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

WORKDAY RELEASE 4 OVERVIEW

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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@YaleWorkday Financials - Summary Timeline

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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

IMPACTED SYSTEMS OVERVIEW

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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

WORKDAY IMPACTS

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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

SUPPORT FROM WORKDAY

PROGRAM

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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

NEXT STEPS FOR YOU

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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 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

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Workday@Yale

QUESTIONS

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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:

workday.impactedsystems@yale.edu

Q&A