Change Partner Meeting Workday@Yale June 20, 2017

Change Partner Meeting Workday@Yale June 20, 2017

Agenda Introduction Impacted Systems – Linda Faust Questions and Answers Preparing for Go-Live What’s Next 2

Workday@Yale Objectives Simplify and standardize processes Make it easier to get work done and harder to make mistakes Minimize administrative work for faculty, students and staff Lower operating costs and improve effectiveness Provide accurate, trusted, and timely reporting

Change Network Roles Change Partners feedback and communications channel between their business unit and the Change Management team Local Workday Gurus community of users who can provide business process support as a part of their current role Before Go-Live “Focus on Readiness” After Go-Live “Support Users” Supporter Listener Ambassador of Change Serve as a Liaison Direct Users to Help Resources Learn about the Changes Early Adapter Coach Learn their assigned areas of the system Provide User Support Test the System Serve as a Liaison Participate in this Community of Practice Lead User Training 4

Prerequisite Foundational Core Concepts Online Videos Core Concepts Financials Overview Chart of Accounts (COA) Overview Introduction to Worktags Reporting Overview of Workday Software as a Service Configuration vs. Customization Tenant Supervisory Organizations Roles Business Process Employee Self Service Delegation Inbox Additional resources are available at workday.yale.edu 5

Timeline 2017 2018 Jan-Mar Apr-Jun Jul-Sept Oct-Dec Financials Go-Live Training In-Person Clinics Post Go-Live Support (including FSC, ESC, ITS Help Desk) User Testing Weekly Updates, Supervisor Updates, Information Sessions Prepare for Go-Live HR/Payroll/Academic Optimization Financials Optimization

Change Network Communications Workday@Yale Weekly Update Open Rates (%) 300 251 250 200 150 100 184 196 168 151 67 88 78 80 72 169 93 150 75 46 50 0 26-Apr 133 3-May 10-May 17-May CN ( 370 people) 24-May 31-May Bus Ops ( 200 people) 7-Jun 14-Jun 7

Best Practices Workday@Yale

Best Practices: Forestry and Environmental Sciences

Best Practices: Forestry and Environmental Sciences

Impacted Systems Remediation (ISR) Update Reporting Workday@Yale

Impacted Systems Work Stream Purpose The Impacted Systems team provides strategic direction, support, and the tools necessary to successfully enable remediation of all systems impacted by the Workday implementation. Key Team Members Impacted Systems Lead Linda Faust Business Analysis (HR Representative): Judy Offutt Business Analysis (BSG focus) : Erin Totz Business Analysis : Sevan Boyajian Business Analysis: Ingrid Gonzalez Business Analysis: Christine Torres Business Analysis: Tedd Darash Financial Analysis: David Logie Architecture Representative: Shane Anderson Data Management Representative: Pam Miller Data Management Representative: Susan Lukose Project Management Support: Jodi Heinz

Impacted Systems Background Impacted systems are applications that are directly impacted by changes due to the implementation of Workday* Systems that perform the following functions are generally impacted: Use PTAEO or any portion of PTAEO Generate internal financial transactions (e.g., JSA, AP Invoices) Source data from, or send data to, Oracle EBS or the Data Warehouse Use HR or Identity data that originates in Oracle EBS, including Home Org, Department, and Job Category Wherever possible, system functionality was subsumed into Workday * May include spreadsheets and other personal productivity tools

Existing Functions Moving to Workday Expense Reimbursement Purchasing: Supplies, Check Requests, Invoices Grants Management, including Effort Certification Financial Management, including Journal Entries, Payroll Costing, and a new Chart of Accounts (no more PTAEO) Financial Reporting

Impacted Systems are everywhere Owning Division/Number of Systems Number of Systems: 162 Administration (13) School of Drama (1) FAS (14) School of Management (4) HR (16) School of Public Health (1) ITS (35 Yale Health (2) Museums & Galleries (4) Yale Press (1) Office of General Counsel (2) Development/AYA (3) Provost (10) Finance (4) School of Law (11) HR/IT (1) School of Medicine (13) Library (2) SFAS (16) NH & State Affairs (12) Yale Hospitality/Dining (4) President (1) YNH Teachers Institute (1)

