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Functional Workstream

Core Financials

Foundation Data Model, Budget, Endowment, Financial Accounting, Business Assets/Projects, Banking & Settlement, Payroll Costing 

Revenue

Grants Management, Customer Accounting/Contracts

Spend

Procurement/Supplier Contracts, Supplier Accounts, Expenses

 

August 26, 2021 Update

Foundation Data Model

Schools and units are now several weeks into Foundation Data Model, or FDM, work.  They’re mapping the old chart of accounts, the PTAO, to the new FDM that we’ll use for Workday Financials.  There’s an expansive resource site for the FDM work in the online community that you can access here: https://communityhub.virginia.edu/docs/DOC-2982

Moving from Configuration & Prototype to End-to-End Testing

At the end of August, we officially say goodbye to the Configuration and Prototype phase of FST.  As of September 1, we’ll be in a  brave new phase: end-to-end testing, where the FST Team tests business processes from start to finish. 

Read more about testing on the blog

What did we achieve in Config & Prototype? 

August 13, 2021 Update

Foundation Data Model

As we’ve reported prior to today, representatives from schools and units got together on August 3 for an FDM Mapping Kickoff session.  Participants got an overview of the mapping timeline and process and were assigned to work in collaborative groups with similar schools and units in order to make the work a little easier.  The mapping process will go from now until March 2022.

Read more about mapping here.

Will there be a Sandbox?

The short answer is that no, there won’t be a practice tenant or "sandbox" as such. Why not?  One thing that makes a sandbox difficult in our situation here at UVA is that if we had a sandbox between now and go-live, we would be offering that environment to people before they had any training whatsoever, which means their sandbox experience wouldn’t be very meaningful.  We want to give our time the ultimate goal of pushing UVA's instance of Workday Financials across the finish line at go-live.  You can read more about this decision and learn more about how users will be able to "get their hands dirty" in Workday Financials before go-live.

July 29, 2021 Update

FDM Updates

Other things keeping the FST team busy these days include pursuing other great transformation activities including getting underway with FDM mapping activities.  Mapping leads from each school and unit will have a kickoff workshop next week to get that process underway.

As we work toward the go-live of July 1, 2022, we’ll have a time of frost and freeze.  Frost is when the velocity of change slows down and people commit to their FDM values.  Changes aren’t impossible at this point, but they’ll be slowed down significantly. Freeze is a timeframe that comes after frost, when there are no more FDM changes because the data will be in the process of being loaded into the UVA tenant of Workday Financials that we’ll use at go-live.

Read more about frost and freeze.

July 15, 2021 Update

FDM News:  Mapping is coming

The team is taking a first stab at how PTAO’s will map to the FDM, and then those outputs will be put into UBI for the schools and units to review and update.  It’ll be an iterative process as schools and units review and update mappings, and then the FDM team reviews and reloads. Schools and units will be assigned to a pod, where they’ll be able to collaborate with similar schools and units, there will be a kickoff workshop that gets individuals in the schools and units ready to do the mapping, and the FDM team will be checking in and helping out, too.

CCS2: Coming to a screen near you?

We recently finished the second round of customer confirmation sessions.  We’re snipping the CCS2 recordings into bite-sized bits so that our Change Leaders can share with others as they see fit.

You can check out the slides and materials from the CCS2 sessions here in the Online Community: https://communityhub.virginia.edu/community/uva-finance-transformation/blog/2021/06/01/customer-confirmation-session-june-2021-materials 

June 28, 2021 Update

Customer Confirmation Sessions, Round 2

Customer Confirmation sessions wrapped up earlier this month.  At the end of each session, participants were asked to complete a survey to gauge their satisfaction – overall, 91% were satisfied or extremely satisfied, while 8% were noncommittal, and 1% were dissatisfied.  The FST team is already incorporating attendees’ feedback from these sessions as work starts on the next build. 

Related News: 

FDM/Chart of Accounts

As we near the year-out threshold from Workday Financials go live on July 1, 2022, our future Foundation Data Model, or FDM, is solidifying.  Schools and units are preparing for mapping, and the FST team is preparing workshops and office hours to help schools and units do the mapping.

Check out this video from AVP of Finance Augie Maurelli, where he gives us a bit of a “level set” on the FDM work leading up to this really important time of work.  

Maurelli has also written a Workflow Controls and Approvals update that you can find in this week’s blog digest.  In this post, he talks about our quest to get front end approvals, what’s happening with Recon@, and the proposed way UVA might handle real-time approval of transactions in the future state, through the addition of a few specific roles.  

