imagine finance transformation · online. workday takes care of the infrastructure and security....

TOWN HALL

IMAGINE FINANCE

TRANSFORMATION

11.18.19

TOWN HALL AGENDA>> Guests Arrive 10 min

>> What is IMAGINE Financial Transformation? 15 minChristine Rahn, Brian Gross, Peter Tom, Reinhard Zapfe

>> Panel Discussion 30 minPanel, facilitated by Rob Johnson

>> Communications and Engagement 20 minJennifer Ferry

>> Q&A 15 minChristine Rahn, Brian Gross, Peter Tom, Reinhard Zapfe

2 Questions? Visit imagineprogram.usc.edu.

https://imagineprogram.usc.edu/

What is IMAGINE Financial Transformation?

Christine Rahn, Brian Gross,

Peter Tom, Reinhard Zapfe

12 OPPORTUNITIES TO

FUNDAMENTALLY

CHANGE

36 OPPORTUNITIES TO

ENHANCE WAYS OF

WORKING

TRANSFORMATION

WORKSHOPS

Financial Transformation Scope


WORKDAY FINANCIAL MANAGEMENT

MONTH END

CLOSE

(PHASED)

ROBOTIC

PROCESS

AUTOMATION

PROCESS

IMPROVEMENT

INTELLIGENT

OPTICAL

CHARACTER

RECOGNITION

FOR ACCOUNTS

PAYABLE

MASTER DATA

MANAGEMENT

FINANCE

LEARNING

CENTER OF

EXCELLENCE

JULY 2021


Functional Areas in Scope

5

SUPPLIER

ACCOUNTS

GRANTS

MANAGEMENT

GIFTS &

ENDOWMENT

BUSINESS ASSETS

BUDGETS

BANKING &

SETTLEMENT

FINANCIAL

ACCOUNTING

CUSTOMER

ACCOUNTS

INVENTORY

PROCUREMENT

CONNECTIVITY

WITH PAYROLL

HCM

OPTIMIZATION

CAPITAL

PROJECTS

EFFORT

CERTIFICATION

Questions? Visit imagineprogram.usc.edu.


• Provide a reliable, user-

friendly, cloud-based

platform

• Establish clear service

expectations for

stakeholder support

• Promote continuous

improvement and

scalability

Enhance the

Customer Experience>>>>>>>>>>>>

• Reduce time spent on

transactional tasks

• Create an accurate,

trusted and timely

reporting environment

• Deliver visibility across

the organization

Enable Strategic

Decision Making>>>>>>>>>>>>

• Simplify and

standardize business

processes

• Redesign approval

layers

• Leverage robotic

process automation

• Replace aging

technology

Improve Efficiency

>>>>>>>>>>>>

• Develop a single

source of truth

• Establish a control

environment to support

compliance and

stewardship of assets

• Achieve a month-end

close across the

institution

Reduce Risk

>>>>>>>>>>>>

Objectives and Key Results

The IMAGINE Finance Transformation will allow us to…



What is Workday Financial Management?

Accounting

Cash

Grants

Billing

Contracts

Procurement

Revenue

Gifts and

Endowments

A Modern Financial

Management Solution

Key Features:

1 One System – Unifies with Workday HCM, enabling oversight into all financial

transactions – procurement, grants, finance, and payroll – in one place.

Real-Time Data for Strategic Decision Making – Access to real-time cash balances,

including committed funds, enabling management to make strategic decisions.

On-Demand Financial Reporting – On-demand financial reports can be run directly

from Workday at any time. No additional reporting tool necessary.

Built-In Audit Trail – Every transaction is immediately auditable upon approval,

enabling better compliance with regulations and reduces overall risk.

Convenient and Secure

Data and services delivered

online. Workday takes care of the

infrastructure and security.

Regular Updates

Enhancements delivered by

Workday two times a year.

Modern User Experience

Consistent and easy-to-use

interface that is easily accessible

from any device.

Delivered in the Cloud

Software As A Service (SaaS)

Industry best practices are set

and can be configured.

