Workday@YaleWorkday@YaleWorkday@Yale

Workday@Yale Impacted Systems April 2016 Update

Presenter: Joyce Lush

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Workday@YaleObjectives

Provide an update on Workday@Yale from an Impacted Systems perspective

Share information that provides a start to your system remediation design work

Raise awareness of the work to be done – yours and the Workday@Yale team’s

Build connections between impacted system owners and the Workday@Yale team

Build connections between the community of impacted system owners throughout the campus

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Workday@YaleAgenda

Welcome

Workday Release 4 Overview

Impacted Systems Overview

Workday Impacts

Support from Workday@Yale

Next Steps for You

Questions

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Workday@YaleSignificant updates from January Kick-off

The most significant updates to the January 2016 Impacted Systems Kick-Off sessions are:

More detailed Workday Chart of Accounts and Charging Instruction information is available

Cost Center is an option for replacing “Home Org” and its Hierarchy

Job Category (aka Job Code, values MP, FAC, CT, etc.) will be retired

Some information will not be available until later in 2016

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Workday@Yale

Make it easy to get

work done and harder

to make mistakes

Establish an

accurate, trusted and

timely reporting

environment

Simplify and

standardize

processes

Minimize

administrative

overhead for faculty

and end users

Lower operating costs

and improve

effectiveness

Workday@Yale Objectives

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Workday@Yale

IMPACTED SYSTEMS OVERVIEW

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Workday@Yale

Please note that this information is preliminary, and will be refined and possibly

modified as design progresses on Yale’s Workday implementation

Disclaimer

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Workday@Yale

Impacted systems are applications that are directly impacted by changes due to the implementation of Workday*

Systems that perform the following functions are likely to be impacted: Use PTAEO or any portion of PTAEO Generate internal financial transactions (e.g., JSA, AP Invoices) Source data from, or send data to, Oracle EBS or the Data Warehouse Use HR or Identity data that originates in Oracle EBS, including Home

Org, Department, and Job Category

Wherever possible, a system should be eliminated

* = May include spreadsheets and other personal productivity tools

Impacted Systems Background

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Workday@YaleInventory of Impacted Systems

System owners have provided input on 662 systems:

As reported by system owners: Number Percentage

No Impact 328 50%Workday Subsumed 48 7%Sunset 30 5%Remediate 214 32%Replace / Gap App 9 1%Integration Only 20 3%Impacted, action TBD 13 2%Total 662 100%

236 systems require action

(remediate, replace, TBD)

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Workday@Yale

Impacted System Owners: Perform remediation on their systems Including design, coding, testing, and deployment

The Workday@Yale Team: Provides direction, support, and tools to enable success, including:

Coordination of Workday@Yale activities and planning with impacted system owners

Engagement of impacted system owners and other stakeholders Support for self-service and group activities Two-way communication between impacted system owners and the

Workday Program Create and provide tools to support remediation, including training,

job aids, and automated tools Consolidated view of impact and readiness

Roles & Responsibilities

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Workday@Yale

Scope of Work Modify data structures for

Workday COA, People

Modify online form(s) for COA

Implement Charging Instructions

validation

Modify invoices

Modify reports for COA, people,

home org

Review and possibly modify user

access and business logic

Review and possibly modify

historical reporting

Convert data (PTAEO to Workday

Charging Instructions, People ID

to UPI, etc.)

Modify inbound interfaces

Modify outbound interfaces

Modify supporting web forms

Workday

Ora

cle

EBS

Dat

a W

are

ho

use

Orders for Services

Delivery of Services

Management of

Services

Billing for Services

HRAPGL

HR

Impacted System

Workday

HCM

People

BackbridgeCurrent

State

IDR

Orders for Services

Delivery of Services

Management of

Services

Billing for Services

Draft

Future

State

Impacted System

Internal Service Provider

Impacted System Example

JSA

AP Invoices

People

PTAEO Validation

People

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Workday@Yale

RESOURCES

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Workday@Yale

Resources are posted at:

http://workday.yale.edu/impacted-systems

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Workday@Yale

What you have now:

Workday Chart of Accounts information, including formats of segments, Charging

Instructions expressed, and Cost Center hierarchy

Information on the most impactful HCM (People and Org) data changes

Technical integration approach

Expected May 2016:

Detail on HCM (People and Org) data elements that are changing

Update on access to People data (technical approach and data access governance process)

Preliminary Cost Center values for a section of the University

We may provide a sample Workday Charging Instruction data entry form

Expected Summer 2016:

File format(s) for Journal submission (late spring/early summer)

