Financial ERP Update Administrative Professionals
Description: Financial ERP Update Administrative Professionals Group September 9, 2016 Agenda Project Goals Overview of a Cloud Environment Award Process Workday Overview Project Overview Discovery Phase Architect Phase Communication Goals Deliver
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slide1. Financial ERP Update
Administrative Professionals Group
September 9, 2016<br>
slide2. Agenda
Project Goals
Overview of a Cloud Environment
Award Process
Workday Overview
Project Overview
Discovery Phase
Architect Phase
Communication<br>
slide3. Goals
Deliver efficient and effective fiscal processes, e.g.
Automatic approvals
Flagging criteria
Improved workflow capability
Provide a quality user experience
Better, more intuitive, reporting
Mobile, tablet and smartphone interfaces
Ensure our systems and data are protected against theft or a breach<br>
slide4. What is the “cloud”?
Software and services that run on computers on the internet instead of on a local computer
Relies on sharing computer services, rather than localizing support Source - "Cloud computing" by Sam Johnston<br>
slide5. How does it differ from our current structure?<br>
slide6. Potential benefits of a cloud environment<br>
slide7. Potential challenges of a cloud environment
Auditability of infrastructure
Loss of local control
Timing of maintenance
Enhancements
Integration with other systems
Management of data<br>
slide8. Award Process
Demos were provided through the summer of 2015
SFOs
Service Center Managers
IA
OSP
Med Center
OSUP
B&F
OCIO
RFP has been released in Nov 2015
Awarded contract in Jan 2016<br>
slide9. Workday Contract Overview
Subscription contract was signed January 29, 2016
5 year contract, with a 5 year renewal
Finance pricing secured
Student subscription option with pricing guaranteed for 1 year
HCM subscription option with pricing guaranteed for 2 years
Professional services agreement signed February 26, 2016
Secured consulting prices for the lesser of the financial implementation or 2 years Workday Contract<br>
slide10. Guiding Principles<br>
slide11. Scope
All financials processes, systems are in scope
Systems, tools to be replaced include:
PeopleSoft Financials
eReports
Finance Data Warehouse
eRequest
eTravel
Go live in July 2018
Fiscal year 2019
Budget cycle – FY20<br>
slide12. Detail Scope<br>
slide13. Priorities Project Phase 0<br>
slide14. Integrated Capital Planning and Management
Planning and Budgeting
Student and HCM Assessments
Integration
Data Conversion
Data Warehouse
Testing Design
Change Management Phase 0 - Other Tasks<br>
slide15. FDM Initial Discovery and Design
Phase 0 Objectives:
To obtain a high level understanding of our financial organizational structure and chart of accounts
To identify any significant scope issues
To determine our strategy and approach for the project
To design our initial P0 Tenant
Meetings held over the course of 6 weeks with representatives from:
Colleges
Administrative units
B&F
OSU WMC
OSP
OSUP Phase 0<br>
slide16. Business processes
Phase 0 Objectives:
Prepare a cross walk of Workday defined business process to the University’s business processes
To obtain a high level understanding of our business processes as compared to the Workday business processes
To design our initial P0 Tenant
Meetings held with SMEs. All 42 individuals who responded to the survey request were placed in a workgroup based on their preferences. Phase 0<br>
slide17. Business Process Crosswalk<br>
slide18. Architect
Sessions with project team members and subject matter experts
Goals are to…
Design business processes
Identify roles
Demonstrate transactions, uncover gaps
Determine integrations and conversion
Develop reporting needs
Identify change impacts for readiness
Define training needs
Determines how Workday will be implemented to meet business requirements<br>
slide19. Unit Advocates/ERP Finance Sponsors Role
View Workday demonstrations
Review business processes
Provide feedback, raise concerns
Assist in scheduling one on one meetings
Take information back to units<br>
slide20. Known Key Changes
Changes to the chart of accounts – FDM and worktags
Accrual based accounting
Role based security
Standard workflow and segregation of duties
Elimination of eRequest and eTravel
Elimination of eReports
Inclusion of OSUP<br>
slide21. Communications
Complete the outreach survey
Send to SFOs
Responses will drive unit-specific discussions with representatives from across the project for business processes, FDM, reporting, integration, training and readiness
Engage with Unit Advocates
Look for updates
Administrative Systems NewsLink ocio.osu.edu/blog/newslink/tag/workday/
Project website ocio.osu.edu/workday-finance
Ask questions
Project email address financialsproject@osu.edu<br>
slide22. Questions?<br>
Administrative Professionals Group
September 9, 2016<br>
slide2. Agenda
Project Goals
Overview of a Cloud Environment
Award Process
Workday Overview
Project Overview
Discovery Phase
Architect Phase
Communication<br>
slide3. Goals
Deliver efficient and effective fiscal processes, e.g.
