Page 32 Finance & Facilities Committee 12.02.15 AGENDA ITEM: VIII Florida Polytechnic University Board of Trustees Finance and Facilities Committee December 2, 2015 Subject: Workday Implementation Update Proposed Committee Action No Action Required- Information Only Background Information The University has contracted with Sierra-Cedar, Inc to provide consulting services for our Workday Implementation Sierra-Cedar is the leading implementer of Workday for higher education They have worked on over 70 percent of all Workday higher education deployment projects, including Broward College, Brown University, Carnegie Mellon University, Cornell University, Florida Atlantic University, Indian River State College, and Tallahassee Community College Fourteen (14) consultants have been assigned to this project Many of them worked on the Florida Atlantic University (FAU) Workday implementation that went live in July 2015 The consultants expect to be on-site 50% of the time and work remotely 50% of the time The anticipated go-live date is October 1, 2016, with January 1, 2017 as the contingency go-live date In order to achieve the October 2016 go-live, Sierra-Cedar and Florida Poly acknowledge that the Florida Poly team must be fully staffed and trained by February 15, 2016 Sierra- Cedar, Inc will be utilizing Workday’s Accelerated Deployment Methodology to implement the Workday applications effectively and provide training and knowledge transfer to Florida Poly staff throughout the project The Accelerated Deployment Methodology consists of five stages: Plan Stage: a Develop a Project Charter to clearly define what is in scope and out of scope b Develop a Communications Plan to keep stakeholders informed c Develop the initial Project Work Plan d Create a process and procedure for issue tracking and risk management e Conduct “discovery sessions” with subject matter experts f Build the Initial Prototype g Schedule a Project Kick-off meeting presentation h Delivery Assurance Checkpoint: The Workday Delivery Assurance team reviews the Project Work Plan Page 33 Finance & Facilities Committee 12.02.15 Architect Stage: a Conduct business process design sessions b Document reporting and integrations/migration requirements c Delivery Assurance Checkpoint: The Workday Delivery Assurance team reviews the documented integrations designs d The Project Teams update the Project Work Plan and Project Charter Configure and Prototype Stage: a Complete the configuration of the Workday solution based on the business process design specifications, configuration analysis, specifications, integration design, and customer report specifications developed in the Architect Stage b All application configurations will be completed, the necessary legacy data is migrated, Integration configuration is competed, and the tenant is fully prepared for the Testing Stage c Developing our Test Plan and Scenarios and our Training Plan Materials d Develop the Unit Test Reports/Integrations e Delivery Assurance Check Point: The Workday Delivery Assurance team will review in detail the design and configurations to validate that the system setup can be supported in production This review is done early in the project, prior to testing, to identify any design or configuration issues f Create the initial Deployment Plan and complete the system setup Test Stage: a User acceptance and parallel testing will be performed according to the Test Plan and scripts created during the Configuration and Prototype Stage Deploy Stage: a End user training b Final Data Conversion and Configuration c Delivery Assurance Checkpoint: The Workday Delivery Assurance team will conduct the final Data Conversion and Configuration Review ( final quality review) d Go-Live Checklist e Go-Live Acceptance Sign-off f Transition to Workday Production Support g Project Closes Florida Poly will deploy the following Workday applications in a single phase: Workday HCM and Payroll: • Core Human Resources • Compensation • Benefits • Payroll • Absence Management • Time Tracking Page 34 Finance & Facilities Committee 12.02.15 • HCM Recruiting Workday Financials: • Core Financials and Financial Data Model • Financial Accounting and Load Budgets • Expenses, Banking and Cash Settlement • Grants • Customer Accounts • Supplier Accounts • Procure to Pay • Business Assets • Projects Below is a summary of our activities to date: • Workday Overview and demo for the President and his Cabinet • Workday Overview and demo for the administrative staff • In the process of developing a Project Charter to define the scope, objectives, and overall approach for the Workday implementation- The charter serves as a contract between the Sierra-Cedar, Inc team and the Florida Poly team, stating the deliverables according to time constraints, risks, resources, and the standards agreed upon for the project • Developing the project timeline • Setting up a process and procedure for tracking issues and risk • Developing a communications plan which includes change management • Conducted “discovery sessions” with subject matter experts to: o review current processes o review required regulatory reports o identify the management reports needed o discuss what is working well o identify the pain points o identify systems that may need to be integrated or migrated into Workday • Functional staff have been attending in-person Human Capital Management, Payroll, and Financials training Other staff have been taking free training courses and courses that are offered on demand On November 30th we had our Project-Kick-off meeting and began the business process design sessions We anticipate that the business process designs session will last about three weeks Supporting Documentation: N/A Prepared by: Jackye Maxey, Director of Special Projects