1. Change Partner Meeting
June 20, 2017

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

3. 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

4. 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

5. 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>

6. 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

7. 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>

8. Best Practices

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

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

11. Impacted Systems Remediation (ISR) Update
Reporting
Impacted Systems Remediation (ISR) Update

12. 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

13. 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
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

14. 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

15. 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.

16. End User Readiness - Preparation
System Remediation oversight & support over the last 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

17. 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

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

19. 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.

20. 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 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.

21. 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 website prior to going live.

22. Preparing for Go-Live

23. 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!

24. 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

25. 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

26. 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

27. 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 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
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 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

28. 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
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 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

29. 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
*Bundle comm includes specific logistics (dates, times, locations) by topic area

30. Transition

31. 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

32. 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.

33. 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 training page for videos, guides, and other helpful information
More information about the post-Go-Live July clinics is forthcoming
<ILT_Course Name>

34. Thank You