1. Town Hall Meeting Workday Financials Implementation
Josh Sekel, Project Manager
Nov. 30 & Dec. 14, 2015

2. Introduction ONE CODE LINE. EVERYONE ON THE SAME RELEASE.BB
Workday Commercial
ONE CODE LINE.
EVERYONE ON THE SAME RELEASE.
EVERYONE SPEAKS THE SAME LANGUAGE.

3. Agenda Topic Presenter Time Opening Remarks and Introductions
Brian Hutchings, VP Finance and Administration
10 min
Why A New Finance System?
Why Workday?
Project Goals
Bryan Boles, AVP Financial Services
The Project
Plan
Scope
Structure
Principles
Josh Sekel, Project Manager
Workday Demo
Dashboard and Reporting
Expense Reimbursement
Purchase Requisition
Jay Chen, Deloitte
What will change?
How we will communicate
Chart of accounts
Teaching cost allocations
Ed Wall, Director Finance Strategy and Operations
Project Status: Q&A

4. Our Finance System
Born in 1985

5. 8,190 Current system? Originally built without using Windows *
Built for the PC desktop
Total student headcount in 1985
8,190 BB
* Windows 1 was released in 1985

6. 18,824 Why Workday? Easy Cloud based with frequent updates
Built for mobile tablets and pcs
Total student headcount
18,824
Easy
BB –
130% growth in headcount!

7. Other universities on WorkdayBB

8. Our goals Risk reduction Improved efficiency
Improved financial outcomes
JS Risk – Unsupported OS, Emulation Environment, Application
Improved efficiency – All aspects of current workflows will be improved – reduce paper processes
Improved financial outcomes – as you’ll see in the demo, the power of reporting will show dividends
Federated arch –
Limit Customization – Board direction to not customize – CAUBO accounts of other Universities
Support individuals -
Support a federated enterprise architecture
Limit system customization
Support individuals in their employment

9. Project plan Key Points Go live date May 1, 2016 In scope will be:
Contract management
Workflow with electronic signatures
Maintain current integration capability
Consolidate all purchasing into new purchasing system JS

10. Project principles Phase 1 - keep it simple End user experience is key
Phase 1 will have similar integrations to what Bears has today.
Additional enhancements and integrations will continue long after the project is done.
End user experience is key
We will work hard to ensure the end user experience is easy and completely functional.
End users will be most impacted by the new purchasing and expense reimbursement processes.
World class business processes
We will adopt Workday standardized processes. We have a Board Mandate to allow for no customization.
Processes will be paper reduced.
JS – Phase 1.5 & 2
Experience was one of main reasons for Workday
Not quite naive enough to claim paperless

11. Current Scope exclusions
Project Scope
What is in Scope?
Current Scope exclusions
FDM (inc. Grants, Endowment Gifts)
Financial Accounting (General Ledger)
Supplier Record & Supplier Invoicing (Accounts Payable)
Customer Invoices (Accounts Receivable)
Business Assets (Fixed Assets)
Banking and Settlements (Treasury Management)
Procurement & Receiving
Expenses
Financial Budgets & Budgetary control
HCM & Payroll
Student Billing
Student Recruitment, Admissions, & Record
Position, Award and Project Budgets
WD27 Financial Planning (Ph 1.5)
Grants Management
Project Management
Inventory
Complex Revenue Recognition
JS – End user impacting: FDM, Procurement, Expenses, Budgets

12. Enterprise Value Delivery (EVD)
JS – Iterative cycle of configuration – we will see 5 versions by go-live
Signed contract 1 month ago – testing first prototype last week

13. Project governance – who is responsible
JS – There are a lot of names on this list, but it only scratches the surface
Over 60 people from across campus have been part of the process so far

14. Demonstration Reporting Dashboards Expense Reimbursement
JAY
Reporting
Dashboards
Expense Reimbursement
ONE CODE LINE.
EVERYONE ON THE SAME RELEASE.
EVERYONE SPEAKS THE SAME LANGUAGE.

15. Managing change EW
That is exciting. You can see how we are moving to a very modern system built from the smartphone up.
But you can also see how different it will be. We are moving away from paper, we will have standardized process, things will be different.
And that is why we have incorporated a change management team into this project.
I want to highlight the dip in productivity to you. We will be moving along the blue bar and then boom, when we implement, there will be a dip. We want to avoid the “valley of despair”, but there will be a dip. The dip in productivity will occur as we become familiar with Workday. But through communication, training and events like today, we can limit how deep the “valley of despair” goes.
We will keep you informed in how the project is going because Proactive change management will help return to productivity more quickly than without.
Based on what Deloitte tells us and also based on conversations with other Universities, the top issues identified from ERP transformations relate to not enough focus on people and organizational issues.