Workday Chart of Accounts segment values and their hierarchy values

Details on Workday Charging Instruction Validation and on COA segment attributes

Design for access to PTAEO-to-Workday Charging Instruction conversion mapping

Design for integrations will be shared as they become available

Resources from Workday@Yale

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Workday@Yale

NEXT STEPS FOR YOU

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Workday@Yale

Start User

Acceptance Test

Start System

Integration

Test

Workday

Go-live

Start

Prototype 1

Sessions

Start

Prototype 2

Sessions

Architect

Phase

Complete

Q2 FY16

Nov-Dec 2015

Q3 FY16

Jan-Mar 2016

Q4 FY16

Apr -Jun 2016

Q1 FY17

Jul-Sep 2016

Q2 FY17

Oct-Dec 2016

Q3 FY17

Jan-Mar 20

17

Q4 FY17

Apr-Jun 2017

Identify

Impacted

Systems

Q1 FY18

Jul-Sep 2017

Deploy and

Support

High-Level

Plan

Analyze / Design / Build / Unit Test

Test Plan

and

Preparation

End-User Training(job aids, training)

Testing (System Integration

testing, User Acceptance

testing)

Timeline for System Remediation

Workday

Program

Timeline:

Test

ApproachAnalyze/Design:

Identify impacted components

Chart of Accounts and input of

Charging Instructions

Significant People/Org data

changes

Integration Technology changes

Build for:

People integrations to IDR

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Workday@YaleHelp Us Help You!

This is a lot of work for a lot of people! We ask you to:

Review resources that are available to you

http://workday.yale.edu/impacted-systems

Share questions, input, and obstacles

Contact us at workday@yale.edu

Respond to requests for information• We need information to deliver the right solutions to you

• We need to understand your status

Follow the Workday Program timeline

• Let us know when this timeline does not work for you

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Workday@YaleInformation we need from you

We have already reached out to many of you for information,

and will reach out to the rest. Information we need includes:

Integrations! With Workday Release 4, existing integrations need to be

remediated. We need an inventory of all Identity/HCM/Financial

integrations, and details on data attributes and filters for some of them

Who uses your system (Public, Staff and Faculty, Students, Alumni, etc.)

Is your system hosted at a University data center, or somewhere else? If

hosted by a vendor, which vendor?

Will you use a Professional Services vendor? If so, which vendor(s)?

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Workday@YaleWhat we are doing with this information

Identify “low risk” systems and “high risk” systems to “right-size” review

of integrations

Streamline the data access request process for Identity data, and

incorporate other People data attributes

Provide guidance on the appropriate “People” data source to use

Identify candidates for additional integrations to/from Workday, review

within the Workday Program, and engage you

Work with Information Security to schedule information security

assessments for systems that do not already have one

Review vendor hosting agreements to identify those needing updates

Review vendor professional services agreements to identify missing

agreements

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Workday@Yale

February/March: High-level planning of your System Remediation Work:

Line up resources (people, vendors, funding)

Figure out your timeline

Estimate approximate costs

Identify and escalate obstacles

April / May: Prepare for remediation

Review current state to understand impacts to your systems

Identify system components that need remediation

Provide the Workday@Yale Impacted Systems team with information we

request

Do design work where information is available.

Workday COA and Charging Instructions

People data changes

Can you do build work? People integrations that use data in IDR that is not

sourced from Oracle EBS can switch to IDR

Always:

Share obstacles and concerns with the Workday Program

Actions

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Workday@Yale

System remediation requires resources, including funding to pay

vendors and supplemental resources

Units are expected to fund their system remediation work

from their operating budget

Impacted System owners should estimate resource needs,

including funding needs

If you are concerned about funding, escalate your concerns

through Business Operations

If you are in Business Operations, and not sure how to

handle a funding concern, reach out to Joyce Lush

Funding

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Workday@Yale

WORKDAY IMPACTS

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Workday@Yale

The implementation of Workday will impact other systems,

including:

Financials

• Chart of Accounts and Charging Instructions

• Data values and transaction processing (JSA, AP, LD, etc.)

• Reporting

• Integrations

Existing sources of data are retired

• Workday becomes the system of record for both Financial and HCM

data

• When FY17 is fully closed, Oracle EBS (GL, JSA, LD, AP, etc.) is retired

• Data Warehouse continues for historical data, but most (or all)

Workday data is not available here

People and Org data changes as new Workday data replaces Oracle EBS

data

High-Level Summary of Impacts

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Workday@YaleWorkday COA and Charging Instruction

Today we call it … Tomorrow we will call it … What is it?

Oracle Chart of Accounts

Chart of Accounts

COA

Workday Chart of Accounts

Chart of Accounts

COA

General term to describe the full set of data points used for

standard accounting and financial reporting.

In Workday this includes delivered pieces of the Workday

Financial Data Model (FDM) and also some worktags that

are configured by Yale.

