FDM Mapping Recap by the Numbers

 As previously reported, the FDM Mapping Sprint wrapped successfully in mid-January.  While FDM Mapping work will continue until the Freeze on May 10, the sprint reached its goal of 85% mapping completed.  

85% sounds great, but there are a few further details that illustrate the amount and quality of work completed in this six-week time frame: 

• 450 cases closed in Salesforce - these are questions from mappers that were answered by the sprint team
• 4.9/5 satisfaction rate from mappers on the timeliness of service from the sprint team
• 4.6/5 rating from mappers on the accuracy of resolutions provided by the sprint team
• 4.5/5 rating from mappers on the quality of the service they received from the sprint team
• Consistent engagement of 100+ mappers at weekly All-pods; 50+ mappers at weekly office hours

The sprint team created and disseminated information on assignee basics, naming convention basics, FAQs, and more, and provided demos on grants, payroll costing, and more.  You can see all of this information in the Online Community here:  https://communityhub.virginia.edu/docs/DOC-2982 

FDMMapping@virginia.edu is still the place to send your questions as mapping continues. 

Thanks again to everyone who took part in the sprint!  

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The use of Salesforce for FDM Mapping was a Continuous Improvement.  Read more on the blog!

Salesforce Jedi Tip Corner: Getting FDM Mapping Questions Answered

 

This past November, Jacob Mair, Elissa Morton, and Katie Walker spearheaded a sprint in partnership with the FST functional team leaders to get FDM Mapping over the line of 85% completion by the end of the year. 

The short version of the story is that the sprint was a success:  pods from across Grounds met together weekly and participated in weekly office hours, and by mid-January, the sprint successfully finished. A key part of the sprint's success was (you guessed it!) Salesforce.

At the outset of the sprint, the FDM Mapping email was moved into Salesforce so sprint leaders could see all the questions and concerns coming in from across UVA, assign them to the team for answering and sharing, and manage the overall queue of inquiries.  

Sprint co-leader Katie Walker says that at its peak, the FDM Mapping queue had approximately 450 inquiries.  

"Our average turnaround time to close a case, which in this use case means answering a person's question, was about one business day," Walker says.  

Even now that the sprint is over, the team still manages FDM Mapping questions and answers through Salesforce, although the volume of inquiries has slowed significantly.  

"Moving our FDM Mapping inquiries into Salesforce streamlined in an incredibly helpful way, allowing us to get answers for people more quickly so they could move forward with their mapping feeling confident they were getting it right," says Walker. 

Now that the Security Role Mapping Sprint has begun, that team will also be using Salesforce to manage inquiries and concerns. Contact them at FSTSecurity@virginia.edu 

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Read more about the FDM Mapping Sprint on the blog

New on Finance Matters: Inclusive Excellence in UVAFinance (with Special Guests!)

In this episode, we welcome members of UVAFinance's Inclusive Excellence Committee and Equity Action Team to discuss the trajectory of diversity and inclusion efforts in UVAFinance. 

 Our guests are Melody Bianchetto, ToShun Campbell, LaVerne Harris, and James Cobb.

LISTEN IN HERE!

Resources Mentioned:

• More on the UVAFinance blog about Inclusive Excellence activities: http://uvafinance.blogspot.com/search/label/Inclusive%20Excellence
• More on the UVAFinance Website about DEI (scroll down and click on Diversity, Equity, & Inclusion): https://uvafinance.virginia.edu/about-uvafinance
• DEI at UVA: https://dei.virginia.edu/inclusive-excellence
• Previous Pods featuring Inclusive Excellence and Brave Space discussions: https://uvafinance.blogspot.com/2020/10/new-on-finance-matters-brave-space-in.html

Training Update: Putting the Pieces Together

It's all about quick reference guides (QRGs) with our training team right now.  

The team is writing an avalanche of QRGs with the aim to have them reviewed by the FST Functional team in mid-February and complete by the end of February.  

The QRGs will be invaluable for User Experience Review (UER) this March, as testers will be able to use them to perform transactions in Workday using the QRGs as guides.

QRGs are a foundational piece of our overall training effort, so completing this step in the process will be a major achievement.  

The team is also pulling together an overall curriculum proposal that covers all functional areas, the transactions covered, and course descriptions for training offerings.  

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Read more about training on the blog:  Role Mapping, Training Modalities

Annual T&E Card Training in February

Annual training is required for all cardholders and will be available February 1-28, 2022. Training will be assigned to cardholders in Workday.

If you are no longer using your T&E card, please follow this link to cancel your card: https://uvafinance.virginia.edu/resources/te-card-change-request

If you will be on leave in February, please contact us at card@virginia.edu to prevent your card from being canceled for not completing annual training.

