Update on the Administrative Systems Modernization Program and the Workday Reset

On Jan. 19, Senior Vice President and CFO Darrell Bazzell announced a delay in the implementation of Workday, a cloud-based system to replace our current human resources, payroll, and financial systems. This decision to delay fell in line with recommendations made by consultant KMPG as part of their Independent Verification and Validation(IV&V) assessment of the program.

Since that time, the Workday project, under the Administrative Systems Modernization Program (ASMP), has been working to revise project plans and develop new timelines for both the Human Capital Management (HCM) and Payroll implementation and the Financial implementation. The program has launched a Steering Committee to be the primary decision-making group for Workday moving forward and any timelines will be thoroughly reviewed with stakeholders before final decisions are made.

This review process, coupled with issues and risks elevated by the IV&V assessment, it was determined that ASMP will transition to the Workday Implementation Program. A reset of the Workday implementations and a reorganization of the teams devoted to making these implementations a success will allow the program to directly address some of the outstanding issues, risks, and concerns outlined in the IV&V assessment.

Currently, discussions are underway to transition services already in production to their owning units such as the UTLearn employee training management system and the MyUT online student portal. Other services not related to the implementation of Workday are currently being reviewed by the ASMP-Workday Steering Committee for their endorsement before being reviewed by the Central IT Executive Commission (CITEC).

Transition activities are expected to be completed by end of August 2017. The Workday Implementation Program will begin engaging in activities with campus stakeholders during the summer months with activities like Design Confirmations, sessions with key stakeholders to review and confirm the HCM/Payroll configurations, business analysis of current business processes relating to Workday, and a review of the Workday Financial Data Model (FDM).

Posted in Admin IT, Administrative Systems Technical Architecture, Application Modernization, ASMP 2.0, Enterprise Data Management, enterprise readiness, Financial Management, HCM/Payroll, Program Updates, Student Administration, UT News, Workday

Admin IT Newsletter – Mar. 21, 2017

Hello Admin IT Newsletter subscribers!

More information, as well as an archive of previous newsletters, is available on the ASMP Blog.

In this issue:

  • ASMP Program Leadership Update
  • Upcoming FYI – IAMMP: Group and Role Management with SailPoint, April 5
  • IT Staff Augmentation Contract Process Update
  • Technical Architecture Training Resources
  • IT Readiness Coordinator Meeting March 23

Publication note: As the ASMP Program undergoes reset and re-planning activities, the Admin IT newsletter will move to a monthly publication schedule on the third Tuesday of each month. When project activities fully resume and content is warranted, the newsletter will return to a twice-monthly publication schedule.

ASMP Leadership Update
CFO Darrell Bazzell announced on March 2 that Dana Cook will oversee ASMP as the Associate Vice President of Administrative Systems Modernization. Dana has over 20 years of experience at the University in a variety of leadership roles in central IT, Facilities Services, Human Resources, and Financial Information Systems. She is charged with leading the program, starting with reset and re-planning activities that will address the issues raised through the Independent Verification and Validation assessments, the Council of University Business Officers meetings and other venues.

Effective immediately, ASMP will report to the CFO. This change will reinforce with our campus that this is an important business transformation effort.

Additionally, two leadership positions on the Workday project will soon be vacant. Jim Daniel, Implementation Director of Administrative Systems Replacement, and Don Simpson, Senior Financial Analyst for the Workday Financials, have both decided to pursue new opportunities outside of the University. Both Jim and Don have been valuable and tireless leaders in the Administrative Systems Modernization Program. Please join us in wishing Jim and Don well in their future endeavors and thanking them for their service to the University.

Upcoming FYI – IAMMP: Group and Role Management with SailPoint, April 5
Join the Identity and Access Management Team as they dive into Group and Role Management with SailPoint April 5, from 10:30-11:30 a.m. in the AVAYA Auditorium (POB 2.302). Topics include the Role Model in SailPoint and a preview of the Group and Role Management Adoption Plan.

IT Staff Augmentation Contract Process Update
As announced in January, an IT Staff Augmentation RFP was posted in July 2016, and it will result in contracts with vendors that you can use to hire contractors to meet temporary IT staffing needs. Fifteen vendors were selected to move to negotiations. Our goal is to have these contracts in place by April. More information about how you can use the contracts to meet staffing needs, including process guides and templates, will be presented at the IT Readiness Coordinator meeting March 23 from 9:30-11 a.m. in the Avaya Auditorium (POB 2.302).

