Financials Transformation

Updating Georgia Tech’s legacy financial system to cloud-based Workday

 

Why Workday?

The Institute’s current financial system is comprised of a highly customized, outdated, PeopleSoft system along with several key systems that facilitate business processes. These applications do not enable streamlined data integration or reporting, forcing the Institute to develop hundreds of shadow systems. Although this complex ecosystem facilitates unique business processes for campus, it also inhibits the Institute from implementing current releases and long-term support.

Georgia Tech is adopting Workday Financials to transform the Institute’s financial systems with leading cloud-based technology. Workday provides an intuitive, user-friendly, and modern experience. And enhanced reporting capabilities will enhance financial decision making. 

This shift will enable finance at Georgia Tech to streamline and standardize processes and Workday can scale with the growing needs of the Institute.

 


 

Financials Transformation Goals

  • Foster collaboration and transparency
  • Streamline and standardize processes
  • Improve reporting
  • Reduce redundancies and inefficiencies
  • Enhance accessibility

 

Program Progress

Workday will go-live in July 2019

 

Image of the Program timeline showing a breakdown by phase.

 


 

Understanding the Phases

  • Plan: The Plan phase consisted of activities to determine the vision for the Financials Transformation program was determined and develop the functional solution, technical solution and implementation plans. During this phase, the program: 
    • Engaged more than 150 stakeholders for input and discovery 
    • Identified 216 integrations and inventoried 218 current systems 
    • Began transforming Georgia Tech's PeopleSoft Chartfields into Foundation Data Model (FDM) Dimensions 
  • Architect: The Architect phase ran from March 2018 to June 2018 and was focused on designing processes, understanding change impacts, and working with system owners to begin the Workday implementation. ​
  • Configure & Prototype:  Consisted of activities to build and validate processes and map data in order to prepare for the Test phase.​
  • Test: Evaluate and ensure quality of Workday configurations​ by conducting ​end-to-end and user acceptance testing. In addition, develop training to prepare users for deployment.
  • Deploy: Execute system Go-Live to Workday​​, release training program and evaluate production configuration and data conversion.  

 


 

New Chart of Accounts

The current Chart of Account (COA) consists of seven chartfields: Account, Budget Reference, Class Code, Department ID, Fund Code, Program code and Project ID. The combination of these fields are needed to record financial transactions, review financial transactions, prepare journal entries and generate reports. In Workday, this structure will be replaced by the Foundation Data Model (FDM). The FDM will provide a framework to support financial and managerial reporting across Georgia Tech. 

Learn More

 


 

Georgia Tech Team



Project Directors

  • Greg Phillips, Transformation Director
  • Katie Crawford, Transformation Director

Track Leads

 

  • Michelle Thackray, Organizational Readiness Lead
  • Zachary Hayes, Enablement Lead
  • David Adcock, Program Management Lead
  • Dan Hopkinson, Reporting Lead

Area Leads

 

  • Casey Piquette, Outreach Lead
  • Diana Sutton-Fernandez, Engagement Lead
  • Veronica Stokes, Financial Accounting & Banking & Settlement Lead
  • Paul Brown, Budgets & Supplier Accounts Lead
  • David Mack, Customer Accounts & Projects Lead, Testing Lead
  • Don Cochran, Grants Lead
  • April Howze, GTRI Lead 
  • Nate Watkins, Academic & Research Units Lead
  • Lisa Sasseman, Business Assets and Expenses Lead
  • Terri Gerhardt, Procurement Lead 
  • Joe Younkins, Conversion Lead
  • Ginny Ray, Security Lead
  • Chhaya Amin, Integration Lead
  • Brent O'Guin, Extended Systems Lead
  • Rodney Pacis, Enterprise Data Warehouse Lead
  • Andre Goodman, Business Intelligence Lead

Area Owners

Each area within the project has a business owner responsible for that function within Georgia Tech. These owners help drive and make decisions and recommendations for their area, as well as, allocate resources, and assist in determining the overall direction of the program.

Analysts

Participate as team members within each area by performing identified tasks and duties that could include design documentation, issue log tracking, technical build, test case identification, etc.

Advisors

Provide subject matter expertise (institute systems, institute processes, Workday, Higher Ed best practices) for defined areas to ensure project meets identified requirements.

Participants

Participate as needed in various meetings as source of information or to provide targeted subject matter expertise.