.

ONLINE RECEIPT OF GOODS/SERVICES

PI-3 | 2/6/2018 40

Campus members who requisition goods/

services will be required to mark items as

“received” in the system.

Acknowledging “receipt of goods/services”

replaces the positive/negative approval process.

Better practice of creating a 3-way match between

the PO, invoice, and receipt before a payment can

be issued.

PROCESSING INVOICES WITHOUT A PO

PI-3 | 2/6/2018 41

A “payment request” form has been developed to

facilitate the payment of invoices where issuing a PO

does not “fit”.

• I.e., payment of guest speakers, student

recruitment, utilities, taxes

Policy Enforcement: Consistent with purchasing

policy, the system will not allow invoices to be paid

without a PO.

Campus community is encouraged to use a P-card

whenever possible.

SELF SERVICE

PROCUREMENT

Section 8: Key Processes

SELF SERVICE PROCUREMENT DEMO AND

WALKTHROUGH

In this section, end users will view a demonstration on how to use the

Self Service Procurement module for the following common processes:

1. Order a good or service by creating a requisition online

2. Create a payment request

3. Partially or fully receive a good or service

PI-3 | 2/6/2018 43

Participants, don’t forget to put the course code (PI-3)

in the Justification field in the PO header section!

https://efhc-test.fs.ca2.oraclecloud.com/homePage/faces/FuseWelcome

Access UWinsite Finance

TEST Environment

DELEGATION CONSIDERATIONS

Before delegating your authority, it is important to understand the

implications of the decision and the factors that must be considered.

• Establishing an expense approval rule provides your delegate with

the authority to approve expense reports on your behalf. The

responsibility for the approvals still resides with you because the

expenses will be charged to your account(s).

• In addition, your delegate needs to be aware of the University’s

expense-related policies and the implications of their approval

decisions. As such, your delegate should be carefully selected to

ensure s/he has the financial knowledge as well as understanding of

the repercussions of their decisions.

PI-3 | 2/6/2018 44

CONCLUSION

Section 9: UWinsite Finance

HELP STRATEGIES – ALL USERS

PI-3 | 2/6/2018 46

• Review online resources at uwindsor.ca/uwinsitefinance

• Simulations, Videos, User Guides, and more!

• Connect with the UWinsite Finance Support Taskforce

• Phone: 519-253-3000 ext. 5385

• In-person: On-site support schedule will be available at

uwindsor.ca/uwinsitefinance

• Check with the financial expert or an administrator assistant in your area

• Take advantage of the UWin Self-Service Client Portal at

uwindsor.ca/help

• Submit a support ticket through the Services section

• NOTE: Questions and tickets will be addressed by a member of

the UWinsite Finance Team

FRIENDLY REMINDER – UWIN ACCOUNT

PASSWORDS

PI-3 | 2/6/2018 47

• As per the Daily News announcement on December 22, 2017, the UWIN ID

Account Password requirements have changed to provide higher levels of

security for all account holders

• Before logging into UWinsite Finance for the first time, your UWin

Account Password must be changed to comply with the following

requirements:

• A minimum length of 10 characters

• At least one special character

• At least one uppercase letter

• At least one lowercase letter

• At least one digit

• Passwords can be changed at uwindsor.ca/its/uwinid/

• Going forward, UWin Account Passwords must be changed every 120 days

Note: This is a campus-wide policy change and is applicable for your entire UWINID