Technical Architecture Training Resources
The Technical Architecture Training Page is now available. The training page provides a central location to discover what training is available for each service offering, such as Django and GitHub, as well as to find additional resources, such as reference materials. On the training page, you can find links to resources, online courses, and upcoming instructor-led training opportunities. These include the description of the course or resource, the length of each course, and suggested users for all courses and resources. There are also step-by-step instructions on How to Register for Training in UT Learn.

More information will be added to the Training Page as services and training become available. For more information, email admin-it-delta-force@utlists.utexas.edu.

IT Readiness Coordinator Meeting Mar. 23
The next ITRC meeting will be March 23, from 9:30-11 a.m. in the Avaya Auditorium (POB 2.302). Send additional topic ideas to the App Mod team at ASMP-App.Mod@austin.utexas.edu. The tentative agenda includes:

  • IT Staff Augmentation Contract Process
  • ASMP Program reset and re-planning details and next steps toward structuring the program for successful Workday implementations (will include a specific discussion about how the  IT Readiness network could be leveraged to promote more community peer-to-peer opportunities)
  • Open Forum Discussion

Please send topic requests for future newsletters to ASMP-App.Mod@austin.utexas.edu.

Admin IT Wiki – A Resource for the IT Community
Visit the Admin IT wiki to review the information there. If you do not see a topic you are looking for or you have new information that will benefit the community, email us at asmp-app.mod@austin.utexas.edu.

Connect with ASMP
Web: https://modernizing.utexas.edu/
Blog: http://sites.utexas.edu/asmp/
Email: asmp@austin.utexas.edu

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Posted in Admin IT, ASMP 2.0, Program Updates, Workday Tagged with: , , ,

Admin IT Newsletter – Feb. 8, 2017

Hello Admin IT Newsletter subscribers!

More information, as well as an archive of previous newsletters, is available on the ASMP Blog.

In this issue:

  • Independent Verification and Validation (IV&V) Assessment
  • Bridging Workshops for the Decoupled Workday Approach
  • IT Readiness Coordinator Meeting Feb. 16

Independent Verification and Validation (IV&V) Assessment
Since November, KPMG has been engaging with members of the Administrative Systems Modernization Program (ASMP) and stakeholder groups to perform an Independent Verification & Validation (IV&V) assessment of the work of both ASMP and Workday.

KPMG’s initial assessment, released on Nov. 30, recommended that Workday be rolled out in phases, giving us enough time to be certain that the financial portion of the system is able to handle the functions associated with grants and compliance reporting. The report also found that the University community needs more time to prepare for the transition to Workday and engage in campus readiness activities. President Gregory Fenves has since accepted our collective recommendation.

Following their initial assessment, KPMG has continued to engage ASMP and campus stakeholders in developing a broad, comprehensive assessment complete with both observations and recommendations that can be used to leverage the existing strengths of the program and mitigate risks.

This comprehensive assessment was presented to the Council of University Business Officers Jan. 26. In this report, KPMG identifies project processes and activities that are both working effectively and those that are ineffective and potentially detrimental to the overall success of the program. Additionally, KPMG provides recommendations to address ineffective processes and activities. View an executive summary of the report.

KPMG will continue to provide ongoing monitoring and recommendations for improvement until Workday go live. This will include monthly risk assessment reports.

For more information on the IV&V assessment, including a link to the full report, visit https://workday.utexas.edu/IVV

Bridging Workshops for the Decoupled Workday Approach
The ASMP project team conducted initial workshops during Jan. to undertake detailed discovery and documentation for each process that will require bridging for the decoupled approach to implementing Workday. The workshops included the Payroll Office, the Office of Accounting, the Budget Office, and Cash Management, as well as resources from the ASMP functional and technical teams. They are reviewing the current processes, followed by a detailed discussion of Workday capabilities, including mapping Workday data to *DEFINE data in an effort to identify a recommended solution for each process and follow up on outstanding decisions.

