Change Partner Meeting Workday@Yale June 20, 2017

Agenda Introduction Impacted Systems – Linda Faust Questions and Answers Preparing for Go-Live What’s Next

Workday@Yale Objectives Simplify and standardize processes Make it easier to get work done and harder to make mistakes Minimize administrative work for faculty, students and staff Lower operating costs and improve effectiveness Provide accurate, trusted, and timely reporting

Learn about the Changes Learn their assigned areas of the system Change Network Roles Before Go-Live “Focus on Readiness” After Go-Live “Support Users” Supporter Listener Change Partners feedback and communications channel between their business unit and the Change Management team Serve as a Liaison Direct Users to Help Resources Ambassador of Change Learn about the Changes Early Adapter Coach Local Workday Gurus community of users who can provide business process support as a part of their current role Provide User Support Participate in this Community of Practice Serve as a Liaison Learn their assigned areas of the system Change Partners serve as a communications channel between their business units and the Change Management team. Your primary responsibilities before go-live is to prepare your areas for Workday. As an ambassador of change you will learn about the Workday changes, share that information with people in your area. And once the system is live, your role changes to sharing information you receive from colleagues about Workday with Change management. You will also help to direct users to the appropriate help resources. Local Workday Gurus are a community of users who can provide business process support as a part of their current role. They will have an early opportunity to get into Workday and to learn about their assigned areas of the system. After Workday is live, they will provide local users with help support, participate in this Community of Practice by knowledge sharing and to share feedback you receive from your colleagues and faculty with the change management team. Test the System Lead User Training

Prerequisite Foundational Core Concepts <Course Name> Prerequisite Foundational Core Concepts Online Videos Financials Overview Chart of Accounts (COA) Overview Introduction to Worktags Reporting Overview of Workday Core Concepts Software as a Service  Configuration vs. Customization Tenant Supervisory Organizations Roles Business Process Employee Self Service Delegation  Inbox These concepts were introduced to the LWGs in February. Additional resources are available at workday.yale.edu <ILT_Course Name>

Timeline 2017 2018 Financials Go-Live Training In-Person Clinics Jan-Mar Apr-Jun Jul-Sept Oct-Dec Financials Go-Live Training In-Person Clinics User Testing Post Go-Live Support (including FSC, ESC, ITS Help Desk) Weekly Updates, Supervisor Updates, Information Sessions Functionality updates occur, roughly, in March and September, as indicated by the “workday” logo. We are communicating with users in a variety of ways: through our weekly update to LA’s, OM’s, Change Network, Executive Sponsors, Impacted Systems Community Members, and Workday Program Members. If this group isn’t receiving this communication, their supervisors/Change Partners are receiving it and will provide updates at their in-house meetings. Additionally, the Workday Program is hosting information sessions, like this one, to inform the community about upcoming changes. We will be testing the system to ensure that the community can fulfill business processes in Workday (and to ensure our training materials are accurate and our support centers have adequate supporting documentation). Post Go-Live support will be offered for 4 months after July 3, to ensure the community is prepared to use Workday. We are actively preparing for go-live and will provide more detail in the months ahead. Finally, we are continually optimizing and improving Workday, with input from the community. This is an ongoing process. Prepare for Go-Live HR/Payroll/Academic Optimization Financials Optimization

Change Network Communications <Course Name> Change Network Communications Bus Ops members are recommended to cascade their messages, so open rates can be higher than 100%. Of the 370 people in the CN, approximately 100 are LAs and OMs and therefore their open rates are included in the Bus Ops group above. All LAs and OMs are included in the Bus Ops. open rates, even if they are also CPs or Gurus. CPs and Gurus who are not also LAs and OMs are only included in the CN group’s open rates. <ILT_Course Name>

Best Practices Workday@Yale

Best Practices: Forestry and Environmental Sciences Ronice Awudu Yale Center for Teaching and Learning

Best Practices: Forestry and Environmental Sciences Ronice Awudu Yale Center for Teaching and Learning

Impacted Systems Remediation (ISR) Update Reporting Impacted Systems Remediation (ISR) Update Workday@Yale