June 10, 2021 Update

Customer Confirmation Sessions, Round 2

The project team and stakeholders alike have been incredibly busy the past couple of weeks with Round two of Customer Confirmation Sessions. As of the time of this post, we’ve had eight out of the twelve scheduled sessions, and the difference between these sessions and what we saw in the first round is really notable.  The demos the team has shared reflect improvements made on the Workday Financials tenant since the first round – those are improvements based on questions and suggestions that our stakeholders had in the first round of sessions and afterward, too, when our Change Leaders shared the basics of the sessions with their teams.  Once this latest round of Customer Confirmation Sessions has wrapped, we’ll be providing videos for Change Leaders to do road shows with their teams.

You can see slides from the sessions, as well as the pre-read materials for each session, out on the Community.  We’ll keep adding to that page as the sessions progress, including the addition of survey data that captured the feedback of attendees immediately after each session. The Community behind NetBadge; if you have any trouble accessing the link, contact Brandi Van Ormer and she'll be happy to get you right in!

Visit the Community to see CCS #2 materials.

FDM Insight

The first CCS session was “Cross-Functional Topics,” and it focused pretty heavily on an overview of the FDM as it stands right now.  Highlights of FDM info in that session include key decisions that have already been made, such as our current department assignments in HCM being replaced by Cost Center org assignments for all UVA employees, and the fact that the program and activity worktags will be optional segments available to schools and units for internal reporting purposes.

We've summed up FDM info as it stands right now; see this blog post for more info.

May 13, 2021 Update

Chart of Accounts (FDM)

We are very close to having a finalized FDM!  Decision-makers in schools and units are working out their cost center structures for the Workday Financials Chart of Accounts, our FDM.  Danielle Hancock on the training team has put together seven things to consider as you develop your cost centers – check it out here.  If you’re looking for more updates on the FDM, we recommend checking out a prior blog piece on recommended worktag changes.   An important thing to note when you take a look at these worktag changes is that “Program” as a worktag, is not going away; it is just not going to be a driver worktag.

Customer Confirmation Sessions, Round 2

This June will see the next round of customer confirmation sessions.  We have a shiny new second version of UVA’s tenant of Workday Financials that’s been modified based on our stakeholders’ feedback from the first round of Customer Confirmation sessions at the tail end of last year, and the team is eager to answer the questions folks had from those first sessions, to show off the new version of the tenant, and to have good discussions with folks on what needs to happen next as we move forward.

April 29, 2021 Update

Foundation Data Model (FDM):  The FST team has recommended some changes to the way worktags will be used in the FDM.  The main difference is that we will use two driver worktags instead of three, with the program tag no longer being a driver.  Driver worktags determine the values of other worktags – the difference is that now, users will have the option to keep the defaulted value or choose another from a list of allowed worktag values.  This approach offers greater flexibility while still limiting opportunities for error.  Read more on the blog.

FDM Mapping:  The team is working with several schools and units to test out the mapping exercise process that everyone will take part in soon.  After a few weeks in May of refining the procedure with these collaborators, the team will have enough info and experience to provide more detailed instructions and expand mapping activities to include others. You can still be making progress with mapping right now, even while we wait for the mapping tool to be available in July.  Here's how to prepare for mapping.

The Grants management workstream has also been very busy behind the scenes – they're partnering closely with FST colleagues working on the FDM, payroll costing, and reporting and analytics to ensure seamless integration of grants in all those related areas. More here on the blog.

FAQs from Sneak Peek Sessions: We’re answering some of the 244 questions raised in those sneak peek sessions our Change Leaders held after round one of Customer Confirmation sessions – you’ll be seeing some of the most common ones answered in the blog and other coms channels, and we’ll be following up with our Change leaders on those as well.  Check out the first three questions and their answers here. 

April 15, 2021 Update

The FDM, or Foundation Data Model, our new chart of accounts for Workday Financials.  The FDM team has slowly been bringing in a few units across Grounds to do some work testing out mapping to the new chart.  This July, the FDM mapping tool will be available, and those activities will spread to all schools and units and the mapping effort will continue until March of 2022.

Those intensive mapping efforts will be the culmination of a lot of preparation that’s gone on, including 67 hours’ worth of working sessions dedicated to defining the selected FDM dimension and other elements associated with the FDM, and reviewing benchmark data and structures from other universities such as LSU, Yale, Miami, and Iowa State.

As the team looks to finalizing the FDM and integrating the structure into Workday functionality, they’re working toward some basic goals:  Streamlining ease of use, maximizing worktag functionality, aligning with control and approval frameworks, leveraging reporting and analytics and integrating with the budget tool.

