INTEGRATED

RENEWAL

PROGRAMConfigure & Prototype Stage Close Out/ Test Stage Kick Off

July 25, 2019

1

How to Send Your Questions

Click on

Questions

tab

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upvote

2

Q & A

Transition Network & Training

Overview of the Test Stage

High Level Overview of FIN & HCM

A Look Back at the Configure & Prototype Stage

Agenda

3

What is the Integrated Renewal Program (IRP)?

Program Vision

The way we support

learning and research, and

how we work at UBC will

be transformed, creating a

cohesive, integrated, and

enriched experience for

students, staff, and faculty.

Modern

Systems

Well-

supported

people

Reliable

Data

More

Efficient

Processes

4

IRP Program – Integrated Teams

Plan Architect Configure &Prototype

Test Deploy

5

Reporting Workshops Total Commitment

Your Commitment to UsThank you!

Integration Workshops

5000+ participants

200+ unique events

200+

participants

15+ meetings

1700+

participants

160+ meetings

A Look Back at Configure & Prototype

7

• Is it April 2020 yet?

• Pleased to see more of my lingering

questions about Workday answered.

• Day to day use for Faculty members will

challenge their current way they work using

Speed charts to charging expenses to their

grants.

• I think people are overall excited about the

changes, but I also think that there is a

distrust of technology based on their

experiences with the multiple systems.

Customer Confirmation Sessions & Feedback At a Glance

16 sessions over

3 weeks

649 attendees in

both Vancouver &

Kelowna

200 survey responses received

80% of all respondents indicated a

‘Good/Very Good/Excellent’

impression during the sessions

What did we hear?

8

Working Together

8

High Level Overview – Finance & HCM

FIN HighlightsConfigure and Prototype Stage

Leisa Belanger

Director Of Finance

Transformation

Alex Fiuza

Change Lead

Margarita Fullerton Sr.

Manager Finance Renewal

Tom Wojtusik Project

Manager

Core Financials

Naureen Ali

Core Financials Lead

Alex Osipov

Procurement

SpendRevenue

Monna Tang

Customer Accounts

David Harrison

Foundation Data

Model (FDM)

Meghan Lee

Core Financials

Trish Pekeles

Sponsor

Peter Smailes

Executive

Sponsor

Robert Einarson

Sponsor

Diwen Gu

Banking &

Settlement Lead

Patrick Kavanagh

Lead

Joan Yip

Financial

Accounting

Stuart Mackenzie

FDM Lead

Linda Lin

Supplier

Accounts

Lavina Yuen

Tax

Derek Lee

Grants

Allison Kim

Grants Lead

Gordon Lu

Expenses

Mateo Coric

Core Financials

Shashanka Marrikanti

Business Analyst

Shirlett Hall

Projects

Toluwani Agbi

Business

Analyst

Cheryl Di Nota

Change Analyst

Drishti Oza

Project Coordinator

Finance Team

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Our Successes - FIN

1,940+ unit tests completed by FIN team

300+ participants per monthly Call In

Researcher Dashboard Focus Group

• Input from researchers and research administrators across disciplines

• Focus groups at UBCO, Point Grey and Diamond Health Care Centre scheduled for this August

All legacy values reviewed and mapped with the assistance of the Community

28,000+ FDM elements

Foundation Data Model (FDM) Structure

13

Our Successes - FIN

Call Ins

• 3 sessions to date

• Calls recorded and available at https://irp.ubc.ca/resources/finance

• Use password ‘irpfin’

• Email integrated.renewal@ubc.ca to be added to the Outlook invitation

Upcoming Calls

• August 21 – Journal Vouchers (including Internal Sales Delivery)

• September 24 – Current Year Budgets in Workday

• October 15 – Grants Management

• November13 – Asset Management

• December 11 – Items regarding April 2020 Go Live

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15

Accounting Adjustment vs. Accounting Journal vs. Internal Sales Delivery

Accounting

Adjustment:

Used for corrections

to worktags for

supplier invoices,

expenses, payroll

Accounting Journal:

Used for

- Interfund transfers

- Manual financial

reporting adjustments

- Corrections to

transactions that

involve splitse.g. transaction was charged to

Program A but needs to be charged

50% to Program A and 50% to

Program B

Internal Sales

Delivery:

Used to record the

sale of a good or

service from one

UBC Department to

another

Demo:

Workday Accounting Adjustment

17

Key benefits:

Researcher Dashboard

Researcher can view

full portfolio of

awards/grants in one

place

List of grants

expiring soon

List of employees

paid from grants

with their

appointment end

dates

Link to show

legacy

speedcharts where

applicable

Mobile friendly

Demo:

