The Administrative Transformation Program has entered the Configure and Prototype (C&P) Stage (Dec 1–June 23) of the Workday implementation. The primary milestone of the stage will be a newly configured version of Workday (the End-to-End Tenant) that will be used in testing. Last week, the Change Network attended the first in a monthly series of Readiness Workshops, which are demonstrations of the proposed setup of Workday. Readiness Workshops will be recorded and available for viewing by anyone with a UW login. Subscribe to our program-wide newsletter, ATP Touchpoints, to be notified when recordings are available.
A major goal for the functional teams in the C&P Stage will be to validate and refine the business processes designed during the Architect Stage. To achieve this, we’ll be engaging in a series of Customer Confirmation sessions across all functional areas (finance, human resources, and research administration).
What is a Customer Confirmation session?
- An opportunity to share information and collect feedback about how we have designed and configured Workday
- An overview of the core future state processes, roles, and configuration
- Real demonstrations of our future state Workday design (key scenarios)
- A review of open decisions (if applicable)
- Time for questions and an opportunity to share feedback
- Collect actionable feedback from a broader audience to inform future state design
- Share and confirm design touchpoints with in-scope integrations, reporting, and ancillary systems
Participants: ATP (Workday) Design and Cross-functional Teams | Focus and Validation Groups | Governance/Business Owners | Stakeholders
- Anticipated Schedule: January 2023 through March 2023
In addition to the Customer Confirmation sessions, the team continues to work through many of the important implementation activities, such as conversion mapping, reporting requirements, and configuration details.
RAMP – Research Administration Modernization Project
Grants & Agreements (at UW–Madison)
The team continues to navigate the design of the future system by completing or starting 10 of 12 design iterations. Design cycles to date:
- Completed: Iteration #1 – Single Sign-On / HR Data Feeds
- Completed: Iteration #2 – Proposal Configurations and Workflow
- Completed: Iteration #3 – Award Set-Up Process
- Completed: Iteration #4 – Award Modifications
- Completed: Iteration #5 – Agreements
- Completed: Iteration #6 – Complex Proposals
- In Progress: Iteration #7 – Integrations with IRB/IACUC/Safety/COI
- In Progress: Iteration #8 – Data Conversion
- In Progress: Iteration #9 – PeopleSoft Integrations
- In Progress: Iteration #10 – Reporting/Data Warehouse Integration
- On Horizon: Iteration #11 – End User Testing
- On Horizon: Iteration #12 – End User Training
For a sneak peek of what’s coming, visit ATP/RAMP – Learning Videos and Resources.
Call for volunteers! Interested in helping us test the new system? If so, please reach out to Kate Mollen, Grants & Agreements Design Team Lead, to be added to the list. We expect testing to kick off in early 2023.
Reminder: ATP will also be implementing the Grants and Agreements modules for UW-Milwaukee and the comprehensive institutions. That project is slated to kick off on July 1, 2023, immediately following the implementation at UW-Madison.
Employee Compensation Compliance – LIVE!
The UW has upgraded the Effort Certification and Reporting Technology (ECRT) system to the newer Employee Compensation Compliance (ECC) module. Coupled with the upgraded technology, the UW has transitioned away from traditional effort reporting to a project-based payroll certification approach that is easier and less burdensome. ECC was officially launched on August 1.
Key ECC Updates
- August 1: “Pre-review” period opened for coordinators
- October 31: Pre-review period closes
- November 1: PI certification period opens
- December 15: PI certification period closes
ECC Resources for UW–Madison and UW-Milwaukee
- Access the ECC production environment.
- Watch the recorded training sessions.
- Read the updated policy, guidance, and how-to documents.
Visit the above Research and Sponsored Programs page often to see additional training materials.
This implementation started in October and is in progress. The ATP-RAMP team is working closely with the UW–Madison Export Control Office on the project. To date, the team has completed the necessary onboarding steps to familiarize themselves with the module’s features. In November, the team transitioned to the process design and system configuration phase, which will last until early 2023.
The rollout of this dedicated export control functionality will occur in conjunction with the UW–Madison Grants and Agreements modules.
Financial Forecasting – LIVE!
This module went live in July and is now in production.
A common question we get is “Who will use this tool?” The current plan is to implement Financial Forecasting for primary use by the UW–Madison Budget Office and Vice Chancellor for Finance and Administration (VCFA) units. Now that this tool has gone live, however, its use outside of central administration is being assessed, and further rollout across the UW–Madison campus is being analyzed.