End User Readiness - Preparation System Remediation oversight & support over the last 16-18 months End User Readiness Planning Sessions (late April) System Owner responsibilities: Identify changes Communicate changes to end-users Train end users Support changes Tools Provided: End User Readiness Planning Guide Readiness Survey

What do I need to do? Know that a Command Center will be meeting daily to monitor Workday and all Impacted Systems to address any issues that come up after Go-Live. If you experience issues with your system when Workday goes live, assume business as usual and contact your regular production support person. These people will contact the appropriate workday team if they need assistance from the program. 17

Workday@Yale Workday@Yale Questions & Answers Workday@Yale

Questions and Answers Supplier Invoice Requests, Non-Purchase Order Invoices, and Expense Reports Given that Supplier Invoice requests, Non-Purchase Order Invoices, and Expense Reports can be processed in Workday beginning July 6 through July 14 for either FY17 or FY18, can departments begin to process expense reports on July 5 instead of July 6? FY 2017 Year-End Actuals When can business offices expect to see FY17 year-end actuals in Workday, and will the year-end actuals be balances only?

Questions and Answers Financial Management Our users do not have charging instruction cheat sheets yet. Should we make our own cheat sheets using the PTAEO-to-WorkdayCOA Conversion tool?

Questions and Answers Training Can all ITL and Auditorium training presentations be made available to the community?

Preparing for Go-Live

Workday Financials Support Reference Card Guru Name and number goes here! Take some on your way out and distribute them to your local users by June 28!

Change Network Design Options

Change Network Winning Design Workday Change Network Y CHANGE PARTNER

Change Partner Go-Live Checklist Prepare to support your local community: Continue to share Workday information Review the Workday Wednesday bundles and website Continue to communicate information, when requested Reinforce your knowledge Become familiar with the Training and Support web pages Access information quickly Discover how to set up Inbox and Notification filters Learn how to add frequently used reports and tasks to Favorites worklet Promote Support Resources Distribute drop cards (distribute by June 28) Wear your Change Network lanyard Escalate questions and concerns to your supervisor and the Change Network

July In-Person Clinics Staff are encouraged to utilize the full range of Workday support and training resources available, including: Auditorium sessions Hands-on classroom training Videos, quick guides, and other training information on the Workday@Yale website In addition, starting July 5 and continuing for three weeks, an extra form of support will be provided in the format of Local Workday Guru drop-in clinics

July In-Person Clinics July’s drop-in clinics: Are meant to supplement, rather than replace, attendance at training courses, assistance received from Local Workday Gurus, and online training resources Are offered for select topic areas, and attendees are asked to limit their questions to the topic area assigned to each specific clinic: Purchasing Goods and Services including Working with Suppliers Expense Management including using the Mobile Application Purchasing Goods and Services including Working with Suppliers / Expense Management including using the Mobile Application Cash Sales and Gift Set-Up Payroll Costing Journal Entries Managing Grants including Managing Commitments

July In-Person Clinics July’s drop-in clinics: The final schedule will be driven by the needs of the community Additional clinics may be added to the schedule Clinics are being scheduled throughout campus: Central Medical School West Campus Attendees are asked to bring their own laptops, if possible

Transition Workday@Yale

Post Go-Live Virtual Meetings with Local Workday Gurus Continue to leverage the benefits of the Local Workday Guru Network Take real-time pulse of the transition to Workday Collect common themes; feedback will aid in development of support resources Better understand tools needed to successfully support users Sessions will be virtual Expect to receive meeting invitations soon

Emotions People Exhibit During Transition detachment bargaining confusion sadness anxiety anger denial

What’s Next Change Partners Attend July 18 CP meeting Encourage everyone to visit the Workday@Yale training page for videos, guides, and other helpful information More information about the post-Go-Live July clinics is forthcoming 33

Thank You Workday@Yale