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Implementation of Workday Financials

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October 16, 2020 Updates

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!

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.

Advisory Group becomes Change Leaders

To support this phase of the project, the project team is leaning into the partnership we have with our Advisory Group in order to make sure all schools and units have the information they need and have a way to share their feedback.  In this new phase of the project, advisory group members are spinning up as change leaders to engage colleagues in their areas, with the support of an FST team change partner.  Your Advisory Group member slash change leader will be your go-to for all things FST in terms of getting information to you and sharing your feedback.

 The Advisory Group has been pivotal to the FST project since the beginning stages, and we’re really grateful for their partnership in this area.

Read more about our Change Leaders.

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!

Resources for You 

This website's content continues to grow and be updated.  We’re keeping the Decision log updated, as well as listing out the upcoming decisions.  We’re also updating the Workday Words dictionary with new terms.

The team is also developing a resource page called the Information Station on the FST site that will allow our stakeholders to easily get up to date on the areas they’re concerned about.   For instance, if you wanted to know about the FDM because you’re thinking about those mapping sessions coming up in the spring, the Info Station lays out all the resources from our coms streams that will be most helpful to you:  the blog articles you should read, the community spaces you should follow, and the slides you should view, etc. etc.  This portion of the website will be continually updated, like all of our resources are, so check back frequently as new things are added.  And don’t be afraid to suggest topics or “learning paths” for us to map out.

September 24, 2020 Updates

Configure & Prototype: 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 Adaptive Team is hard at work with budget colleagues in UVAFinance and across Grounds to start the FY22 budget process.  They’re using all the things they learned in the FY21 revised budget process to make this a good experience for all involved.  Read this update from Elissa Morton in CommunityHub.

The Reporting and Analytics Team are continuing discussion with other functional leads within the project tto review and analyze reporting user stories for supplier accounts, internal service providers, accounts payable, procurement, purchasing, and expense.

The Technical Team has completed data scope analysis for suppliers and sub-recipient conversions and has begun supplier extracts modifications to support subrecipient conversion.

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 Updates

The big news is that the Deloitte branch of our team has begun building the first version of UVA's tenant of Workday Financials!  Wow! 

The Configure & Prototype phase starts in November and will continue through March 2021 (check out our Phase 3 timeline).  As we continue to move toward this major phase of the project, remember that change itself also involves phases.  Read more about the change process so you can better understand the uncertainty we necessarily go through to reach a transformed future state.

Budget Team:

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

Functional Team:

Reporting and Analytics:

  • Reviewed reporting user stories for Grants Management based on reports list provided by the Office of Sponsored Programs.
  • Collected reporting requirements/user stories for Spend.

Technical Team

  • The COA to FDM mapping approach completion date will be delayed by two or more weeks.  Read more on the latest with FDM here. 
  • Continued data scope analysis for suppliers and sub-recipients conversions.

    Adaptive Team

    Leadership Feedback

    Want to know what folks around Grounds are saying about the project so far?  Check out this roundup of thoughts from our recent Leadership Interviews!

    August 27, 2020 Updates

    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!

    The System Remediation team engaged with University Physician’s group stakeholders to develop requirements for their enterprise resource planning, Epicor’s system remediation.

    The Adaptive Budget team is helping units finalize the FY2021 revised budget submissions, continuing development work in preparation for the FY 2022 budget development process, planning for long-term deployment, and collaborating on remediation with Workday and the FDM.

    The Technical team continues to work on the high-level data conversion timeline and planning for the configuration and prototype stage.  They’re working on a tactical-level plan for the initial UVA Workday tenant, and continuing discovery on system integrations.

    The Reporting team is conducting analysis of user stories for the Business Assets Functional area.  They’ve met with the financial accounting, payroll costing, and grants management teams to discuss collection of high-level reporting requirements and user stories.

    FST Website Resources:  To make it easier for you to keep up with the workstream outputs,  we’ve given each workstream a page on this website, and we’ll be updating them regularly with whatever the team is currently doing.

    While you’re on here, by the way, check out the resources we’ve made available to help keep you in the know, including the Decision Log, which we update continually, and the Workday Words dictionary, which is now searchable!

    Many of you are very interested in what's going on with the FDM, or Foundation Data Model, as we head toward Configuration & Prototype.  Check out this blog post for three ways to keep your finger on the FDM pulse. 

