Workday Presentation 60 Minutes - University of Rochester

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10 Νοε 2013 (πριν από 3 χρόνια και 7 μήνες)

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URFinancials

Project

Project Review


Topics


Session Objectives


Scope and Timeline


Project Methodology


Project Structure


Technical Overview


Functional Overview


Change Management and Communications


Challenges and Opportunities


Panel Discussion Q&A


Contacts

2

Session Objectives


Provide a general awareness of project scope, structure, and
deliverables


Introduction to project team (U of R, Deloitte, and Workday)


Overview of Workday financials


Review next steps

3

Scope

4


Our primary focus is the elimination of high
-
risk financial
information systems (FRS)


Team to recommend opportunities for business process
improvement


Our implementation will be based on a standard solution where
ever possible


There will be opportunities to enhance the Chart of Accounts
(COA). Integration of COA back into interfaced systems (111) will
be evaluated on a system by system basis


Feedback is encouraged and welcome

Two Phase Approach


.

5

Phase

I Project


Go
-
live July 2014

Phase

II Project


Go
-
live July 2015


Chart
of Account Design and Integration


General Accounting and Reporting


Fund Accounting/ Post
-
Award Grant
Management


Accounts
Payable


Budget Development

and Forecasting


Treasury


Billing and Accounts Receivable (Grant
related)


Encumbrance of Expense (still TBD)


Decommissioning of legacy systems


Timeline dependent on Workday deployment, pilot sites, and
outcome of initial stages of mobilization

Out of Scope Processes

-

Purchasing
-

Inventory

-

Endowment Accounting
-

Pre
-
Award Grant Management

-

Space Management
-

Asset Management

-

Travel Expense

Focus of remaining material will be on the Phase I project

Project Timeline & Methodology

6

Configure &
Prototype

Jun ‘13

Deploy

July ‘14

Plan

Jun ‘12

Test

Nov ‘13

Architect

Feb ‘13




Team
Assembly


Charter


High
-
Level Plan


Team
Training


Kick
-
Off









Initial Prototype


Design Workshops


Integrations
Discovery


Design Review &
Approval


Project Plan
Update








Configuration
Prototype


Unit Test, Validate
Configuration


Build Integrations
& Reports


Final
Configuration
Prototype






Create Test Cases
& Scenarios


System Test


User Acceptance
Test










Go
-
Live Check
-
list


Production
Readiness Re
-
view


Go
-
Live


Post Production
Support


Post Project
Review

Project Structure

7

Executive Steering
Committee

Ron Paprocki


Exec. Sponsor

Project Mgmt Team

Doug Wylie,
John
Barden

Jim
Dobbertin


Project Manager


Workday Product
Advisory Group
(with Georgetown,
Brown, NYU, and Yale)

Core Project Team (Phase 1)

University Finance
Advisory

Committee

General
Ledger/COA

Kathy Strojny

/Patty Stevens

Accounts
Payable

Marta Herman

Grant

Accounting

Jeff Sullivan

Support Teams (technical, deployment,
communications, COA remediation)

Functional Advisory Groups

Integrated Project Structure

8

Implementation Experience

Best Practices Knowledge

Software Configuration

Link to Developers

Workday Overview


Workday is a Software
-
as
-
a
-
Service (
SaaS
) application


Hosted by Workday


Accessed via the web


Common, non
-
customizable software. Best practices


Works on a 3x per year release strategy. New releases available in
production in March, July, and November each year


Workday application is cloud based


Broad integration requirements

9

Finance Information Architecture

10

Interfaced
Systems

Chart of Accounts Translator

FRS

Data Element

Workday


Data Element

Division

Company

Account

Cost

Center / Fund

Sub
-
code

Ledger Account

Integration Principles:


Adoption of new COA evaluated on a system
by system basis


Develop cross reference from
old to new
COA


Develop cross reference from
new to old
COA

Interfaced
Systems

Interfaced
Systems

Interfaced
Systems

Interfaced
Systems

Interfaced
Systems

Financial Reporting Environments

11

Reporting Principle:

