Transcript presentation materials

ERP Integrations Update
Juan Ortiz – ERP Technical Lead
Lori Slater – ERP Integrations Lead
Administrative Systems Modernization Program
(ASMP 2.0)
April 20, 2016
Agenda
• Status of HCM/Payroll Integrations
• Workday Integrations
• DY-EMPLOYEES
• DY-JOB-DETAILS
• Status of Financial Integrations
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Workday Integrations
Financial Crosswalks
Financial Document Creation
Worktag Validation
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HCM/Payroll Activities to Date
Date
Activity
November
2014
Campus confirmed list of existing integrations
for HCM/Payroll
December
2014
Integrations Team began process of gathering
requirements for known HCM/Payroll
integrations
April 2015
App Mod conducted Campus Sync Ups
June 2015
Integrations Team worked with HCM/Payroll
Functional Team to determine integrations
needed for Workday go live
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HCM/Payroll Activities to Date
Date
Activity
July – August
2015
Campus confirmed list of HCM/Payroll
integrations needed for Workday go live
August –
November 2015
Hold requirements gathering meetings for
each integration
October 2015 –
May 2016
Build and unit test Workday integrations
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Future HCM/Payroll Activities
Date
Activity
April – June 2016 End to end testing for Workday integrations
June – August
2016
Testing of DY-EMPLOYEES secured
modules
July – September Testing of DY-JOB-DETAILS secured
2016
modules
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HCM/Payroll Design 8/15 - 11/15
HCM/Payroll Build 10/15 5/16
HCM/Payroll Workday
Testing 4/16 - 6/16
DY-EMPLOYEES Testing 6/16 - 8/16
DY-JOB-DETAILS Testing 7/16 - 9/16
2015
Aug
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2016
Oct
Dec
Feb
Apr
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Jun
Aug
2016
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DY-EMPLOYEES
• Information is available on the wiki
• Tentative Testing Plan
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Modules available in TEST and QUAL
Test with Workday Off (legacy data)
Modules available in PROD
Test with Workday On in TEST and QUAL
• Will need to request authorization for
new modules
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DY-JOB-DETAILS
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Replacement for BD-APPOINTMENTS and EI-*TRANS files (additional information on wiki)
Job Profile
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Position
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Position Title, Primary Reports To, FTE %
Academic Appointment
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Job Title, Job Family, Job Code
Only for academic jobs
Named Professorship, Academic Unit, Tenure Status
Employee Contracts
Costing Allocation Details
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DY-JOB-PROFILE
• Replacement for BD-JOBCLASS
• Returns relevant information about the job
code – not person specific
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Job Title
Job Family
Job Category
Academic Pay Eligible
Flags about the job
• Graduate
• Undergraduate
• Work-study
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Things To Know
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Current data
Future changes that are final approved
Updated nightly
Each business object has its own effective
dates
• Job start and end date
• Academic appointment start and end date
• Employee contract start and end date
• Includes costing allocation worktags
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John Smith is a Senior Software Developer/Analyst (Job Family: Classified > Staff Service Titles) at
McCombs.
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Dean McNeil has 4 assignments and holds an endowment: Dean and Professor in the School of
Information, Professor in both Psychology and Information Risk, and an endowment in the School of
Information.
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Alessandra Jones has 2 assignments: Lecturer in the Department of Slavic and Eurasian Studies, College
of Liberal Arts and Lecturer in the Department of Germanic Studies, College of Liberal Arts.
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Lisa Miller is an academic affiliate. She has 1 academic appointment in Pharmacy and no jobs.
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Planned Secured Modules
• Current job profile information
• Current salary and funding information
• For whom the employee currently
works
• Whether a person is currently retired
or on leave
• Job code information
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Financial Activities to Date
Date
Activity
June 2015
Ran utility scans to gather current Financial
integrations
July – August
2015
Gathered more information about current
Financial processes
August 2015 – Met with Financials Functional Team to
February 2016 discuss which integrations are needed for
Workday go live
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Future Financials Activities
Date
Activity
May 2016
Hold discovery sessions about Financial
integrations needed for Workday go live
June 2016
Publish initial list of Financial integrations
needed for Workday go live
July 2016
Publish revised list of Financial integrations
August 2016
Publish final list of Financial integrations
May – November
2016
Gather requirements, design, build, and
unit test integrations
November 2016
– January 2017
End to end testing
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Financials Discovery 8/15 8/16
Initial Financials Inventory 6/16
Revised Financials Inventory
7/16
Final Financials Inventory
8/16
Financials Design & Build
5/16 - 11/16
Testing 11/16 - 1/17
2015
Aug
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2016
Oct
Dec
Feb
Apr
Jun
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Aug
Oct
Dec
2017
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Financial Crosswalks
Legacy Value
Workday Value
Unit Code
Cost Center
General Ledger
Ledger Fund
Object Code
Ledger, Spend Category,
Revenue Category
Fund Group + Report
Fund
NACUBO + Federal
Function
Account Number
Cost Center, Fund, Function,
Ledger, Worktags
See wiki for more information
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Unit Code Example
1020-400
CC000326
CC000015
0040-000
CC000019
CC000020
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Account Number Example
1426143075
CC000330| FD001| FN0607| 62000| PG00090070
CC000355| FD004| FN1420| 62000| PG00000027
2067007575
CC000355| FD004| FN1420| 62100| PG00000027
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Financial Crosswalk Access
• Website to view and search for
information
• APIs to programmatically access the
data
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Financial Document Creation
• Will be similar to what we do today
• External system will need to create a
dataset (flat file)
• External system will trigger an
integration to create the business
process (electronic document)
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*DEFINE Account Validation
• Account Validity
• Account Allowability
• Funds Checking
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Worktag Validation
• Workday doesn’t have APIs for this today
• Working with Workday to get APIs to
provide this functionality
• May potentially wrap APIs for campus to
use
• Functionality unavailable until at least
March 2017
• Will not replicate what we do today
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In Summary…
• HCM/Payroll Workday integrations in
testing
• Upcoming work this summer
• Switch to new DY-EMPLOYEES modules
• Switch to new DY-JOB-DETAILS modules
• Review financials integrations
• More information to come
• Financial crosswalks
• Financial document creation
• Worktag validation
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Questions?
Juan Ortiz – [email protected]
Lori Slater – [email protected]
Integrations Team –
[email protected]
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