TOWN HALL
IMAGINE FINANCE
TRANSFORMATION
11.18.19
TOWN HALL AGENDA>> Guests Arrive 10 min
>> What is IMAGINE Financial Transformation? 15 minChristine Rahn, Brian Gross, Peter Tom, Reinhard Zapfe
>> Panel Discussion 30 minPanel, facilitated by Rob Johnson
>> Communications and Engagement 20 minJennifer Ferry
>> Q&A 15 minChristine Rahn, Brian Gross, Peter Tom, Reinhard Zapfe
2 Questions? Visit imagineprogram.usc.edu.
What is IMAGINE Financial Transformation?
Christine Rahn, Brian Gross,
Peter Tom, Reinhard Zapfe
12 OPPORTUNITIES TO
FUNDAMENTALLY
CHANGE
36 OPPORTUNITIES TO
ENHANCE WAYS OF
WORKING
TRANSFORMATION
WORKSHOPS
Financial Transformation Scope
4 Questions? Visit imagineprogram.usc.edu.
WORKDAY FINANCIAL MANAGEMENT
MONTH END
CLOSE
(PHASED)
ROBOTIC
PROCESS
AUTOMATION
PROCESS
IMPROVEMENT
INTELLIGENT
OPTICAL
CHARACTER
RECOGNITION
FOR ACCOUNTS
PAYABLE
MASTER DATA
MANAGEMENT
FINANCE
LEARNING
CENTER OF
EXCELLENCE
JULY 2021
Functional Areas in Scope
5
SUPPLIER
ACCOUNTS
GRANTS
MANAGEMENT
GIFTS &
ENDOWMENT
BUSINESS ASSETS
BUDGETS
BANKING &
SETTLEMENT
FINANCIAL
ACCOUNTING
CUSTOMER
ACCOUNTS
INVENTORY
PROCUREMENT
CONNECTIVITY
WITH PAYROLL
HCM
OPTIMIZATION
CAPITAL
PROJECTS
EFFORT
CERTIFICATION
Questions? Visit imagineprogram.usc.edu.
• Provide a reliable, user-
friendly, cloud-based
platform
• Establish clear service
expectations for
stakeholder support
• Promote continuous
improvement and
scalability
Enhance the
Customer Experience>>>>>>>>>>>>
• Reduce time spent on
transactional tasks
• Create an accurate,
trusted and timely
reporting environment
• Deliver visibility across
the organization
Enable Strategic
Decision Making>>>>>>>>>>>>
• Simplify and
standardize business
processes
• Redesign approval
layers
• Leverage robotic
process automation
• Replace aging
technology
Improve Efficiency
>>>>>>>>>>>>
• Develop a single
source of truth
• Establish a control
environment to support
compliance and
stewardship of assets
• Achieve a month-end
close across the
institution
Reduce Risk
>>>>>>>>>>>>
Objectives and Key Results
The IMAGINE Finance Transformation will allow us to…
6 Questions? Visit imagineprogram.usc.edu.
What is Workday Financial Management?
Accounting
Cash
Grants
Billing
Contracts
Procurement
Revenue
Gifts and
Endowments
A Modern Financial
Management Solution
Key Features:
1 One System – Unifies with Workday HCM, enabling oversight into all financial
transactions – procurement, grants, finance, and payroll – in one place.
Real-Time Data for Strategic Decision Making – Access to real-time cash balances,
including committed funds, enabling management to make strategic decisions.
On-Demand Financial Reporting – On-demand financial reports can be run directly
from Workday at any time. No additional reporting tool necessary.
Built-In Audit Trail – Every transaction is immediately auditable upon approval,
enabling better compliance with regulations and reduces overall risk.
Convenient and Secure
Data and services delivered
online. Workday takes care of the
infrastructure and security.
Regular Updates
Enhancements delivered by
Workday two times a year.
Modern User Experience
Consistent and easy-to-use
interface that is easily accessible
from any device.
Delivered in the Cloud
Software As A Service (SaaS)
Industry best practices are set
and can be configured.
7
2019 2021
Prototype I
Finance
Transformation
WorkshopsFebruary - April 2019
June - August 2019
November 2019 -March 2020
Design
Sessions
Prototype IIMay - July 2020
End-to-end
TestingOctober 2020 -January 2021
User TestingFebruary - April
2021
TrainingMay - June
2021
Go-LiveJuly 1, 2021
Overall Project Approach
8 Questions? Visit imagineprogram.usc.edu.
We are here
What is the Difference Between the Phases?