Use Best Tool Based on its strengths

Operational Reporting

Process Controls

Real
-
time Look
-
ups

Financial Management

Historical Comparisons

Highly Formatted
Reports

Data Management

Data Warehouse

Workday Financials
-

Overall Scope

PEOPLE

EVENTS

INTEGRATIONS


BUSINESS PROCESS FRAMEWORK


ANALYTICS

WORK

RESOURCES

ORGANIZATIONS

FINANCIAL

ACCOUNTING

CASH

MANAGEMENT

EXPENSES

PROCUREMENT

PROJECTS

RESOURCE

MANAGEMENT

REVENUE

MANAGEMENT

SUPPLIER

MANAGEMENT

12

Workday


Financial Accounting

Functionality

Project Assumptions

General Ledger

-
Journal Entries

-
Account Reconciliations

-
Account Analysis


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Conversion

of 2 years worth of
journals


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Budgets


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Workday, but not developed there

Period Closing Activities

-
Consolidation

-
Allocations

-
Repeating Entries

-
Accruals

-
Financial Statements

-
Business Analytics


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derived from chart of accounts
detail

13

Workday


Post
-
Award Grant Mgmt (Fund Accounting)

Functionality

Project Assumptions

Accounts Receivable

-
Sponsors

-
Cash Receipts

-
Invoicing



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Workday implementation


Better able to align letter of credit
draws with real time expenses

Post
-
Award Grants Management


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-
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Collaborate with other universities
and Workday to enhance grant
functionality

Reporting

and Analytics


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14

Workday


Accounts Payable

Functionality

Project Assumptions

Suppliers

-
Supplier Requests

-
Supplier Portal


Supplier

master data will be
converted into Workday

Accounts Payables

-
Invoices/Payables

-
1099 Processing


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-
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B慮歩kg

-

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and EFT payments

Reporting

and Analytics


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15

Change Management


There will be structured reviews for all impacted business
processes. Feedback is encouraged


Business Processes may change. Some examples:


Forms and templates may have different requirements based on how
Workday is implemented


More on
-
line look
-
ups instead of hard copy reports (target = less than
50 reports)


Approvals on
-
line


Our intention is to identify the organizational structure.
W
e
will need to define it in Workday to enable routing approvals


Some jobs and roles may be redefined based on changes to
business processes (i.e. Elimination of the 312 requisition for
journal entries)

16

Communications


Scheduled project communication events:


Demo Days


monthly demonstrations of standard business processes
(i.e. posting a journal entry) with open invitation.


Design Review sessions


team led interactive reviews of design
components.


University Finance Advisory Committee


meeting in December


Executive Steering Committee


meet bi
-
monthly


Twice a month collaboration sessions with Brown,
Georgetown, and other universities on standards, best
practices, and Workday functionality requests


Extensive training opportunities and events


Finance website will be updated frequently. Find us at:
www.rochester.edu/adminfinance/urfinancials

17

Challenges & Opportunities


SaaS

application concept


no customization but based on
industry best practices


Internal resource allocation


Change management


Chart of Accounts conversion


Potential for business process change prior to software
implementation (reduce the variables required for go
-
live)


In
-
flight development of the software



18

Panel Discussion

19


Question and Answers?



We Need Your Help!

20


Share with your teams and others


Review material, provide feedback


Seek out team for answers


Participate in communication sessions

Questions?

21

Role

Name

Phone

Email

Project Manager

Jim Dobbertin

275
-
5768

jdobbertin@finance.rochester.edu

University

Controller

Doug Wylie

275
-
8567

dwylie@finance.rochester.edu

Associate CIO

John Barden

275
-
4900

john.barden@rochester.edu

G/L Team Co
-
Lead

Patty Stevens

785
-
5178

patricia_stevens@urmc.rochester.edu

G/L Team

Co
-
Lead

Kathy Strojny

273
-
1349

kathleen_strojny@urmc.rochester.edu

Accounts Payable Team
Lead

Marta Herman

275
-
7880

mrta@finance.rochester.edu

Funds Accounting / Grant
Mgmt. Team Lead

Jeff Sullivan

275
-
1648

jpsullivan@finance.rochester.edu

Technical Team Lead

Doug Ryan

273
-
2605

doug.ryan@rochester.edu

Find us at:
www.rochester.edu/adminfinance/urfinancials

22