Workday@Yale Impacted Systems Kick-off · ISP Registration Gap App ISP Billing Payroll Costing...
Transcript of Workday@Yale Impacted Systems Kick-off · ISP Registration Gap App ISP Billing Payroll Costing...
Workday@YaleWorkday@YaleWorkday@Yale
Workday@YaleImpacted Systems Kick-off
Joyce LushDick BascomJanuary 28 and February 2, 2016
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Workday@YaleObjectives
Introduce the Workday@Yale Impacted Systems initiative
Raise awareness of the work to be done – yours and the Workday Program’s
Build connections between impacted system owners and the Workday@Yale team
Build connections between the community of impacted system owners throughout the campus
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Workday@YaleAgenda
Welcome
Workday Release 4 Overview
Impacted Systems Overview
Workday Impacts
Support from Workday Program
Next Steps for You
Questions
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Workday@Yale
Make it easy to get
work done and harder
to make mistakes
Establish an
accurate, trusted and
timely reporting
environment
Simplify and
standardize
processes
Minimize
administrative
overhead for faculty
and end users
Lower operating costs
and improve
effectiveness
Workday Program Objectives
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Workday@Yale
BUSINESS AREA KEY PROCESSES IF NOT WORKDAY…FDM Chart of Accounts
Cash Receipts & Deposits
Bank Reconciliations
Settlement Process
Accounts Receivable
YSM BMS AR
Fixed Assets
Moveable Equipment
Capital Accounting & Funding (e.g., CMS)
Other Capital Projects Accounting (e.g., ITS)
Internal Interest, Interest & Amortization Gap App
Requisitioning SciQuest Integration
Purchase Orders
Supplier / Supplier Accounts
Supplier Contracts
1099 & Other Taxes
Expense Reports & Advances
Petty Cash No change
Procurement Commitments
Banking and Settlement
Business Asset Accounting
Non-Sponsored A/R
Procure to Pay
(Procurement, Supplier
Accounts, Supplier
Contracts, Expenses)
Business Process Design Sessions
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Workday@Yale
BUSINESS AREA KEY PROCESSES IF NOT WORKDAY…Accounting Rules & Flows
Period Close
Journal Entries
Allocations
Validations
Checklists
Domain Data
Spendable Gifts
Endowments
Endowed Professorships
ISP Registration Gap App
ISP Billing
Payroll Costing Schedules
Payroll Cost Adjustments
Payroll Commitments
Awards
Subawards
Monitoring & Closeout
AR , Billing & LOC draw
Cost Transfers
Grant Budgets Open
Internal Service Billing
Payroll Costing (LD)
Sponsored Awards - Post
Award
Gifts - Spendable &
Endowments
Financial Accounting
Business Process Design Sessions
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Workday@Yale
BUSINESS AREA KEY PROCESSES IF NOT WORKDAY…Operational Reporting
Management Reporting
Executive Reporting
Dashboards
DWH Reporting
Operating Budget & YBT Design YBT
Long Range Plan & LRP Tool Design LRP
Fin Mgmt Model (Dept Plan, Proj/Cmmts, Level
of Budgeting, Standard Rpts, LCM/COM, MFR)
Workday Budgets & Amendments
Workday Position Budgeting
Workday Funds Checking
FTE Definition & Reporting
Standard Roles
Role-Based User Access
Security Design
Security Administration
Reporting
Financial Management
Roles
Security & Configuration
Business Process Design Sessions
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Workday@Yale
The Financial Data Model (FDM) serves as the “chart of accounts” for Workday and will replace the current PTAEO structure.
FDM includes but is not limited to what we think of today as the chart of accounts. FDM includes the data elements that we attach to transactions when they are entered or generated, allowing the retrieval of data for reporting purposes.
What is the FDM?
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Workday@Yale
Proposed Organizations to be REQUIRED on all transactions
Business
AreaPurpose
(as defined by Workday)
Recommended Use
at YaleYale Examples
Company One for each Tax ID As intended Yale, Berkeley Divinity, Drama Productions Inc.