    Continuous Improvement:  FST is more than just a system implementation.  Don’t forget to keep up with the Continuous Improvement content on the UVAFinance blog (you can search for it by keyword in the search box, or you can simply click on "continuous improvement" on the right-hand side of the blog).  There’s also a space in the Online Community devoted to continuous improvement content – there are lots of helpful tools, examples, and even video content.

    August 13, 2020 Updates

    The FST project team is preparing to implement recommended worktags into UVA's first tenant build in Workday Financials. This preliminary build will enable users to interact with the setup during the configuration and prototype period later this year and provide feedback. 

    Schools and units used Adaptive Planning to submit recast FY21 budgets, and the project team is gathering feedback now that will help make the FY22 budgeting process go as smoothly as possible. 

    The Spend Focus Group, comprising representatives from schools and units, met for the first time recently. The group's vision is to shape the following:

    • A shared understanding of how Spend processes can and should work
    • A common-sense approach to Spend – distilling complexity until we can get our processes as clean and simple as possible
    • A universal language to articulate business needs

     

    With some of the added time afforded by the timeline extension, the team has extended the project's Architect phase. System remediation work continues to determine what changes will be necessary and plan to support schools and units that need to remediate their systems.

    Communication overload?  Check out our handy guide for what FST channel to check out based on what you want to know and how much time you have!
     

    Other Updates you might be interested in:

     

    July 23, 2020 Updates

    View the Project Timeline

    As you know,  we’re going live in July of 2022 and the project team has been working to recast the project timeline so that our stakeholders know what to expect at each stage of the newly-extended project timeline. We have a simple version of this timeline available for your viewing pleasure.

    The timeline illustrates each basic stage of the project from right now, in the architect phase, through configure and prototype later this fall, and the testing and validation of the system that occurs throughout 2021 and early 2022, until Workday Financials goes live in July of 2022, after which we enter into a period of support and stabilization.

    System Remediation

    System remediation refers to all the ways we’ll need to adjust the current systems that work with Oracle so that they will work with Workday Financials. Stakeholders may remember a survey last fall that asked for their help identifying these finance systems. You can see the responses we collected in the online community.

    The FST team will identify system change impacts resulting from the implementation of Workday Financials, and will then help system owners make the necessary changes to their systems. We’re putting together a Community of Practice for System Remediation using the contacts supplied as a part of that survey.  

    FDM Moving Forward 

    After over 100 hours invested in 75 meetings, recommendations for the Workday Financials Worktags that UVA will use in the build of our first instance of Workday (our tenant) have been identified. The Foundation Data Model, which is the new word for “Chart of Accounts” will be set up in the first tenant of UVA Workday Financials using that first round of worktags.  During the upcoming configuration and prototype phase later this year, end-users will have the opportunity to interact with the FDM in our tenant and see how it works with UVA data. 

    Personas

    Work is continuing on developing the personas and user stories that the team will employ to make sure that Workday suits the needs of those at UVA who will use it.  The personas the FST team are using will not determine security access. Who has what access to which features will be discussed in greater detail at a later stage in implementation. 

    ISP News

    The FST Internal Service Providers Team has been hard at work with schools and units, documenting the exchange of goods and services and how Oracle currently handles billing for ISP activity. Based on current data, there are over 100 revenue-generating activities the team will consider in preparation to transition to Workday.  Workday is designed to handle ISP transactions effectively. The ISP team’s goals are to understand current operations fully and to collaborate with schools and units to ensure the ISP functionality and configuration in Workday will meet their needs.

    Adaptive Planning Update

    UVA schools and units used Adaptive Planning (Workday's planning and budgeting tool) to submit their revised FY 21 budgets as of Monday, July 20, and those budgets are currently being reviewed for any revisions that will need to take place before the BOV meeting this fall.  Revising budgets in adaptive meant that schools and units are now familiar with tool functionality and the greater level of detail it offers for budgeting so that once we begin the FY22 budgeting process later this year, they’ll have some practice in. The AI team will provide ongoing support to schools and units as we move along, as will the training team in FST.
     

    July 9, 2020 Updates

    What's happening now and what comes next

    Workday Financials is set to go live in June 2022, a yearlong extension from our original timeline.  We are currently in the Architect stage of Phase 3.  The  detailed requirements that came from the architect sessions are being used to build the first instance of UVA’s Workday tenant – our instance of Workday financials.