9
34 stakeholder groups across
the University
38 design sessions across
14 functional areas
To create an initial build of the
Workday Finance system (P1)
based on design agreed upon
during design sessions
Targeted User Groups
Sessions to review
functionality of system with
broad audience
To finalize the build of
system based on feedback
and prepare for testing
DESIGN
SESSIONS
Completed
June – August 2019
PROTOTYPE 1
SESSIONS
In Progress
Nov 2019 – March 2020
Subject matter experts,
business analysts and
design partners
Sessions to review initial
build of the system
To update the system for the
next build of the system
based on feedback (P2)
PROTOTYPE 2
SESSIONS
Coming
May 2020
wh
ow
hat
ou
tco
mes
Panel Discussion
Facilitated By: Rob Johnson
Panelists: Kim Bregenzer
Shally Kwon
Christian Lim
Richard Pineda
11.18.19
Christian LimAccounting/Financial Manager
Auxiliary Services
Shally KwonAssistant Vice President, Budget
Office of Senior Vice President,
Finance
Kim BregenzerChief Financial Officer
Dornsife College of Letters,
Arts and Sciences
Panelists
Richard PinedaAssociate Chief Financial Officer
Keck Medicine of USC
11 Questions? Visit imagineprogram.usc.edu.
A Closer Look at How We Will Be Engaging You
Jennifer Ferry
Individuals with an assigned role
in Kuali received an email to
complete the online survey from
September 23 – October 4, 2019.
HOW MANY PEOPLE WERE
INVITED TO PARTICIPATE?
6163
Health Systems users were excluded from this
assessment.
WHICH BUSINESS UNITS WERE
REPRESENTED?
ACADEMIC
ADMINISTRATIVE
FINANCE
We received a total of 907 survey
responses.
WHAT WAS THE RESPONSE
RATE?
14.7%
Questions? Visit imagineprogram.usc.edu.13
Who Did We Survey?
Customer Readiness Survey Response Themes
14
High level themes from the free response question.
Many respondents expressed that they
have little to no knowledge about the
IMAGINE Finance Transformation. About
20% said that the survey is the first time
they have heard about the initiative.
LITTLE TO NO KNOWLEDGE PAST IMPLEMENTATIONS
AFFECTING CONFIDENCE
Prior technology implementations
continue to affect users’ confidence about
the Workday Financial Management
deployment.
WANT MORE DETAILS
Most respondents voiced that they would
like to know more about the project,
including overall objectives as well as
details about what is changing and how it
will affect them.
Questions? Visit imagineprogram.usc.edu.
YOU SAID HOW WE’RE ADDRESSING
You know very little about the IMAGINE Finance Transformation. • We will complete our change impacts assessment for all in-
scope business processes over the next six months
• We will leverage IMAGINE communication channels such as
our IMAGINE website and an IMAGINE newsletters
• We will continue to host Town Halls and speak at other large
forums such as the SBO Forum, FBS Forum, Deans Council,
etc
• We will mobilize our Change Leader Network with leaders from
the business to ensure that you are hearing project updates
directly from your leaders in a timely and ongoing manner
You would like more direct communication about project updates.
You want to know more details about what is changing, how it will
affect you and how you should prepare.
Questions? Visit imagineprogram.usc.edu.
Action Plan
15
Stakeholder Landscape
• 29 departments/units
• 4377 KFS users
ACADEMIC UNITS ADMISTRATIVE UNITS
• 7 departments/units
• 456 KFS users
FINANCE UNITS
• 13 departments/units
• 876 KFS users
HEALTH SYSTEMS
• 4 departments/units
• 124 KFS users
• 810 Lawson users
• 150 MS4 users
16 Questions? Visit imagineprogram.usc.edu.
Stakeholder Engagement Strategy
EXECUTIVE SPONSORS AND
PROGRAM SPONSORS
IMAGINE Finance Executive
Sponsors and Program Sponsor
Team
CAMPUS LEADERSHIPDeans, SBOs, CFOs, Senior
Administrative Executives and
Advisory Council
CHANGE LEADER NETWORK
Individuals across the University
selected to be champions for their
respective units/departments
FINANCE CUSTOMERAll Kuali users with a role in the
system today
01 02
03 04
We will be engaging with all levels of the finance organization to ensure that there is a continuous and
constant flow of relevant and timely information.
