Workday Financials Implementation Project Workday Ambassadors Rose Hills

Workday Financials Implementation Project Workday Ambassadors Rose Hills Theater, Smith Campus Center, Pomona College Wednesday, April 1, 2015, 2: 00 p. m. -3: 30 p. m. 1

Today’s Presentation • Update on Project Status • Financial Data Model • Business Processes in Workday • Team Exercise • Review of Workday Ambassador Role • Update on Upcoming Activities and Timeline • Questions and Discussion 2

Roster of Workday Ambassador Members Website Resources: http: //workdayinfo. claremont. edu/ team/ambassadors/ 3

Bronze Orientation Day! (A great example of system change) 4

What is Workday Financials? • An enterprise software system provided as Software-as-a-Service (Saa. S) • Hosted by Workday • Cloud-based with online web access • Updates issued twice a year to all customers at the same time • Built on modern object-oriented technology • Not customizable, but instead configurable to meet each customer’s needs • Integrates with other existing systems • Payroll, gifts, student accounts, banking 5

Workday Financials at The Claremont Colleges A Landmark Project Joint implementation of the same new financial system at the same time by the two Controller’s Offices at Pomona and at CUC for all eight member institutions of The Claremont Colleges 6

What We Gain From Workday • A modern financial system to replace Jenzabar CX** at Pomona and Datatel Colleague at all other Colleges. (**Note that Jenzabar CX will remain in use for the five undergraduate College student systems and for HMC Advancement. ) 7

What We Gain From Workday • Solutions for three major needs: • Robust reporting for decision-making • Integrated budgeting and planning tools • Business processes with embedded workflows and document management 8

Other Workday Products • Workday HCM (Human Capital Management) For Human Resources and Payroll; implementation decision to be determined in the future • Workday Student – Council approved becoming a Strategic Influencer; implementation decision to be determined in the future 9

Update on Project Progress • Workday Project Implementation Stages: COMPLETED 1) Plan, 2) Architect, 3) Configure & Prototype (Charter and Statement of Work, Financial Data Model (FDM) and P 1 and P 2 Tenants) NEXT UP 4) Test, 5) Deploy, 6) Production (Go Live) (Testing (FDM, Roles, Business Processes), Training Users) 10

Financial Data Model • What is that? ? ? 11

Datatel Chart of Accounts Fund Unit Object #NN – #NNNNNN – NNNN College Function Cost Center

Datatel to FDM Fund #NN Company POM CUC CGU SCR CMC HMC PIT KGI Unit #NNNNNN Object NNNN Spend Category SNNNN Fund FDNNN Cost Center CC#NNNN Program PG#NNNN Project PJ#NNNNN Grant GR#NNNN Gift GF#NNNNN Revenue Category RNNNN Ledger Account NNNN

Financial Data Model (FDM) • Cost Centers (CC#NNNN) – Departments of the institution where activities are tracked • Program (PG#NNNN) – Track revenues and expenses by a specific ongoing activity • Project (PJ#NNNNN) – Track revenues and expenses by a specific short-term activity • Grant (GR#NNNN) – Federal and non-federal grants as well as internal grants for research or start-up funds • Gift (GF#NNNNN) – Spendable gifts as well as endowments

Financial Data Model (FDM) • Ledger Accounts (NNNN) – Revenues and expenses grouped at a summary level. Examples include Room and Board, Other Revenues, Travel and Transportation, and Supplies • Revenue Category (RNNNN) – Specific revenue element such as specific meal plans, Summer Housing, and Facility Rentals • Spend Category (SNNNN) – Specific expense element such as Airfare, Lodging, Office Supplies and Laboratory Supplies

Datatel to Workday Example 1 - PIT Datatel Fund 610 Pitzer General Budgeted Unit 6193000 Information Technology Object 6110 Office Supplies Workday Fund Unrestricted Undesignated (FD 100) Cost Center Information Technology (CC 63220) Spend Office Supplies (S 0400)

Datatel to Workday Example 2 - HMC Datatel Fund 511 Current Fund Designated Unit 5102003 Engineering Clinic Object 5200 Travel & Transportation Workday Fund Unrestricted Designated (FD 110) Cost Center Engineering (CC 51400) Program Engineering Clinic (PG 51402) Spend Airfare (S 0243)

Datatel to Workday Example 3 - CMC Datatel Fund 411 Current Fund Designated Unit 4180730 The Arts Council Gift Fund Object 6000 Supplies Workday Fund Cost Center Unrestricted Dean of Designated Student Office (FD 110) (CC 41830) Gift The Arts Council (GF 410112) Spend Other Supplies (S 0376)

JENZEBAR CX Chart of Accounts Fund Function Object Project NNNN

WORKDAY Financial Data Model (FDM) Fund Function Object Project NNNN NEW Spend Category SNNNN Company POM Fund FDNNN Cost Center CC 0 NNNN Revenue Category RNNNN Ledger Account NNNN Program PG 0 NNNN Grant GR 0 CNNNN Gift GF 0 CNNNN Project PJ 0 CNNNN