    In the mid to late fall, end-users will begin interactive walkthrough sessions with that the first tenant – this is an opportunity for people who will be using Workday Financials to “kick the tires” of the first system build.  End users will give feedback on any issues they see, and share opportunities to enhance the system.  You’ll hear this referred to often as “user validation.”

    There will be at least two rounds of designing the system and validating the system – and maybe three rounds, if the timing works out – throughout late 2020 and all of 2021 as we head toward the June 2021 go-live date.

    We’ll be posting updated timelines all over the FST communications channels in the coming days to keep you on track.   

    Personas

    In order to build the best initial version of our tenant of Workday Financials, one of the tasks the FST team is working through is developing personas that allow them to understand how staff in given roles might be impacted by the Workday Financials Implementation.  These personas will help the team anticipate and defuse problems and concerns, and also to identify opportunities for process improvement, as well as technology improvements, and messages that need to be communicated. When we talk about personas, we are NOT talking about security roles, but rather examples of representative users from all across Grounds that will help us see through their eyes as we build the first tenant.

    Internal Service Providers

    Another current area of work is focused on our Internal Service Providers, or ISPs.  UVA has internal billing activities for business units across Grounds, most of which are reassigning costs in Oracle.  This billing will have to be brought into Workday Financials.  Workday has dedicated functionality for Internal Service Provider activities with the revenue-generating area processing transactions to be routed through the workflow for approval before an expense posts to the applicable cost center or other FDM values.  

    There are over 100 different potential revenue-generating activities that need to be considered as part of transitioning to Workday Financials.  A dedicated ISP team within the project team is beginning to meet with school and unit stakeholders to gather functional requirements for that first tenant build.  Their goal is to understand current state operations and ensure that Workday’s ISP functionality meets school and unit needs. See more in Community Hub.

    Adaptive Planning (Adaptive Insights)

    Workday’s recent decision to rename the Adaptive Insights budgeting tool “Adaptive Planning” means that you’ll hear our budget tool referred to by both names.  Adaptive is being used by UVA schools and units right now to revise their FY21 budgets. The robust capabilities of Adaptive should provide everyone with improved tools to make informed decisions.

    If you’re working in Adaptive, the project team is here to support school and unit partners in this process by providing resources and holding office hours to help with the process.  Check the Adaptive Resources page on this website. 

    What's New on this Website?

    We’ve pulled together a decision log that documents all project decisions, along with explanations of the decision-making structure and all the hows and whos of decision making.  They’re definitely worth a look so you can understand how things are happening on the project.

    We’re also updating our Workday Words dictionary with new terms submitted by the UVA Community for definition.  If you have a term you think needs to be defined, whether it’s a workday term or a term we currently use, please shoot us a line.  If you think it needs defining, odds are good someone else does, too.

    We’ve also updated our governance lookup feature on this site since there have been some changes to the governance structure lately.  You can use this feature to easily locate who in your area is representing you in project governance groups. 

    Updates are ongoing on the Frequently Asked Questions page.  We have new questions from Fiscal Administrator's Meetings and other stakeholder groups, and we're steadily answering them.  

    June 25, 2020 Updates

    The Adaptive Insights Team has completed the onboarding sessions in preparation for FY21 budget revision and FY22 budget development.  During those sessions, departments and units were introduced to the basic navigation and functionality of Adaptive Insights and the three budget modules (GA Compensation, GA Non-Compensation, and GL Revenue) that are used for data entry during budget development.  The team also familiarized attendees with eight pre-built reports to view budget and actuals data based on the familiar UFM format. Users will receive further support after their initial onboarding session, including Office Hours with UVA and Deloitte representation that will help answer questions around both Adaptive and the UVA budget process, and additional training sessions and resources.  For more information, check out the AI Resources page.

    Phase 3 of FST saw a shift in scope for our governing bodies. The revised governance structure will more effectively operationalize the team and stakeholder's efforts, making sure individuals who are familiar with various levels of the organization are able to advise our leadership and the project team at the right time on matters within their expertise.  The Executive Committee, the Leadership Council, functional owners, and project workstream leads are the decision-making entities in this structure, with the Steering Committee, Advisory Group, and Fiscal Administrators group (along with other stakeholders as needed) providing insight.  

    We are deeply appreciative of our governance groups for collaborating with us through the first two phases of this journey, and for sticking with us during a stressful and unexpected situation at the beginning of Phase 3.  You can read about the changes in detail on this website under the Governance tab.

    We recently posted a Who's Who in Terms of Team StructureVisit the Team Structure page for a quick explanation of how the team is set up.  

