Town Hall Meeting Workday Financials Implementation Josh Sekel, Project Manager Nov. 30 & Dec. 14,...
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Transcript of Town Hall Meeting Workday Financials Implementation Josh Sekel, Project Manager Nov. 30 & Dec. 14,...
Town Hall MeetingWorkday Financials Implementation
Josh Sekel, Project ManagerNov. 30 & Dec. 14, 2015
2
Introduction
ONE CODE LINE.EVERYONE ON THE SAME RELEASE.
EVERYONE SPEAKS THE SAME LANGUAGE.
Workday Commercial
3
Agenda
Topic Presenter Time
Opening Remarks and Introductions
Brian Hutchings, VP Finance and Administration
10 min
Why A New Finance System?Why Workday?Project Goals
Bryan Boles, AVP Financial Services 10 min
The ProjectPlanScopeStructurePrinciples
Josh Sekel, Project Manager 10 min
Workday DemoDashboard and ReportingExpense ReimbursementPurchase Requisition
Jay Chen, Deloitte 10 min
What will change?How we will communicateChart of accountsTeaching cost allocations
Ed Wall, Director Finance Strategy and Operations
10 min
Project Status: Q&A Josh Sekel, Project Manager 10 min
4
Our Finance System
Born in 1985
5
Current system?
Originally built without using Windows *
Built for the PC desktop
Total student headcount in 19858,190
* Windows 1 was released in 1985
6
Why Workday?
Cloud based with frequent updates
Total student headcount 2014-1518,824
Easy
Built for mobile tablets and pcs
7
Other universities on Workday
8
Our goals
Improved efficiency
Support a federated enterprise
architecture
Improved financial outcomes
Limit system customization
Risk reduction
Support individuals in their employment
9
Project plan
Key PointsGo live date May 1, 2016In scope will be:
• Contract management
• Workflow with electronic signatures
• Maintain current integration capability
• Consolidate all purchasing into new purchasing system
10
Project principles
1. Phase 1 - keep it simple– Phase 1 will have similar integrations to what Bears has today.– Additional enhancements and integrations will continue long after the
project is done.
2. End user experience is key– We will work hard to ensure the end user experience is easy and
completely functional. – End users will be most impacted by the new purchasing and expense
reimbursement processes.
3. World class business processes– We will adopt Workday standardized processes. We have a Board
Mandate to allow for no customization.– Processes will be paper reduced.
11
Project Scope
Current Scope exclusionsWhat is in Scope?
• FDM (inc. Grants, Endowment Gifts)
• Financial Accounting (General Ledger)
• Supplier Record & Supplier Invoicing (Accounts Payable)
• Customer Invoices (Accounts Receivable)
• Business Assets (Fixed Assets)
• Banking and Settlements (Treasury Management)
• Procurement & Receiving
• Expenses
• Financial Budgets & Budgetary control
•HCM & Payroll
• Student Billing
• Student Recruitment, Admissions, & Record
• Position, Award and Project Budgets
•WD27 Financial Planning (Ph 1.5)
•Grants Management
• Project Management
• Inventory
• Complex Revenue Recognition
12
Enterprise Value Delivery (EVD)
13
Project governance – who is responsible
14
Demonstration
ONE CODE LINE.EVERYONE ON THE SAME RELEASE.
EVERYONE SPEAKS THE SAME LANGUAGE.
• Reporting• Dashboards• Expense Reimbursement
15
Managing change
Phase 1: Communication timeline
General information• Town Halls (Nov. 30, Dec.
14)• Finance Connect• Press Release• Website
brocku.ca/workday• SharePoint• CAD Finance, SAC, CAC• Board• Roadshows (FOH, FOE)
User needs information• Roadshows (GSB, M&S, FHS,
SS)• Information sessions to
targeted groups• Management (incl
handouts)• Finance • Facilities Management• Professors• Administrative
Assistants• Subject Matter Experts
• Finance Connect• Website brocku.ca/workday• SharePoint• CAD Finance, SAC, CAC
Training• Town Halls (end of March) • Training sessions • Training material • Website
brocku.ca/workday• SharePoint• CAD Finance, SAC, CAC• Board
Legend:CAC – Core Applications CommitteeCAD – Council of Academics DeansP1 Testing – from Nov 26 to Dec 16P2 Testing – from Dec 22 to Jan 19P3 Testing – System Integration Testing, from Feb 23 to Mar 2 P4 Testing – User Acceptance Testing,
from Mar 31 to Apr 8SAC – Senior Administrative Council
NOV 2015
P1 P2 P3 P4
JAN 2016
FEB 2016
APR 2016
MAR 2016
DEC 2015
MAY 2016
May 1 Go-Live
17
Current account structure
18
NEW Worktag categories
Mandatory worktag
Optional worktag
Revenue
Category
Fund
CostCentre
Ledger Account
Spend Categor
y
Grant
Gift
Debt
Program
Project
19
NEW Worktag categories
20
Travel transaction example
Old Account Structure114-606-001 - Prof. X PER Account
PER and Chemistry department are known but no details about the type of expense being charged to the account.
New Account StructureFund – PERCost centre – ChemistryLedger Account – TravelSpend Category – MileageProgram – PER - Professor “X”Project – UforChemistryProject
Professor “X”, who is in the Chemistry Department, travels to Toronto for a conference and wants to charge the mileage expense to his PER account.
Worktags provide more data in real time..
21
Project Reporting
ExpensesSalary $10Supplies $ 5Travel $ 7
Total $ 22
The project worktag “UforChemistryProject” can be used across funds and then reporting on the entire project can be done.
ExpensesSalary $10Supplies $ 0Travel $ 5
Total $15
ExpensesSalary
$ 0Supplies
$ 5Travel
$ 0
Total $ 5
ExpensesSalary $ 0Supplies $ 0Travel $ 2
Total $ 2
PER FundOperating
FundResearch
FundTotal – all
Funds
22
New faculty payroll allocation
• All Faculty and part-time teaching salary costs will be initially charged to one account with the Faculty.
Faculty salaries• Allocated to various departmental salary accounts (cost
centres) based on courses taught using a standard cost.
• Remaining balance will be structural labour cost of research and service.
Part-time salaries• Allocated to various departmental salary accounts (cost
centres) based on courses taught.• Remaining balance will be over/short on budget
estimate.
23
Faculty example – before allocationFaculty Teaching Cost Centre
* includes all Faculty and PT teaching
Department Cost Centre
^ includes Admin staff salary only
$140
Salary* $100
Benefits* $20
Operating Expense $0
Allocation $0
Total $120
Salary^ $10
Benefits^ $2
Allocation $0
Operating Expense $8
Total $20
24
Faculty example – after allocation
Faculty Teaching Cost Centre
* includes all Faculty and PT teaching
Department Cost Centre
^ includes Admin staff salary only* Includes Faculty and PT teaching (based on courses taught)
$140
Salary* $100
Benefits* $20
Operating Expense $0
Allocation $(48)
Total $72
Salary^ $10
Benefits^ $2
Allocation* $48
Operating Expense $8
Total $68
25
Project update and next steps
• P1 testing wrapped up last week• P2 testing to begin before Holiday
break• P3 testing in February will be the
point where we start calling on you to help us test
26
Feedback
Visit brocku.ca\workday to let us know: • How we’re doing• If there are any data points or
costs you want tracked• Any other comments you might
have
27
Questions/comments?