Fund Financial reportingBalancing – create due to/from
Capture high level source of funds
GA, Sponsored Awards,etc.Hierarchy – UR/TR/PR
Cost Center Capture financial activity –
often associated with responsibility for the activity
In place of today’s “O” in
PTAEO with department/ division hierarchy
Department
Program Identify ongoing functional activity
As intended
Multiple hierarchies to get
needed combinationsMany of “P”’s today
Provide external reporting,
line of business, federal
circular (A-133 / A-21), 990, F&A 4, local needs
Grant Track sponsored activity at the lowest level
As intended, replaces part of “A” and part of “P”
Individual grants for each PI on a major award
Gift Track donations As intended, replaces part of “A”
Individual endowment or current use gifts by donor
Yale Designated(aka “Internal”)
N/A – this will be a custom organization
Funding that is internally
allocated or designated (no external restrictions)
Discretionary accounts,
start up funds, reserves, general unrestricted, etc.
Some of these may be defaulted based on the individual performing the transaction or other worktags
On
e o
f th
is G
rou
p
FDM: Proposed Organizations
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Workday@Yale
Optional organizations are used only as needed – adds only required complexity.
Some of these may bring in (default) related organizations or worktags.
Business
AreaPurpose
(as defined by Workday)
Recommended Use
at YaleYale Examples
Project Accumulate costs related to an activity with an end date
As intended, replaces part of “P”
Capital projects,exhibitions, productions
Location Capture where people work,
assets are stored or expenses incurred
As intended, replace use of “O” for buildings
Building for employees
Room for moveable equipment
Assignee N/A – this will be a custom organization
Allow tracking by the individual
Financial activity for which
the individual is responsible
(combine discretionary, clinical, etc.)
Proposed Organizations to be OPTIONAL on all transactions
FDM: Proposed Organizations
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Workday@Yale
What happens to “E”?
The financial information we get through expenditure type today will still be available in Workday. The way the equivalent of “E” gets assigned to transactions, posted to the general ledger and made available for reporting will be different.
The general ledger posting is to Ledger Account:• Replaces today’s expenditure type for the “ledger accounting”• Is the level at which Workday carries budgets
On most transactions, instead of picking an expenditure type (ledger account) like they do today, an individual picks a Spend Category or Revenue Category:• Describe in more detail the good or service that is being purchased or sold• Used for additional reporting and analysis – “slice and dice” the ledger
accounts• Used for transaction routing/approvals/workflow• System selects the Ledger Account based on the categories selected by user
FDM: Financial Worktags
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Workday@Yale
Existing system used for Financials and HCM (Human Capital Management HR/Payroll) are retired:
Workday becomes the system of record for both Financial and HCM data
When FY17 is fully closed, Oracle E-Business Suite (Oracle EBS) is retired
The Data Warehouse continues to be available for historical data, but most (or all) Workday data is not available here
Phased Retirement of Legacy Systems
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Workday@Yale
Please note that this information is preliminary, and will be refined and possibly
modified as design progresses on Yale’s Workday implementation
Disclaimer
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Workday@Yale
Impacted systems are applications that are directly impacted by changes due to the implementation of Workday.*
Systems that perform the following functions are likely to be impacted: Use PTAEO or any portion of PTAEO Generate internal financial transactions (e.g., JSA, AP Invoices) Source data from, or send data to, Oracle EBS or the Data Warehouse Use HR or Identity data that originates in Oracle EBS
Wherever possible, a system should be eliminated.
* = May include spreadsheets and other personal productivity tools
Impacted Systems Background
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Workday@Yale
Scope of Work Modify data structures for FDM,
People
Modify online form(s) for FDM
Implement FDM validation
Modify invoices
Modify reports for FDM, people,
home org
Review and possibly modify user
access and business logic
Review and possibly modify
historical reporting
Convert data (PTAEO to FDM,
People ID to UPI, etc.)
