Your Feedback and Input is Encouraged!
Project leadership and the project team definitely want to hear from you! Here are a few ways to reach out:
- Check-in with representatives from your school or unit (we have Steering Committee members and Advisory Group Members in a searchable database).
- Get in touch with anyone on the project team directly, or email us at financetransformation@virginia.edu
- If you have a great idea or a question you think others might share, we encourage you to share it in the online community. Not only are we very responsive in that channel, but also, your colleagues can interact with your thoughts, too. It’s a great way to connect with others and keep all of our concerns, inspiration, and feedback in the open.
- Take advantage of our Communication Resources
Contact Us
Questions or suggestions? Please email us at askfinance@virginia.edu!
It's the most prevailing question related to the implementation of Workday Financials: What will my work look like when we move to Workday Financials?
The answer to that question hinges on security roles, and how roles from Oracle have been mapped to Workday Finance.
What are Security Roles in Workday?
Workday's security framework enables what a user can see and do within Workday. Security Roles determine what secured content, workers or transactions, and specific items or values, users can access. All employees receive the "employee as self" security role, which allows them to initiate self-service transactions.
What has been done with Security Roles so far?
In March, we finished a sprint with UVA school and unit leaders on Security Role Mapping. The first draft of this mapping was submitted to the project team in mid-March. Currently, the FST team is reviewing those submissions to make sure everything looks good and that there are no conflicts. There is still time for roles and responsibilities to be adjusted before go-live.
What's next? When will I know what my role is within Workday Financials?
Starting in April, school and unit leaders will share role assignments with their teams. These are discussions that managers and leaders will have with their teams.
How will I learn how to function in my role?
Training is role-based and begins in May. We are providing Security Role Summaries that will help you understand what you will do in your role, what reports you'll be able to run, and what training you will need to take. As your leaders have conversations with you about the role you will fill, this resource will be helpful as a snapshot of what you'll be doing.
The FST Communications Team has a wide variety of communication channels to keep you up to date on the project and the ways it will impact you and your teams.
Check out this guide to our communication channels.
Our suggestions to keep up to date:
- Make sure you're signed up to receive the UVAFinance blog digest. (use the Sign Up feature in the upper left of the page)
- Pay attention to "Five Things to Know about FST" in every blog digest. (you can see them archived on the website in this Resources section you're currently visiting)
- Come to Fiscal Administrators meeting (see recordings of sessions and meeting schedules in this Resources section you're currently visiting)
- Check out WFST Radio
- Need a quick overview of FST? Check out this video.
Want a deep dive?
UVAFinance has launched an online community space for all finance professionals at the University. Hosted on the Jive platform used for the UBI Community, the Finance Community is a place where you can get all the latest on Finance Strategic Transformation, ask questions about the project, suggest ideas, and much more.
Log on at https://communityhub.virginia.edu/community/uva-finance-transformation If you have any trouble logging in, please contact the UVAFinance Communications Manager at bv8h@virginia.edu
Every single presentation about Finance Strategic Transformation, even those made to the steering committee or working groups, are housed in the community and open for your questions and comments. Plus, you're welcome at any time to share your general questions and ideas!
Log in and take a look -- and remember, your comments, questions, and concerns are welcomed!
NEW: Check out this quick intro to using CommunityHub.
Five Things You Need to Know About FST
It's hard to keep track of everything you need to know, so every other week we bring you "Five Things to Know about FST." It's a highly curated list of only the five most important things to know about FST. Another option for those pressed for time is to listen in to the WFST Radio Broadcast, where we bring you the updates in 10 minutes or less every other week.
Finance Strategic Transformation should enable our Fiscal Administrators to do their jobs with an additional level of ease and insight. We appreciate the partnership of this group and value your feedback. We definitely need your direction in order to succeed!
You’ll be hearing regularly from the project team and finance leadership throughout the project. We want you fully engaged and aware of the decision processes. The FST team will be present at monthly Fiscal Administrators meeting, and we will collect resources from those meetings on this page. Our plan is to collect the questions asked in the meetings on this page and post answers as quickly as possible (check back frequently!)
If there's something that would be helpful to you that you don't see, please let us know! Contact us at financetransformation@virginia.edu
With this close partnership, we'll have fewer surprises when we reach go-live!
2022 Meeting Schedule
Below is the schedule for the 2022 Fiscal Administrators meeting as well as the Zoom link that will work for each meeting. The link will be distributed with the agenda before each meeting. All meetings are scheduled for 10:00 AM.
