UR Financials ProjectDemo Days

January 2014

Agenda• Project Update• Testing Phase • Training Update• Wrap Up• Q & A

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Chatting for WebEx Participants

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For those joining the WebEx:

• 1) Please access the chat feature at the top of your screen

• 2) Please chat directly with Darren Picciano(He will then pose the questions on your behalf)

• 3) Select Darren in the drop down menu in the chat window (do not select “everyone”)

Darren Picciano

Demo DisclaimerPlease Note:• The material presented in this PowerPoint deck is provided to introduce 

participants to the capabilities of Workday Financials.• As we continue to move the project work forward, there will be certain 

discoveries which may supersede the material presented.

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Project Update Completed the Prototype phase of the project Investigating requests for Workday FDM changes – still in process Formally entered the Test phase of the project and completed the first test cycle Kicked off the development of training material for end users

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UR Financials Project Timeline

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Prototype PhaseJuly 2013

• Configure Prototype Tenant (P1) –completed 

• Unit Test• Validate Configuration

• Build Integrations and Reports

• Initial FRS Data Conversion

• Final Configuration Prototype

Test PhaseNovember 2013

• Create Test Cases and Scenarios

• System Test• Conversions• User Acceptance Test (UAT)

• Begin End User Training

Deploy PhaseJuly 2014

• Go Live Checklist• Production Readiness Review

• Go Live• Continue End User Training

• Post Production Support

• Post Project Review

We are here End User TrainingSpring through Summer 2014

Testing Timeline: Nov ‘13‐Jan ‘14 Component Testing (T1) completed from Dec. 9th  – Jan. 17th  Subset of SIG members (60+) performed testing with project team

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Week of 11/18

Week of11/25

Week of12/2

Week of 12/9

Week of 12/16

Week of 12/23

Week of 12/30

Week of 1/6

Week of 1/13

Week of 1/20

T1 Execution & Issue Resolution

Component Testing Complete

1/17Hol

iday

s

Hol

iday

s

Hol

iday

s

T1 Scenarios Written & Data Prep

Component Testing Kick-off

1/6

Daily Testing Update Meeting

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Test Cycle 1 Metrics Fail – Test did not deliver expected results (defect) Pass – Workday functioning as expected Pending – Testing in Process

Functional Area Fail Pass PendingGrand Total

Banking and Settlement 48 48Financial Accounting 15 523 2 540Financial Accounting Super User 56 56Grants Management 16 98 47 160Supplier Accounts 1 39 9 49Grand Total 32 764 58 853Percent 4% 90% 7%

Row LabelsCount of Defects Percent

Business Process 10 31%Configuration 14 44%Security 2 6%Training 6 19%Grand Total 32

Row LabelsCount of Defect 

Deferred ‐WD Bug 2New 18Pending Retest 4Resolved 6Under Evaluation 2Grand Total 32

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Test Cycles DefinedTest Cycle Test Scope Script OtherTC1‐Component Testing

Validate business processes and expose any configuration or setup issues through testing of discrete functions inside of the Workday application

Functional Component and Small Pieces of Business  Process• Journal Entries• Ad hoc Bank Transactions• Supplier Invoices• Allocations• Create Award and Award lines• Run reports to verify

Simple Scripts that validate discrete functions and small pieces of business processes

TC2‐End To End

Validate business process grouping throughout Workday application.  Data conversion and reports are prerequisites for this test and must be unit tested prior to this test cycle

Business Process ScenarioMore complex scenarios across process groups• Supplier invoice, approve, settle, and create payment• Ad hoc bank transactions, reconcile to bank statement• Grant related transactions,  sponsor invoice, perform LOC 

draw, apply against accounts receivable, apply cash• “Pro forma” financial close• Reports

Scripts developed in TC1 Component Testing executed in order to validate business processes strung together.

• Data Conversion• Unit Testing for 

Reports and Integration

TC3‐Day In The Life

Builds on the End‐to‐End test by including all interfaces, all forms, and representative security in a comprehensive business process validation

Role Scenarios• All processes / functionality• Integrations • Data Conversion• All roles and representative user security in place• Browser Testing• Multiple ways to hit the transaction for edits• All reports with complete specifications• Full closing of a period

Role based testing that focuses on representative security and comprehensive business process validation

• Security• Reports• Integrations• Negative Testing• Data Conversion• Form

TC4 – Workday 22 TestingValidate that new Workday functionality works for U of RNew functionality doesn’t break anything that already was working

WD22 ScenariosCross company/divisional grantsConsolidated 1099 processingEnhanced Workday reporting capabilities

All WD22 functionality tested as well as all testing performed in TC3

Testing Timeline: Jan‐May ‘14Week

of 1/20

Week of

1/27

Week of 2/3

Week of

2/10

Week of

2/17

Week of

2/24

Week of 3/3

Week of

3/10

Week of

3/17

Week of

3/24

Week of

3/31

Week of 4/7

Week of

4/14

Week of

4/21

Week of

4/28

Week of 5/5

* End-to End Testing (T2) ** Day in the Life Testing (T3)