In the meantime, schools and units can think about the cost center structures already submitted and how those will map from the current chart of accounts to the FDM.  The FST team will be getting in touch with folks in the next few weeks to understand what defaults make sense for org-to-cost center mapping.

Read Augie Maurelli's "Current State of the Current State" on FDM and Reporting

Decision Updates: 

  • During last month’s governance meetings, the FST team announced that UVA will require receiving acknowledgment only for invoices greater than ten thousand dollars, and that acknowledgment will be indicated by approval of the invoice.  Users will also have the ability to add receiving documentation at the time of approval.
  • Regarding F&A Cost Share and Expense allocation, UVA will implement both F&A waived expense allocation profile and track lost F&A on cost-share in Workday. 
  • Pending decisions include vendor selection for optical character recognition for invoices, non-catalog requisition process flow, system administrator responsibility approach, the future of Recon@, and the expenditure credit process and policy.

Don’t forget the Decision Log lives on this website and is updated as frequently as possible.

Lastly, the next round of Customer Confirmation Sessions will begin in June. 

March 25, 2021 Update

FDM (New Chart of Accounts):  There are three simultaneous efforts occurring with the development of the FDM.  First, they're mapping the top ten financial scenarios and processing them in the current Workday financials tenant.  Second, they’re converting GL balances to the FDM structure, and third, they're closing outstanding operational decisions.  See more details in the latest Governance slides (Online Community).  Also, see our update on the blog about Preparing for Mapping.

Future State Service Model:  FST isn't just a technology implementation!  It's also about improving our processes and making it easier to do finance all across UVA.  The Finance Engagement Team is using Salesforce to make the customer experience better in Finance. Check out this video from Andrew Sallans in which he explains how this works.

March 11, 2021 Update

Project Timeline

We’re approaching the midpoint of the Configuration and Prototype phase: we’ve had the first build of our UVA tenant of Workday Financials, we’ve done the first round of Customer Confirmation Sessions at the end of last year, and our Change Leaders are holding some great sessions within their schools and units to show a sneak peek of the Workday tenant’s functionality.
From here, we’re heading toward another build of the Workday Financials tenant and another round of Customer Confirmation Sessions. There’s a lot to come, still, but we’ve made tremendous progress and we appreciate everyone who’s been part of it.

View the Project Timeline  

Find your Advisory Group Member 

Chart of Accounts (FDM)

The thing that’s on everyone’s mind right now is the FDM, of course. The Foundational Data Model, or FDM, is the name for our Chart of Accounts in Workday. It's a huge effort to convert our GA and GL. The team is working intently on this, in anticipation of FDM mapping activities at the school and unit-level that will begin this spring.

There are a few outstanding decisions that need to be made, and work has to be completed on the FDM mapping tool itself, but the team does know what the overall FDM mapping process will look like: our partners in the schools and units will run reports in UBI and transfer the data to Excel, reviewing the results and validating conversions from the PTAO to the FDM, and adjusting the Excel Sheets accordingly.

The time schools and units can expect to give to this work could, of course, vary greatly depending on the complexity and volume in your specific area. Expect more details on this very, very soon!

February 25, 2021 Update

We're halfway through the Configuration & Prototype phase of FST. The FST team is working on the second configuration of UVA's tenant of Workday Financials, and the second round of Customer Confirmation Sessions is planned for May of 2021. Go live of Workday Financials is July 1, 2022. Check out the project timeline here.

The FST project team will have a series of FDM mapping activities beginning this March during which schools and units will partner with the team to review current GL strings and identify future state FDM mappings. Specific details about this, including time commitments and other expectations, will be made available very soon.  In the meantime, check out the FDM basics in the online Community.

If you’ve been wondering if you’ll use UBI much after Workday Financials goes live, the short answer is “maybe, but likely much less than you do today.”  After go-live, Workday will be your go-to source for financial reporting and analysis, but UBI will still be around for special use cases. Read more about UBI in the future state on the blog.

February 11, 2021 Update

FDM Update
The FDM team is still working on developing a mapping tool that will get our current GA/GL strings into the new FDM, and they’re working with schools and units on mapping. They’ll be showing some of the sample mappings in governance meetings.

Get the FDM basics so far with this video (Online Community): https://communityhub.virginia.edu/community/uva-finance-transformation/blog/2020/11/30/fst-customer-confirmation-pre-read

January 28, 2021 Update

We're fresh off of the first round of Customer Confirmation Sessions and the project team is in its first of two sprints – during the next two months, they’ll be making sure we have all the requirements our stakeholders have outlined are configured or in progress toward configuration in the tenant.