Join Zoom Meeting https://virginia.zoom.us/j/91288211951?pwd=YVh4QzVNSTI5QmVmUkwraWJXN1BRdz09
Meeting ID: 912 8821 1951 / Passcode: 849887
- April 6
- May 4
- June 1
- July – No meeting
- August 3
- September 7
- October 5
- November 2
- December 7
Previous Meeting Notes
May 4, 2022
Access Meeting Recording: https://youtu.be/tDKGgv8ETyM
Reporting Demonstration: Friday, May 6, 9:00 am-10:00 am
https://virginia.zoom.us/j/96413199442?pwd=T1p3WHg4dEZZNGdpRE5pT3VHa0RaQT09
Passcode: 276644
No registration required – just click on link on this date and time!
April 6, 2022
Pulse Activity Responses & Follow Up
Access meeting Recording: https://virginia.zoom.us/rec/share/ITRCCrce4JfHLUpfcTf9FtJ0fxC4S2aEKyXpSarQntDU3BDzGco8Kc6tplvT57UP.HV3NivDx8ECAhmxu Passcode: !*V8JqYf
Know someone who needs to be caught up on FST? Refer them to this video! Or share this one-page resource!
March 2, 2022
Access Passcode: e?17Wtj@
February 2, 2022
January 2022
No meeting this month
December 1, 2021
Zoom Passcode: 5B%YZr%p
November 3, 2021
October 6, 2021
September 1, 2021
August 4, 2021 Meeting
July 7, 2021 Meeting
May 5, 2021 Meeting
April 7, 2021 Meeting
March 3, 2021 Meeting
Access Zoom Recording (due to a technological error, the meeting content begins at the 50-minute mark)
January 27, 2021 Meeting
Access Zoom Recording and Meeting minutes (due to a technological error, only the last portion of the meeting was recorded)
Recap of feedback on RAPID decisions from January governance meetings
Link to Community post where you can see all CCS slides
Direct link to the FDM pre-read video
"Five Things to Know about FST"
December 16, 2020 Meeting
Slides for December 16 Meeting
FST Communication for December 16 FA Meeting
November 18, 2020 Meeting
Slides for November 18 Meeting
FST Communication for November 18 FA Meeting
October 14, 2020 Meeting
FST Communication for October 14 FA Meeting
September 16, 2020 Meeting
Slides for September 16 Meeting
FST Communication for September 16 FA meeting
August 5, 2020 Meeting
FST Communication for August 5 FA meeting
July 29, 2020: Communication Channel Resource
There are several communication channels we use to share FST information. Check out this resource for a breakdown of which channels might be most helpful for you, depending on what information you're looking for and how much time you have.
June 17, 2020 Meeting
FST Communication for June 17 FA meeting
May 20, 2020 Meeting
FST Communications for Fiscal Administrators May 20 Edition
A Resource Page has been established for Advisory Group Members in the Online Community. Access it here. On this page, you'll find meeting minutes, meeting slides, videos, and more!
Quick Links for Change Leaders:
- Access the Advisory Group materials on CommunityHub (NetBadge required)
- Read the latest FST update on the UVAFinance blog
- Listen to the latest edition of WFST (Finance Strategic Transformation Radio)
- Five Things to Know about FST this Week
Communication Resources
- Understanding our Communication Resources
- One-pager for April 2022
- One-Pager about Expense
- Faculty-focused One-pager
- General Staff One-Pager
- Short video walkthrough on FST (The basics of what it is and how to stay up to date)
The Business Intelligence team recently launched a dictionary of business terms and, moving forward, this dictionary will be the source of truth for business terminology at UVA. You can find the UVA Business Terms Site here.
See also this Crosswalk of Workday Terms & Legacy Terms
All FST decisions are made using the RAPID framework, but formal RAPID documentation is only required with Tier 1 and Tier 2 decisions. In the spirit of transparency, we’ll share decisions in our normal communications channels when they are made, as well as in the FST Decision Log. Watch for continual updates!
Who makes the decisions? Read more about how FST decisions are made.
How is FST informed and guided by the UVA community? Learn more about FST's governance structure.
View the full FST Decision Log
If you have a question about any decisions or upcoming decisions, please contact the project team at financetransformation@virginia.edu or reach out to the Advisory Group member for your school or unit (find them here!).
