Navigation

Search This Site

We're Moving!

Checkout our new home on UVAFinance.virginia.edu!

This site is being migrated to the new UVAFinance site and will be removed on 3 September 2021.  You can find us at: https://uvafinance.virginia.edu

Implementation of Workday Financials

What's the Latest?

August 26, 2021 Updates

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

Adaptive Planning

The Adaptive Planning Team is continuing to shape Adaptive, Workday’s planning and budgeting software, to be ready to integrate with Workday financials in July of 2022.  UVA has been using Adaptive since the summer the pandemic began, in order to take advantage of its enhanced planning functionality in that really unpredictable time.  Since then, users have been working with the Adaptive Team to make improvements to the software to make it more useful to UVA.  Read more on the blog.

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? 

Training Update

The Training Team is working hard to deliver the training that will allow you and your team to be successful doing your jobs in Workday Financials upon go live.  The decision on timing of training is based on training best practices and the years and years of experience the training team has, plus comparisons to what other higher ed institutions found successful.  It boils down to this:  Training sticks with learners best when they don’t have time to forget what they’ve learned before they can actually get into the system.  We want our stakeholders to learn on a system that appears and functions as it will at go-live.  Read more from Patty Marbury on the blog.

Recon@ update

The team is working with stakeholders to find a way to build real-time approvals on the front end, within Workday Financials, but we’ll probably still need post-transactional attestation provided by an outside tool.  Check out the detail on the blog.

Continuous Improvement:  UFM 2.0

With many financial changes underway and new university leadership at the helm, the University Financial Model is under review to make sure it supports 2030 strategic plan goals.  A committee is doing a strategic review of the model, to make sure it serves the needs of the organization, and also assessing how the current model is serving the needs of schools and units across UVA – focusing on the model’s users.  Learn more on the blog.

August 13, 2021 Updates

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.

End-to-End Testing 

Testing begins this September! If you would like to know more about testing, we recommend the articles below.  Also, FST Testing Lead Sunil Sah has been making the rounds to FST governance groups, so if you’d like to hear him talk about the testing plan, check out the recording of the August 4 Fiscal Administrators' meeting.

Putting Workday to the Test (link to FA video)

Getting Everything Just Right: FST Testing

Read more about Sunil Sah, FST Testing Lead

FST Website Content Migrating to New UVA Site

The new UVAFinance website goes live August 16!  This is an agile rollout, and we'll gradually be adding all UVAFinance areas to this one, integrated, function-based site.  Finance Transformation content is one of the first areas to be migrated.  Visit uvafinance.virginia.edu to see the new site (FST content is located in the upper left).  Even though the site is live, we’ll still be making adjustments, and of course, working toward getting the other UVAFinance department on the new site, so for a while, the old sites of those first few departments will still be live before we put redirects in place.  That gives our stakeholders a chance to get familiar with new locations of the content they visit most frequently. 

Read more about the new UVAFinance website

Reporting & Analytics Focus Group

The Reporting & Analytics team is holding meetings with a sampling of users across Grounds to take an initial look at high-priority financial reports.  This is just a preliminary examination of reports and not full-fledged testing, but it's a good first step to make sure we're headed in the right direction with reporting.  Read more on the blog.

July 29, 2021 Updates

Project Timeline

Finance Strategic Transformation is nearing the end of the configure and prototype phase.  We’re closing out a number of activities and getting ready to move forward with the testing phase. The key activity our team is focused on at this moment is getting the next tenant of Workday Financials built and ready for the end-to-end testing that will kick off in September. The end-to-end tenant, as we’re calling this latest build of Workday Financials, will incorporate changes based on insights gained from the second round of Customer Confirmation sessions and other work in the configuration tenant.  End-to-end testing kicks off on September 1 and will continue through January 14 of 2022. 

Read more about the testing phase.

Meet Sunil Sah, the FST Testing Lead.

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.

