UR Financials Project

1. UR Financials Project Demo Days January 2014

2. Agenda Project Update Testing Phase Training Update Wrap Up Q & A

3. Chatting for WebEx Participants • For those joining the WebEx: • 1) Please access the chat feature at the top of your screen • 2) Please chat directly with Darren Picciano(He will then pose the questions on your behalf) • 3) Select Darren in the drop down menu in the chat window (do not select “everyone”) Darren Picciano

4. Demo Disclaimer Please Note: The material presented in this PowerPoint deck is provided to introduce participants to the capabilities of Workday Financials. As we continue to move the project work forward, there will be certain discoveries which may supersede the material presented.

5. Project Update • Completed the Prototype phase of the project • Investigating requests for Workday FDM changes – still in process • Formally entered the Test phase of the project and completed the first test cycle • Kicked off the development of training material for end users

6. UR Financials Project Timeline End User Training Spring through Summer 2014 We are here

7. Testing Timeline: Nov ‘13-Jan ‘14 Holidays Holidays Holidays T1 Scenarios Written & Data Prep Component Testing Kick-off 1/6 T1 Execution & Issue Resolution Daily Testing Update Meeting Component Testing Complete 1/17 • Component Testing (T1) completed from Dec. 9th – Jan. 17th • Subset of SIG members (60+) performed testing with project team

8. Test Cycle 1 Metrics • Fail – Test did not deliver expected results (defect) • Pass – Workday functioning as expected • Pending – Testing in Process

9. Test Cycles Defined

10. Testing Timeline: Jan-May ‘14 T2 Scenarios Written & Data Prep T2 Execution & Issue Resolution T3 Scenarios Written & Data Prep T3 Execution & Issue Resolution WD22 Release WD22 Test Preparation WD22 Testing & Issue Resolution Cutover Begins Load Test Disaster Recovery Test Performance Test Regression Test System Cutover Test Daily Testing Update Meeting * End-to End Testing (T2) ** Day in the Life Testing (T3)

11. Test Cycle 4 – Workday 22 • Risk Mitigation – send team to Workday HQ to perform testing on functionality that is to be delivered in Workday 22 • Multi-Company for Grants • Reporting Enhancements • Late February-Early March • Re-test everything to ensure nothing broke with Workday 22 release • Transition Test “Lessons Learned” to the Training development and delivery materials

12. Technical Testing • Load Testing – adding volume to Workday, test response time, interface load time, etc. • Performance Testing – response time from the user perspective • Disaster Recovery Testing – in the event of a disaster, how to recover, etc. • Regression Testing – automated test to catch Workday fixes before they get to production • Cutover Testing – day by day, hour by hour walk through of cutover schedule

13. Training Overview • Training is intended for those impacted by the change from FRS to Workday • Transaction based: Central and Divisional Finance • Reporting: Current COGNOS finance users • Everyone: Video snippets, website material • 8 Courses identified (eLearning and Instructor Led Training) • Assessments • Students guides/Job aids/Quick Reference Guides • Contracted with Training partner to develop and deliver training for project • Training Development Kickoff was held on Jan.16th

14. Training Courses and Delivery Just in Time Call-in Q&A Sessions (scope 6 1hr vILT sessions for post-training; facilitate w/UR SMEs online to answer questions; also scope 6 FAQ docs to distribute/post online)

15. Training Course Tracks

16. Training Delivery - Tentative ILT Module 4: Workday for Accounts Payable (Full day; 6 hrs content) Delivered: June 2nd - 13th ILT Module 5: Workday for Banking and Settlement (Half day; 3 hrs content) Delivered: June 9th - 20th June 2014 ILT Module 1: Journal Processing (Full day; 6 hrs content) Delivered: June 9th- 20th

17. Training Delivery - Tentative ILT Module 3: Workday for Grants (Full day; 6 hrs content) Delivered: June 16th - 27th June 2014 ILT Module 6: Workday Reporting (3/4 day; 5 hrs content) Delivered: June 23rd – August Workday Reporting w/Excel (2hr sessions) Delivered: August June – August 2014 ILT Module 2: Financial Close Processing (3 full days; 18 hrs content) Delivered: July 14th – 31st

18. Training Development Process ELearning

19. Training Development Process Instructor Led Training

20. High Level Project Timeline Workday Fundamentals DEV 1/24/2014 - 4/21/2014 Workday ILT DEV 1/31/2014 - 5/30/2014 Forms for Workday DEV 3/24/2014 - 6/17/2014 Workday Training Delivery 6/2/2014 - 8/29/2014 Maintenance 7/12/2014 - 10/16/2014 Workday Training Begins 6/2/2014 Training Kickoff meeting Go Live Today 1/16/2014 7/1/2014 Jan Feb Mar Apr May Jun Jul Aug Sep Oct 2014

21. UR Financials Website Update • Updated Training and FAQs page • Financial Data Model video • Scheduled for production in early February • Will be added to Website under Training\ Snippets section • See appendix (and website) for the latest FRS to Workday crosswalk tools

22. Training Webpage 22

23. Wrap Up: Communications • Expect to see increasing frequency of communications as we are in the final countdown to go-live • Visit UR Financials Project website for information and materials from Demo Days and other meetings http://www.rochester.edu/adminfinance/urfinancials/ • A survey link will be emailed to provide feedback on this Demo

24. Wrap Up: Demo Days • Demo Days next month will be February 19-21 • Topics for upcoming Demo Days • General Updates • Reporting • Training • Data Conversion and Validation • Cut-Over Plans • Please continue to reach out with questions and share project information with your Department

25. Q & A

26. Appendix

27. Excel Spreadsheet FDM Data Conversion Tool • Located on UR Financials website. The links to both are Here : • FRS Subcode to Workday Spend Category, Revenue Category, and Ledger Account. • FRS Account to Workday Financial Activity Object (FAO) 27