We will also be leveraging our leadership groups to reinforce key messaging to our user community.
OUR APPROACH
Exec. Sponsors &
Program Sponsors
Finance
Customers
Campus Leadership Change Leader Network
Communications
Questions? Visit imagineprogram.usc.edu.17
Change Leader Network
Academic UnitsAdminUnits
FinanceUnits
Christine RahnBrian Gross
Peter Tom
Large Medium Small All All
Business Units
5 15 10 7 13
User Count
931 640 175 187 382
Change Leader Count
15 15 10 6 8
Ratio 1:62 1:43 1:18 1:32 1:48
What is a Change Leader’s Role?
• Serve as the local champion and point of contact for Workday
Finance end users
• Drive key OCM activities, including the facilitation of decisions and
approvals in business unit throughout the project timeline
• Understand change impacts and take accountability for adoption
and success of these changes
• Serve as a liaison to the business for communication and training
needs
• Participate in key implementation activities such as playback
sessions, user acceptance testing, train the trainer, and end user
training
• Attend key project meetings and business unit meetings
Who Makes a Successful Change Leader?
• Members of the USC Finance community
• Good communicators
• Considered to be system savvy
• Respected by their peers
• Have influence and respect within the organization
18 Questions? Visit imagineprogram.usc.edu.
With the help of our business leads, we will need to recruit and confirm change leaders from
across the finance organization* as outlined below by the end of the year.
*Health System Unit engagement will be determined in March 2020.
Stay ConnectedIn addition to the updates and feedback loops enabled by our Stakeholder Engagement Lead
and Change Leader Network, here are all the ways to stay connected with IMAGINE.
19 Questions? Visit imagineprogram.usc.edu.
• IMAGINE Email Box
• Newsletter Pulse Checks
• Engagement Surveys
FEEDBACKABOUT IMAGINE
• Virtual Q&A Sessions
• IMAGINE Slack Channel
• IMAGINE Email Box
ASKABOUT IMAGINE
• IMAGINE Website
• IMAGINE Newsletter
• IMAGINE Toolkit & Briefs
• Digital Signage
• IMAGINE E-mail Updates
READABOUT IMAGINE
• Townhalls
• SBO Forum
• FBS Forum
• Deans Council
• ITS Program Steering Committee
• USC Technology Council (UTC)
HEARABOUT IMAGINE
Finance Communications and Engagement Timeline
20
Outlined below are the key engagement activities supported by Change Leaders in each business unit.
2019 2020 2021
Nov Dec Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep
Business Process Analysis/
Change Impacts
Change Impact Sign Off
Refine Change Impacts(As Needed)
UAT
StakeholderAssessment
Role Mapping
Stakeholder and Leadership Engagement
Communications Delivery
Scheduling & Logistics
ProcessTraining
TTTBasic Nav
Systems Training
Customer Success
Training Strategy
Training Curriculum (Approval)
Training Development (Approval)
RA Action Plans RA Action Plans RA Action Plans RA Action Plans RA Action Plans Customer Success
Prototype 1 Prototype 2 End to End Testing UAT Training Support
We Are Here
Change Leader
Identification
Training Delivery Approach
21
Training will be role-based to align with business requirements and operational needs. The following delivery
methods will be considered based on the level of change impact, audience size and logistics.
Instructor-Led
• Classroom based
• System demonstrations
• Hands on exercises
• Knowledge checks
eLearning
• Self-paced
• Simulated demos
• Simulated exercises
• Knowledge checks
Practice Labs
• Open to users who need
additional practice in the system
• “Genius bar” format with onsite
Super User support
Support Material
• On-line help site
• Quick reference guides
• Job aids
Onscreen Guidance
• Provides onscreen guidance so
users can easily complete tasks
in the moment of need
Train-the-Trainer
• Training with teach backs
• Facilitation skills
• Delivery techniques
• Classroom management
Questions? Visit imagineprogram.usc.edu.
589 Days Until Go-Live
QUESTIONS/COMMENTS?
THANK YOU.
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