Researcher Dashboard Prototype

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Let’s Test Your Knowledge!Click on

Polls tab

Break

HCM Highlights

Configure and Prototype Stage

MEGAN – July 22nd Start

Nasrin Khan

Director Transformation, HR

Lani Mcgill

Core Hr

Lead

HR/Payroll

Stephanie Mah

Benefits SME

Mary Liu

Medicine SME

Melanie Shek

Compensation SME

Alex Bayne

Sponsor

Ashley Bloor

Okanagan HR SME

Colette Hogg

Faculty SME

March Cheng

Payroll SME

Wade Noseworthy

Business Analyst

Kent Matthewson

Business Analyst

Barbara Meens Thistle

Executive Sponsor

Stuart Murray

Reporting Lead

Harjot Guram

Payroll Lead

Rene Mrzljak

Medicine SME

Carri Lawrence

IRP Director, Okanagan

Michael Cam

Business

Analyst

Yasin Shivji

Business Analyst

Tomoko Kimura

Business Analyst

Deirdre Brown

Change

Management

Grace Cheung

Business Analyst

Hradesh Sharma

Business Analyst

Baehar Jelovica

Business

Analyst

Grace Fung

Business Analyst

Tripti Kumar

Project Manager

Trish Pekeles

Finance Sponsor

Drew Mcinnes

Business

Analyst

Arturo Arguello

Workplace Learning

Joe Zhao

Learning Analyst

Megan Ryland

Learning Analyst

Marline Lescano

Business Analyst

(Start Date: July 29)

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Our Successes - HCM

800+ unit tests completed by HCM team

160+ participants per monthly Call In

Time Tracking specific engagements – SHHS, EMMS, Bookstore, Security, Stores, UBCO

HRMS Tool

• Leveraged familiarity with HRMS & existing

system access

• No impact on current HRMS data

• Provided community with visibility and

access to review/update/validate their Sup

Org data

• 90%+ of community used the tool during

C+P to help build the 4905 Sup Orgs

Faculty Focus Group

• Cross faculty representing UBCO & V

• Provide perspective & feedback on

specific scope areas

• Focus on Workday Faculty Recruitment,

Academic Appointments, and more

• Continue to meet into early 2020

4,905 Supervisory Organizations built

20 core Workday Security Roles mapped to 847 employee positions (to date)

Foundation Data Model Structure

24

Our Successes - HCM

Call Ins

• 10 sessions since September 2018

• Calls recorded and available at https://irp.ubc.ca/resources/hr

• Use password ‘irphr’

• Email integrated.renewal@ubc.ca to be added to the Outlook invitation

Upcoming Calls

• August 13 – Create Position (including Classification)

• September 18 – Recruitment (Staff)

• October 9 – Recruitment (Faculty)

• November 5 – Hire & Change Job

• December 11 – Items regarding April 2020 Go Live

HCM Report Overview

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1) Will my most important report be available in Workday on time?

2) Why hasn’t anyone asked me about my most important report?

3) How could I not have been approached on something so important?

A Quick Peek at Your Most Important Questions

Report Organization

Workday platform

Select historic data will be converted into Workday based on

UBC stakeholders reporting needs and best practices

gathered from Workday.

The scope and selection criteria of the historic data converted

into Workday are further explored in this presentation.

Data not converted into the Workday platform will be stored in

the off board reporting solution to ensure compliance and

strategic reporting needs.

During the transitional stage* the historic data will be

available in read-only form in PeopleSoft.

Off-board reporting solution

Strategic

Operational

Tactical

Workday platform

Off-board reporting solution

Overview Of Reporting Strategy

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Operational

Essential for day to day

operations of a business.

Tactical

Planning and budgeting

reports, which are more

analytic in nature and often

require complex data analysis,

including past trends.

Strategic

Target Senior Management

that has a business need to

obtain the reporting figures at

an overview level.

Reports delivered to the users can be classified into one of the above three categories. This categorization is used

as a guide when building the report and the architecture required to support it.

Report Prioritization - Definitions

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Required for:

First period close

or critical,

widespread use

(Will not delay a go-

live date)

Required for:

E2E testing

Validation of

conversion data

Validation

of BPs

Report delivery by

End to End

Required for:

Critical, widespread

daily use

(If they are not built,

we cannot go live)

Required for:

Nice to have, quality

of life improving

reports

Required for:

Year-end reporting

Required for:

Noncritical daily use

or required at

quarter close

1 2 3 4 5 6

Sample Of Report Inventory Information

Number Name Functional

Area

Business

Contact

Priority Purpose

1790 Create United Way File Payroll Kent & March P1 To notify United Way of the current pay

period's contributions by employee.

