The Finance and Human Resources projects will guide the replacement of our current systems (HRMS and FIS/AIS) with Workday. You might hear these projects or systems referred to as “Workday Finance” or “Workday HCM.”

Workday is a leading provider of cloud-based administrative systems, particularly in higher education. By providing a modern, integrated system for Human Resources, Finance and Student Administration, Workday will simplify how we access, manage and analyze the data we use every day for operations and reporting.

We’ve engaged Collaborative Solutions, a consulting firm specializing in Workday implementations, to help us deploy the Workday system and design new business processes. Collaborative brings to the table tested methodology, expert resources and extensive Workday product knowledge.

Scope

A key outcome of the Architect Phase was to confirm the scope of the Workday Finance and HR implementation. During the Configure & Prototype Phase, key design decisions will be communicated through advisory group and working group meetings. Read more about project phases below.

The following Workday functionality modules will be deployed as part of WashU’s implementation. To learn more about the different functionality areas, please visit the Working Groups page. 

Finance

  • Financial Accounting: The foundation of Workday financial management that manages all accounting activity reports. Financial Accounting allows you to pull and share financial records and reports using an event-driven accounting approach.

  • Budget Tracking: Manages financial plans, forecasts and actuals. Actuals can be tracked in real time when other financials modules are used. 
  • Banking & Settlement: Processes settlement runs and settles payments.

  • Procurement: Manages requests for services and goods, including the use of procurement cards, and makes it easy to track the spend on goods and services.

  • Commitment Accounting: Accounts for payroll costs, both for current payroll commitments as well as open positions that will soon be filled.

  • Supplier Accounts & Contracts: Manages suppliers of goods, services or contingent labor and allows for the set up of specific policies or preferred suppliers.

  • Business Assets: Tracks tangible and intangible assets according to business use and accounts for them based on your accounting practices. Allows you to track and manage assets separately.

  • Expenses: Allows workers to submit expense reports for reimbursement and produces reports by project or expense type.

  • Revenue Management: Manages customers and customer contracts in workday and streamlines reporting by customer (including contracts, invoices, payments, and reports) or by contract, detailing agreements and payment schedules.

  • Project & Work Management: Manages the planning and tracking of projects, including time worked on a project and project spend. Allows for worker searches to add project resources.

  • Grants: Manages grant requirements and tracks budget spend as well as revenue by grant.

  • Endowments: Processes endowment gifts, captures investment activities and records income distributions.

Human Resources

  • Core HCM: Includes configuration and processes to track an employee through the entire employee life cycle.  Workday’s HCM module relies on a common organizational structure, business processes and data.
  • Compensation Plans: Manage compensation, market salary comparison and step-progression management. Compensation events are integrated with recruiting, staffing, benefits, talent and payroll processes for increased efficiency. Workday Compensation also provides actionable reporting across the organization in areas such as pay equity tracking and employee retention.
  • Compensation Processing (advanced compensation): Includes the ability to set up and manage merit, bonus and stock plans, related proration, waiting period and process participation rules, compensation matrices and performance factors for bonus plans. It also provides the ability to manage mass merit, create custom merit statements, coordinate events within merit and roll-out statutory increases.
  • Benefits: Includes all configuration and processes to administer benefits for the entire WashU benefits eligible population including union members, retirees, grandfathered employees and surviving spouses. The core benefits functionality includes benefit groups, plans, rates, life events, enrollment event rules and eligibility rules. Affordable Care Act, COBRA, Medicare, dependent and beneficiary tracking, documentation requirements and Evidence of Insurability are all featured in the benefits module.  
  • Absence Management: Allows for tracking and reporting time-off requests, balances and accruals. Leave of absences are also tracked using absence management which includes tracking employee status changes and leave entitlements. 
  • Time Tracking: Provides organizations with a complete end-to-end time tracking experience that works on the web and mobile devices, or with a physical time clock.
  • Payroll: Provides the ability to generate timely and accurate payroll for all paid employees. It also provides the ability to view payslips and change payment elections through Workday.
  • Onboarding: Workday’s onboarding functionality is integrated with Recruiting and HCM to provide a seamless experience for new employees. The electronic I-9 and delivered integration with E-Verify simplifies employee verification with the Department of Homeland Security.
  • Recruiting: Includes the entire recruiting lifecycle from the creation and posting of the requisition, to the candidate application, evaluation, screening, and offer, to the beginning of the hire process. The Recruiting module will also implement business processes and values necessary for prospects, candidate pools, referrals and questionnaires.
  • Mobile Solutions: Allows users to perform most functions on a mobile device.

