Town Hall MeetingWorkday Financials Implementation

Josh Sekel, Project ManagerNov. 30 & Dec. 14, 2015

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Introduction

ONE CODE LINE.EVERYONE ON THE SAME RELEASE.

EVERYONE SPEAKS THE SAME LANGUAGE.

Workday Commercial

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Agenda

Topic Presenter Time

Opening Remarks and Introductions

Brian Hutchings, VP Finance and Administration

10 min

Why A New Finance System?Why Workday?Project Goals

Bryan Boles, AVP Financial Services 10 min

The ProjectPlanScopeStructurePrinciples

Josh Sekel, Project Manager 10 min

Workday DemoDashboard and ReportingExpense ReimbursementPurchase Requisition

Jay Chen, Deloitte 10 min

What will change?How we will communicateChart of accountsTeaching cost allocations

Ed Wall, Director Finance Strategy and Operations

10 min

Project Status: Q&A Josh Sekel, Project Manager 10 min

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Our Finance System

Born in 1985

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Current system?

Originally built without using Windows *

Built for the PC desktop

Total student headcount in 19858,190

* Windows 1 was released in 1985

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Why Workday?

Cloud based with frequent updates

Total student headcount 2014-1518,824

Easy

Built for mobile tablets and pcs

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Other universities on Workday

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Our goals

Improved efficiency

Support a federated enterprise

architecture

Improved financial outcomes

Limit system customization

Risk reduction

Support individuals in their employment

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Project plan

Key PointsGo live date May 1, 2016In scope will be:

• Contract management

• Workflow with electronic signatures

• Maintain current integration capability

• Consolidate all purchasing into new purchasing system

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Project principles

1. Phase 1 - keep it simple– Phase 1 will have similar integrations to what Bears has today.– Additional enhancements and integrations will continue long after the

project is done.

2. End user experience is key– We will work hard to ensure the end user experience is easy and

completely functional. – End users will be most impacted by the new purchasing and expense

reimbursement processes.

3. World class business processes– We will adopt Workday standardized processes. We have a Board

Mandate to allow for no customization.– Processes will be paper reduced.

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Project Scope

Current Scope exclusionsWhat is in Scope?

• FDM (inc. Grants, Endowment Gifts)

• Financial Accounting (General Ledger)

• Supplier Record & Supplier Invoicing (Accounts Payable)

• Customer Invoices (Accounts Receivable)

• Business Assets (Fixed Assets)

• Banking and Settlements (Treasury Management)

• Procurement & Receiving

• Expenses

• Financial Budgets & Budgetary control

•HCM & Payroll

• Student Billing

• Student Recruitment, Admissions, & Record

• Position, Award and Project Budgets

•WD27 Financial Planning (Ph 1.5)

•Grants Management

• Project Management

• Inventory

• Complex Revenue Recognition

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Enterprise Value Delivery (EVD)

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Project governance – who is responsible

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Demonstration

ONE CODE LINE.EVERYONE ON THE SAME RELEASE.

EVERYONE SPEAKS THE SAME LANGUAGE.

• Reporting• Dashboards• Expense Reimbursement

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Managing change

Phase 1: Communication timeline

General information• Town Halls (Nov. 30, Dec.

14)• Finance Connect• Press Release• Website

brocku.ca/workday• SharePoint• CAD Finance, SAC, CAC• Board• Roadshows (FOH, FOE)

User needs information• Roadshows (GSB, M&S, FHS,

SS)• Information sessions to

targeted groups• Management (incl

handouts)• Finance • Facilities Management• Professors• Administrative

Assistants• Subject Matter Experts

• Finance Connect• Website brocku.ca/workday• SharePoint• CAD Finance, SAC, CAC

Training• Town Halls (end of March) • Training sessions • Training material • Website

brocku.ca/workday• SharePoint• CAD Finance, SAC, CAC• Board

Legend:CAC – Core Applications CommitteeCAD – Council of Academics DeansP1 Testing – from Nov 26 to Dec 16P2 Testing – from Dec 22 to Jan 19P3 Testing – System Integration Testing, from Feb 23 to Mar 2 P4 Testing – User Acceptance Testing,

from Mar 31 to Apr 8SAC – Senior Administrative Council

NOV 2015

P1 P2 P3 P4

JAN 2016

FEB 2016

APR 2016

MAR 2016

DEC 2015

MAY 2016

May 1 Go-Live

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Current account structure

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NEW Worktag categories

Mandatory worktag

Optional worktag

Revenue

Category

Fund

CostCentre

Ledger Account

Spend Categor

y

Grant

Gift

Debt

Program

Project

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NEW Worktag categories

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Travel transaction example

Old Account Structure114-606-001 - Prof. X PER Account

PER and Chemistry department are known but no details about the type of expense being charged to the account.

New Account StructureFund – PERCost centre – ChemistryLedger Account – TravelSpend Category – MileageProgram – PER - Professor “X”Project – UforChemistryProject

Professor “X”, who is in the Chemistry Department, travels to Toronto for a conference and wants to charge the mileage expense to his PER account.

Worktags provide more data in real time..

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Project Reporting

ExpensesSalary $10Supplies $ 5Travel $ 7

Total $ 22

The project worktag “UforChemistryProject” can be used across funds and then reporting on the entire project can be done.

ExpensesSalary $10Supplies $ 0Travel $ 5

Total $15

ExpensesSalary

$ 0Supplies

$ 5Travel

$ 0

Total $ 5

ExpensesSalary $ 0Supplies $ 0Travel $ 2

Total $ 2

PER FundOperating

FundResearch

FundTotal – all

Funds

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New faculty payroll allocation

• All Faculty and part-time teaching salary costs will be initially charged to one account with the Faculty.

Faculty salaries• Allocated to various departmental salary accounts (cost

centres) based on courses taught using a standard cost.

• Remaining balance will be structural labour cost of research and service.

Part-time salaries• Allocated to various departmental salary accounts (cost

centres) based on courses taught.• Remaining balance will be over/short on budget

estimate.

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Faculty example – before allocationFaculty Teaching Cost Centre

* includes all Faculty and PT teaching

Department Cost Centre

^ includes Admin staff salary only

$140

Salary* $100

Benefits* $20

Operating Expense $0

Allocation $0

Total $120

Salary^ $10

Benefits^ $2

Allocation $0

Operating Expense $8

Total $20

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Faculty example – after allocation

Faculty Teaching Cost Centre

* includes all Faculty and PT teaching

Department Cost Centre

^ includes Admin staff salary only* Includes Faculty and PT teaching (based on courses taught)

$140

Salary* $100

Benefits* $20

Operating Expense $0

Allocation $(48)

Total $72

Salary^ $10

Benefits^ $2

Allocation* $48

Operating Expense $8

Total $68

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Project update and next steps

• P1 testing wrapped up last week• P2 testing to begin before Holiday

break• P3 testing in February will be the

point where we start calling on you to help us test

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Feedback

Visit brocku.ca\workday to let us know: • How we’re doing• If there are any data points or

costs you want tracked• Any other comments you might

have

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Questions/comments?