Automatic approvals
Flagging criteria
Improved workflow capability
Provide a quality user experience
Better, more intuitive, reporting
Mobile, tablet and smartphone interfaces
Ensure our systems and data are protected against theft or a breach<br>
slide4. What is the “cloud”?
Software and services that run on computers on the internet instead of on a local computer
Relies on sharing computer services, rather than localizing support Source - "Cloud computing" by Sam Johnston<br>
slide5. How does it differ from our current structure?<br>
slide6. Potential benefits of a cloud environment<br>
slide7. Potential challenges of a cloud environment
Auditability of infrastructure
Loss of local control
Timing of maintenance
Enhancements
Integration with other systems
Management of data<br>
slide8. Award Process
Demos were provided through the summer of 2015
SFOs
Service Center Managers
IA
OSP
Med Center
OSUP
B&F
OCIO
RFP has been released in Nov 2015
Awarded contract in Jan 2016<br>
slide9. Workday Contract Overview
Subscription contract was signed January 29, 2016
5 year contract, with a 5 year renewal
Finance pricing secured
Student subscription option with pricing guaranteed for 1 year
HCM subscription option with pricing guaranteed for 2 years
Professional services agreement signed February 26, 2016
Secured consulting prices for the lesser of the financial implementation or 2 years Workday Contract<br>
slide10. Guiding Principles<br>
slide11. Scope
All financials processes, systems are in scope
Systems, tools to be replaced include:
PeopleSoft Financials
eReports
Finance Data Warehouse
eRequest
eTravel
Go live in July 2018
Fiscal year 2019
Budget cycle – FY20<br>
slide12. Detail Scope<br>
slide13. Priorities Project Phase 0<br>
slide14. Integrated Capital Planning and Management
Planning and Budgeting
Student and HCM Assessments
Integration
Data Conversion
Data Warehouse
Testing Design
Change Management Phase 0 - Other Tasks<br>
slide15. FDM Initial Discovery and Design
Phase 0 Objectives:
To obtain a high level understanding of our financial organizational structure and chart of accounts
To identify any significant scope issues
To determine our strategy and approach for the project
To design our initial P0 Tenant
Meetings held over the course of 6 weeks with representatives from:
Colleges
Administrative units
B&F
OSU WMC
OSP
OSUP Phase 0<br>
slide16. Business processes
Phase 0 Objectives:
Prepare a cross walk of Workday defined business process to the University’s business processes
To obtain a high level understanding of our business processes as compared to the Workday business processes
To design our initial P0 Tenant
Meetings held with SMEs. All 42 individuals who responded to the survey request were placed in a workgroup based on their preferences. Phase 0<br>
slide17. Business Process Crosswalk<br>
slide18. Architect
Sessions with project team members and subject matter experts
Goals are to…
Design business processes
Identify roles
Demonstrate transactions, uncover gaps
Determine integrations and conversion
Develop reporting needs
Identify change impacts for readiness
Define training needs
Determines how Workday will be implemented to meet business requirements<br>
slide19. Unit Advocates/ERP Finance Sponsors Role
View Workday demonstrations
Review business processes
Provide feedback, raise concerns
Assist in scheduling one on one meetings
Take information back to units<br>
slide20. Known Key Changes
Changes to the chart of accounts – FDM and worktags
Accrual based accounting
Role based security
Standard workflow and segregation of duties
Elimination of eRequest and eTravel
Elimination of eReports
Inclusion of OSUP<br>
slide21. Communications
Complete the outreach survey
Send to SFOs
Responses will drive unit-specific discussions with representatives from across the project for business processes, FDM, reporting, integration, training and readiness
Engage with Unit Advocates
Look for updates
Administrative Systems NewsLink ocio.osu.edu/blog/newslink/tag/workday/
Project website ocio.osu.edu/workday-finance
Ask questions
Project email address financialsproject@osu.edu<br>
slide22. Questions?<br>