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URFinancials Project Project Review

URFinancials Project Project Review. Topics. Project Scope Project Timeline & Methodology Project Structure Technical Overview Functional Overview Change Management Communications Challenges and Opportunities Questions. Scope.

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URFinancials Project Project Review

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  1. URFinancialsProject Project Review

  2. Topics • Project Scope • Project Timeline & Methodology • Project Structure • Technical Overview • Functional Overview • Change Management • Communications • Challenges and Opportunities • Questions

  3. Scope • Our primary focus is the elimination of high-risk financial information systems (FRS) • Team to recommend opportunities for business process improvement • Our implementation will be based on a standard solution where ever possible • There will be opportunities to enhance the Chart of Accounts (COA). Integration of COA back into interfaced systems (111) will be evaluated on a system by system basis • Feedback is encouraged and welcome

  4. Two Phase Approach Focus of remaining material will be on the Phase I project • .

  5. Project Timeline & Methodology • Configure & Prototype • Jun ‘13 • Deploy • July ‘14 • Plan • Jun ‘12 • Test • Nov ‘13 • Architect • Feb ‘13 • Team Assembly • Charter • High-Level Plan • Team Training • Kick-Off • Initial Prototype • Design Workshops • Integrations Discovery • Design Review & Approval • Project Plan Update • Configuration Prototype • Unit Test, Validate Configuration • Build Integrations & Reports • Final Configuration Prototype • Create Test Cases & Scenarios • System Test • User Acceptance Test • Go-Live Check-list • Production Readiness Re-view • Go-Live • Post Production Support • Post Project Review

  6. Project Structure Executive Steering Committee Ron Paprocki – Exec. Sponsor Project Mgmt Team Doug Wylie, John Barden Jim Dobbertin – Project Manager Workday Product Advisory Group (with Georgetown, Brown, NYU, and Yale) Core Project Team (Phase 1) University Finance Advisory Committee General Ledger/COA Kathy Strojny /Patty Stevens Accounts Payable Marta Herman Grant Accounting Jeff Sullivan Support Teams (technical, deployment, communications, COA remediation) Functional Advisory Groups

  7. Integrated Project Structure Implementation Experience Best Practices Knowledge Software Configuration Link to Developers

  8. Workday Overview • Workday is a Software-as-a-Service (SaaS) application • Hosted by Workday • Accessed via the web • Common, non-customizable software. Best practices • Works on a 3x per year release strategy. New releases available in production in March, July, and November each year • Workday application is cloud based • Broad integration requirements

  9. Workday – Financial Accounting

  10. Workday – Post-Award Grant Mgmt (Fund Accounting)

  11. Workday – Accounts Payable

  12. Change Management • Structured reviews for all impacted business processes • Business Processes alignment • Forms and templates may have different requirements • More on-line look-ups instead of hard copy reports • Approvals on-line • Identify the organizational structure • Jobs and roles may be redefined

  13. Communications • Scheduled project communication events: • Demo Days – monthly demonstrations of standard business processes (i.e. posting a journal entry) with open invitation • Design Review sessions – team-led interactive reviews of design components • University Finance Advisory Committee • Executive Steering Committee • Collaboration sessions with Brown, Georgetown, and other universities on standards, best practices, and Workday functionality requests • Extensive training opportunities and events • Finance website will be updated frequently. Find us at: www.rochester.edu/adminfinance/urfinancials

  14. Challenges & Opportunities • SaaS application concept – no customization but based on industry best practices • Internal resource allocation • Change management • Chart of Accounts conversion • Potential for business process change prior to software implementation (reduce the variables required for go-live) • In-flight development of the software

  15. Questions? Find us at: www.rochester.edu/adminfinance/urfinancials

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