Answers to outstanding questions from our previous sessions
April 1, 9 am - 10:30 am: Foundation Data Model
- https://virginia.zoom.us/j/95547319926?pwd=c3ZNVmYrOWdncHhrNmhNQUZyZEpBUT09 Passcode: 778560
- Slides from this Session
- View the recording of this session: https://virginia.zoom.us/rec/share/zFthtY8LXYxVCJQ0fMpNXMWqEERqzZ5gfyLMYmL0YCGO2_-JoW1VC6MfsO0D5sus.He0xAKzJmEkfe2gt Passcode: 0*Q+W3Aj
April 8, 9 am - 10:30 am: Employee as Self
- https://virginia.zoom.us/j/96732814476?pwd=NktORkY3MC9QNDNMOUtXbVlDVFMvUT09 Passcode: 154311
- Slides from this session
- View the recording of this session: https://virginia.zoom.us/rec/share/eJxVRc569OdRa9Sg7MxpI4rHOERpy8ZmhbgstgFfbpnlJBPON7vHswk-ev45LQ.pqwHFFzXGYFeE2da Passcode: VzZz@i71
April 15, 9:00 - 10:30 am: Procurement
- https://virginia.zoom.us/j/98959074510?pwd=NWtsa2Q5K1FGOFhFbGx0OHVpbVlKdz09 Passcode: 988620
- Slides from this session
- View the Recording of this session: https://virginia.zoom.us/rec/share/g-TtqgWaea4P8eTlpOoKGqcBIvnm4TDSqzdUuwGEduQVAnmU59b2c0l7fphD5rso.QHnYf32bYZ-CCUoL Passcode: D6#Y&2c0
April 22, 8:30 - 10:00 am: Foundation Data Model
- https://virginia.zoom.us/j/93237635234?pwd=U3cyZkdwaGVaMzRhcUcvc21yK0poQT09 Passcode: 560180
- Slides from this session
- View the session: https://virginia.zoom.us/rec/share/dkQHPTRuOewJOsk7c4KBAbV4v_tQRhoXjnLd_o6r9CiUMIWVg1rC3ZevPD4BHRBh.s74CIyxEhxkJyGlg
Passcode: 9.1UH+ad
April 22, 10:30 - Noon: Employee as Self
- https://virginia.zoom.us/j/99622264623?pwd=SE9mZDR2SDVpT2ZvQjBZR3AzOHhDZz09 Passcode: 608371
- Slides from this session
- View the Session: https://virginia.zoom.us/rec/share/2ilp2gZsEHD7VEhcO3noyYKrbgg7cKEqJzN6GMB9RVF6zqS3XRMThNE7mnrD3oSo.Ep2hjBZ6_A-ouIC2
Passcode: 8@7^EP=!
April 29, 9:00 - 10:30 am: Procurement
- https://virginia.zoom.us/j/91221338556?pwd=V2d1ajkrTFNZSzNZRk9uMS9NOWRsdz09 Passcode: 037940
- Slides from this session
- View this session: https://virginia.zoom.us/rec/share/8GgR-ftdtih8sgxg-w6fDyh1LcB4Oar35tEBfgTiebdz4stwX-aM2y_vFTf0U34.OiDxB_97oiv2aeNy
Passcode: V^vJ58J7
May 6, 9:00 -10:00 am: Reporting
Vies this session: https://virginia.zoom.us/rec/share/D2t9ktwVyq6jTofZTtF6b94FqIqCmoh2EreIP9Tjtj_w63h3XCgktXy3SzIEeGKe.-Z6w3Xp-FrPgW1tb
Passcode: BOJ*Q4*g
What you'll see in each session
Foundation Data Model:
- FST overview; what it is, why it's happening, progress to date
- Benefits of going to Workday
- Change Impacts for FDM
- FDM Overview; what it is, who it applies to, high-level change impacts
- Worktag overview: groups, structure, naming conventions, uses
- Explain how driver worktags determine additional worktags on a transaction
- Understand how operational journals are populated
- discuss additional Workday Terminology
- Demo: Create Accounting Journal focusing on FDM values
Procurement Shopper:
- FST overview; what it is, why it's happening, progress to date
- Benefits of going to Workday
- Change Impacts for procurement
- Role overview: What it means, relevant processes, and change impacts
- Discuss the shopper role within Jaggaer, approving of invoices, and change orders
- Demos: Create requisition, Create Supplier Invoice Request
Employee as Self:
- FST overview; what it is, why it's happening, progress to date
- Benefits of going to Workday
- Change Impacts for Employee as Self
- Role overview: what it means, relevant processes, and change impacts
- Discuss topics that include Employee as Self: Expenses, Requisitions, Supplier Accounts
- Demos: Create Expense Report for Self, View Expense Reports, Create a Cart and Assign Cart