WD22 Test Preparation

T2 Scenarios Written & Data Prep

WD22 Release

Daily Testing Update Meeting

T2 Execution & Issue

ResolutionT3 Scenarios

Written & Data Prep

T3 Execution & Issue Resolution

WD22 Testing & Issue Resolution

Cutover Begins

Load Test Disaster Recovery Test Performance Test

Regression Test

System Cutover Test

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Test Cycle 4 – Workday 22 Risk Mitigation – send team to Workday HQ to perform testing on functionality that is to be delivered in Workday 22 Multi‐Company for Grants Reporting Enhancements Late February‐Early March

Re‐test everything to ensure nothing broke with Workday 22 release

Transition Test “Lessons Learned” to the Training development and delivery materials

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Technical Testing Load Testing – adding volume to Workday, test response time, interface load time, etc.  Performance Testing – response time from the user perspective Disaster Recovery Testing – in the event of a disaster, how to recover, etc.  Regression Testing – automated test to catch Workday fixes before they get to production Cutover Testing – day by day, hour by hour walk through of cutover schedule

Training Overview• Training is intended for those impacted by the change from FRS to Workday– Transaction based: Central and Divisional Finance– Reporting: Current COGNOS finance users– Everyone: Video snippets, website material

• 8 Courses identified (eLearning and Instructor Led Training)– Assessments– Students guides/Job aids/Quick Reference Guides

• Contracted with Training partner to develop and deliver training for project

• Training Development Kickoff was held on Jan.16th13

Training Courses and Delivery

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Call‐in Q&A Sessions(scope 6 1hr vILT sessions for post‐training; 

facilitate w/UR SMEs online to answer questions; also scope 6 FAQ docs to distribute/post online) 

Training Course Tracks

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eLearning Video Instructor‐Led Class

UR Roles (users)Workday 

Fundamentals(1 hour)

Forms Training(1 hour)

Accounts Payable(6 hours)

Banking & Settlement(3 hours)

General Ledger(6 hours)

Grants(6 hours)

Reporting (5 hours)

Financial Close (3 days)

Reporting with Excel(2 hours)

Central Finance ‐ Accounts Payable (20) 1 1 6 5

Central Finance ‐ Banking and Settlement (5) 1 1 3 5

Central Finance ‐ General Accounting (10) 1 1 6 5 18

Central Finance ‐ Financial Reporting (10) 1 1 6 5 2

Central Finance – ORACS (10) 1 1 6 6 5

ORPA (5) 1 1 6 5

Divisional Finance (40) 1 1 6 5 18

Department Reporting (750) 1 1 5 2

Forms Users (TBD) 1

Training Delivery ‐ Tentative

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ILT Module 1: Journal Processing

(Full day; 6 hrs content)

ILT Module 4: Workday for Accounts Payable

(Full day; 6 hrs content)

ILT Module 5: Workday for Banking and Settlement(Half day; 3 hrs content)

Delivered:  June 2nd ‐ 13th

Delivered:  June 9th ‐ 20th

Delivered:  June 9th ‐ 20th

June 2014

Training Delivery ‐ Tentative

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ILT Module 3: Workday for Grants

(Full day; 6 hrs content)

ILT Module 2: Financial Close Processing

(3 full days; 18 hrs content)

ILT Module 6: Workday Reporting

(3/4 day; 5 hrs content)

Delivered:  June 16th ‐ 27th

Delivered:  July 14th – 31st

Delivered:  June 23rd –August

June 2014

June –August 2014

Workday Reporting w/Excel(2hr sessions) Delivered:  August

Training Development Process

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ELearning

Training Development Process

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Instructor Led Training

High Level Project Timeline

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Workday Fundamentals DEV

Workday ILT DEV

Forms for Workday DEV

Workday Training Delivery

Maintenance

Jan Feb Mar Apr May Jun Jul Aug Sep Oct 2014

TodayGo Live7/1/2014

Workday Training Begins6/2/2014

Training Kickoff meeting1/16/2014

7/12/2014 - 10/16/2014

6/2/2014 - 8/29/2014

3/24/2014 - 6/17/2014

1/31/2014 - 5/30/2014

1/24/2014 - 4/21/2014

UR Financials Website Update• Updated Training and FAQs page• Financial Data Model video

– Scheduled for production in early February– Will be added to Website under Training\ Snippets section

• See appendix (and website) for the latest FRS to Workday crosswalk tools

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Training Webpage

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Wrap Up: Communications• Expect to see increasing frequency of communications as we are in the final countdown to go‐live

• Visit UR Financials Project website for information and materials from Demo Days and other meetingshttp://www.rochester.edu/adminfinance/urfinancials/ 

• A survey link will be emailed to provide feedback on this Demo

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Wrap Up: Demo Days• Demo Days next month will be February 19‐21• Topics for upcoming Demo Days

– General Updates– Reporting– Training– Data Conversion and Validation– Cut‐Over Plans

• Please continue to reach out with questions and share project information with your Department

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Q & A

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Appendix

Located on UR Financials website.  The links to both are Here : FRS Subcode to Workday Spend Category, Revenue Category, and Ledger 

Account.  

FRS Account to Workday Financial Activity Object (FAO)

Excel Spreadsheet FDM Data Conversion Tool

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