UW Finance Transformation - Update 1-30-2020 Presented by UWBFT Team to Admin Council - UW Bothell
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UW Finance Transformation Update 1-30-2020 Presented by UWBFT Team to Admin Council
Agenda • Why UWFT? • Where are we? • What are the big changes so far? • What’s next? • Questions?
Why UWFT?
WHY UWFT?
Current State of UW Financial Systems
• Financial Accounting System (FAS) developed in 1974 (only one
experienced COBOL programmer remains at UW)
• Over 800 side systems and more than 1,000 integrations that have
been implemented in individual units (including UW Medicine) to
provide functionality FAS lacks
• In 2015, Gartner experts reported that UW financial systems are the
most fragmented and decentralized they have ever seen
• In 2018, Hackett benchmarking confirmed previous findings and
added we are two times more expensive than our peersWHY UWFT?
Finance Transformation is Long Overdue
• Revenue has grown to over $7 BIL (from $552 MIL in ‘74)
• One of the last R-1 institutions to replace legacy enterprise systems
• Moving to cloud system; selected Workday, an industry leading
software with large high-ed platform
Transforming how we manage our finances
– not just a new piece of software!WHY UWFT? UWFT Vision To deliver accurate and complete financial information that will empower value- driven decisions and ensure integrity and responsible stewardship for the University of Washington
Where are we now in the transformation Journey?
WHERE ARE WE?
Implementation Timeline
END-2-END TESTING
USER PLAYBACK
USER ACCEPTANCE TESTING (UAT)
SESSIONS
PROCESS DESIGN END-USER
WORKSHOPS TRAINING
JAN 2020
ARCHITECT CONFIGURE &
PLAN PROTOTYPE TEST DEPLOY
2 months 7 months 9 months 3 months
9 months
JUN 2022
CHANGE SYSTEMS DISPOSITION
TRAIN-THE-TRAINER
CHAMPIONS DECISIONS
PROCESS TRANSFORMATION TEAMS
PAYROLL PARALLEL TESTING
AND USER TASK GROUPS DEFINED OPERATING
MODELWHERE ARE WE?
New Governance Model for UWFT
= Current = Future
Advisory & Work Teams2
Board of Regents1
< 1%
Op Model Working Group UW Medicine Advisory
University President Executive Sponsor Advisory
Executive Sponsor: Provost
Distribution of Decisions
Meeting Frequency: Every Other Month Board of Deans /
FDM Working Group
15% Chancellors
Sponsor Team
Meeting Frequency: Every Other Month Budget Sub-Committee Accounting Advisory
20% Program Advisory Team Technical Advisory Faculty Advisory
Meeting Frequency: Monthly
(engagement model TBD) (faculty focus groups initiated)
Inform Decision Making
Program Leadership Subject Matter Expertise Workday Operations
Change Champions
Meeting Frequency: Weekly Committee
65%
Process Transformation
Workstreams / Teams Teams
OCM Advisory
Meeting Frequency: Daily / Weekly Engagement / Communication
1 Meeting frequency for Board of Regents is as needed.
2 Not all of these groups will exist for the duration of Implementation. Some will see peak involvement during specific stages of Implementation.WHERE ARE WE? Involvement & Process Transformation Teams Team Rep Timeline Program Advisory Team Segan Jobe Jan through End Op Model Working Group Kendra Yoshimoto Jan through End PTT Record to Report Kendra Yoshimoto Jan through Oct PTT Procure to Pay / Supply Chain Megan DeVeau Jan through Oct PTT Plan & Manage the Business Steve Walline Jan through Oct OCM Advisory Group Sheri Willis To begin soon Critical Time is now through Apr! • Need your input into the PTTs • Attend Admin Council and Pop-up Forums
What are the big changes so far?
The Big Changes so far…
• Accounting Accrual to close Month End
• The Operating Model (Op Model)
• The Foundation Data Model (FDM)
**Received links to summaries for Op Model and FDM
FT will change how we do our work!Big Changes so far Accounting Accrual to Month End Close • Accrual accounting records revenues and/or expenses in the same period in which the activity occurs, regardless of when you receive or make payments. • University moving towards a more unified monthly cadence for budget-to-actual reporting. • Even state and grant-funded units will gain better insight into their finances and better control over their spending. Overall, this will reduce surprises.
Big Changes so far
Op Model
• The Operating Model will answer two basic questions:
- What are the University’s fundamental business
capabilities and competencies?
- Where does that work get performed, and by whom?
• The goal of our future-state Operating Model is to best
organize our capabilities in order to deliver more
effectively on the organization’s strategies.Big Changes so far Foundation Data Model • The Foundation Data Model (FDM) is the way Workday organizes financial information in order to support reporting and analysis. • What’s the data structure we need to produce financial reports? • Conceptually, it will have many of the same uses as Org Codes, Budget Numbers, and PCA Codes today, but purpose-built for the job as a stream-lined whole
Big Changes so far
Foundation Data Model
• Think of a combination lock. Think of a web-form
Salaries & Audrey
GF01001 Advertising Drama General Instruction Wages Dell Hodges
GR00116 SC05412 CC04720 FD020 FN10 6730
Data Entry Penguins Motion Grants & Contracts Office Peter
Lab Supplies Bioengineering Research Supplies Depot Warren
Dynamics
Office Supplies Pathology Gift Academic Utilities Staples David
GR10123
Plant Support Bessick
PR05432 Women’s Golf
Worktags
Grant Spend Category Cost Center Fund Function Ledger Account Supplier Assignee
Driver Type of Spend Illustrative Related and Transaction Worktags
Organization (or Revenue)
Worktag Accounting WorktagWhat’s Next?
What’s Next?
• Our UW Bothell Finance Transformation
(UWBFT) Team’s governance and structure is
changing (more to come, soon!)
• Kendra, Steve, and Megan will be involved
weekly with UWFT participating in PTTs
• Timeline is Jan, Feb, Mar, Apr
• Need your input – important to attend Admin
Councils and UWBFT Pop-up Forums
• Faculty Focus groups and user groups will be
formingQuestions?
Thank you!
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