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Fiscal Administrators Meeting May 20, 2020
Fiscal Administrators MeetingMay 20, 2020
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Fiscal Administrators | What We Heard & Today’s AgendaTopic Comments Heard Today’s Agenda Item / Objective Target
Time
Agenda (Angela) • N/A • Today’s agenda 5 min
Executive Communication Overview (James)
• What’s happening with FST timeline given the COVID-19 environment
• Share/reinforce key messages from Executive Sponsors 5 min
Feedback – (James) • N/A • Solicit feedback and updates from Fiscal Administrators 5 Min
Workday Business Process – Spend (Jenn G.)
• What’s happening with the specific business processes in Workday? • Share updates regarding spend process 20 Min
Extension Conversation (Angela/Patty)
• How will an extension of FST impact schools/units – especially with the possibility of a mid-year go-live?
• Discussion Activity: o What benefits might there be to a
January 2022 go-live?o What would need to be considered
to achieve a mid-year go-live?
20 Min
Communication(Brandi)
• How do I stay informed and engaged on FST?
• What should I communicate to my area?
• Communications channels• Discussion: What is most important for
your area to know right now?• Key messages to share with your area
15 Min
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Executive Communication
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Executive Communication Overview | Email Highlights
• The July 1, 2021 Workday Financials go-live date has been deferred; the FST timeline is extended by at least six months.
• The Executive Sponsors continue to strongly support FST.
• The six month extension is not a definitive go-live date for the Workday Financials implementation. Much will depend on how the fall semester and the University’s financial situation shapes up.
• The FST team is continuing its implementation efforts in the meantime, and is also planning different go-live scenarios.
• Commitment to taking time to do the transformation well during this challenging and unpredictable time.
• Commitment to making and communicating decision on the go-live date as soon as possible.
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Feedback
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Feedback and Updates from the Fiscal Administrator
Community
Feedback | What Are You Hearing?
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Workday Business Processes
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The Spend Workstream
Workday Business Processes | Spend Workstream
Payee Registration & Management
Requisitions & Purchase Orders
Invoices & Payments
Travel & Expense
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Workday Business Processes | Spend Current Focus
Substream Process Design & Strategy
Payee Registration & Management • Technology platform evaluation • Defining what a “Supplier” is
Requisitions & Purchase Orders • Single point of entry for catalog & non-catalog orders• Single form for all non-catalog requisitions
Invoices & Payments• 3-way match / receiving strategy• Single point of entry for invoices• Automating invoice entry
Travel & Expense • CBT/Concur integration into Workday expense report• T&E card usage in context to booking through Concur
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Access• Who has access in Workday to initiate the shopping
& requisitioning process?
Approval Routing• How requisitions and expenses route for approval• Is Recon@ necessary in the future?
Spend Categories • Spend Categories are operating work tags, not
accounting work tags
Workday Business Processes | Spend Workstream Updates
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Extension Conversation
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Extension Conversation | FST Program Timeline & Scope Decision
Role Names of Individuals or Entities
Recommend FST Program Leadership
Agree (Veto) Melody Bianchetto, Adam Daniel
Perform FST Project Team
InputFST Steering CommitteeFST Advisory GroupUVA Fiscal Administrators
Decide J.J. Davis, Liz Magill
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Discussion Activity
• What benefits might there be to a January 2022 go-live?
• What would need to be consideredto achieve a mid-year go-live?
Extension Conversation | Activity
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Communication
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Communication | Activity
Discussion Activity
• What is most important for your area to know right now?
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• The July 1, 2021 Workday Financials go-live date has been extended at least six months.
• The Executive Sponsors continue to strongly support FST and the Workday Financials Implementation.
• The six month extension is not a definitive go-live date for the Workday Financials implementation. Much will depend on how the fall semester and the University’s financial situation shapes up.
• The FST team is continuing its implementation efforts in the meantime, and is also planning different go-live scenarios.
• Commitment to making space to do this transformation well during this challenging and unpredictable time.
• Commitment to making and communicating decision around go-live as soon as possible.
Communication | Key Messages to Share with Your Area
CommunityHub post about
project extension
UVAFinance Blog post about
project extension
Video Message from VP of Finance, Melody Bianchetto
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Communication | Information Channels
Intended to share high level, key project information and updates. Can be accessed without Netbadge and is FST’s outward facing site.
Enables engagement through discussion boards, posts and question functionality. Hub is the central FST repository and information hub. Requires NetBadge login.
Provides a quick, need-to-know podcast to apprise FST project and finance staff of changes and project progress. Can be accessed by anyone.
Purpose
Imparts high level info about items that impact UVAFinance staff (FST, Workday etc.) and pushes staff to CommunityHub for more detail. Can be accessed without NetBadge.
FST Websitefinancetransformation.virginia.edu
CommunityHubcommunityhub.virginia.edu
UVAFinance Bloguvafinance.blogspot.com
WFST Radio Podcastwfst.podbean.com
• About Finance Strategic Transformation• Executive Sponsors• Key Activities:
Phase 3 - Implementation
• Foundation Data Model (FDM) User Scenarios
• Steering Committee Slides• Question posted: What about Chrome
River?
• WFST Radio March 26, 2020: How UVA's response to COVID-19 impacts the project, FDM updates, and more. (6 min)
Content Examples
• From Melody's Desk - A message to the UVAFinance Team
• Getting the Foundation Data Model Right (high level overview, pushes to Hub for more detail)
Reminder – you can always email the FST team
