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