Transcript Workday Financials Implementation Project

Workday Financials
Implementation Project
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Date and Time
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A Landmark Project
Joint implementation
by the two Controller’s Offices
at Pomona and at CUC of the same
new accounting and budgeting
system at the same time
What is Workday?
• An enterprise software system
• Software-as-a-Service (SaaS)
• Hosted by Workday
• Built on modern object-oriented technology
• Cloud-based with online web access
• Updates issued to all customers at the same time
• Not customizable, but instead configurable to
meet each customer’s needs
What We Gain From Workday
• A modern financial system to
replace Jenzabar CX (general
ledger only) at Pomona and
Datatel Colleague at all other
Colleges.
What We Gain From Workday
• Solutions for three major needs:
• Robust reporting for decision-making
• Integrated budgeting and planning tools
• Business processes with embedded
workflows and document management
Guiding Principles
1. Use Workday business processes as delivered
2. Adopt the same business processes for all entities
3. Keep it simple
4.Make thoughtful and deliberate decisions
5. Follow-up on “parking lot” issues post go-live
6.Escalate decision-making issues to BFAC on a timely basis
7. Respect one another
8.Manage change proactively and be transparent.
How was Workday Selected?
• In-depth needs assessment conducted
• Several major software systems evaluated
• Vetted with accounting and IT staff from all
campuses
• Feedback solicited, compiled and compared
• Workday recommended to Council and
unanimously approved.
Timing & Scope – First Round
• Go Live date of July 1, 2015
• Financial functions include:
• Accounts Payable
• Cash Receipts
• Journal Entries
• General Ledger Reporting
• Integrates with existing systems
•
Student Accounts, Gifts, Payroll
Project Schedule
• Plan Stage
• October – November, 2014
• Architect Stage
• November – December, 2014
• Configure and Prototype
• January – March, 2015
• Testing
• March –May, 2015
• Deploy
• Go Live - July 1, 2015
Timing & Scope – Second Round
• Multiple Go Live dates after July 1, 2015
• Functions include:
• Procurement
• Fixed Assets
• Endowment Unitization
• Post-Award Grants
• Budgeting and Planning
• Employee Expense Reimbursements
Other Workday Products
• HCM (HR/Payroll) – Implementation
decision to be determined in the future
• Student – Council approved becoming a
Strategic Influencer; implementation
decision to be determined in the future
Project Organization
Project Roles
• Project Owner – CUC CEO
• Executive Sponsors – BFAC
• Project Management Office (PMO)
CUC CEO, two BFAC members,
two IT representatives and PMT
• Project Management Team (PMT)
Project Manager, Financial Leads
Project Management Organization
Project Management Office (PMO)
Project Owner – Liaison
to ITC
Stig Lanesskog
Training Lead
Mary Lou Woods
Testing Lead
Mia Alonzo
*The Project Manager and Financial
Leads together comprise the Project
Management Team (PMT)
Project Manager*
Bob Caragher
Executive Sponsor –
BFAC Liaison, 2014/15
Chair
Andrew Dorantes
Change Management
Lead
Karen Sisson
Financial Leads*
Mia Alonzo,
Mary Lou Woods
Change Management
Consultant
Nancy Krogh
Workday Engagement
Manager
Mark Wangeman
Information Technology
Rene Yang,
Andrew Crawford
Core/Design Team
POMONA
Mary Lou Woods, Vickie Roberts,
CJ Seumalo, Dave Wallace
HMC
Scott Martin
CGU
Leslie Negritto
PITZER
Lori Yoshino
SCRIPPS
Janet Grieman
KGI
Erin Quillen
CMC
Erin Watkins
CUC
Mia Alonzo, Adele Vuong, Michelle
Bernal, Jessica Schatz, Mabel
Hanken, Jennifer Stockton
How Can Staff and Faculty Learn More?
•
Demo Days
Demonstrations of standard business processes
(for example: submitting an invoice for payment) with open
invitation.
•
Design Review Sessions
Team-led interactive reviews of design components.
•
Training Days
Opportunities to try out business processes.
•
Project Website
Information about status of project and training
and demo opportunities.
Key Contacts
Stig Lanesskog
Project Owner
Andrew Dorantes
Chair, BFAC, Executive Sponsors
Bob Caragher
Project Manager, PMT
Mia Alonzo
Financial Lead, PMT
Mary Lou Woods
Financial Lead, PMT
<Insert Treasurer Name>
<Insert Core Team Members from
College>
Questions and Answers