Gary Young Retires from Fixed Assets

UVAFinance announces the upcoming retirement of Gary Young, the dedicated leader of UVA’s Finance Fixed Assets Accounting & Reporting Group.

Young has been at UVA for nearly 18 years and has established, staffed, and developed the Fixed Assets team.  Under his leadership, the team developed successful relationships across Grounds and beyond, recorded and calculated over 40,000 units of fixed assets and capital equipment, equalling over $4 billion in aggregate.  

We invite you to reach out to Young as he begins this new chapter of his life.  A hybrid celebration honoring Young is planned for Wednesday, February 16, from 1-2 pm in Carr-1 & 2, Carruthers Hall, or via Zoom at https://virginia.zoom.us/j/95698639510?pwd=TS9FcFlPUlgzanZsTmNHcUhzbHV0Zz09

Five Things to Know About FST: January 27, 2022

 

1.  Mapping Sprints: The FDM Mapping Sprint has wrapped, achieving the goal of 85% mapping complete.  While FDM mapping work will continue, the focus of the sprints will shift to Security Role Mapping.  Read more on the blog. 

2.  Testing: As end-to-end testing of the Workday Financials tenant draws to a close, the team is gearing up to extend opportunities to UVA folks to take part in User Experience Review. Read more about end-to end testing and UER.

3. Adaptive Planning Testing: The Adaptive team and volunteers are testing the third version of Adaptive Planning so that it will work with Workday Financials at go live.  Read more on the blog. 

4.  System Remediation: All systems are nearly go!  System remediation work is continuing, with a bulk of the systems that will need to interact with Workday Financials on track to be ready to roll on July 1. Read more on the blog.

5.  Change Readiness: As we move together through these months before go-live, the Change Management Team is excited to work with Change Leaders and our Governance groups to make sure all key areas are ready, steady, go!  Read more about change readiness on the blog.

FST Update: January 27, 2022

 

  Listen to the update instead of reading it on WFST Radio!

Check out Five Things to Know about FST

We’re in the final six months running up to the go-live of Workday Financials.  Remember, though:  the launch of the tool doesn’t mean the end of the project.  It will take three to six months of stabilization as we all adjust to new ways of doing business and build new work routines before we will see many of the benefits.

FDM Mapping Sprint Segues to Security Role Mapping Sprint

The FDM mapping sprint is complete!  We reached our goal of having 85% of the mapping tackled.  Mapping efforts will continue, but the weekly FDM All Pods meetings and office hours will focus on Security Role Mapping.  The roles we identify during this process are the lynchpin in so many things, not the least of which is the role-based training we’re developing.

Read more on the blog.

Testing Updates

 End-to-end testing will wrap up soon – the team is working on mitigating the defects found in testing and identifying folks from across Grounds to participate in user experience review.  Change Leaders from each school and unit are helping the team to identify folks from their areas who could take part in this effort – we’re grateful that there are so many folks interested in taking the system for a test drive. 

Read more:  End-to-End and UER

Adaptive Planning

Over on the Adaptive Planning team, they are also doing end-to-end testing, and they’ve got a whole group of folks from across UVA helping them ensure that Workday’s budgeting software is ready to integrate with Workday on July 1.  They’re even getting to take the new FDM for a test drive while they test.

Read more on the blog.

System Remediation

Of the 172 systems the System Remediation Network has identified that will interact with Workday, 70 systems won’t require any remediation, 87 systems need remediation, and 15 systems (including Recon@) will be decommissioned as a result of the Workday Implementation.

Read more on the blog

Roles in the Future State 

We're welcoming Joey Carls from the School of Education and Human Development in the new role of Finance User Success Manager and our own SueClements will be the Director of Workday financial systems and data support.

 

 

Assessing Change Readiness as We Get Closer to Go-live

In the Fall of last year, FST’s change management workstream sent out the project’s third Change Readiness Assessment Survey to stakeholders. While feedback given in this survey was helpful, the project team has decided to do things a little differently for the fourth round of change readiness assessment.

Instead of distributing a survey, a newly-developed Readiness Dashboard will help the FST team understand readiness at the leadership level, as will combining Advisory Group and Steering Committee meetings. While some information will be still be shared at these combined meetings, the primary purpose of this change is to have an informal working session around key areas of unit readiness. These areas of readiness include Budgets, FDM Mapping, Security/Role to Position Mapping, Process Transformation, and prepping for Expendable Fund Balance Realignment to occur after go-live.

Also, the project’s change management workstream will hold a series of focus groups in February to talk to end-users. These focus groups will provide two important functions, the first of which is the opportunity to discuss how well end-users are receiving communication and information about training. The focus groups will also help the project team better understand current concerns and perspectives related to go-live.

Keep an eye on this space for more updates on the readiness assessment focus groups.

Exciting things happening in Supplier Diversity

Supplier Diversity at UVA is an exciting place to be right now!

