UR Financials Project · Workday Training Begins 6/2/2014 Training Kickoff meeting 1/16/2014...
Transcript of UR Financials Project · Workday Training Begins 6/2/2014 Training Kickoff meeting 1/16/2014...
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
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Hol
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Hol
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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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