IT Readiness Coordinator Meeting Feb. 16
The next ITRC meeting will be Feb. 16, from 9:30-11 a.m. in the Avaya Auditorium (POB 2.302). Send additional topic ideas to the App Mod team at ASMP-App.Mod@austin.utexas.edu. The tentative agenda includes:

  • KPMG personnel will lead a discussion to gather your feedback on the ASMP program.
  • Open Forum Discussion

Please send topic requests for future newsletters to ASMP-App.Mod@austin.utexas.edu.

Admin IT Wiki – A Resource for the IT Community
Visit the Admin IT wiki to review the information there. If you do not see a topic you are looking for or you have new information that will benefit the community, email us at asmp-app.mod@austin.utexas.edu.

Connect with ASMP
Web: https://modernizing.utexas.edu/
Blog: http://sites.utexas.edu/asmp/
Email: asmp@austin.utexas.edu

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Posted in Admin IT, ASMP 2.0, HCM/Payroll, Workday Tagged with: , , ,

Admin IT Newsletter – Jan. 18, 2017

Hello Admin IT Newsletter subscribers!

More information, as well as an archive of previous newsletters, is available on the ASMP Blog.

In this issue:

  • IT Staff Augmentation RFP Update
  • Analyzing Mainframe Applications for Data Related to the Workday Implementation
  • ASMP: HCM/Payroll Snapshot Occurred Dec. 22, 2016
  • IT Readiness Coordinator Meeting Agenda for Jan. 19

IT Staff Augmentation RFP Update
An IT Staff Augmentation RFP was posted in July 2016, and it will result in contracts with vendors that you can use to hire contractors to meet temporary IT staffing needs. The University received 130 proposals for the RFP, of which 116 were qualified for evaluation and the RFP Review Committee, made up of (Tracy Brown, Dana Cook, Cesár De La Garza, Rich Janes, and Mark McFarland) reviewed and scored over a period of six weeks. Fifteen vendors were selected to move to negotiations. Our goal is to have these contracts in place by March, and more information about how you can use the contracts to meet staffing needs will be forthcoming.

Analyzing Mainframe Applications for Data Related to the Workday Implementation
Analyzing our mainframe systems to determine how they will be connected to Workday is challenging. There are a number of UT tools to help mainframe developers analyze their systems. An extended version of the Xref tool is available from the ASMP Metrics site. Find it by clicking the “Tools” button at the top of the page, which takes you to the Mainframe Jobgroup Tools website. The tool looks for a variety of outbound and inbound connections within a library or multiple libraries. The outbound integrations help identify what systems are upstream from yours, and the downstream systems are suggested by the inbound connections. It produces a large spreadsheet that you can filter for objects or prefixes where you expect the data to transition to Workday. Doing so will help you determine whether you need to change your mainframe software for Workday go live. More information about mainframe objects supported as part of the transition to Workday is available from the ERP Integrations wiki.

Workday HCM/Payroll Snapshot Occurred Dec. 22, 2016
For those areas that are integrating with Workday HCM/Payroll and may want to synchronize their data with Workday HCM/Payroll-converted data for testing or other purposes, please note that the extract for Workday’s P5 HCM/Payroll tenant build occurred Dec. 22, 2016 at 5:30pm. All changes that were final approved in HRMS before that time are reflected in the P5 tenant. The P5 tenant will be used for activities, such as role mapping, in spring 2017. Another snapshot may occur near the start of the spring semester and may be used instead of the Dec. 22 date. As more information on dates and timeline for the next tenant is determined, we will communicate out to the group. For more information, contact Laura Marshall at Laura.Marshall@austin.utexas.edu.

IT Readiness Coordinator Meeting Agenda for Jan. 19
The first 2017 ITRC meeting will be Jan. 19, from 9:30-11 a.m. in the Avaya Auditorium (POB 2.302). The tentative agenda includes:

  • TED Update: Mario Leal from ITS Applications will provide information about anticipated changes to TED after Workday go live.
  • Workday Financials Update: Ron Hash, Workday Financials Co-Lead, will discuss foundational work for Financials for 2017.
  • Architectural Patterns: Jeff Adkins, Jenn Coast, and Rashmi Suman from ITS Applications will discuss the latest Tech Arch Patterns now available for integrations and Web publishing.
  • Open Forum Discussion: Group discussion on shared information beneficial to CSU IT teams. If you would like to discuss a specific topic, email the App Mod team at ASMP-App.Mod@austin.utexas.edu.

