FBT Program OverviewFebruary 2018

1

Overview

Why does Deakin need Finance Transformation?

More time for what matters

Finance needs to improve the speed and efficiency of our

services, so that we can shift our focus to the things we

always want to do and never have time for!

Taking full advantage of the opportunity

The necessary replacement of our ERP provides an

opportunity to build a better way of working in Finance.

Being a better business partner for Deakin

In our increasingly complex and competitive marketplace,

Finance needs to deliver faster and more insightful analysis and decision-support to help achieve

our strategic goals.

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Program scope – What are we doing?

We will define and implement a common set of Finance

business processes on a fully redesigned Chart of Accounts.

We will ensure that all aspects of our organisation are properly prepared and ready to take on the new ERP system and that the

result is a smooth adoption of the new ways of working.

We will select and implement a replacement ERP system and

escort that system through to a successful handover to our

‘BAU’ organisation.

Program timeline

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Plan Analyserequirements Procurement Build and

implementClose and

transition to BAU

Late 2016

2017 2018

Business case approved(August 2017)

Phase 1 & 2 Complete

2019

Phase 3 & 4

Our new partners

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KPMG

KPMG are a highly respected professional services company and one of the Big Four international auditors.

During the evaluation process we were impressed by KPMG’s broad transformation mindset, recognising that a project such as Finance Transformation is not just about implementation but calls for a harmonious integration of people, process and technology.

KPMG bring with them deep skills in finance, change management, technology, program management and governance, all of which will be integral to the success of the project.

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Workday

Workday is a cloud-based financial management and human capital management software vendor, who aim to “put people at the centre of enterprise software”.

Their software has a worldwide reputation for being intuitive, accessible across various devices, secure, responsive to change (e.g. complying with new regulations), and providing ‘total visibility’ – i.e. allowing users to “make decisions based on data, not guesswork”.

Workday have a large presence in North American Higher Education institutions such as Yale, Brown, The Ohio State University and the University of Rochester.

Our new System

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‘One Way, same Way’

Sub-heading

Text

The new system will be a “Software as a Service” solution which means that the system is no longer customisable. While configuration can occur, the aim of the process re-engineering will be to deliver a standard set of processes across Deakin.

This will mean we need to work together to focus on a common way of working, and have a ‘one way, same way’ approach.

By having a common way of working in Finance and across the University, we resolve existing issues around processes that are undocumented, unsupported and/or inefficient.

Why Workday?

One version

Workday is always up-to-date: updates are made automatically, without disruptions or exceptions, ensuring we’re always using “the latest and greatest technology”.

One experience.

Workday provides an informative, empowering and user-friendly experience – at any time, from any device – that adapts to user and business needs.

One architecture.

Workday keeps users up-to-date with the latest trends and innovations without sacrificing availability or performance.

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Why Workday?

One source of truth.

Workday provides actionable and contextual insights for faster and more intelligent decision-making. Analytics are based on live dataand enable collaboration.

One security model.

Workday build and continually update rigorous safeguards to maintain the highest level of data privacy and security, across all processes, data and devices.

One community.

Through a highly engaged ecosystem, our customers share ideas and best practices and actively engage product teams on the next innovations.

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What's coming up?

Process redesign workshops

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Process redesign will be undertaken through a series of workshops in March 2018, the purpose of these workshops will be to re-engineer our end-to-end finance processes around the new system.

The 2018 process workshops build on the work done in Phase 2 of FBT in March-April 2017.

We are seeking participants who:

• are knowledgeable of Deakin’s processes• are willing to work towards a ‘One Deakin’ approach for finance processes• are empowered to make decisions through the design of the configuration • represent a cross-section of knowledge and expertise across all

faculties/portfolios

There will also be a range of other opportunities for involvement from change leaders, champions, trainers and more – we will provide more details around those in the coming months.

2018 Overview

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