7

2019 2021

Prototype I

Finance

Transformation

WorkshopsFebruary - April 2019

June - August 2019

November 2019 -March 2020

Design

Sessions

Prototype IIMay - July 2020

End-to-end

TestingOctober 2020 -January 2021

User TestingFebruary - April

2021

TrainingMay - June

2021

Go-LiveJuly 1, 2021

Overall Project Approach


We are here


What is the Difference Between the Phases?

9

34 stakeholder groups across

the University

38 design sessions across

14 functional areas

To create an initial build of the

Workday Finance system (P1)

based on design agreed upon

during design sessions

Targeted User Groups

Sessions to review

functionality of system with

broad audience

To finalize the build of

system based on feedback

and prepare for testing

DESIGN

SESSIONS

Completed

June – August 2019

PROTOTYPE 1

SESSIONS

In Progress

Nov 2019 – March 2020

Subject matter experts,

business analysts and

design partners

Sessions to review initial

build of the system

To update the system for the

next build of the system

based on feedback (P2)

PROTOTYPE 2

SESSIONS

Coming

May 2020

wh

ow

hat

ou

tco

mes

Panel Discussion

Facilitated By: Rob Johnson

Panelists: Kim Bregenzer

Shally Kwon

Christian Lim

Richard Pineda

11.18.19

Christian LimAccounting/Financial Manager

Auxiliary Services

Shally KwonAssistant Vice President, Budget

Office of Senior Vice President,

Finance

Kim BregenzerChief Financial Officer

Dornsife College of Letters,

Arts and Sciences

Panelists

Richard PinedaAssociate Chief Financial Officer

Keck Medicine of USC



A Closer Look at How We Will Be Engaging You

Jennifer Ferry

Individuals with an assigned role

in Kuali received an email to

complete the online survey from

September 23 – October 4, 2019.

HOW MANY PEOPLE WERE

INVITED TO PARTICIPATE?

6163

Health Systems users were excluded from this

assessment.

WHICH BUSINESS UNITS WERE

REPRESENTED?

ACADEMIC

ADMINISTRATIVE

FINANCE

We received a total of 907 survey

responses.

WHAT WAS THE RESPONSE

RATE?

14.7%

Questions? Visit imagineprogram.usc.edu.13

Who Did We Survey?


Customer Readiness Survey Response Themes

14

High level themes from the free response question.

Many respondents expressed that they

have little to no knowledge about the

IMAGINE Finance Transformation. About

20% said that the survey is the first time

they have heard about the initiative.

LITTLE TO NO KNOWLEDGE PAST IMPLEMENTATIONS

AFFECTING CONFIDENCE

Prior technology implementations

continue to affect users’ confidence about

the Workday Financial Management

deployment.

WANT MORE DETAILS

Most respondents voiced that they would

like to know more about the project,

including overall objectives as well as

details about what is changing and how it

will affect them.



YOU SAID HOW WE’RE ADDRESSING

You know very little about the IMAGINE Finance Transformation. • We will complete our change impacts assessment for all in-

scope business processes over the next six months

• We will leverage IMAGINE communication channels such as

our IMAGINE website and an IMAGINE newsletters

• We will continue to host Town Halls and speak at other large

forums such as the SBO Forum, FBS Forum, Deans Council,

etc

• We will mobilize our Change Leader Network with leaders from

the business to ensure that you are hearing project updates

directly from your leaders in a timely and ongoing manner

You would like more direct communication about project updates.

You want to know more details about what is changing, how it will

affect you and how you should prepare.


Action Plan

15


Stakeholder Landscape

• 29 departments/units

• 4377 KFS users

ACADEMIC UNITS ADMISTRATIVE UNITS


• 456 KFS users

FINANCE UNITS


• 876 KFS users

HEALTH SYSTEMS


• 124 KFS users

• 810 Lawson users

• 150 MS4 users



Stakeholder Engagement Strategy

EXECUTIVE SPONSORS AND

PROGRAM SPONSORS

IMAGINE Finance Executive

Sponsors and Program Sponsor

Team

CAMPUS LEADERSHIPDeans, SBOs, CFOs, Senior

Administrative Executives and

Advisory Council

CHANGE LEADER NETWORK

Individuals across the University

selected to be champions for their

respective units/departments

FINANCE CUSTOMERAll Kuali users with a role in the

system today

01 02

03 04

We will be engaging with all levels of the finance organization to ensure that there is a continuous and

constant flow of relevant and timely information.

