TAMUS + Deloitte = Teamwork
In mid-October, Deloitte Consulting, LLP, our integration partner, joined the TAMUS Project Helios team members to begin collaborating on TAMUS and Workday business processes and functionality. Each Project Helios functional lead is partnered with one or more Deloitte team members and share office space to closely collaborate on the business processes in Workday. The TAMUS technical leads are also working with several Deloitte experts to develop process integration strategies and conversion needs.
Project Kick Off Success!
Project Helios officially kicked-off on Thursday, November 5, in College Station. We were delighted to host representatives from all of The Texas A&M University System institutions and agencies. The attending Project Coordinators and Change Champions had an opportunity to tour the project offices, meet the A&M System and Deloitte team members, see Workday in action and learn more about project expectations and timelines. They shared information about their institution or agency with our team and discussed the challenges of change and some concepts to overcome those challenges. We know their time is valuable and want to thank them for their dedication and time for traveling to be with us!
Vision and Plan Almost Complete
The last six weeks have been jam-packed with meetings to prepare the deliverables – project timeline and scope with an analysis of remaining challenges for the Workday implementation – for the first stage of the project. Deloitte team members led the way with their proprietary project management and business process design tools and coordinated more than two dozen discussion discovery sessions on functional topics and technical issues. The Project Helios team reached out to several HR and Payroll and subject matter experts with questions, and their insight was certainly helpful in developing recommendations.
Discovery sessions completed as of the end of December:
• Organizations, Jobs and Positions
• Staffing Events
• HCM Payroll Processes
• Payroll Accounting and Settlement Processes
• Academic Information
• Manage Benefits
• Talent and Performance Management
• Self Service
• Time Tracking
• Absence Management
The teams also attended multiple onsite workshops with Workday experts to strategize about some of the A&M System’s most critical and unique situations, such as benefits eligibility, longevity pay, time entry, service dates, effort reporting, State of Texas integrations and the payroll-to-finance interface. The combined information from the discovery sessions and workshops will become recommendations to project leaders for their consideration and presentation to our Executive Sponsors.
What’s Coming: Implementation
Implementation is when the real fun begins! We will launch into the Architect (design) process of our Workday system in February and will begin reaching out to members across the A&M System to help define the Workday business processes that best meet our needs. From creating process flow charts, defining new terms, configuring workflows, converting data and building integrations, to sending out communications and setting up training sessions, there will be many activities going on simultaneously while keeping our guiding principles in mind. Stay tuned for more information and the Implementation kick off in February.
Selecting an IV&V Consultant
The RFP to select an Independent Verification and Validation (IV&V) consultant closed December 1st. There was a lot of interest from the consultant community and several addendums were posted to the RFP in response to bidders’ questions. The project leadership team is reviewing the submittals in December and plans are to have the IV&V consultant selected and working with our team in January.
Project Team Staffing
While we have not fully developed the scope and timeline of the project, the Deloitte project leaders are evaluating the project resource needs with knowledge gained from their previous successful implementations. We anticipate opening a few technical analyst, functional lead and business analyst positions soon and will post more information on the TAMUS Job Search website.
We Want to Hear from YOU!
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• November through January: Vision and Plan
• February: Implementation Kick Off