16. Phase 1: Communication timeline
NOV 2015
DEC 2015
JAN 2016
FEB 2016
MAR 2016
APR 2016
MAY 2016 P1 P2 P3 P4
May 1 Go-Live
General information
Town Halls (Nov. 30, Dec. 14)
Finance Connect
Press Release
Website brocku.ca/workday
SharePoint
CAD Finance, SAC, CAC
Board
Roadshows (FOH, FOE)
User needs information
Roadshows (GSB, M&S, FHS, SS)
Information sessions to targeted groups
Management (incl handouts)
Finance
Facilities Management
Professors
Administrative Assistants
Subject Matter Experts
Finance Connect
Website brocku.ca/workday
SharePoint
CAD Finance, SAC, CAC
Training
Town Halls (end of March)
Training sessions
Training material
Website brocku.ca/workday
SharePoint
CAD Finance, SAC, CAC
Board
Legend:
CAC – Core Applications Committee
CAD – Council of Academics Deans
P1 Testing – from Nov 26 to Dec 16
P2 Testing – from Dec 22 to Jan 19
P3 Testing – System Integration Testing, from Feb 23 to Mar 2
P4 Testing – User Acceptance Testing, from Mar 31 to Apr 8
SAC – Senior Administrative Council

17. Current account structureEW
So what are some of the changes?
One of them is that the chart of accounts will change.
This should look familiar to all of you. It is the current account structure. We start of the general classification, move to the cost centre and then the account classification. It is a common approach to a chart of accounts.
But our problem is we have 15,000 accounts because we have no sub ledgers and no way to extract the data we need for certain reports

18. NEW Worktag categories
Grant
Revenue Category
Spend Category
Gift
Ledger Account
Debt
Mandatory worktag
Cost
Centre
Program EW
This is the future state. Workday uses worktags. We have 3 that are mandatory and a number of optional worktags, including the 7 that are shown here. I’ll caution it is draft, but you can see there are a lot more categories that we are measuring. This will provide much more flexibility and detail than what we had in the past.
You can see that some are mandatory and others are optional. So don’t worry, it’s not like you will have to pick from 10 items every time you enter an expense or purchase requisition.
Optional worktag
Fund
Project

19. NEW Worktag categories
Think of it as a slot machine, where the worktags will be prepopulated based on the spend category that you select. When you are buying a computer, for example, the system will automatically know that it is equipment, it will know which cost centre you belong to and that you want it funded from the operating fund. These will come up as defaults in your submission.
Another way to look at worktags, is to think of them as hashtags in twitter. You can actually run reports with everything on one worktag only. It is a way for us to look at the financial data in different ways. For example

20. Travel transaction example
Professor “X”, who is in the Chemistry Department, travels to Toronto for a conference and wants to charge the mileage expense to his PER account.
Old Account Structure
Prof. X PER Account
PER and Chemistry department are known but no details about the type of expense being charged to the account.
New Account Structure
Fund – PER
Cost centre – Chemistry
Ledger Account – Travel
Spend Category – Mileage
Program – PER - Professor “X”
Project – UforChemistryProject EW
Currently if a professor in Chemistry travels to Toronto on a PER, right now we only know a CHEM PER expense was booked, with no detail, but in Workday we will know the that the method of travel, who the professor was and the project that it related to (if relevant). There is much more detail available.
Worktags provide more data in real time..

21. Project Reporting
The project worktag “UforChemistryProject” can be used across funds and then reporting on the entire project can be done.
PER Fund
Expenses Salary $ 0 Supplies $ 0 Travel $ 2 Total $ 2
Expenses Salary $ 0 Supplies $ 5 Travel $ 0 Total $ 5
Operating Fund
Expenses Salary $10 Supplies $ 0 Travel $ 5 Total $15
Research Fund
Expenses Salary $10 Supplies $ 5 Travel $ 7 Total $ 22
Total – all Funds EW
So because we have this worktag, we can actually run a report across funds and cost centres to see how much was spent on the UforChemistry Project

22. New faculty payroll allocation
All Faculty and part-time teaching salary costs will be initially charged to one account with the Faculty.
Faculty salaries
Allocated to various departmental salary accounts (cost centres) based on courses taught using a standard cost.
Remaining balance will be structural labour cost of research and service.
Part-time salaries
Allocated to various departmental salary accounts (cost centres) based on courses taught.
Remaining balance will be over/short on budget estimate. EW
Another change is how we will be allocating faculty payroll.
All salary for each faculty will be housed in one department and then the teaching costs only will be allocated to the departments as the courses are taught. This way, the departments are charged for teaching costs only.

23. Faculty example – before allocation
Faculty Teaching Cost Centre
* includes all Faculty and PT teaching
Department Cost Centre
^ includes Admin staff salary only
Salary*
$100
Benefits*
$20
Operating Expense $0
Allocation
Total
$120
Salary^
$10
Benefits^ $2
Allocation $0
Operating Expense $8
Total
$20
$140

24. Faculty example – after allocation
Faculty Teaching Cost Centre
* includes all Faculty and PT teaching
Department Cost Centre
^ includes Admin staff salary only
* Includes Faculty and PT teaching
(based on courses taught)
Salary*
$100
Benefits*
$20
Operating Expense $0
Allocation
$(48)
Total
$72
Salary^
$10
Benefits^ $2
Allocation*
$48
Operating Expense $8
Total
$68
$140

25. Project update and next steps
P1 testing wrapped up last week
P2 testing to begin before Holiday break
P3 testing in February will be the point where we start calling on you to help us test JS
Key Activities for the Coming Weeks
P1 Build (Deloitte Team)
Design Follow-up Discussions, as needed (Deloitte/Brock)
Continue Integration Data Gathering (Brock)
Continue Conversion Data Gathering (Brock)
Gather P1 Test Scenarios (Brock)

26. Feedback Visit brocku.ca\workday to let us know: How we’re doing
If there are any data points or costs you want tracked
Any other comments you might have

27. Questions/comments?