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
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 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
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 [email protected]
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
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@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
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