Impacted Systems Work Stream Purpose The Impacted Systems team provides strategic direction, support, and the tools necessary to successfully enable remediation of all systems impacted by the Workday implementation. Key Team Members Impacted Systems Lead Linda Faust Business Analysis (HR Representative): Judy Offutt Business Analysis (BSG focus) : Erin Totz Business Analysis : Sevan Boyajian Business Analysis: Ingrid Gonzalez Business Analysis: Christine Torres Business Analysis: Tedd Darash Financial Analysis: David Logie Architecture Representative: Shane Anderson Data Management Representative: Pam Miller Data Management Representative: Susan Lukose Project Management Support: Jodi Heinz

Impacted Systems Background Impacted systems are applications that are directly impacted by changes due to the implementation of Workday* Systems that perform the following functions are generally 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, system functionality was subsumed into Workday * = May include spreadsheets and other personal productivity tools 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

Existing Functions Moving to Workday Expense Reimbursement Purchasing: Supplies, Check Requests, Invoices Grants Management, including Effort Certification Financial Management, including Journal Entries, Payroll Costing, and a new Chart of Accounts (no more PTAEO) Financial Reporting As you know…. Expenses, procurement, and grants functions will be the only visible impact to academic staff. However, financial management tasks, such as Journal Entries, Cash Sales, Payroll Costing, conducted by business offices and central units will also be moving to Workday. We’ll be closing the fiscal year in one system and starting the next in Workday. Elaborate a bit more on the changes to business offices…. This translates into many changes for impacted system owners…. New functions…People Data and home org... And as a result of this, we have to change the way systems interact today with ORACLE to interact with Workday

Impacted Systems are everywhere Owning Division/Number of Systems Administration (13) School of Drama (1) FAS (14) School of Management (4) HR (16) School of Public Health (1) ITS (35 Yale Health (2) Museums & Galleries (4) Yale Press (1) Office of General Counsel (2) Development/AYA (3) Provost (10) Finance (4) School of Law (11) HR/IT (1) School of Medicine (13) Library (2) SFAS (16) NH & State Affairs (12) Yale Hospitality/Dining (4) President (1) YNH Teachers Institute (1) Number of Systems: 162 All going through final steps are testing. Many are complete, many are just finishing up. But everyone is getting ready for the big day….July 5 is official go live, but the work to get the ecosystem ready is already beginning. We’re preparing machines, systems, documentation, and people.

End User Readiness - Preparation System Remediation oversight & support over the last 16-18 months End User Readiness Planning Sessions (late April) System Owner responsibilities: Identify changes Communicate changes to end-users Train end users Support changes Tools Provided: End User Readiness Planning Guide Readiness Survey Tools in templates in Planning Guide End-user readiness checklist Recommended timeline for activities Recommended communication cadence Training plan & guide templates

What do I need to do? Know that a Command Center will be meeting daily to monitor Workday and all Impacted Systems to address any issues that come up after Go-Live. If you experience issues with your system when Workday goes live, assume business as usual and contact your regular production support person. These people will contact the appropriate workday team if they need assistance from the program. Convene Service and Support teams (those in the go-live support model), as well as members of the Program team to inform, address, resolve and communicate urgent Workday-related issues that have not been resolved through the established incident management process. Form a collection point to: consolidate the types, severity and counts of issues and their impact summarize, report and communicate issues and status to key stakeholders Agenda: Report New and Trending issues; prioritization of new issues as needed Review status of open Critical/High tickets Communication of Critical/High issues to impacted stakeholders/groups Frequency: Once daily with option to convene ad hoc calls for critical issues impacting large portions of the user community Duration: Operational from 6/30 through 8/15 Location: First floor of 25 Science Park in the space currently used for SIT, UAT and Deploy activities Daily meetings (Command Center call) will be held with staff from Tier 1, Tier 2 and Tier 3 to: Communicate of Critical/High issues to impacted stakeholders/groups