Send additional topic ideas to the App Mod team at ASMP-App.Mod@austin.utexas.edu.

Please send topic requests for future newsletters to ASMP-App.Mod@austin.utexas.edu.

Admin IT Wiki – A Resource for the IT Community
Visit the Admin IT wiki to review the information there. If you do not see a topic you are looking for or you have new information that will benefit the community, email us at asmp-app.mod@austin.utexas.edu.

Connect with ASMP
Web: https://modernizing.utexas.edu/
Blog: http://sites.utexas.edu/asmp/
Email: asmp@austin.utexas.edu

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Posted in Application Modernization, ASMP 2.0, HCM/Payroll, Program Updates, Workday Tagged with: , , , ,

ASMP Town Hall Recap: December 2016

For more detailed information, please view the December 2016 Town Hall livestream (EID required) archived on the ASMP website.

Read more ›

Posted in Application Modernization, ASMP 2.0, enterprise readiness, Financial Management, HCM/Payroll, Program Updates, Workday Tagged with: , , , , , , ,

Admin IT Newsletter – Dec. 20, 2016

Hello Admin IT Newsletter subscribers!

More information, as well as an archive of previous newsletters, is available on the ASMP Blog.

In this issue:

  • ASMP: HCM/Payroll Snapshot to Occur Dec. 22
  • Workday Feasibility Assessment Report
  • Django Training Available Jan. 3 and 4
  • Review of New Services Released Since May

Publishing note: Due to the holiday break, the Admin IT Newsletter’s next issue will be Jan. 17. Have a safe and happy holiday!

ASMP: HCM/Payroll Snapshot to Occur Dec. 22
For those areas that are integrating with Workday HCM/Payroll and may want to synchronize their data with Workday HCM/Payroll converted data for testing or other purposes, please note that the extract date for ASMP’s next HCM/Payroll tenant build (P5) is now Thur., Dec. 22 at 5:30pm. (It was originally announced for Wed., Dec. 21.) Any changes to be reflected in the next tenant must be final approved in HRMS before the close of business Thursday, Dec. 22. The P5 tenant will be used for activities, such as role mapping, in spring 2017. Another snapshot may occur near the start of the spring semester and may be used instead of the Dec. 22 date, but to best ensure having the most up-to-date data in the next Workday tenant, please work toward the Dec. 22 date. For more information, contact Laura Marshall at Laura.Marshall@austin.utexas.edu.

Workday Feasibility Assessment Report
The objective of the Workday Feasibility Assessment Report, the first preliminary assessment delivered by KPMG, was to assess the feasibility of a July 2017 go-live date. This report provides key observations pertaining to this date only. Subsequent assessments will build upon this report and provide further detail on the items contained within it as well as a more comprehensive assessment of ASMP as a whole.

KPMG has deemed that the current go-live date is no longer feasible. In January, KPMG will provide a final comprehensive assessment and plan for continued monitoring through Workday go live. Visit https://workday.utexas.edu/IVV to see the initial feasibility report and executive communications from Chief Financial Officer Darrell Bazzell.

Django Training Available Jan. 3 and 4
As part of the Administrative Systems Modernization Program (ASMP), the university’s new training, Django: Beyond the Basics, is now available for registration. The first offering will take place on January 3rd and 4th from 8 a.m.-5 p.m. in FAC 227. There is also a remote learning option available for those who work off campus.

Django: Beyond the Basics is intended for those who have experience using Django with the mainframe and would like to expand their knowledge. The course will teach participants how to use Django with a SQL database to create and manage web application development. Course topics include the admin interface, advanced templates, caching, forms, models, REST APIs, and unit testing.

For more information about the eligibility requirements and to enroll, send an email to admin-it-delta-force@utlists.utexas.edu.

Review of New Services Released Since May
Since May, ASMP has released 6 new Services with a total of 12 individual product offerings. With each Service release, ASMP also provides training resources and support for users and developers. Below is a list with descriptions and links to new Services.