Other transformations in progress

Besides the Workday Financials and Adaptive Planning implementations, there are many other transformations taking place.  Check out installment number three of the continuous improvement/process improvement projects taking place as a part of FST to and see all the cool things that are going on that will make doing finance at UVA better.

July 15, 2021 Updates

Heading toward Testing

We’re wrapping up Configuration and Prototype, and soon the team will start building another instance of Workday Financials as we get prepared to move into a new phase:  the testing phase.  During that phase,  the team will test all of the business processes we’ve been developing from end to end, making sure all the technology flows as we expect it to and making tweaks where we find issues.  There will be more information coming soon on what the Test phase will be like, so stay tuned.

UVA FST Glossary

This is different from Workday Words! The glossary comes out of the need to have a consistent and shared vocabulary for the finance work done across UVA.  While Workday Words is a dictionary of Workday financials terminology compared with our legacy terms, workday terms aren’t the only new words we’ll need to learn during Finance Transformation.  The glossary is a compilation of terms that we’ll be vetting and adding to slowly, describing key components of UVA’s financial workings so we can all have a shared understanding of common terms.  Access the glossary here.

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.

Training Update:  Role Mapping

The training for Workday Financials will be role-based, which means it’s training that gives you what you need to perform your role within the system. The team will start mapping each role in Workday Financials to people doing the work here at UVA so we can make sure the right users get the right training. The mapping process will follow a cycle of review from lots of folks in governance and across grounds to make sure we get it right.  Read more on the blog.

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 

FST:  More than just a tech implementation

Although Workday Financials and Adaptive Planning are obviously huge pieces of the project, FST is also an effort of ongoing and continuous improvement.  As we implement these technologies, we’re trying to improve processes, too.  Check out part two of a three-part series in the UVAFinance blog that shares some of the other transformations that are happening in FST.  It’s always good to see the changes being made to improve how we do finance at UVA – good ideas from good people, lots of collaboration, thinking outside the box.  

June 28, 2021 Updates

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.  

Related News:

  • Transformations in Progress:  From improving payment processing and procurement marketplace access to Optical Character recognition for invoices and workflow controls, there are lots of transformations in progress.  
  • UVAFinance/FST Website Reorganization:  This summer and early fall, you may notice a difference in how the VP Finance site and the FST site are organized.  We’re reorganizing the content of all the Finance sites into a single site that’s more focused on you as a stakeholder. This website redesign is another one of those “transformations in progress"! Read more.

June 10, 2021 Updates

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.

Budgeting in the Future State

The Adaptive Team has been working hard to get ready this summer to build the third version of Adaptive Planning; this is the one that will integrate with Workday Financials when we go live next year.  The team has gathered 378 user stories from the UVA community to help them shape Adaptive to fit UVA’s needs.  You may be wondering what the difference is between the budget you’ll see in Workday vs. the budget you’d see in Adaptive Planning?   The difference is that Workday will have only the annual budget, while Adaptive will have multiple versions of the budget that you can compare/contrast.  Workday is where you’ll go for day to day operational activities, and will be the source for transactional details – while adaptive will be the source for past, current, and future budget data.  Read more on the blog. 

Reporting in Workday Financials  

The FST team has put together a video that gives you insight into reporting functionality in Workday. In the online community, you can see this short video that walks you through some of the future reports. It’s only twelve minutes -- check it out!

Training Update

We have a fresh training update for you, as well!   This update breaks down the different ways we’ll deliver Workday Financials training.  The Training Team is planning everything from online courses and quick reference guides, to classroom and zoom training, to office hours and beyond.  Learn more in this post on the blog

May 13, 2021 Updates

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.

Training Update

Patty Marbury lays out the timeline for our training between now and go-live of Workday financials in July of 2022, and then after go live.  Read more here.  

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.

Reporting & Analytics Update

The Reporting & Analytics team is hard at work to make sure that on day one of Workday Financials at UVA, you have all the reports you need. You might be shocked to know how many required operational reports there are out there, that the Reporting and Analytics team has to ensure are ready on day one.  Make your guess and then find the answer here. 

