Faculty Resources for Workday Finance Transition
On July 5, 2022, UVA will implement Workday Financials, replacing Oracle as our financial system of record. This implementation will put UVA back into one system for all of its operational details, as Workday Human Capital Management was implemented in 2018.
A large team of individuals from central finance and across UVA's schools and units has been working intensely on the transition from Oracle to Workday for over two years, both in terms of system configuration and process improvement. We have worked with finance staff in your area so that they are prepared to support your needs at go-live and beyond.
There will be a significant impact on faculty and staff and day-to-day operations as we prepare to go live and as the system stabilizes after going live. While we are working hard to mitigate negative impacts, we know that all of us will need to exercise patience in the coming days.
We provide this site as a resource to which you can refer. It contains key dates that will affect you and your area. Need basic information on the change to Workday Financials? Check out this resource.
Please work closely with your area business manager or your go-to finance person for questions after reviewing these materials. You are also welcome to contact us directly at firstname.lastname@example.org (we have a whole team of dedicated folks who are eager to support you).
- Key Dates Prior to Workday Financials Launch
May, June, and July will be busy months as we prepare to cease transactions in Oracle and move over to Workday Financials. Keep in mind that when we consider this time called "cutover," it isn't as simple as shutting one system down and turning the new one on. There are many factors and steps to be completed at each stage. In addition, we aren't simply moving from one system to another; we are also factoring in the ending of one fiscal year and the beginning of the next.
These calendars and accompanying checklists give you the main dates to watch before, during, and after go-live:
May 2022 Preparation: What you should do now to prepare for the transition to Workday Financials, broken down by work area. June 2022 Deadlines for Cutover to be aware of, broken down by work area (grants, expenses, etc.). July 2022 What happens in work areas after the go-live of Workday Financials. Year-End Departmental Dates from Financial Reporting & Operations
- Training and Support
All users of the system have access to both self-guided training to take at their own pace as well as instructor-led training on Zoom. You can decide which option suits your needs better.
In addition, you will have access to quick reference guides and help within the Workday Financials system itself. The helpful hints within Workday are written by our own trainers. You may have already encountered these helpful hints, delivered via Workday Digital Assist, in Workday HCM (the "Show Me How" icons).
Directly after go-live, our trainers will hold office hours to assist faculty and staff, and our Finance Solution Center, which has been in place since mid-March, is standing by to help you as needed. You can reach them at email@example.com
- Accessing your Fund Balances immediately after Workday Finance Launches
When Workday Financials goes live on July 5, the fund balances you see in the new system will require some clean-up (read this blog post for a rundown of how things will look at go-live).
As you might know, the transition from Oracle to Workday means we're going from a two-ledger system to a flat ledger system, and while that is better for UVA in the long run, it does mean there's an intensive adjustment required.
As you read this, the FST team is working on converting the funds from Oracle to Workday at a high level. In the weeks and months after go-live, fiscal professionals in your school or unit will be working to settle that high-level pool of funds where they need to be, using the new Foundation Data Model (FDM), which replaces the old Oracle PTAO.
What if you need to know fund balances during that post-go-live transition time when balances are still being sorted out?
The good news is that UBI is still a part of our future state, so you can check your historical balance there. That, coupled with your understanding of your recent spending, should give you a solid idea of where your funds stand as your local team sorts out the FDM worktags on the funds in Workday.
Preparation for the process of realignment could take up to two months after Workday Financials launches. Please be patient as your team does this important and detailed work. They are learning the new system, too -- and within a short time, we are all going to reap the benefits of the massive effort we've put in as we enjoy the flexibility and insight that a modern financial system gives us.