COA Segments COA Segments Each individual piece of the chart of accounts – the buckets.

Oracle Project, Org, etc.

Workday Program, Cost Center, etc.

The list of values for each segment are called the “segment

values”.

Charging Instructions

PTAEO

Charging Instructions Accounting string - PTAEO

Expenditure Type Ledger Account COA segment used for general ledger accounting (revenue,

expense, assets, liabilities)

Like PTAEO, Workday’s Chart of Accounts consists of segments, each of which represents a different accounting dimension

Information about the Workday Chart of Accounts can be found here: coa.yale.edu/workday-chart-accounts

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Workday@YaleWorkday Charging Instruction (page 1 of 3)

Inclusion Requirements Segment

Name

Example Value -

Reference ID (Code)

Example

Name

Required on all

transactionsCompany CO01 Yale University

Required:

Generally

only one

of these 3

segments

Required on all

grant transactionsGrant

GR000001 for direct charge;

GC000001 for cost share;

GK000001 for subaward;

GT000001 for clinical trial;

GB000001 for AR project

Indications of X34 in

Hypertension

Required on all

gift transactions

(endowment &

spendable)

Gift

GE012345Endowments (ENDOW) post go-live start at GE100000 -keep Gift and Basic Gift #s in sync

Rose Family

Scholarship

GS051452Spendable Gifts (EXPOP/EPPC) postgo-live start at GS100000R1 Professorship- BGF00001

Slavic Discretionary

Gift Fund

Required on

transactions using

all other funding

types

Yale Designated YD000001Start-up account

for Dean E

Bilodeau

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Workday@YaleWorkday Charging Instruction (page 2 of 3)

Inclusion Requirements Segment

Name

Example Value -

Reference ID (Code)

Example

Name

Required on all transactions, butwill be automatically derived fromthe value provided in Grant, Giftand Yale Designated

Fund FD01Unrestricted

Operating

Required on all transactions Cost Center CC1234NC0001

Controller's Office

Required on all transactions Program PG00001 Instruction

Not required – optional Project PJ000001 Specific Exhibit #1

Not required - optional

Assignee

Note – no

assignee

hierarchy

planned at this

time.

EB494 (is the Net ID of the

Assignee)

Bilodeau,

Elizabeth

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Workday@YaleWorkday Charging Instruction (page 3 of 3)

Inclusion Requirements Segment

Name

Example Value -

Reference ID

(Code)

Example

Name

Minimum of

ONE of

these

segments is

required on

all

transactions

Required on all Journal

Entries only; will be

derived for all other

transaction types using

Revenue/Spend Category,

Expense/Sales Item, and

Pay Component

Ledger Account 11007 Other Receivables

Required on expense

transactionsSpend Category SC017 License Fees

Required on revenue

transactionsRevenue Category RC123

Patient Care - PFS

billings

Not required - Central

Use OnlyDebt Line DL01 CHEFA Series Z

Not required - Central

Use OnlyLocation - building 0750

Science Park Bldg

25

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Workday@YaleThe COA Expressed

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Workday@YaleCost Center Hierarchy

29

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Workday@Yale

The Workday Charging Instruction will replace:

PTAEO

VIP Number

One additional Chart of Accounts segment may be added for grant cost

sharing

Chart of Accounts segment values and their hierarchy values are

expected to be available summer 2016

More on COA and Charging Instructions

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Workday@Yale

Individual segment values will be validated (e.g., value exists and is active, transaction date falls within Award start and end dates)

Like PTAEO validation today, we plan to provide a web service, an online form, and an offline batch file process

Workday itself will enforce some additional validation rules, such as defaulting some values including Fund

Details on Workday Charging Instruction Validation are expected to be available summer 2016

Charging Instruction Validation

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Workday@Yale

The PTAEO conversion process uses a mapping table

We expect to map PTAEO values used in FY14, FY15, FY16, and FY17

Mapping of today’s Organization to Workday Cost Center will be supported

Note that a Workday Charging Instruction does not convert back to a PTAEO

Conversion of PTAEO and Org in other systems: We plan to provide a web service and an online form Do you need a local data file that maps subsets of

PTAEOs? Design information is expected to be available summer

2016

PTAEO to Workday Conversion

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Workday@Yale

Workday will provide the ability to manually input Journal Entries, to upload a spreadsheet, and to submit a batch file

The batch file format will change, but will be similar to today’s JSA format

The process for submitting a batch file will be similar to the process today

A different file format may be used for Internal Service Provider (ISP) transactions

The file format(s) is expected to be available late spring / early summer 2016

Journal Entries (formerly JSA)