We will also be leveraging our leadership groups to reinforce key messaging to our user community.

OUR APPROACH

Exec. Sponsors &

Program Sponsors

Finance

Customers

Campus Leadership Change Leader Network

Communications

Questions? Visit imagineprogram.usc.edu.17


Change Leader Network

Academic UnitsAdminUnits

FinanceUnits

Christine RahnBrian Gross

Peter Tom

Large Medium Small All All

Business Units

5 15 10 7 13

User Count

931 640 175 187 382

Change Leader Count

15 15 10 6 8

Ratio 1:62 1:43 1:18 1:32 1:48

What is a Change Leader’s Role?

• Serve as the local champion and point of contact for Workday

Finance end users

• Drive key OCM activities, including the facilitation of decisions and

approvals in business unit throughout the project timeline

• Understand change impacts and take accountability for adoption

and success of these changes

• Serve as a liaison to the business for communication and training

needs

• Participate in key implementation activities such as playback

sessions, user acceptance testing, train the trainer, and end user

training

• Attend key project meetings and business unit meetings

Who Makes a Successful Change Leader?

• Members of the USC Finance community

• Good communicators

• Considered to be system savvy

• Respected by their peers

• Have influence and respect within the organization


With the help of our business leads, we will need to recruit and confirm change leaders from

across the finance organization* as outlined below by the end of the year.

*Health System Unit engagement will be determined in March 2020.


Stay ConnectedIn addition to the updates and feedback loops enabled by our Stakeholder Engagement Lead

and Change Leader Network, here are all the ways to stay connected with IMAGINE.


• IMAGINE Email Box

• Newsletter Pulse Checks

• Engagement Surveys

FEEDBACKABOUT IMAGINE

• Virtual Q&A Sessions

• IMAGINE Slack Channel

• IMAGINE Email Box

ASKABOUT IMAGINE

• IMAGINE Website

• IMAGINE Newsletter

• IMAGINE Toolkit & Briefs

• Digital Signage

• IMAGINE E-mail Updates

READABOUT IMAGINE

• Townhalls

• SBO Forum

• FBS Forum

• Deans Council

• ITS Program Steering Committee

• USC Technology Council (UTC)

HEARABOUT IMAGINE


Finance Communications and Engagement Timeline

20

Outlined below are the key engagement activities supported by Change Leaders in each business unit.

2019 2020 2021

Nov Dec Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep

Business Process Analysis/

Change Impacts

Change Impact Sign Off

Refine Change Impacts(As Needed)

UAT

StakeholderAssessment

Role Mapping

Stakeholder and Leadership Engagement

Communications Delivery

Scheduling & Logistics

ProcessTraining

TTTBasic Nav

Systems Training

Customer Success

Training Strategy

Training Curriculum (Approval)

Training Development (Approval)

RA Action Plans RA Action Plans RA Action Plans RA Action Plans RA Action Plans Customer Success

Prototype 1 Prototype 2 End to End Testing UAT Training Support

We Are Here

Change Leader

Identification

Training Delivery Approach

21

Training will be role-based to align with business requirements and operational needs. The following delivery

methods will be considered based on the level of change impact, audience size and logistics.

Instructor-Led

• Classroom based

• System demonstrations

• Hands on exercises

• Knowledge checks

eLearning

• Self-paced

• Simulated demos

• Simulated exercises

• Knowledge checks

Practice Labs

• Open to users who need

additional practice in the system

• “Genius bar” format with onsite

Super User support

Support Material

• On-line help site

• Quick reference guides

• Job aids

Onscreen Guidance

• Provides onscreen guidance so

users can easily complete tasks

in the moment of need

Train-the-Trainer

• Training with teach backs

• Facilitation skills

• Delivery techniques

• Classroom management



589 Days Until Go-Live

QUESTIONS/COMMENTS?

THANK YOU.

imagine finance transformation · online. workday takes care of the infrastructure and security....

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