    How are FST decisions made?  All FST decisions are made using the RAPID framework, but formal RAPID documentation (as you saw with the recent decision to go with Workday Expenses in place of our current expensing system, Chrome River) is only required with Tier 1 and Tier 2 decisions. You’ll always be able to access that documentation in the Online Community.  You can see more on RAPID and the tiers of decision-making and who’s responsible for what decisions, in this blog piece. In the spirit of transparency, we’ll share decisions in our normal communications channels when they are made, and we’re also working on a user-friendly decision log that will live on this website and be consistently updated.

    You may be wondering how the project timeline (and how that timeline intersects with your work) has changed since the decision to extend the go-live date by one year.  We’re pulling that information together, and should have solid details to share with you by the next blog digest or before.

     Since the architect sessions are now complete, we are heading into a period beginning this fall called “Configuration & Prototype” where we will be taking the information and decisions from the architect sessions and building our first instance of Workday Financials. The project timeline has room for at least two prototype and validation periods. Because of our recent timeline extension, we may even have time for a third period of refinement and feedback.

    June 10, 2020 Updates

    The new go-live date of July 1, 2021 has been fixed.  This will allow UVA to focus on the pandemic situation at hand while ensuring ensure quality outcomes and true transformation.  

    Architect sessions have wrapped up and we’re moving on to the next step in the process:  the construction of configuration workbooks. A configuration workbook is a blueprint for how we build the Workday Financials Tenant.  The configuration workbooks contain all the specifications identified for how we want Workday to work for us here at UVA.  The team will build the first configuration, then meet with end-users.  Their feedback will be used to build a second version of the tenant, and then we’ll pull end-users together again for more feedback. Read more on the UVAFinance blog.

    The Project team announced its first decision made with the RAPID process. The team had been seeking input from governance groups and stakeholder groups regarding the choice between keeping our current expensing system in Chrome River or switching to the expense module within Workday financials.  Project sponsor Melody Bianchetto signed off on the ultimate choice to go with Workday Expenses after weighing the input and advice from our partners.  Read more on the UVAFinance blog.  

    Both sides of the Grants Management Team, the functional side and the data side, have been working with their colleagues on the FDM team to move the Grants management module forward.  The team has been very excited about the functionality built into the module, and they’re looking forward to sharing their progress and enthusiasm with the research administration community.  Read more on the UVAFinance blog.

    Over in the gifts and endowments area, the team has decided to keep our legacy system, Fundriver, instead of using Workday Financials for endowment management, mainly because UVIMCO’s current processes mean that Workday Financials wouldn’t’ be able to calculate fees properly.   The team is still looking at ways they can integrate the two tools to make jobs easier and data more accessible, however.  Read more on the Online Community.

    The Spend Workstream has several key decisions to make within each substream.  Read more on the UVAFinance blog.

    On the Adaptive Insights front, we reported last week that the AI team has been very busy, meeting with schools and units.   Very soon they will have familiarized everyone with AI, and by June 16, schools and units will be using AI to validate their FY21 budget, filling in details.  The AI team is working with the FST training team to support schools and units during the transition.  Visit the AI Resource page for more information.

    May 21, 2020 Updates

    Project Timeline:  As of now, we know we’re not going live on the original July 1, 2021 date, but we aren’t yet sure what the new date will be.  In the meantime, the FST team is continuing its implementation efforts, and planning different go-live scenarios.  The team has been in discussions with our stakeholder groups and governance groups to talk through the benefits and drawbacks of a January 2022 mid-year go live.  If you haven’t yet given your thoughts on that point, we want to hear them in the Community!  You can also feel free to email us at financetransformation@virginia.edu or send your feedback via the anonymous feature in the upper right corner of our FST website.

    Future State:  Who's in Charge of FST?  The future functional owners of FST are involved now, guiding the project toward completion.  Read more on the Community!

    Adaptive Insights Update:   The AI team is on track to complete a series of individual and group meetings with as many schools and units as possible this summer, with a goal of empowering them to perform their yearly budgeting process in AI and provide feedback on the use of the system and possible future enhancements. Read more from Elissa Morton on the Community.

    The Supplemental System Survey is now on the Community:  Check to see if your systems are represented and let us know if not!  View the results here

    Do you speak Workday?  Check out our Workday Words resource and let us know what else needs definition!  We'll be continually adding to this dictionary and hope to make it interactive soon.

    Who's new on the team?