Questions & Answers Workday@Yale <Course Name> <ILT_Course Name>

Questions and Answers Supplier Invoice Requests, Non-Purchase Order Invoices, and Expense Reports Given that Supplier Invoice requests, Non-Purchase Order Invoices, and Expense Reports can be processed in Workday beginning July 6 through July 14 for either FY17 or FY18, can departments begin to process expense reports on July 5 instead of July 6? FY 2017 Year-End Actuals When can business offices expect to see FY17 year-end actuals in Workday, and will the year-end actuals be balances only?   Supplier Invoice Requests Question: Supplier Invoice requests, Non-Purchase Order Invoices, and Expense Reports can be processed in Workday beginning July 6 through July 14 for either FY17 or FY18. Can departments begin to process expense reports on July 5 instead of July 6? Answer: These can be processed beginning July 5. FY 2017 Year-End Actuals Question: When can business offices expect to see FY 2107 year-end actuals in Workday, and will the year-end actuals be balances only? Answer: On the first day of Go-Live, FY17 actuals through May close will be available in WD. After the June close happens in Oracle, WD will reflect actuals through June close. FY17ADJ will not be available until FY17ADJ is closed in Oracle, which will be in late September. More detailed information will be provided to LAs and OMs at the upcoming LEAD meeting.  Please note: G/L will reflect balances, however, there are some transactions that will be brought into WD.

Questions and Answers Financial Management Our users do not have charging instruction cheat sheets yet. Should we make our own cheat sheets using the PTAEO-to-Workday- COA Conversion tool? Financial Management Question: Our users do not have charging instruction cheat sheets yet. Should we make our own cheat sheets using the PTAEO-to-Workday-COA Conversion tool? Answer: The PTAEO-to-Workday-COA Conversion does not necessarily determine what segments you will use starting July 2017. In some cases, your historical conversion and the way you use the Workday COA starting July 2017 will be the same. However, the Conversion mappings are designed for historical financial information only. In areas where the University or individual units are changing/transforming their chart of accounts, business offices will need to provide a guide for users that may not be “straight out of” the Conversion Tools.

Questions and Answers Training Can all ITL and Auditorium training presentations be made available to the community?   Expense Management Question: Is there a limit on the number of delegates you can have? Answer: To come from Dick/Nicole Training Question: Can all ITL and Auditorium training presentations be made available to the community? Answer: Yes, ILT and Auditorium session training decks will be posted and available to all within the training section of the Workday@Yale website prior to going live.

Preparing for Go-Live

Workday Financials Support Reference Card Guru Name and number goes here! Take some on your way out and distribute them to your local users by June 28!

Change Network Design Options Read the frequently asked questions that were collected from the information sessions Change summaries outline new processes and point to relevant training materials, including guides and videos

Change Network Winning Design Workday Change Network Y Read the frequently asked questions that were collected from the information sessions Change summaries outline new processes and point to relevant training materials, including guides and videos CHANGE PARTNER

Change Partner Go-Live Checklist Prepare to support your local community: Continue to share Workday information Review the Workday Wednesday bundles and website Continue to communicate information, when requested Reinforce your knowledge Become familiar with the Training and Support web pages Access information quickly Discover how to set up Inbox and Notification filters Learn how to add frequently used reports and tasks to Favorites worklet Promote Support Resources Distribute drop cards (distribute by June 28) Wear your Change Network lanyard Escalate questions and concerns to your supervisor and the Change Network

July In-Person Clinics Staff are encouraged to utilize the full range of Workday support and training resources available, including: Auditorium sessions Hands-on classroom training Videos, quick guides, and other training information on the Workday@Yale website In addition, starting July 5 and continuing for three weeks, an extra form of support will be provided in the format of Local Workday Guru drop-in clinics https://workday.yale.edu/internal-news/additional-support-through-person-clinics-starting-july-5 Wednesday, June 14, 2017 Additional Support Through In-Person Clinics, Starting July 5 Staff are encouraged to utilize the full range of Workday support and training resources available, including auditorium sessions and hands-on classroom training, as well as videos, quick guides, and other training information on the Workday@Yale website. In addition, starting July 5, an extra form of support will be provided in the format of drop-in clinics. Clinics are meant to supplement, rather than replace, attendance at training courses, assistance received from Local Workday Gurus, and online training resources. Clinics are offered for select topic areas, and attendees are asked to limit their questions to those topic areas. Additionally, attendees are asked to bring laptops, if they are available. However, spare laptops will be on-hand, as needed. Clinic topics, dates, times, and locations for the first three weeks (starting July 5) are listed, below. Additional clinics will be provided; however, the schedule will be driven by the needs of the community. More information, including specific locations, will be shared in the coming weeks.   Purchasing Goods and Services including Working with Suppliers Expense Management including using the Mobile Application Purchasing Goods and Services including Working with Suppliers / Expense Management including using the Mobile Application Cash Sales and Gift Set-Up Payroll Costing Journal Entries Managing Grants including Managing Commitments

