1. Finance Strategic Transformation & OSP
Presented by Urmila bajaj

2. Finance Strategic Transformation OSP’s Perspective
In July, OSP Leadership took a trip to Yale University, who transitioned from Oracle to Workday
Bits of wisdom from our colleagues at Yale:
Forget about what you currently have in Oracle; just design a new system and be very clear about the mapping from Oracle to Workday & get used to WD terms as early as possible.
It’s really important to manage change with effective communication and user training.
Use the time of transformation to think of other changes you should make – this is the time to increase efficiencies across the board, not just replicating the current business processes for the technology transition.
Simpler is better – try to push back on non-standard elements and customizations to Workday as much as you can. You will be glad you did later!
Document business decisions made and why they were made (this keeps you and your team on the right path later in the project, as things get more and more complicated).
Get people exposed to the system as soon as possible, not just close to go-live. Practice vigorous change management – communicate early and often about the changes!

3. Finance Strategic Transformation OSP’s Perspective
Six Pre-Discovery Workshops were held for Grants Management to document current processes and pain points; participants included OSP, Finance and departmental RAs
July 30/August 7: Award Establishment & Management
August 6: Outgoing Subawards
August 13: Award Closeout
August 20: Invoicing and Accounts Receivables
August 27: Reporting
September 10: Special Award Conditions (effort reporting, cost sharing, program income, etc.)

4. Key Pain Points-Pre Discovery Workshops
Excessive amount of data needs to be rekeyed in Oracle and the pre-award system
Departments without research administrators have no access to award document/actions in ResearchUVA; CRCs are not notified when PTAO is set up in Oracle
Sponsors are set up as “Customers” in Oracle, with limited fields available for sponsor classifications required for institutional & federal reporting
Printing sponsor invoices is a manual process; often has to be done outside of business hours for generating sequential sets
Invoices for milestone events require manual tracking & communication between OSP and departments
CRCs and departments send out invoices for invoiceable items to sponsors, which are not recorded as receivables in Oracle
Graduate Research Assistant wages and tuition remission are not associated within the system; tuition is reallocated from suspense account at the end of a semester

5. Key Pain Points-Pre Discovery Workshops
Oracle does not have an efficient way to track carry forwards from one budget year to another, nor track future (anticipated) sponsor funding
There is no workflow for cost transfer approvals by OSP; departments are requested to fill out a justification form if the cost transfers are over 90 days old
Costing exceptions between GA and GL require OSP to change close dates, thus losing visibility of the true date the award was closed
Cost sharing companion accounts require a new award if cost share funding is coming from different sources
OSP does not receive a copy of the PI approved invoice from a sub-award
Institutional record retention policy cannot be followed from Oracle

6. Business Process Discovery Sessions
Meeting
Date
Description
Deloitte SMA
BPD Workshop #1
Mon, Sep 23rd
Procurement, Accounts Payable and Expenses
Sean McNicols
BPD Workshop #2
Thu, Sep 26th
General Accounting & Financial Reporting
Andrew Balla
BPD Workshop #3 (a and b)
Mon, Oct 7th
Assets (3a) & Projects (3b)
Mike Nenner
BPD Workshop #4
Thu, Oct 10th
Accounts Receivable & Internal Billing
Kevin Beyer
BPD Workshop #5
Mon, Oct 21st
Bank Reconciliation & Cash Management
BPD Workshop #6
Thu, Oct 24th
Gifts and Endowments
Sue DeVos
BPD Workshop #7 (a and b)
Mon - Tue, Oct 28/29th
Post Award Research Administration
Renae Ebert
BPD Workshop #8
Mon - Tue, Nov 11/12th
BPD Playback
Kevin Beyer & Sue DeVos

7. Discovery Sessions - Key Takeaways
Procurement, Accounts Payable and Expenses
Requisitions can be copied over from another one; can be shown as “soft encumbrances”
PO approvals can be routed based on cost centers rather then HR profiles; open commitments can be rolled forward; “Finally closing” of POs will no longer be needed-WD has a mechanism to “mass close” POs
WD can be configured to require additional attachments for certain expenditure types
Subawards could be managed through Supplier Contracts module – will be clarified during the Grants Management BPD

8. Discovery Sessions - Key Takeaways
General Accounting & Financial Reporting
Configurability and workflows are available in WD, with account posting rules (Oracle term=auto accounting rules)
Foundation Data Model (FDM) uses “driver” worktags (company, fund, cost center, grant, gift, etc.) and “accounting” worktags (expense item, purchase item, spend category, revenue category, etc.) for transaction processing and reporting
Transactions post to ledger accounts under “driver” worktags which auto-populate “related” worktags
Ledger accounts for operational transactions (supplier invoice payment, bank transaction, asset transaction, etc.) are not visible to end users, who would select only spend or revenue categories
Ability to drill down on transactions to display posting details and supporting docs (e.g., invoices)
“Book” codes can be used for State and other reporting requirements (possibly SEFA, HERD reports)
Internal Service Provider (ISP) can be pre-defined, upon completion of an ISP’s business process, accounting rules will recognize revenue for ISP cost center and post expenses on the customer’s cost center

9. What’s Next….. OSP will……
continue to participate in the Business Process Discovery Sessions & provide feedback from research administration perspective
review sponsored program related policies & procedures
consider conversion strategy, which PTAOs should be transitioned to WD
identify representatives who will be participating in the next phase of FST
continue to communicate changes in research administration resulting from FST
Exciting time for all of us……let’s get this done together!