Frequently Asked Questions

You can check out our latest round of answers to some of the most frequently asked questions from the deepening engagement sessions that were held by our Change Leaders after the first round of customer confirmation sessions.  This week, we share info about UBI, expense receipts, and what’s going on so far with RECON@.  

April 29, 2021 Updates

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.

Adaptive Planning:   The Adaptive Team is still pushing toward the third Workday-integrated version of Adaptive Planning, the University’s new budget tool. The team is refining the current tenant of Adaptive Planning based on user stories they’ve gathered from schools and units across UVA.  If you’d like to see more about the work with Adaptive, and the budget process redesign, check out this update.

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.

Training:  Training plans are coming together.  We’re still a year out from the delivery of training, but we’ve pulled together a roadmap that will allow us to design, develop, and deliver training that fits the needs of our stakeholders. See the latest update from the Training Team.

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. 

The System Remediation Network has started establishing subgroups intended to help members connect in smaller numbers to discuss remediation-related topics more specifically.  The plan is to create about 10 subgroups with about 10-15 system owners each.  The groups will meet monthly, and the full SRN meetings will continue monthly as well.  Read more on the blog.

April 15, 2021 Updates

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

The newly-established Workflow Controls and Approvals workstream has been working with the broader FST functional team to document considerations and implications related to the workflow of transactions in Workday Financials, as well as the associated roles and approvals in our business processes.  They’re working toward configuring things into UVA’s tenant of Workday enough so that folks can see the functionality in our next round of Customer Confirmation Sessions.

The next round of Customer Confirmation Sessions will begin in June.  

The Adaptive Planning team continues to focus on the latest iteration of the Adaptive planning tenant, Adaptive 3.0.   This involves categorizing user stories so we can be sure that users have the functionality they need and want in July of 2022, straight out of the gate.

Check out this Adaptive Planning update.

The Reporting and analytics team will have the core reports needed for all schools and units to do their day-to-day work on day one of workday financials’ go live.   You can expect that much of the reporting you use UBI for today will be done in Workday. And even though things will be ready to roll on go-live date, work on reporting and analytics won’t stop there.  The team will continue to capture requirements and building the tools needed to go forward.  

More on Reporting & Analytics

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 the FSTwebsite and is updated as frequently as possible.

March 25, 2021 Updates

Workday Financials Training:  We’re about a year out from actual training.  This time next year, the training team will begin to deliver training all across grounds in a variety of modalities.  Right now, we’re getting close to delivering the training plan for the project, so you’ll soon start to hear more details about what we have in mind. The training team has been working hard within the project for quite a long time, getting ready to deliver training that will help our users feel confident about getting the most from Workday Financials right out of the gate.

Did you know?  The FST Team is made up of 80 folks from UVA . . . and when you add our Governance groups, the number burgeons to 700+ !  See how it all shakes out on the blog.

Reporting & Analytics:   How much do you know about the Data Warehouse?  It's going to be important that we're on the same page as we move toward go-live.  Read more here.

Adaptive Planning: The Adaptive team is continuing with its work on budget process redesign.  They’re working with a larger group across Grounds to dig more deeply into Adaptive functionality, identifying how the new chart of accounts will apply to future state business processes, thinking about UFM adjustments, and more.   

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 Updates

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!

System Remediation

The System Remediation Network is the group of folks across Grounds who have systems that work with Oracle currently that are going to need to work with Workday. Scot Thornton is heading up that area of the project. You can see what the SRN has been up to by checking out their space in the online community – go visit them now!  If you have a question about a system in your area, reach out to Scot

Reporting & Analytics in the Future State

This week, Mark Anderson expands on the question we tackled in our last blog digest about the future use of UBI and delves into what enterprise reporting may look like for various use cases in the future. If you’re curious about what will be done in UBI vs. Workday vs. some other system in the future, take a look at this blog post he helped us put together this week and his post in the Online Community.