  • Virtual Machine(released May 2016) – Provides servers to stand up purchased or built solutions so developers don’t have to maintain their own machines.
  • Database Hosting(released May 2016) – Provides an enterprise-level relational database service with product offerings like Oracle and MySQL. Although we have been hosting databases for decades now, TAI is providing upgrades that will ensure continued support.
  • Integration Services(released June 2016) – Most notable among this Service release is the Enterprise Service Bus powered by MuleSoft, which provides the integration platform to allow for the transport and translation of data between systems. RabbitMQ, a message broker, and the MuleSoft API registry are the other two Offerings in the Integration Service.
  • Enterprise Orchestration(released July 2016) – Better known as Stonebranch, this Service provides a mechanism to schedule processes and workstreams.
  • Development Operations(released August 2016) – GitHub provides version control for source code and documentation. Artifactory provides version control for binary artifacts, integrations, and other files.

Please send topic requests for future newsletters to ASMP-App.Mod@austin.utexas.edu.

Admin IT Wiki – A Resource for the IT Community
Visit the Admin IT wiki to review the information there. If you do not see a topic you are looking for or you have new information that will benefit the community, email us at asmp-app.mod@austin.utexas.edu.

Connect with ASMP
Web: https://modernizing.utexas.edu/
Blog: http://sites.utexas.edu/asmp/
Email: asmp@austin.utexas.edu

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Posted in HCM/Payroll, training, Workday Tagged with: , , , ,

Admin IT Newsletter – Dec. 6, 2016

Hello Admin IT Newsletter subscribers!

More information, as well as an archive of previous newsletters, is available on the ASMP Blog.

In this issue:

  • Workday IV&V Assessment: Initial Recommendations
  • Architectural Patterns Now Available
  • ASMP: HCM/Payroll Snapshot to Occur Dec. 21
  • No IT Readiness Survey for the Second Quarter
  • IT Readiness Coordinator Meeting Dec. 8

Workday IV&V Assessment: Initial Recommendations
In May 2016, President Gregory L. Fenves requested an Independent Verification and Validation (IV & V) Assessment of Workday and Administrative Systems Modernization Program (ASMP). Such assessments are a common practice among large programs and projects, particularly in government, and are used to check and validate that products will meet requirements and fulfill their intended purposes. The president’s goal was to seek the same insight and clarity that was provided by recent audits of Athletics and Campus Safety and Security.

On Nov. 2, 2016 KPMG was contracted to an IV&V assessment of both Workday and ASMP work. The firm will develop and deliver periodic reports to the Office of the CFO, beginning with its first preliminary report delivered Nov. 29 evaluating the feasibility of a July 2017 go-live date and the current Big Bang implementation approach, which would mean going live with both the HCM/Payroll and Financials modules at the same time.

In January, KPMG will provide a final comprehensive assessment and plan for continued monitoring through Workday go live. Visit https://workday.utexas.edu/IVV to see the report and executive communications from Chief Financial Officer Darrell Bazzell.

Architectural Patterns Now Available
As part of ASMP,  the University’s first batch of Architectural Pattern chapters, Integration and Web Publishing, are now available. Architectural Patterns are being developed to help the Administrative IT community navigate the transition from the mainframe to the new Technical Architecture.

Imagine you are baking a cake. You follow a recipe that describes how to combine ingredients to make the cake you desire. To make certain cakes (solutions) you can use different recipes (Architectural Patterns), which combine different ingredients (services and offerings). An Architectural Pattern is a reusable recipe that combines Technical Architecture ingredients to achieve a specific solution that meets business needs.

Architectural Patterns will evolve over time, and more patterns may emerge as we transition to the new Technical Architecture. They are divided into chapters, each addressing specific subject areas and highlighting common problems the community may face. They will ultimately cover the following:

  • Application Infrastructure
  • Authentication and Authorization
  • Data Analytics and Visualization
  • Database Hosting
  • Development Operations
  • Document Management
  • Integration
  • Monitoring
  • Portal
  • Printing
  • Solution Architecture
  • Web Publishing
  • Workflow and Processes

They will be released in batches and will be made available in the upcoming weeks. For more information, send an email to admin-it-delta-force@utlists.utexas.edu, or visit the ASMP Admin IT Wiki.