Financial Data Model (FDM) Ledger Accounts Ledger accounts have been streamlined. Spend/Revenue Categories will provide more account detail that will map to these Ledger Accounts. 6160 6170 6180 6190 6210 6240 6510 6250 6130 6140 6150 6260 6270 6390 6000 6280 6310 6420 6330 Outside Employment Services Media Travel and Transportation Services Legal Insurance Utilities and Taxes Rental and Lease Joint Programs CUC Programs and Services Expenses Supplies Library Books and Materials Maintenance and Repair Non capitalized expenses (Furniture, Fixings & Equipment) Capital Equipment Cost of Sales Housing and Board Study Abroad Financial Aid Fellowships and Stipends Other Expenses

Financial Data Model (FDM) Spend/Revenue Categories Meals Staff Travel Meetings Meals Intl Travel Spend Categories include: Meals Faculty Travel Faculty/Staff Meals (Domestic Travel) Student Meals

Financial Data Model (FDM) Ledger Account Changes Many Objects will be Programs as they were not natural categories. Here a few: Recruiting Radiation Safety Animal Care Convocation Senior Thesis

CX to FDM - Example 1 CX Fund 021 Federal Grants Function 2124 Spon. Research Math Object 6615 Lab Supplies Project 6066 NSF Prokopenko 8/14 FDM Fund FD 122 Fed Grants & Contracts Cost Center CC 01260 Math Spend Grant Program S 0390 GR 0 C 6066 PG 00196 Lab NSF Sponsored Supplies Prokopenko Research 8/14 Function FN 110 Research

CX to FDM - Example 2 CX Fund 010 Unrestricted Fund FD 100 Undesignated Function 1300 Neuroscience Cost Center CC 01300 Neuroscience Object 6090 Books FD M Spend S 0374 Books Project 0450 Senior Thesis Program PG 00189 Senior Thesis Function FN 100 Instruction

CX to FDM - Example 3 CX Fund 011 Designated Function 8000 Financial Aid Object 6453 Fellowships Project 1497 Biology-Internships FDM Fund FD 111 Gifts (Unrestricted) Cost Center CC 08000 Student Aid Spend S 0490 Fellowships Gift GR 0 C 1497 Biology Student Internships Function FN 150 Financial Aid

Questions and Answers

Business Process Functionality • What is a business process? • Why is it core to Workday? • How does a business process work? • What are the benefits of using a business process? • Demonstration to follow at a future meeting 28

Your Role in Change Management 29

Successful changes are characterized by: • Clear direction that articulates the drivers and benefits of change • Shared design with engaged leadership, staff, and faculty • A strong understanding of and connection to strategic goals of the Colleges and the departments • The capacity to guide people through change in a way that they can understand use • WIFM (“What’s in it for me? ”) 30

ADKAR – The People Side of the Workday Project 31

Team Exercise The Word Game 32

Discussion • How did your team try to solve the puzzle? • What innovative things did you try? • From what you have seen so far, can you think of ways that you can collaborate with others on this project? 33

The Claremont Colleges Change Objectives • Increase knowledge and confidence for the use of Workday • Preempt resistance to change by reducing uncertainty and containing anxiety • Confirm communication needs are systematically addressed • Manage expectations • Strive for smooth transition and effective implementation • Build and encourage continued use of the Workday Community • Elicit constructive suggestions and stakeholder involvement • Celebrate success and learn from mistakes 34

Workday Ambassadors: Roles and Responsibilities 35

College Treasurers Change Champions Core/Design Team Change Leaders Workday Ambassadors Change Early Adopters 36

Are early adopters of Workday Promote understanding and ownership of Workday Ambassadors Are advocates for change and Workday Communicate “what’s in it for me” Facilitate acceptance of the changes with colleagues 37

Assist in identifying potential problems, issues and sources of resistance at an employee level and help to resolve them Proactively follow up with Workday Ambassadors as needed for clarifications and to bridge knowledge and communication gaps Core Design Team as Change Leaders Work with the Workday Ambassadors to identify and respond to unique organizational or department specific factors Are advocates for change and Workday Encourage participation of end users in training sessions 38

Workday Ambassador Activities • Activities revolve primarily around communication and support and include: • Forwarding Workday specific communication to colleagues and direct reports • Talking informally with colleagues about the Workday project in a positive manner • Volunteering to support project events such as roadshows, training, software and business process demonstration and testing • Being the first to sign up for and participate in activities such as training, then encouraging peers to participate as well • Answering questions from departments about Workday • Participating as a User Acceptance Tester (UAT) • Supporting training activities 39

Workday Ambassador Activities • Activities revolve primarily around communication and support and include: • Forwarding Workday specific communication to colleagues and direct reports • Talking informally with colleagues about the Workday project in a positive manner • Volunteering to support project events such as roadshows, training, software and business process demonstration and testing • Being the first to sign up for and participate in activities such as training, then encouraging peers to participate as well • Answering questions from departments about Workday • Participating as a User Acceptance Tester (UAT) • Supporting training activities 40

Upcoming Activities • Next meeting (late April, exact date TBD) • Hands on Workday • Training for User Acceptance Testing (UAT) • Preparation for Workday introduction sessions and messages at your College • Future Meetings • Training and support rollout • Discussion of change activities and strategies 41

Workday Community • Remember to join Workday Community online: • https: //community. workday. com • Click on Get an Account • Click on Request an Account • Watch for confirming e-mail message from system 42

Thank you! 43

Questions and Discussion 44