Timeline

Workday Human Resources & Finance Project Timeline

Click to enlarge

Project Phases

Strategy

The Strategy Phase will help WashU and Collaborative Solutions get to know each other through alignment activities, strategy development and initial requirements discussions.

Key activities/milestones include:

  • Initial meetings between WashU and Collaborative Solutions
  • Onboarding the MyDay Team
  • Developing key strategies
  • Alignment on guiding principles & outcomes
  • Initial look at current processes

Plan

The Plan Phase lays the foundation for the rest of the project work. We’ll define requirements and objectives through a deep dive into our current state.

Key activities and milestones include:

  • Project preparation & planning
  • Confirming functional scope for the Workday HR & Finance implementation
  • Developing an integrations inventory, or list of all data and systems integrations to/from the current HR & Finance systems (View the Data Integrations project page for more information.)
  • Identifying stakeholders, or the various groups and individuals that will be impacted by changes associated with the project
  • Developing organizational change and training timeline

Architect

We’ll design the future state during the Architect Phase.

Key activities and milestones include:

  • Designing the Financial Data Model (FDM). This will serve as our new chart of accounts.
  • Designing future state business processes
  • Designing the approach for how and what we will integrate to Workday
  • Designing the approach to convert legacy data into Workday
  • Identifying how changes associated with the project will impact stakeholders

Configure & Prototype

The Configure & Prototype Phase brings to life the designs created during the Architect Phase. During this phase, we’ll perform integrations, convert data and configure Workday modules.

Key activities and milestones include:

  • Building integrations from other WashU systems to Workday
  • Converting data to Workday and validating conversions
  • Testing individual components of the Workday configuration (Unit testing)
  • Validating configuration with the working groups
  • Assessing training needs and developing training materials

Test

The majority of the project’s testing and validation will occur during the Test Phase. We’ll confirm decisions made during the Architect Phase with end users via the working groups. Training will be another main focus of the Test Phase.

Key activities and milestones include:

  • End-to-End Testing: Holistic testing of new business processes, including components both internal and external to Workday
  • User Acceptance Testing: Working groups final sign-off on future state designs
  • Parallel Testing: Running payroll in both HRMS and Workday to validate Workday payroll outcomes
  • Conducting training

Deploy

Any final implementation activities leading up to the launch of Workday HR and Finance will occur during the Deploy Phase. There will be a heavy emphasis on communications leading up to go-live.

Key activities and milestones include:

  • Workday HR & Finance go live
  • Go-live announcements & additional training
  • Sustainability strategy
  • Transition to production support

Status: Configure & Prototype

In March 2019, we concluded the Architect Phase and confirmed the Workday functionality we will implement. We also gathered insights from working group members and others in order to inform the design of our new system. As part of this process, we logged potential changes to understand how they will impact the WashU community.

While this work was underway, the team also made great strides in determining which of our systems will need to integrate with Workday and how much historical data will be converted into the new system.

We are now in the Configure & Prototype Phase. The bulk of this phase is dedicated to two activities – configuring a first draft of the new system based on insights gleaned from the WashU community and holding confirmation sessions to ensure that what we have configured meets WashU’s needs and aligns with MyDay’s goals and objectives. The team will also review all potential changes to begin developing plans and resources to help you prepare for go-live in July 2020.

Contact Information

Finance Project Manager
Derry Rogers
derry.rogers@wustl.edu

Human Resources Project Manager
Michael Coffman
mcoffman22@wustl.edu