1911 CUPE 2278 TAs Paid an

HWB

Comp Melanie Shek P1 List of TAs who worked 30 hours from Sept

1 to Aug 31 and received the Health

Welfare Benefit payout.

83 Spousal Optional Life

Remittance

Benefits Linda Casey P2 Used by Payroll to prepare remittances to

Sun Life of spousal optional life premiums.

10 Expected End Date vs.

Actual End Date

Core HR Lani McGiill P2 To prevent overpays

834 Employees Over Age 55 Benefits

(Pension)

Pensions

Office

P3 Identifies those who could become eligible

to retire at age 55 in the near future.

778 Staff hourly Vacation

Balance Info

Absence Tomoko

Kimura

P4 Determine how much vacation an hourly

employee has accrued, and to calculate

payout when the employee leaves.

658 Employment Equity

Report

Workforce

Analytics

Tanja &

Oxana

P5 Ensure compliance with the Federal

Contractors Program.

What Is The Process For Building Reports?

Testing

1 2 3 4

5 6 7 8 9

Identify a

reporting

need

Collect

information:

sample, business

owner, prior query,

and priority

Define the

purpose

Assess the report for

delivery as a

standard workday

delivered report

Develop

the report

specification

Identify

consolidations

Review the

report

specification

Development

How Many HR Reports Are There?

• 647 reports have been identified as a current requirement at UBC

• 188 of these have been taken out of scope

• 459 reports remain as active concerns

• Workday estimates this will come down to about 300 reports

• There is a weekly churn of 2-3 new reports being added while 5-8 items are subtracted

• As requests ask that a “new” report be added, there is a 50% chance it is already in the

inventory.

• Please do approach me directly if you have a report that is critical to you, and we will

assess if it needs to be added to the inventory.

Demo:

Workday Mobile App - HCM

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Let’s Test Your Knowledge!Click on

Polls tab

Overview of the Test Stage

36

Test Stage

Cutover Plan

End-to-End Testing

Parallel Tenant Build

User Confirmation Reviews

Payroll Parallel Testing

Performance Testing

End User Training Materials

37

What is included in Test Stage?

End to End

Testing

Parallel /UCR

Tenant Build

Payroll Parallel

Testing

User

Confirmation

Reviews

End User

Training

The testing of End

to End (E2E)

Business process

workflows and

system integrations

Used for:

Payroll testing

User

Confirmation

Reviews

Tests against

current payroll

system

Purpose:

Conduct reviews

with select

members of the

community to

validate particular

processes to

ensure they are

working

Development of

training material

and delivery of

training prior to Go-

Live

Cutover Planning

38

HR/FIN

Go LiveKey Activities to April 2020 to Support HR/Finance

Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr

Training Workshops,

Webinars & Online Courses

Workday Key

Concepts Demo

Workshops

Transition Network

Training Overview

& Needs Analysis

Timelines on this slide are subject to change.

+ User confirmation review subject to change.

Change

Readiness

Assessment

#2

Change

Readiness

Assessment

#3

Adoption &

Sustainment

Learning &

Knowledge

Transfer

EngagementsMonthly HR & Fin demos

Demo

Event #1

Demo

Event #2Demo

Event #3

Testing &

Additional

Activities

User

Confirmation

Reviews+Security role mapping (HR/FIN) & Sup Org

validation (HR)

End to End Testing

3 Cycles

Payroll Parallel Testing

Transition Network & Training

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Supporting the Change

Building strong relationships between

units and IRP

Leading and facilitating the transition

within home units

Share learnings, practices & resources

across units to support transition

Support localization of the change

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Learning & Training Delivery Methods

Webinar Training Seminar sessions will be

available to individuals who may

hold one or more security roles

Online Training (Self-serve)Online courses, Workday

instructional videos and detailed

How-to documentation via the

IRP website & Canvas Catalog

(CWL Login)

Coaching: Drop-in and

One-on-One Advanced and Super

Users can get hands-on

help using Workday for

complex transactions

Workday Demo WorkshopsOverview of Workday Business

Processes with Q&A Sessions,

Presented by the IRP Training

Team and Workstream subject

matter experts

In-Class Hands-on TrainingClassroom-style, role-based,

instructor-led training using

Workday will be available for

roles that initiate complex

transactions in Workday

Q&A

43

How to Send Your Questions

Click on

Questions

tab

“Like” to

upvote

Thank you!

integrated.renewal@ubc.ca

irp.ubc.caWEBSITE

EMAIL

• Workday demo event on July 30: spread the word to your colleagues

• Access previous Call Ins:

• HR: https://irp.ubc.ca/resources/hr (irphr)

• Finance: https://irp.ubc.ca/resources/finance (irpfin)

Questions? We’d love to hear from you