February 25, 2021 Updates

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.

When the University replaced the human resources system, some configurations had to be established to integrate with Oracle, our current financial system. However, once Workday Financials launches on July 1, 2022, UVA will have one Workday platform for both human resources and finance processes. Read more on the blog. 

In terms of Adaptive Planning, the Workday budgeting tool that UVA has been using since last year, Schools and Units are working with the Adaptive Planning team on FY22 Budget Development and to prepare for the "3.0" version of Adaptive Planning that will go live with Workday Financials in July of 2022. We’ll be doing more regular updates in the coming weeks on the work the group is doing.  Read more on the blog!

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.

The Reporting and Analytics team has been busy behind the scenes.  They’ve been meeting with the Spend team to figure out how to handle new reporting requests, and working with the Office of Sponsored programs to better understand their reporting requirements.

Last week, the Finance Strategic Transformation (FST) team completed the last of six interviews with other organizations about their support model implementations. The Project Management Office (PMO) team targeted universities (and one corporation) that use one or more Workday platforms. Their goal was to gather information to evaluate peers’ support model implementations in terms of several characteristics, including level of support centralization, governance maturity, best practices observed, and key lessons learned.  Read more here.

February 11, 2021 Updates

Counting down to Go-Live of Workday Financials
We’re now one year, four months, and two weeks from the go-live of Workday Financials. If you're prone to losing track of time (who isn't? What's time?), you can check in on the countdown here.

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

Governance and Decisions

The Fiscal Administrators group is a level of FST governance. If you’re invited to those meetings, you should definitely come, because the FST team shares lots of great information there – they show demos, we have discussions, and the meetings are really well attended. It's a great way to stay plugged in with the project and finance in general.

You can always see the recordings of those Zoom meetings and view the slides, too (whether you're a member of the group or not!). Take a look: https://financetransformation.virginia.edu/fiscal-administrators

Helpful Resource: FST Overview
If you care enough to read the UVAFinance blog, you are probably a finance person or someone else with a high stake in this project. However, you likely interact with people on your team who aren’t as in touch with the project. 

With that in mind, we put together a one-page, high-level sheet that might be helpful either as talking points or knowledge points for you or for you to share with anyone else who needs it. Look at this high-level goodness: https://financetransformation.virginia.edu/system/files/high%20level%20one%20pager.pdf

January 28, 2021 Updates

Notes on the Timeline

With 2020 more firmly in our rearview mirror, the FST project team is moving forward into new and exciting territory. We’re seventeen months and a couple of days away from the go-live of Workday Financials, and there’s a lot happening.  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.

Training News

 Besides the everyday work that the training team does -- being imbedded with the FST project team in an advising capacity, doing outreach, and gathering change impacts, they’ve also been talking to peer institutions that have recently gone live with Workday Financials.

They have learned a lot from our colleagues, both on what really worked for them in terms of training and on what to avoid. We’re on the cusp of starting content creation for training.  This spring, they will be developing a curriculum, a training plan, and a calendar.  Read more here on the blog.

January 15, 2021 Updates

Happy New Year!  Here at the start of 2021, Finance Strategic Transformation is not quite halfway through the configuration and prototype phase.  We’ll be in this phase until summer. (See the whole Phase 3 timeline here).

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.

There are six major decisions being discussed in FST governance circles this month:  requisition user access, data warehousing and trend reporting, per diem, Workflow control, receiving in Workday, and discontinuation of WebWire.  Remember that we keep track of these decisions in the FST decision log.

In all the decisions that surround our implementation of Workday Financials, it’s easy to forget that Finance Strategic Transformation involves more than just Workday.  FST is actually four parts;  Workday Financials, Reporting & Analytics, Adaptive Planning, which is the budgeting tool, and probably most importantly, Continuous Improvement.