Modify inbound interfaces
Modify outbound interfaces
Modify supporting web forms
Workday
Ora
cle
EBS
Dat
a W
are
ho
use
Orders for Services
Delivery of Services
Management of Services
Billing for Services
HRAPGL
HR
Impacted System
JSA
AP Invoices
Workday
HCM
People
BackbridgeCurrent
State
IDR
Orders for Services
Delivery of Services
Management of Services
Billing for ServicesPeople
Draft
Future
State
People
PTAEO Validation
Impacted System
Internal Service Provider
Impacted System Example
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Workday@YaleInventory of Impacted Systems
System owners have provided input on 586 systems:
As reported by system owners: Number PercentageNo Impact 295 50%Workday Subsumed 45 8%Sunset 25 4%Remediate 181 31%Replace / Gap App 9 2%Integration Only 13 2%Impacted, action TBD 18 3%Total 586 100%
221 systems require action (remediate,
replace, TBD)
101 impacted by HCM changes
105 impacted by Financial changes
56 not specified
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Workday@Yale
Impacted System Owners: Perform remediation on their systems Including design, coding, testing, and deployment
The Workday Program: Provide direction, support, and tools to enable success, including:
Coordination of Workday Program activities and planning with impacted system owners
Engagement of impacted system owners and other stakeholders Support for self-service and group activities Two-way communication between impacted system owners and the
Workday Program Create and provide tools to support remediation, including training,
job aids, and automated tools Consolidated view of impact and readiness
Roles & Responsibilities
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Workday@Yale
Start User
Acceptance Test
Start System
Integration
Test
Workday
Go-live
Start
Prototype 1
Sessions
Start
Prototype 2
Sessions
Workday
Program
Planning
assumptions:
Architect
Phase
Complete
Q2 FY16
Nov-Dec 2015
Q3 FY16
Jan-Mar 2016
Q4 FY16
Apr -Jun 2016
Q1 FY17
Jul-Sep 2016
Q2 FY17
Oct-Dec 2016
Q3 FY17
Jan-Mar 20
17
Q4 FY17
Apr-Jun 2017
Identify
Impacted
Systems
Q1 FY18
Jul-Sep 2017
Deploy and
Support
Plan
Analyze / Design / Build / Unit Test
Test Plan
and
Preparation
End-User Training(job aids, training)
Testing (System Integration
testing, User Acceptance
testing)
What needs to be
done?
What resources are
needed?
How much will it
cost?
Schedule/allocate
resources
Identify and escalate
obstacles
Timeline for System Remediation
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Workday@Yale
This presentation is a summary of Workday@Yale’s impact on
other systems. Check out our web page for a detailed document:
http://workday.yale.edu/impacted-systems
We will share more information as it becomes available
Information you need for planning
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Workday@Yale
The implementation of Workday will impact other processes and
systems, including:
Financials
• Financial Data Model (FDM)
• Data values and transaction processing (JSA, AP, LD, etc.)
• Reporting
Existing sources of data are retired
• Workday becomes the system of record for both Financial and HCM
data
• When FY17 is fully closed, Oracle EBS (GL, JSA, LD, AP, etc.) is retired
• Data Warehouse continues for historical data, but most (or all)
Workday data is not available here
Changes to HCM data (People and Home Org) ripple into other sources
of data, including Identity Data Repository (IDR)
High-Level Summary
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Workday@Yale
FDM Validation:
• We expect to provide a web service and are reviewing other approaches
PTAEO to FDM conversion:
• We expect to provide support for data conversion of PTAEO to FDM for PTAEO values that were used in the last several years
• Note that FDMs do not convert back to a PTAEO
More on FDM
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Workday@Yale
Workday will provide the ability to manually input Journal Entries, to upload a spreadsheet, and to submit a batch file
The batch file format will change, but will be similar to today’s JSA format
The process for submitting a batch file will be similar to the process today
Journal Entries (formerly JSA)
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Workday@Yale
AP Invoice submission will be similar to today’s process:
The file format will be similar to today’s format
The process for submitting a batch file will be similar to the process today
We anticipate that Supplier Number will change
AP Invoice Submission
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Workday@Yale
People Data Sources are changing
Student data from Banner, Alumni data from Darcy, and patient data from EPIC are NOT changing.
Data related to Human Resources in Oracle EBS ARE changing
Use Identity Data Repository (IDR) when it provides the data you need. You may be able to transition to IDR now. http://techconnection.yale.edu/it-communities/identity-and-access-management/identity-data-repository-idr
Use Workday when it provides the data you need
Do NOT use Oracle EBS (HOP1), ACS1 People File, DWH People File (ppl_identity_s, ppl_roles_s), DWH People Dimension (yuhr_)
An expanded people data hub may be established to provide a one stop shop for all people related data attributes
People Data Changes - Data Sources
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Workday@Yale
Even if you are getting data from Workday or IDR, your system may be impacted by changes to People data elements
People identifiers are changing• Remaining available: UPI (University Person Identifier), NetID,
Workday Employee ID
• Retiring: EBS Person_Id (aka people_id), Social Security Number (aka National_Identifier), EBS Assignment_Id, or EBS Assignment_Number
Home Organization and its hierarchy:• We expect to provide similar data concepts for the leaf-level Home
Org, Department, and Division
• Other hierarchy levels (sub-department, sub-division, parent division, etc.) are likely to change
• The Workday “Supervisory Organization” and “Academic Unit” may be a better fit for some systems than today’s Home Org concept
People Data Changes - Data Elements
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Workday@Yale
Even if you are getting data from Workday or IDR, your system may be impacted by changes to People data elements
Job_Category (aka Job Name, DWH Job Code, with values like FAC, MP, CT) remains available, but may be retired in the future
Status information will change (Active Assignment, Terminated Assignment, etc.)