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Workday@Yale

The Workday Procure-to-Pay team will work with each system owner starting in May

AP Invoice submission will be similar to today’s process:

The file format will be similar to today’s format

The process for submitting a batch file will be similar to the process today

Oracle Vendor is replaced by Workday Supplier

Oracle EBS Pay Site is replaced by Workday Supplier Connection

We expect to support conversion of Oracle EBS vendors to Workday suppliers

We expect to provide standard file formats for download of Supplier information and payment confirmation, for those systems that use this data today

AP Invoice Submission

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Workday@Yale

Even if you are getting data from Workday or IDR, your system may be impacted by changes to People data

People identifiers are retiring (EBS person_id, DWH people_id, EBS Assignment_Id, EBS Assignment_Number)

Home Organization and its hierarchy are replaced with different data concepts

Job Category (aka DWH Job Code, values like FAC, MP, CT) is replaced with different data concepts

People File Role is replaced with different data concepts

We expect to provide more information

about changes to People data in May

People/Org Data Changes

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Workday@Yale

People Data Sources are changing

Student data from Banner, Alumni data from Darcy, and patient data from EPIC are NOT changing

Do NOT use Oracle EBS (HOP1), ACS1 People File, DWH People File (ppl_identity_s, ppl_roles_s), DWH People Dimension (yuhr_)

An expanded people data hub may be established to provide one-stop shopping for all people related data attributes

Use Identity Data Repository (IDR) when it provides the data you need. You may be able to transition to IDR now. http://techconnection.yale.edu/it-communities/identity-and-access-management/identity-data-repository-idr

Use Workday when it provides the data you need

People Data Changes - Data Sources

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Workday@Yale

Today’s Home Organization and its Hierarchy (Department, Division, etc.) are retired

The Workday Cost Center is most similar to the current Home Organization Assigned to most people who have been in Oracle EBS (not to unpaid

students; confirming voluntary faculty in May) Hierarchy includes levels similar to Department and Division Also part of the Workday Charging Instruction on financial

transactions

Other options that might be better for some systems: Workday Supervisory Organization - who reports to whom from an

HR perspective Workday Academic Unit - available for Faculty, Postdocs, and others

with Workday Academic Appointments, but not available for staff and other types of people

Replacement for Home Org

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Workday@Yale

Not changing: Name, email address, UPI (University Person Identifier), NetID, Workday Employee ID, IDR data that is not sourced from Oracle EBS

Job Category (aka DWH Job Code, values like FAC, MP, CT) is retired and can be replaced by other data such as Workday Employee Type, Workday Job Category, IDR role flags

People File Role changes – we are working to define replacement data concepts

Status information changes (Active Assignment, Terminated Assignment, etc.)

Other data elements currently sourced from Oracle EBS may change. We will work to minimize changes to formats and data values

Other People Data Element Changes

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Workday@Yale

Integrations to or from Oracle EBS or the Data Warehouse, and extracts from the ACS1 People File need to be remediated

Data sources need to change

Some data attributes change

Often technology changes

Some other integrations also need to be remediated

Extracts from IDR or Workday that use People/Org data that is changing

Integrations between your system and other systems that use People/Org or Financial data that is changing

Integrations

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Workday@Yale

Connectivity to Workday is done via:

Workday Web Services

Exchange of files (MFT server)

Workday Reports (csv, xls files)

Some existing connectivity methods are not supported:

No ability to connect directly to a Workday database. This includes database links, ODBC, JDBC, Linkserver, and any other means

No ability to query Workday data through SQL

Workday does not have a file system. No ability to move files directly to or from Workday – we will use Yale’s centralized Managed File Transfer (MFT)

No ability to connect to Workday with anonymous “Read-only” accounts; every integration requires a specific Integration Service User

Integration Technology

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Workday@Yale

Different levels of participation are needed from you, depending upon the type of integration

Some common integrations will be available with a registration process. Example: upload of Journal Entry transactions

Some integrations will be widely available, but will require your engagement. Example: download Cost Center and its hierarchy

Some integrations will need your participation in requirements and design. Example: integrations between Facilities Project Control System and Workday

Integrations to or from Workday

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Workday@Yale

FY17 will be closed in Oracle, and the legacy systems will continue to be used for financial processing and will use PTAEO in Oracle EBS until FY17 closes September/October 2017

FY18 processing will be done in Workday, and will require the new COA charging instructions

Think about the timing and complexity of your transition, considering closeout of FY17 and startup of FY18

Systems that are impacted only by HCM data changes may be able to deploy to production prior to July 2017

Deployment to Production

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Workday@Yale

QUESTIONS

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Workday@Yale

• Your top concerns

• Your questions

• Didn’t cover it today? Let us know:

workday@yale.edu

Q&A