ASMP: HCM/Payroll Snapshot to Occur Dec. 21
For those areas that are integrating with Workday HCM/Payroll and may want to synchronize their data with Workday HCM/Payroll converted data for testing or other purposes, please note that the extract date for ASMP’s next HCM/Payroll tenant build (P5) is Wednesday, Dec. 21. Any changes to be reflected in the next tenant must be final approved in HRMS before the close of business Wednesday, Dec. 21. The P5 tenant will be used for activities, such as role mapping, in spring 2017. Another snapshot may occur near the start of the spring semester and may be used instead of the Dec. 21 date, but to best ensure having the most up-to-date data in the next Workday tenant, please work toward the Dec. 21 date. For more information, contact Laura Marshall at Laura.Marshall@austin.utexas.edu.

No IT Readiness Survey for the Second Quarter
The App Mod team will not send out the IT Readiness Survey during the second quarter. The program will evaluate starting it again in the third quarter as timeline decisions are made known. We appreciate your feedback and welcome any comments by email at ASMP-App.Mod@austin.utexas.edu.

IT Readiness Coordinator Meeting Dec. 8
The last 2016 ITRC meeting will be Dec. 8, from 9:30-11 a.m. in the Avaya Auditorium (POB 2.302). The tentative agenda includes:

  • TED Update Provisioning/Deprovisioning: Plans for the current environment and beyond, to Workday go live and the University’s first batch of Architectural Pattern chapters, Integration and Web Publishing, are now available. Architectural Patterns are being developed to help the Administrative IT community navigate the transition from the mainframe to the new Technical Architecture.
  • Juan Ortiz and Jim Daniel will discuss ASMP updates regarding Workday and answer questions to support your ongoing work. Bring your questions for discussion.
  • Open forum discussion

The KPMG Update has been postponed due to scheduling conflicts. An update on the Independent Verification & Validation (IV&V) approach will be rescheduled for a 2017 ITRC meeting.

Send additional topic ideas to the App Mod team at ASMP-App.Mod@austin.utexas.edu.


Send topic requests for future newsletters to ASMP-App.Mod@austin.utexas.edu.

Admin IT Wiki – A Resource for the IT Community
Visit the Admin IT wiki to review the information there. If you do not see a topic you are looking for or you have new information that will benefit the community, email us at asmp-app.mod@austin.utexas.edu.

Connect with ASMP
Web: https://modernizing.utexas.edu/
Blog: http://sites.utexas.edu/asmp/
Email: asmp@austin.utexas.edu

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Posted in Admin IT, ASMP 2.0, HCM/Payroll, Workday Tagged with: , , , , , ,

Admin IT Newsletter – Nov. 15, 2016

Hello Admin IT Newsletter subscribers!

More information, as well as an archive of previous newsletters, is available on the ASMP Blog.

In this issue:

  • KPMG Providing Independent Validation and Verification Services to UT Austin ASMP Program
  • Updated Consolidated Integrations and Data Sources List Published
  • Reporting Activities and Updates Web Page
  • IT Readiness Coordinator Meeting December 8

KPMG Providing Independent Validation and Verification Services to UT Austin ASMP Program
At the request of President Greg Fenves, the University has contracted with KPMG to perform an Independent Verification and Validation (IV&V) assessment of the Administrative Systems Modernization Program (ASMP) work including Workday.

IV&V is a common practice among large programs and projects, particularly in government. The KPMG IV&V assessment will check and validate Workday and ASMP program components including: Program Management, Workday HCM/Payroll and Financials implementation, Data Management, Technology Architecture, Application Modernization, Enterprise Readiness, and Sustainment. Their work specific to Workday will verify and validate assumptions, review go-live criteria and metrics, and assess the impacts of product and campus readiness as well as pending financials decisions. The IV&V assessment will be integral in determining our best path toward bringing greater efficiency, effectiveness, and excellence to University business operations.

The contract with KPMG was finalized on November 2. The firm will develop and deliver periodic reports, beginning with its first preliminary report on November 21. In January, KPMG will provide a final comprehensive assessment and plan for continued monitoring through Workday go-live. They are on site and will be engaging with ASMP team members regularly and reaching out to stakeholder groups to engage them in this process.

