Impacted Systems Kick-off. Joyce Lush Dick Bascom January 28 and February 2, 2016

Transcription

1 Impacted Systems Kick-off Joyce Lush Dick Bascom January 28 and February 2, 2016

2 Objectives Introduce the 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 team Build connections between the community of impacted system owners throughout the campus - 2 -

3 Agenda Welcome Workday Release 4 Overview Impacted Systems Overview Workday Impacts Support from Workday Program Next Steps for You Questions - 3 -

4 Workday Program Objectives Simplify and standardize processes Make it easy to get work done and harder to make mistakes Establish an accurate, trusted and timely reporting environment Minimize administrative overhead for faculty and end users Lower operating costs and improve effectiveness - 4 -

5 WORKDAY RELEASE 4 OVERVIEW - 5 -

6 Business Process Design Sessions BUSINESS AREA KEY PROCESSES IF NOT WORKDAY FDM Chart of Accounts Banking and Settlement Non-Sponsored A/R Business Asset Accounting Procure to Pay (Procurement, Supplier Accounts, Supplier Contracts, Expenses) 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 Requisitioning Purchase Orders Supplier / Supplier Accounts Supplier Contracts 1099 & Other Taxes Expense Reports & Advances Petty Cash Procurement Commitments Gap App SciQuest Integration No change - 6 -

7 Business Process Design Sessions BUSINESS AREA KEY PROCESSES IF NOT WORKDAY Accounting Rules & Flows Period Close Journal Entries Financial Accounting Gifts - Spendable & Endowments Internal Service Billing Payroll Costing (LD) Sponsored Awards - Post Award Allocations Validations Checklists Domain Data Spendable Gifts Endowments Endowed Professorships ISP Registration ISP Billing Payroll Costing Schedules Payroll Cost Adjustments Payroll Commitments Awards Subawards Monitoring & Closeout AR, Billing & LOC draw Cost Transfers Grant Budgets Gap App Open

8 Business Process Design Sessions BUSINESS AREA KEY PROCESSES IF NOT WORKDAY Operational Reporting Management Reporting Reporting Financial Management Roles Security & Configuration Executive Reporting Dashboards DWH Reporting Operating Budget & YBT Design Long Range Plan & LRP Tool Design 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 YBT LRP - 8 -

9 What is the FDM? 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

10 One of this Group FDM: Proposed Organizations Proposed Organizations to be REQUIRED on all transactions Business Area Purpose (as defined by Workday) Recommended Use at Yale Yale Examples Company One for each Tax ID As intended Yale, Berkeley Divinity, Drama Productions Inc. Fund Financial reporting Balancing create due to/from Cost Center Capture financial activity often associated with responsibility for the activity Program Grant Identify ongoing functional activity Track sponsored activity at the lowest level Capture high level source of funds In place of today s O in PTAEO with department/ division hierarchy As intended Multiple hierarchies to get needed combinations Many of P s today As intended, replaces part of A and part of P Gift Track donations As intended, replaces part of A Yale Designated (aka Internal ) N/A this will be a custom organization Funding that is internally allocated or designated (no external restrictions) GA, Sponsored Awards,etc. Hierarchy UR/TR/PR Department Provide external reporting, line of business, federal circular (A-133 / A-21), 990, F&A 4, local needs Individual grants for each PI on a major award Individual endowment or current use gifts by donor 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

11 FDM: Proposed Organizations Proposed Organizations to be OPTIONAL on all transactions Business Area Project Location Assignee Purpose (as defined by Workday) Accumulate costs related to an activity with an end date Capture where people work, assets are stored or expenses incurred N/A this will be a custom organization Recommended Use at Yale As intended, replaces part of P As intended, replace use of O for buildings Allow tracking by the individual Yale Examples Capital projects, exhibitions, productions Building for employees Room for moveable equipment Financial activity for which the individual is responsible (combine discretionary, clinical, etc.) Optional organizations are used only as needed adds only required complexity. Some of these may bring in (default) related organizations or worktags

12 FDM: Financial Worktags 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

13 Workday Financials - Summary Timeline

14 Phased Retirement of Legacy Systems 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

15 IMPACTED SYSTEMS OVERVIEW

16 Disclaimer Please note that this information is preliminary, and will be refined and possibly modified as design progresses on Yale s Workday implementation

17 Impacted Systems Background 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

18 IDR Data Warehouse Impacted System Example Internal Service Provider Current State Draft Future State People Oracle EBS Workday HCM HR AP GL HR Workday Backbridge JSA AP Invoices PTAEO Validation People People Impacted System Orders for Services Delivery of Services Management of Services Billing for Services Impacted System Orders for Services Delivery of Services Management of Services Billing for Services 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

19 Inventory of Impacted Systems System owners have provided input on 586 systems: As reported by system owners: Number Percentage No Impact % Workday Subsumed 45 8% Sunset 25 4% Remediate % Replace / Gap App 9 2% Integration Only 13 2% Impacted, action TBD 18 3% Total % 221 systems require action (remediate, replace, TBD) 101 impacted by HCM changes 105 impacted by Financial changes 56 not specified

20 Roles & Responsibilities 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

21 Timeline for System Remediation Workday Program Planning assumptions: Architect Phase Complete Start Prototype 1 Sessions Start Prototype 2 Sessions Start System Integration Test Start User Acceptance Test Workday Go-live 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 Q4 FY17 Apr-Jun 2017 Q1 FY18 Jul-Sep 2017 Identify Impacted Systems Plan Analyze / Design / Build / Unit Test What needs to be done? What resources are needed? How much will it cost? Test Plan and Preparation Testing (System Integration testing, User Acceptance testing) End-User Training (job aids, training) Schedule/allocate resources Identify and escalate obstacles Deploy and Support

22 WORKDAY IMPACTS

23 Information you need for planning This presentation is a summary of s impact on other systems. Check out our web page for a detailed document: We will share more information as it becomes available

24 High-Level Summary 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)

25 More on FDM 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

26 Journal Entries (formerly JSA) 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

27 AP Invoice Submission 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

28 People Data Changes - Data Sources 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. 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

29 People Data Changes - Data Elements 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

30 People Data Changes - Data Elements 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

31 Other Data Sets 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

32 Deployment to Production 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

33 SUPPORT FROM WORKDAY PROGRAM

34 Resources The Workday Program will: Provide information as it becomes available More details to come in February and March Support documentation is available on the 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)

35 Targets for Workday Program Workday Program Planning assumptions: Architect Phase Complete Start Prototype 1 Sessions Start Prototype 2 Sessions Start System Integration Test Start User Acceptance Test Workday Go-live 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 Q4 FY17 Apr-Jun 2017 Q1 FY18 Jul-Sep 2017 Information to support planning Information to support design Identify Impacted Systems Information and tools to support build Plan Integrations to/from Workday will be done in groups Test Plan Analyze / Design / Build / Unit Test Testing (System Integration testing, User Acceptance testing) End-User Training (job aids, training) Deploy and Support

36 NEXT STEPS FOR YOU

37 Actions to Complete by April 1 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

38 Plan your remediation work 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)

39 Validate Information Information and resources are found at 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

40 Help 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 workday.impactedsystems@yale.edu 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

41 QUESTIONS

42 Future Sessions? 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?

43 Q&A Your top concerns Your questions Didn t cover it today? Let us know: workday.impactedsystems@yale.edu