After that, they’ll do a second build of the Workday financials tenant, and then, it will be Customer Confirmation Session time once more! For this round of CCS, we’ll not only include more folks on the invite list, but we’ll also be working with our Change Leaders in schools and units to help do some additional outreach in their areas.  After that, there will be two more sprints to make sure everything is ready, from configuration to user stories, and then it’s time for end-to-end testing.

FDM News - What's up in the Chart of Accounts Area

The project team is focusing on developing the mapping tool that will get our current GA/GL strings into the new FDM.  They have a pretty good idea on most mappings, but there are of course some things they can’t be sure of, especially because of the current flexible use of the PTAEO.  They’ll be working closely with schools and units and showing some sample mappings in groups like the Fiscal Administrators in the coming weeks and months.  The whole FDM mapping process will be iterative, beginning around April or May and stretching all the way to March of next year. 

There will be lots of opportunities during that time for tweaks and adjustments.  If you’re a fiscal person in your area, you may be wondering what you can do to get a head start on all this mapping.  You can start thinking about your tasks – the task has been used in a number of different ways by different departments.  If you can think about the easy connections – the ones that can map to already-identified work tags, that will be a great help, and then the team can work closely with your school and unit on the outliers.

Nicole Ferretti recorded a great “intro” to all the FDM before the first round of Customer Confirmation Sessions.  It’s a good primer to get your head around the new structure and help you start thinking. View it here.

January 15, 2021 Update

The team is currently taking feedback from the Customer Confirmation Sessions held in late 2020, and using it to build another iteration of UVA's workday tenant so we can have another round of confirmation sessions later this spring.  See more info on the sessions here. 

There will be lots of opportunities early this year and in the spring for stakeholders to get a look at Workday Financials.  There are plans in progress to deepen the engagement with the first round of Customer Confirmation sessions, including some video content and other opportunities to broaden exposure to the future state. For right now, you can see the slides from all of the Customer Confirmation Sessions in the Online Community.

In FDM news, the team’s goal is to have a solid structure on cost centers by the end of February.  They’ll be doing outreach to schools and units and socializing the structure, so that we can be sure all units understand the FDM basics.  The mapping tool for the FDM has been just slightly delayed but should be rolled out soon, and FST governance groups, as well as the FST project team, are meeting to review their cost center submissions.  Visit the FST Info Station for guidance on keeping up with FDM news.

December 15, 2020 Update

As the year ends 

Customer Confirmation sessions are wrapping up.  Nearly 1500 stakeholders from across UVA have seen the first look at Workday financials functionality with UVA data inside. The 18 confirmation sessions are just a starting point for UVA getting a look at Workday Financials and confirming that the overall direction meets UVA’s needs.  During the sessions, attendees got to see business processes performed within the tenant, and they asked questions and noted issues that we’ll have to tackle in the future.

Check out the online Community to see slide decks for each customer confirmation session.   There will be another round of customer confirmation sessions in May of 2021. 

Looking Ahead 

The team is going to take the information from this first round of customer confirmation sessions and continue their configuration and prototype work, culminating in another build of the UVA Tenant of Workday Financials in April of 2021, just in time for that next round of Customer Confirmation sessions in May.

There will be another tenant build after the second one if we have time, and we’ll do testing of the system for eight months starting around September of 2021. 

We'll also be socializing the Foundation Data Model (see more on that here) after winter break.  Beginning in January and throughout the spring and summer, the team will be working with schools and units to meticulously sort out the mapping from the PTAO to the FDM. 

November 12, 2020 Update

Configuration and Prototype is here!

As of November 1, we’re officially into the Configuration and Prototype phase of the project.  You may hear folks refer to this as “Config and Prototype” or C&P.  Config and Prototype is the first part of Phase 3 Implementation.  This is the phase where we move from theoretical design to concrete application. 

During this phase, the project team is finalizing the first tenant build and testing it. They're also planning Customer Confirmation Sessions that will enable key stakeholders to see how UVA business processes work in the system with our data. 

The first tenant build will have a subset of data and some processes available.  Later tenant builds will be more comprehensive.  Stakeholders invited to customer confirmation sessions will help confirm that the overall approach is on the right track. The people involved in these first Customer Confirmation Sessions will mostly be the same individuals who were involved in the architect sessions earlier this year. As we head into 2021, we’ll open it up more and more for other stakeholders to take a look.