July In-Person Clinics July’s drop-in clinics: Are meant to supplement, rather than replace, attendance at training courses, assistance received from Local Workday Gurus, and online training resources Are offered for select topic areas, and attendees are asked to limit their questions to the topic area assigned to each specific clinic: Purchasing Goods and Services including Working with Suppliers Expense Management including using the Mobile Application Purchasing Goods and Services including Working with Suppliers / Expense Management including using the Mobile Application Cash Sales and Gift Set-Up Payroll Costing Journal Entries Managing Grants including Managing Commitments https://workday.yale.edu/internal-news/additional-support-through-person-clinics-starting-july-5 Wednesday, June 14, 2017 Additional Support Through In-Person Clinics, Starting July 5 Staff are encouraged to utilize the full range of Workday support and training resources available, including auditorium sessions and hands-on classroom training, as well as videos, quick guides, and other training information on the Workday@Yale website. In addition, starting July 5, an extra form of support will be provided in the format of drop-in clinics. Clinics are meant to supplement, rather than replace, attendance at training courses, assistance received from Local Workday Gurus, and online training resources. Clinics are offered for select topic areas, and attendees are asked to limit their questions to those topic areas. Additionally, attendees are asked to bring laptops, if they are available. However, spare laptops will be on-hand, as needed. Clinic topics, dates, times, and locations for the first three weeks (starting July 5) are listed, below. Additional clinics will be provided; however, the schedule will be driven by the needs of the community. More information, including specific locations, will be shared in the coming weeks.   Purchasing Goods and Services including Working with Suppliers Expense Management including using the Mobile Application Purchasing Goods and Services including Working with Suppliers / Expense Management including using the Mobile Application Cash Sales and Gift Set-Up Payroll Costing Journal Entries Managing Grants including Managing Commitments

July In-Person Clinics July’s drop-in clinics: The final schedule will be driven by the needs of the community Additional clinics may be added to the schedule Clinics are being scheduled throughout campus: Central Medical School West Campus Attendees are asked to bring their own laptops, if possible Internal News Article from Wednesday June 14 Workday Bundle comm: Additional Support Through In-Person Clinics, Starting July 5 https://workday.yale.edu/internal-news/additional-support-through-person-clinics-starting-july-5 *Bundle comm includes specific logistics (dates, times, locations) by topic area

Transition Workday@Yale

Post Go-Live Virtual Meetings with Local Workday Gurus Continue to leverage the benefits of the Local Workday Guru Network Take real-time pulse of the transition to Workday Collect common themes; feedback will aid in development of support resources Better understand tools needed to successfully support users Sessions will be virtual Expect to receive meeting invitations soon

Emotions People Exhibit During Transition confusion denial anger anxiety sadness bargaining detachment Encourage your co-workers to prepare for the transition! There are many ways to help us spread the word: encourage attendance and upcoming events, watch training videos, provide feedback, visit the website, etc.

What’s Next Change Partners Attend July 18 CP meeting <Course Name> What’s Next Change Partners Attend July 18 CP meeting Encourage everyone to visit the Workday@Yale training page for videos, guides, and other helpful information More information about the post-Go-Live July clinics is forthcoming https://workday.yale.edu/sites/default/files/files/Prepare%20for%20Go-Live.pptx <ILT_Course Name>

Thank You Workday@Yale