Other data elements currently sourced from Oracle EBS may change. We will work to minimize changes to formats and data values
People Data Changes - Data Elements
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Workday@Yale
Many systems extract data from Oracle EBS and the Data Warehouse and load it locally
Commonly used data sets
• We are looking at options that range from providing relational database data sets for self-service extract to building integrations directly from Workday
Data sets that are less widely used will be integrations directly from Workday
You should anticipate an approval process for access to data, similar to the process in place for Identity Data Repository, and even for data that you already use today
Other Data Sets
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Workday@Yale
FY17 will be closed in Oracle, and the legacy systems will continue to be used for financial processing and will use PTAEO in Oracle EBS until FY17 closes September/October 2017
FY18 processing will be done in Workday, and will require the new FDM charging instructions
Think about the timing and complexity of your transition, considering closeout of FY17 and startup of FY18
Systems that are impacted only by HCM data changes may be able to deploy to production prior to July 2017
Deployment to Production
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Workday@Yale
The Workday Program will:
Provide information as it becomes available
More details to come in February and March
Support documentation is available on the Workday@Yale website in
the Impacted System section
Provide tools and assistance, including:
Automated tools (e.g., FDM Validation, PTAEO-to-FDM Converter)
Access to data (e.g., People data, FDM values)
Documentation (e.g., detailed changes to HCM data, validation rules
for data entry of FDM)
Training (e.g., FDM concepts)
Coordination (e.g., system integration testing)
Resources
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Workday@Yale
Start User
Acceptance Test
Start System
Integration
Test
Workday
Go-live
Start
Prototype 1
Sessions
Start
Prototype 2
Sessions
Workday
Program
Planning
assumptions:
Architect
Phase
Complete
Q2 FY16
Nov-Dec 2015
Q3 FY16
Jan-Mar 2016
Q4 FY16
Apr -Jun 2016
Q1 FY17
Jul-Sep 2016
Q2 FY17
Oct-Dec 2016
Q3 FY17
Jan-Mar 20
17
Q4 FY17
Apr-Jun 2017
Identify
Impacted
Systems
Q1 FY18
Jul-Sep 2017
Deploy and
Support
Plan
Test Plan
End-User Training(job aids, training)
Information to
support design
Information and tools
to support build
Integrations to/from Workday will be done in groups
Analyze / Design / Build / Unit Test
Testing (System Integration
testing, User Acceptance
testing)
Targets for Workday Program
Information to
support planning
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Workday@Yale
Plan your System Remediation Work:
Line up resources:
Funding
People
Vendors
Figure out your timeline
Estimate approximate costs
Identify and escalate obstacles
The Workday Program needs to understand obstacles and cost
estimates
Actions to Complete by April 1
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Workday@Yale
Consider: Business process changes driven by Workday
All integrations with Oracle EBS or Data Warehouse
Integrations of Financial and HCM data with other systems
Modifications to data structures (FDM, People)
Online forms; FDM validation
Reports
User access
Business logic
Conversion of current data (e.g., PTAEO to FDM, Person ID to UPI)
Historical data and historical reporting
Supporting web and “paper” forms
Testing with the Workday Program
End-user job aids and training
Deployment (timing, fiscal year transition, technical deployment and
user readiness)
Plan your remediation work
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Workday@YaleValidate Information
Information and resources are found at
http://workday.yale.edu/impacted-systems
Do we have the right people on our distribution list?
Have we identified all impacted systems?
Do you need to add a system?
We are reaching out to request additional information about
systems and to make sure we have identified sources of journal
entries
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Workday@YaleHelp Us Help You!
This is a lot of work for a lot of people! We ask you to:
Share questions, input, and obstacles
Contact us at [email protected]
Respond to requests for information We need information to deliver the right solutions to you
We need to understand your status
Follow the Workday Program timeline
Let us know when this timeline does not work for you
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Workday@Yale
Frequency and format of future sessions
Monthly general information session?
In smaller groups?
Topics for special sessions?
FDM?
Identity Data Repository?
Changes to People and Home Org data?
Technical integration topics?
Future Sessions?
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Workday@Yale
• Your top concerns
• Your questions
• Didn’t cover it today? Let us know:
Q&A