Config and Prototype is really critical to ensure that we can get feedback from UVA stakeholders on the system design before rigorous system testing begins.  During the Customer Confirmation sessions, participants will ask questions and suggest potential help text and system notification for future users, and they’ll just generally get to experience the look and feel of Workday Financials. While they’re doing that, the FST team will be listening hard, capturing recommended changes and categorizing them so we can take action on them.  For more context on Config and Prototype, we recommend you take a look at a post from Nicole Ferretti in the online Community.

October 29, 2020 Update

The Functional Team is resolving additional FDM design questions and tackling configuration build tasks and validation.

October 16, 2020 Update 

Functional Team: Configuration & Prototype is on the horizon!

As we move closer to configuration and prototype, everyone’s getting more excited – the team, because they’re building out something that we’ve all worked together on for so long, and the future users of Workday Financials all across UVA, because they will finally get to SEE something they’ve been looking forward to for years!

During configuration and prototype, stakeholders (that’s you if you’re reading this) will see how Workday Financials will work, with preliminary design decisions implemented.  The team has taken all your feedback throughout the planning and architect phases, and they’re building the tenant and loading UVA data into it.  Then, as James Gorman says, we’ll “roll back the curtain” and do some guided tours.

More on Configuration & Prototype here!

FDM: At the same time the guided tours are going on, the FDM team will be working on the FDM Mapping tool that they’ll then roll out to schools and units in the early spring.  This will allow users to make sure the mapping from the chart of accounts we have now to the new FDM is working correctly. That process will go on throughout the rest of the project.  Just a reminder, a preliminary FDM structure is complete, but this still needs to be tested.

Want more updates on FDM?  Click here!  And here!

We’re entering into a season of continual adjustment – building pieces, showing them to users and getting feedback, taking those suggestions and modifying the tenant, and so on.  Actual end to end testing will also be part of this process as we move closer to go live.

TSM & PaymentWorks

The FST team has recommended transitioning from Jaggaer Total Supplier Management to PaymentWorks, prior to Workday Financials going live.  Benefits of this switch include tailored user experience for individual payees, improved invite experience for departments, and much-needed fraud protection.  We’ll keep you updated on this decision as the team works out the kinks – we’re still sussing out all of the particulars before the decision is finalized.

More info now on the Decision Log!

September 24, 2020 Update

The Functional Team: The project team is configuring the system according to what our stakeholders have specified in terms of functionality and capability.  They're converting current Oracle data into the new chart design and loading that data into the system so that later this autumn, we’ll get to see UVA data with the UVA chart inside Workday Financials  After all this time, we’ll finally have the first tenant build, and people will get to see how processes work within the system. It’s important to realize that this won’t be every bit of UVA data, here in the first tenant – it will be a healthy cross-section that will accurately represent what most people will experience in the system.  Read more from James Gorman in CommunityHub.

The Spend Team: The Spend Focus Group has kicked off and are working on topics such as purchase order receiving, requisitioning, supplier management, invoice routing and approval, and so much more. You can read more about their work and learn who from your area is participating in the group here

FDM:  Nicole Ferretti shared some more context around converting the current chart of accounts to the FDM at a recent Fiscal Administrator’s meeting.  She remarked on how, since our current chart is very flexible, we can’t just convert the fields into the FDM on a one to one basis.  The team is looking at each of our PTAEO strings and determining how they fit in the new FDM.  If you’d like to hear more about this, check out Ferretti's presentation at the September 16 Fiscal Administrator meeting found here

September 10, 2020 Update

The Functional Team:

The Budget Team:

  • The discussion continues re: non-financial plan types: Awards, Projects.
  • Session held to continue review user story development.

August 27, 2020 Update

The Functional Team are creating configuration workbooks and user stories to support the development of the initial UVA Workday Financials tenant for the Configure and Prototype stage, which begins in November and runs roughly through March of 2021. 

As a part of the Configuration & Prototype stage, the UVA community will have at least two rounds of validating the tenant (maybe even three if time allows).  These cycles involve the team building the Workday Financials tenant with UVA data inside, then users getting time to try the tenant out, validating data.  Based on their feedback, the team will tweak the system and return with a new version of the tenant.  (See more by viewing the timeline.)

Remember our house-building metaphor?  The configuration and prototype phase is like when the builders frame up your house from the blueprint, and you get to walk through and make sure everything is as you thought it would be, making changes where they’re needed now that you can see it put together.  Basically, in Configuration and Prototype, we all come together to make sure we’re building a financial system that will work well for us at UVA.

Plan now to stay in the know!  Configuration & Prototype is a time where we all need to be paying close attention.  As autumn progresses, we’ll all need to make a commitment to staying tuned to news from the FST Team and being engaged in meetings.  Take a look at the FST communication channels, find one or two that work for you, and bookmark them!