During December, SWaM held the third and fourth workshops developed in partnership with local experts in order to educate our local small businesses. Nearly 300 folks attended these two webinars, which focused on the basics of bonding and preparing winning proposals. SWaM’s Lori Strother, who organized the events, says the sessions’ focus on both academic and construction procurement is vital to developing relationships with the local business community.

                           These workshops are made possible by an Inclusive Excellence grant from UVA’s                                         Division for Diversity, Equity, and Inclusion. Read more about the grant here.

Procurement’s Jenn Glassman was featured in the Fall issue of AMPLIFY, the magazine from UVA’s Division for Diversity, Equity, and Inclusion. Glassman talked about Supplier Diversity’s role in UVA’s overall DEI efforts, including their current and future goals. 

 You can read the whole article here: https://www.flipsnack.com/uvadiversity/amplify-fall-2021/full-view.html (pages 43-45)

Meet Mark Cartwright, the new Director of Supplier Diversity.

Sue Clements Accepts Director of Workday Financial Systems and Data Support Position

Sue Clements

Recently, Associate Vice President of Finance, Augie Maurelli, announced that Sue Clements accepted the Director of Workday Financial Systems and Data Support position.

Clements, the current Director of Finance Applications at UVA, will bring lots of knowledge and experience into her new position. 

“I’m excited to use my ERP and leadership skills to build and grow a top-notch team that will configure, maintain, and provide support for our Workday Financial workstreams,” Clements says. 

In addition to her ERP knowledge and leadership skills, she has three decades of experience at UVA and a thorough understanding of the University’s financial requirements.

In her new position, Clements will work with several groups across the University, including the Workday Stakeholder Support Team, the HR People Data and Technology Team, and the ITS Integrations Team, to create a highly collaborative work team responsible for managing Workday Financials.

For the moment, Clements will take on the responsibilities of her new position while also continuing her duties on the FST project. She seems more than up to the task, though.

“I am looking forward to the challenges that this new role brings my way,” she explains. She is particularly looking forward to the opportunity to work with a strongly integrated financial and HCM solution and the ability to grow her knowledge of Workday.

Congratulations, Sue. It’s good to know such an integral part of UVAFinance’s future state is in good hands.

FDM Mapping Sprint Ends; Security Role Mapping Sprint Begins

It's the end of an era and the beginning of another! The Sprint led by Elissa Morton, Jacob Mair, and Katie Walker to get 85% of the FDM mapping done by January14 has ended successfully, reaching its goals.  

THANK YOU to the sprint leaders, our functional team, and all the sprint participants for your hard work!

Of course, work on FDM mapping will continue, but the focus of the sprints will shift to another big piece of the FST and Workday Financials puzzle:  Security Role Mapping.  

We've repurposed the weekly FDM All Pods meetings and office hours to focus on this subject.  Last week, Augie Maurelli kicked off the discussion with a high-level overview of what’s to come, and we’ve started documenting business processes, frequently asked questions, and much more in the online community.  

Thank you to everyone who's stepping up for this next sprint effort! 

Check out the Community Resources here: https://communityhub.virginia.edu/community/uva-finance-transformation/blog/2021/12/21/workflow-resources 

End-to-End Testing Closing Cycle 3

The End-to-End Testing team has been hosting daily check-ins and working steadily toward finishing Cycle 3 testing while also preparing for User Experience Review. The Change Management Team is involved by getting Change Leaders identified to take the system for a test drive. More updates on the UER testing process will be available soon as all testers are to be identified by Monday, Jan. 31. 

What we know about UER now

Adaptive End-to-End Testing Update

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The Adaptive team and a much-appreciated band of volunteers from schools, auxiliaries, and units are almost mid-way through End-to-End Testing of Adaptive Planning.  

The implementation of Adaptive Planning, Workday's budgeting software, is one of the four integral parts of Finance Strategic Transformation (read more about the Adaptive journey on the blog).  The testing taking place now started on January 18 and will continue until February 25. 

Testers are taking the Adaptive 3.0 tenant for a test drive, a critical step in the final push to get that version of Adaptive ready to go live with Workday Financials on July 1.  They're also getting to see some of their FDM data in action as they work in the tenant. 

If you have questions about testing, please contact one of the team members listed here (there's probably someone in your area participating!).

User Experience Review: Time for a Test Drive

The Change Management Team is working with their Change Leaders to identify personnel to test the system. 

Specifically, they will provide feedback on the look and feel of the system, identify pieces that might be missing, and evaluate the business process. It is important to ensure the efficacy of the forward-facing business processes. 

Each process has multiple embedded tasks and UER testers will evaluate the familiarity of those tasks and ensure each step is included. 

As the UER testers get started, we will provide updates and information that will be helpful to aligning and streamlining business processes within the system.

Interested in End-to-End testing updates?