The work the Finance Engagement team is doing to put together a future-state service model for UVAFinance is a great example of continuous improvement activity.  The Finance Engagement team is implementing Salesforce across UVAFinance departments to help make the customer service experience more consistent for our stakeholders, and to provide us with a more effective way to see problems as a whole, taking into account how different departments touch the processes in question, rather than trying to solve them in a siloed way. Read more about that here on the blog!

Another one of the four parts of Finance Strategic Transformation is the implementation of Adaptive Planning, Workday’s budgeting tool.  Last year, UVA started using Adaptive for its budgeting process.  The Adaptive team is currently working with stakeholders on a budget process redesign, pivoting from the 2.0 version of Adaptive Planning from last year to the 3.0 version that will integrate with Workday Financials and the new FDM.

Adaptive Planning offers us so much more than the shadow systems and excel spreadsheets we’ve become accustomed to for years.  As the team moves through the budget process redesign, they're focusing on replacing the outdated and inefficient processes with a more streamlined process that focuses on customer service and support of our end users’ needs.  

December 15, 2020 Updates

 As 2020 draws to a close, the FST project team would like to thank everyone at UVA who has worked closely with us this year -- there's absolutely no way we could do any of this without your expertise and input.  

While we should all be proud of this year's progress, we also know that we all need a break.  Please take time over the winter break to do whatever it is that brings you peace and joy.  We look forward to working with you all in 2021!

Until then, here's where things stand at the moment and what's coming up in the New Year.

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. 

In other news, the project management office is continuing work with UVA’s audit team and an outside firm on a project health check, the Reporting & Analytics team is working on the development of reports for their first spring cycle, and the System Remediation Network is continuing its work.

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. 

Check out the Phase 3 - Implementation Roadmap on the FST Website for more information on what's coming up.

November 12, 2020 Updates

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.

Reminder: Check out the Info Station!

The Info Station on this website is a great resource if you find yourself wanting to get caught up on a particular transformation topic. The Info station walks you through all the way you can get and stay up to speed.

In Other News

The Reporting and Analytics workstream has been drafting initial report design documents for customer accounts, grants management, and business assets.

The Technical Team is working on setting up conversion mapping sessions, and scheduling additional sessions to address questions around data scope and source systems.  They’ve also completed loading gifts data into the first tenant build.

Besides configuration and prototype and all the work the FST team will be doing between now and go-live in July of 2022, there’s also a team in UVAFinance working on the Future Service Model. Read more about that effort on the UVAFinance blog.

October 29, 2020 Updates

As October comes to a close, we’re not only transitioning from spooky season to the beginning of the holiday season, we are also formally ending the Architect phase of the project and transitioning to the Configuration and Prototype phase.

The project team is completing the Architect stage, in which they captured design input from across the university finance community and are building the first UVA instance of Workday Financials.  This instance will contain the new chart of accounts, known as the Foundation Data Model or FDM.

In December, the team will hold customer confirmation sessions where they walk finance representatives from across Grounds through various business processes in the new environment, capturing feedback on process and the system design.

There will be at least two iterations of review, feedback, and making tweaks to the future state design before moving on to a final build of Workday Financials.

Here's what's going on behind the scenes: 

  • The functional team is resolving additional FDM design questions and tackling configuration build tasks and validation.
  • The technical team is preparing to kick off the System Remediation Network this November.  They're also working on the conversion mapping sessions and have adjusted the schedule for the grants Management functional area.  They have identified 35 system integrations to be designed and developed as their first priority.
  • The Reporting and Analytics team are working on initial drafts of report design documents for Core Financials, and are holding reporting requirements gathering sessions with Business Assets, Projects, Financial Accounting, Banking and Settlement, and Gifts and Endowments Functional areas.
  • The Change Team is working with our Advisory Group Change Leaders to make sure we’re gathering the right feedback and sharing the right messages across UVA.

We truly appreciate your continued partnership as we move into configuration and prototype.  Thanks so much for sticking with us – we’re excited to see that first build of the UVA Workday Financials Tenant!

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?