The first phase of the iNtegrate 2 implementation of Workday—the next-generation enterprise software NSHE institutions have chosen to change how we do business—is well underway. Below is a recap of the progress we’ve made since our last update, and what’s happening in the near term:
- Chancellor Dan Klaich, Vice Chancellors Vic Redding and Steve Zink, and Special Assistant Renee Yackira hosted a system-wide project introduction to Workday on March 17.
- The Financial Data Model Overview Session was held March 17-19 with Campus Controllers and Budget Officers. It was the kickoff to developing a new NSHE-wide financial data model/chart of accounts.
- Campus Point-of-Contacts (PoC) for the Project have been named by each institution. PoCs act as the main contact for an institution and help organize campus resources in the support of iNtegrate 2. With a couple of exceptions, they also serve on the new Communication Liaison Network. To determine who your Campus PoC is, click here. The Communication Liaison Network works with the iNtegrate 2 Communications Director and the Project Core Team to disseminate Project information across their institutions about the Project.
- At the June 11 Board of Regents meeting, the Board approved a change in the project timeline to a concurrent Oct. 1, 2016 “Go Live” of the Workday HCM/Payroll and Financials modules.
Additional milestones of note
- More than 150 institution and system representatives have participated in Workday HCM and Payroll overviews and education sessions.
- More than 300 institution and system representativeshave participated in Workday Financials overviews and education sessions.
- Campus and NSHE representatives have been working since May in Design Sessions to configure Workday to align with the new rules that will standardize business processes at all NSHE institutions once Workday is implemented. This group is composed of permanent technical and functional leaders guiding the Workday configuration. They will be involved in ongoing maintenance and support, as well as implementation of new feature as they are rolled out by Workday. Roles included are:
- Project Team Leads: Coordinate activities with our consultants and other institutional functional resources
- Business Analysts: Experts in specific functional areas who will play critical roles in converting and validating data, testing and configuring business processes, and training and documentation
- Functional Area Designees: Provide highest level of expertise within NSHE in their respective functional areas
- Campus Subject-Matter Experts (SMEs): Provide highest level of expertise in performing a specialized job, task or skill at a specific institution.
- To keep iNtegrate 2 on track, the following new team members have been added:
- John Branvold, Security Analyst
- Daly Costanza, Finance Business Analyst
- Taryn Doetch, Finance Business Analyst
- Nancy Kelly, HCM Business Analyst
- Audra Knight, Payroll Business Analyst
- Michael Mangoba, Integration Development and Support
- Michele Meador, Business Process and Policy Lead
- Hari Nune, Business Intelligence Development/Support
- Jo Ann Porter, Training Coordinator
- Rebecca Theim, Communication Director
- Pete Zipkin, Project Director
Near-Term Next Steps
- Design Sessions: Will be completed by the end of August
- Workday Rising: Las Vegas, Sept. 28-Oct. 1. This annual conference brings together representatives from many of the 925 organizations now using Workday, to participate in training and workshops, network and brainstorm, and to hear expert speakers on the best way to implement and leverage the software. A number of iNtegrate 2 Project Team members will attend.
- Working Sessions: Now through November. Designees, Business Analysts, Project Leads and consultants review and refine the business rules/requirements defined in the Design Sessions.
- The Communications Director is working on a variety of communications tools, including videos, which will introduce you to Workday and explore its functionality. She’s also updating the iNtegrate 2 website. Recent changes include:
- Updated project calendar to include important events and activities involving the Project Core Team
- Up-to-date project organization chart
- Links to Workday Community, an online resource with information about Workday and specific training. To access most of the materials on Workday Community, you must have an account, which you can request through the iNtegrate 2 website at this link. Even if you don’t yet have a Workday Community login, you may learn more about the software and the various ways it’s supported at this link.
- Data Conversion for Prototype: August-December. Cleansing and extracting our legacy data from the two HCM and eight financial systems that will be migrated to a Workday “tenant” (testing environment) for testing and validation. This includes: employee data, supplier contracts, projects, and a variety of financial records, including invoices and purchase orders.
Stay tuned for more!