URFinancials Project Project Review

Topics 2  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

Topics  Project Scope  Project Timeline & Methodology  Project Structure  Workday Overview  Challenges and Opportunities  Questions 3

Scope 4  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

Project Timeline & Methodology 5 Configure & Prototype Jun ‘13 Deploy July ‘14 Plan Jun ‘12 Test Nov ‘13 Architect Feb ‘13  Team Assembly  Charter  High-Level Plan  Team Training  Kick-Off  Initial Prototype  Design Workshops  Integrations Discovery  Design Review & Approval  Project Plan Update  Configuration Prototype  Unit Test, Validate Configuration  Build Integrations & Reports  Final Configuration Prototype  Create Test Cases & Scenarios  System Test  User Acceptance Test  Go-Live Check-list  Production Readiness Re-view  Go-Live  Post Production Support  Post Project Review

Project Structure 6 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) University Finance Advisory Committee General Ledger/COA Kathy Strojny /Patty Stevens Accounts Payable Marta Herman Grant Accounting Jeff Sullivan Support Teams (technical, deployment, communications, COA remediation) Functional Advisory Groups

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? 8 RoleNamePhone Project ManagerJim University ControllerDoug Associate CIOJohn G/L Team Co-LeadPatty G/L Team Co-LeadKathy Accounts Payable Team Lead Marta Funds Accounting / Grant Mgmt. Team Lead Jeff Technical Team LeadDoug Find us at:

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