URFinancials Project Project Review Topics  The change from FRS (Financial Records System) to Workday      Software-as-a-Service (Saas) Cloud Solution via web Easy and quick to implement configurations and adaptations Scheduled 3x per-year updates (March, July, November) Broad integration requirements and useful Best Practices FRS implemented in 1984; need for more dynamics and flexibility  A partnership for growth  Workday provides software configuration and a link to developers  Deloitte provides implementation experience and Best Practices 2 Topics       Project Scope Project Timeline & Methodology Project Structure Workday Overview 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 standard solutions  Chart of Account (COA) design and integration  General Accounting and Reporting  Fund Accounting / Post=Award Grant Management  Accounts Payable  Feedback is encouraged and welcome 4 Project Timeline & Methodology Plan Architect Jun ‘12 Feb ‘13  Team Assembly  Charter  High-Level Plan  Team Training  Kick-Off  Initial Prototype Configure & Prototype Jun ‘13 Test Deploy Nov ‘13 July ‘14  Configuration  Design Workshops Prototype  Integrations Discovery  Create Test Cases  Go-Live Check-list & Scenarios  Production  Unit Test, Validate  System Test Readiness Re-view Configuration  User Acceptance  Go-Live  Design Review &  Build Integrations & Reports Approval  Final  Project Plan Configuration Update Prototype Test  Post Production Support  Post Project Review 5 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) General Ledger/COA Accounts Payable Grant Accounting Kathy Strojny /Patty Stevens Marta Herman Jeff Sullivan University Finance Advisory Committee Support Teams (technical, deployment, communications, COA remediation) Functional Advisory Groups 6 Challenges & Opportunities  SaaS application concept – no customization but based on industry best practices  Internal resource allocation  Change management  Business process reviews and alignment  Organizational structure and job role definitions  Communications  Demonstrations, reviews and collaborations  Training  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 7 Questions? Role Name Phone Email Project Manager Jim Dobbertin 275-5768 jdobbertin@finance.rochester.edu University Controller Doug Wylie 275-8567 dwylie@finance.rochester.edu Associate CIO John Barden 275-4900 john.barden@rochester.edu G/L Team Co-Lead Patty Stevens 785-5178 patricia_stevens@urmc.rochester.edu G/L Team Co-Lead Kathy Strojny 273-1349 kathleen_strojny@urmc.rochester.edu Accounts Payable Team Lead Marta Herman 275-7880 mrta@finance.rochester.edu Funds Accounting / Grant Mgmt. Team Lead Jeff Sullivan 275-1648 jpsullivan@finance.rochester.edu Technical Team Lead Doug Ryan 273-2605 doug.ryan@rochester.edu Find us at: www.rochester.edu/adminfinance/urfinancials 8 9