EDGC Decision: Workday Integration

ATP (Workday) Integrations Governance Process and Approval Proposal

EDGC Decision Date: February 12, 2024

Decision: Workday Integrations

Decision

In close collaboration with ATP functional teams (Finance, HR, Research Administration), the ATP Integrations team is designing, building, and testing direct inbound and outbound integrations between Workday and key partner agencies, vendors, and ancillary systems. The request is for the EDGC to approve the proposed interim approach for determining what data may be included in Workday integrations while Workday is being implemented. This proposed approach is intended to allow ATP to continue with the timely development of required integrations for Workday go-live.

Background

In order to support a successful transition from PeopleSoft HCM (HRS) and FSCM (SFS) to Workday, a number of integrations to external partner agencies, vendors, and ancillary systems are necessary. The number of ancillary systems with which we directly integrate to/from Workday is intentionally being limited in order to ensure that we do not negatively affect tenant performance (Reference: Integrations and Web Service Limits on Workday Community). The ATP Integrations team has a current backlog of 160 integrations that have been determined necessary for a successful go-live. The requirements for these integrations, along with their prioritization, are driven by the ATP functional teams. In this relationship, ATP Integrations is a consultant, partner, and implementer.

The integrations currently being developed include connections between Workday and the following entities/systems:

Of the 160 integrations that are in-scope for go-live, 76 are for Finance, 69 are for HCM, and 15 are for Research Administration. As of Friday, February 9^th, 98 of these integrations have been completed and moved to the end-to-end testing tenant (Wisconsin 8).

Interim Approach

Workday integration development has been proceeding for the past year, with requirements driven by the ATP functional teams. Integration development follows these steps:

1. Current State Design Documentation – ATP Integrations in collaboration with SMEs
2. Future State Design Documentation – ATP Integrations in collaboration with ATP Functional Team
3. Design Review (Internal) – System Implementation Partner (Huron)
4. Future State Design Signoff – ATP Functional Team
5. Coding – ATP Integrations
6. Unit Testing – ATP Integrations, sometimes in collaboration with ATP Functional Team
7. Build Review (Internal) – System Implementation Partner (Huron)
8. E2E Readiness – Functional Signoff – ATP Functional Team

The proposed interim approach is to continue with the current state where the ATP Functional Teams are responsible for determining the data necessary and appropriate to be included in the Workday integrations.

Person Hub

To support the transition from PeopleSoft to Workday for the current master identity management solution (Person Hub) that is leveraged by all campuses within the Universities of Wisconsin, a dedicated Person Hub Tiger Team was established in June 2023 consisting of representation from the Person Hub development team (UW–Madison DoIT AIS IAM), the ATP Cross-Functional team, and the ATP Integrations team. Together, and in consultation with ATP HR and ATP Finance when relevant, this Tiger Team has worked closely to identify requirements, create a design, and implement a solution. The steps outlined in the Interim Approach section above have also been followed for this body of work. Issue escalation and resolution has been handled through a leadership team consisting of:

• Steven Hopper, Associate Vice President for Learning and Information Technology Services and Chief Information Officer, Universities of Wisconsin
• Lois Brooks, Vice Provost for Information Technology and Chief Information Officer, UW–Madison
• Kevin Donahoe, ATP Program Director
• Allison Niles, ATP HR Strategy Lead
• Susie Maloney, ATP Finance Strategy Lead
• Adam Paulick, Executive Director, UW–Madison DoIT Enterprise Business Systems
• Joe Tarter, Director, UW–Madison DoIT Application Infrastructure Services

ShopUW+ (Jaggaer)

To support the transition from PeopleSoft to Workday for the current eProcurement platform (Jaggaer, a.k.a. ShopUW+) that is leveraged by all campuses within the Universities of Wisconsin, and to align with the Workday-first model that was agreed upon as the path forward in October 2023, a Supply Chain Management working group was established in November 2023. This group includes representation from ATP Finance’s Supply Chain Management team, Accounts Payable, Procurement, ShopUW+ Administration, ATP Integrations, and Huron (in the Jaggaer, Workday SCM, and Integrations spaces). Together, this working group has worked closely to identify requirements, create a design, and is currently working through configuration and solution implementation. The steps outlined in the Interim Approach section are being followed for this body of work, with the exception that additional functional team unit testing is happening as integrations are developed in the Integration Development tenant (Wisconsin 11), before migrating those integrations to the End-to-End Testing tenant (Wisconsin 8). This is the result of us only being able to connect the Jaggaer development instance to a single Workday tenant at any one time, and is only expected to be a consideration during implementation. Issue escalation and resolution has been handled through the standard path for ATP:

1. ATP Leadership Team
2. ATP Finance Governance (if needed)
3. Executive Sponsors (if needed)

Student Information Systems (SIS) for Campuses

To support the transition from PeopleSoft to Workday for the current Student Information Systems (PeopleSoft Campus Solutions), a number of SIS work groups and a broad SIS Connections group were formed in the spring of 2023. The work groups include:

• Employee Data to SIS
• Student Data to Workday
• UDDS Replacement for Academic
• General Ledger
• Student Refunds

A dedicated ATP SIS Architect joined the Administrative Transformation Program in May 2023 and has been leading the coordination of work in this space. All campuses have had the opportunity to identify key staff for participation in the SIS work groups and the SIS Connections group meets on a bi-weekly basis to provide updates to a larger audience and solicit feedback and input from campus teams. The SIS Architect works closely with the SIS work groups, UW Shared Services, ATP functional teams and ATP Integrations to identify requirements, create a design, and implement a solution. The steps outlined in the Interim Approach section above have also been followed for this body of work. Issue escalation and resolution has been handled through the following path:

1. SIS work groups, Registrar’s Offices, and others as needed
2. ATP Leadership Team
3. ATP Functional Governance (if needed)
4. Executive Sponsors (if needed)

Who Developed the Recommendation?

This recommendation was developed by:

• Morgan Andersen, ATP Integrations Strategy Lead

Who Was Consulted in the Development of the Recommendation?

The following stakeholders were consulted about the proposal:

• Susie Maloney, ATP Finance Strategy Lead
• Kurt McMillen, ATP Research Administration Strategy Lead
• Allison Niles, ATP HR Strategy Lead
• Sowmya Shankar, ATP Integration Dev Team Lead
• Amanda Smith, ATP SIS Architect

[1] This includes the UW–Madison Cross-DEM/SIS Workgroup