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Functional Workstream

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!

 

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