UR Financials Project
Demo Days
January 2014
Agenda
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•
•
•
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Project Update
Testing Phase
Training Update
Wrap Up
Q&A
2
Chatting for WebEx Participants
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)
Darren Picciano
• 3) Select Darren in the drop down menu in the
chat window (do not select “everyone”)
3
Demo Disclaimer
Please 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.
4
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
5
UR Financials Project Timeline
End User Training
We are here
Spring through Summer 2014
Prototype Phase
Test Phase
Deploy Phase
July 2013
November 2013
July 2014
• Configure Prototype
Tenant (P1) –
completed
• Unit Test
• Validate
Configuration
• Build Integrations
and Reports
• Initial FRS Data
Conversion
• Final Configuration
Prototype
• Create Test Cases
and Scenarios
• System Test
• Conversions
• User Acceptance
Test (UAT)
• Begin End User
Training
• Go Live Checklist
• Production
Readiness Review
• Go Live
• Continue End User
Training
• Post Production
Support
• Post Project Review
6
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
Week of
Week of
Week of
Week of
Week of
Week of
Week of
Week of
Week of
11/25
12/2
12/9
12/16
12/23
12/30
1/6
1/13
1/20
T1 Scenarios Written & Data Prep
Component
Testing Kick-off
1/6
T1 Execution &
Issue Resolution
Holidays
Holidays
Daily Testing
Update Meeting
Holidays
Week of
11/18
Component Testing
Complete
1/17
7
Test Cycle 1 Metrics
 Fail – Test did not deliver expected results (defect)
 Pass – Workday functioning as expected
 Pending – Testing in Process
Functional Area
Banking and Settlement
Financial Accounting
Financial Accounting Super User
Grants Management
Supplier Accounts
Grand Total
Percent
Row Labels
Business Process
Configuration
Security
Training
Grand Total
Count of
Defects
10
14
2
6
32
Fail
15
16
1
32
4%
Percent
31%
44%
6%
19%
Pass
48
523
56
98
39
764
90%
Pending
2
47
9
58
7%
Row Labels
Deferred - WD Bug
New
Pending Retest
Resolved
Under Evaluation
Grand Total
Grand
Total
48
540
56
160
49
853
Count of
Defect
2
18
4
6
2
32
8
Test Cycles Defined
Test Cycle
Test Scope
Script
TC1-Component Testing
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
Business Process Scenario
More 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
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
WD22 Scenarios
Cross company/divisional grants
Consolidated 1099 processing
Enhanced Workday reporting capabilities
All WD22 functionality
tested as well as all testing
performed in TC3
Validate business processes and
expose any configuration or setup
issues through testing of discrete
functions inside of the Workday
application
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
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
TC4 – Workday 22 Testing
Validate that new Workday
functionality works for U of R
New functionality doesn’t break
anything that already was working
Other
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Testing Timeline: Jan-May ‘14
Week
of
1/20
Week
of
1/27
T2 Scenarios
Written &
Data Prep
Week
of
2/3
Week
of
2/10
T2 Execution
& Issue
Resolution
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
T3 Scenarios
Written & Data
Prep
T3 Execution & Issue
Resolution
WD22 Release
WD22 Test
Preparation
WD22 Testing & Issue Resolution
Cutover
Begins
Load Test
Disaster Recovery Test
Performance Test
Regression Test
System Cutover
Test
Daily Testing Update Meeting
* End-to End Testing (T2)
** Day in the Life Testing (T3)
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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
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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.16th
13
Training Courses and Delivery
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)
14
Training Course Tracks
eLearning
Video
Instructor-Led Class
UR Roles (users)
Workday
Fundamentals
(1 hour)
Forms
Training
(1 hour)
Accounts Banking & General
Financial Reporting
Payable Settlement Ledger
Grants Reporting
Close
with Excel
(6 hours) (3 hours) (6 hours) (6 hours) (5 hours) (3 days) (2 hours)
Central Finance - Accounts
Payable (20)
1
1
Central Finance - Banking
and Settlement (5)
1
1
1
1
6
5
1
1
6
5
1
1
6
ORPA (5)
1
1
Divisional Finance (40)
1
1
Department Reporting
(750)
1
1
Central Finance - General
Accounting (10)
Central Finance - Financial
Reporting (10)
Central Finance – ORACS
(10)
Forms Users (TBD)
6
5
3
5
6
6
5
6
5
5
18
2
18
5
2
1
15
Training Delivery - Tentative
ILT Module 4: Workday for
Accounts Payable
(Full day; 6 hrs content)
Delivered: June 2nd - 13th
ILT Module 5: Workday for
Banking and Settlement
(Half day; 3 hrs content)
Delivered: June 9th - 20th
ILT Module 1: Journal
Processing
(Full day; 6 hrs content)
Delivered: June 9th - 20th
June 2014
16
Training Delivery - Tentative
ILT Module 3: Workday for
Grants
(Full day; 6 hrs content)
Delivered: June 16th - 27th
June 2014
ILT Module 6: Workday
Reporting
(3/4 day; 5 hrs content)
Delivered: June 23rd –
August
Workday Reporting w/Excel
(2hr sessions)
Delivered: August
ILT Module 2: Financial Close
Processing
(3 full days; 18 hrs content)
Delivered: July 14th – 31st
June –
August 2014
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Training Development Process
ELearning
18
Training Development Process
Instructor Led Training
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High Level Project Timeline
Workday Fundamentals DEV
1/24/2014 - 4/21/2014
Workday ILT DEV
1/31/2014 - 5/30/2014
Forms for Workday DEV
3/24/2014 - 6/17/2014
Workday Training Delivery
6/2/2014 - 8/29/2014
Maintenance
7/12/2014 - 10/16/2014
Workday Training
Begins
6/2/2014
Today
Jan
Training Kickoff meeting
Go Live
1/16/2014
7/1/2014
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
2014
20
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
21
Training Webpage
22
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 meetings
http://www.rochester.edu/adminfinance/urfinancials/
• A survey link will be emailed to provide
feedback on this Demo
23
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
24
Q&A
25
Appendix
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Excel Spreadsheet FDM Data Conversion Tool
 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)
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