KPMG has been providing IV&V services to government and higher education clients for more than 20 years.  The firm has implemented, or has provided a key implementation role, on more than 100 Workday implementations and can call upon over 3,100 resources in Texas alone.

Updated Consolidated Integrations and Data Sources List Published
An updated version of the Consolidated Integrations and Data Sources List is now posted on the Consolidated Integrations and Data Sources wiki page (requires UT EID login). The updated list includes information about HCM/Payroll integrations, custom solutions, and crosswalks. Financial updates will be shared as business process and configuration decisions are made. Everything related to IQ/IDS and reporting, including IDS REST services, can now be found on the Reporting Activities and Updates (requires UT EID login).

Reporting Activities and Updates Web Page
The Reporting Activities and Updates web page (requires UT EID login) provides known legacy-to-Workday data mappings, IDS deliverables, and statuses of Workday report development. With input from TXAdmin, subject matter experts (SMEs), and playback review sessions, ASMP has already developed a number of data and reporting solutions for HCM and Payroll that will be released at Workday Go Live to meet campus needs, and more reports are being developed. Gap analysis and data mapping for financial reports is also ongoing as ASMP works to identify gaps and solutions to help you prepare for go live. You can check the Reporting Activities web page frequently to review current plans (updated approximately every two weeks) for IDS deliverables and Workday reports under development.  You can also compare these deliverables with the source of your current report data to help prepare for changes that you may need to make in your CSU. For more information, send an email to reportingedm@austin.utexas.edu.

IT Readiness Coordinator Meeting December 8
The last 2016 ITRC meeting will be December 8, from 9:30-11 a.m. in the Avaya Auditorium (POB 2.302). Please join us for the final 2016 meeting. Send additional topic ideas to the App Mod team at ASMP-App.Mod@austin.utexas.edu. The tentative agenda includes:

  • KPMG Update: An update on the Independent Verification & Validation (IV&V) approach.
  • TED Update Provisioning/Deprovisioning: Plans for the current environment and beyond, to Workday go live.
  • Open Forum Discussion

Please send topic requests for future newsletters to ASMP-App.Mod@austin.utexas.edu.

Admin IT Wiki – A Resource for the IT Community
Visit the Admin IT wiki to review the information there. If you do not see a topic you are looking for or you have new information that will benefit the community, email us at asmp-app.mod@austin.utexas.edu.

Connect with ASMP
Web: https://modernizing.utexas.edu/
Blog: http://sites.utexas.edu/asmp/
Email: asmp@austin.utexas.edu

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Posted in Admin IT, ASMP 2.0, Workday Tagged with: , ,

Admin IT Newsletter – Nov. 1, 2016

Hello Admin IT Newsletter subscribers!

More information, as well as an archive of previous newsletters, is available on the ASMP Blog.

In this issue:
• Workday Dependencies for Non-HR and Non-Financial Systems
• Enterprise Document Management Services
• Instructional Video for DocuSign Signers
• FYI Transcripts Posted

Workday Dependencies for Non-HR and Non-Financial Systems
Some systems that are not connected directly to HR or Financial data may still have a dependency on Workday. If you have a system that does not use HR or Financial data for a primary purpose, but you are relying on that data in the background, you may still have some dependencies for Workday go live. For example, if an application uses HRMS data, such as an employee’s department, to determine which student-employee names to display, then the source of the employee data should be reviewed to ensure it will continue to work after Workday go live. To review the dependencies your applications may have, you should scope and analyze your systems. Refer to CSU Roadmaps/Plans related to Workday – Upstream/Downstream Dependencies wiki page for more information.

Enterprise Document Management Services
The University Enterprise Document Management Service provides the ability to generate, capture, electronically sign, store, search, retrieve, and dispose of University information and records. The Enterprise Document Management Service is composed of three offerings: content management using Documentum, image capture using Kofax, and electronic signature using DocuSign. Electronic signature using DocuSign is available now, and content management and image capture are scheduled to go live in spring 2017. These offerings are supported by ITS Applications and Records and Information Management Services.

  • For content management, the Documentum repository will replace current image repositories (e.g. doc repo, UT Imaging system repo, and Tamino) and serve as the core university repository. It features document management functionality to store, search, retrieve, view, and dispose of information and records.
  • Kofax Total Agility (KTA) is the enterprise image capture offering for scanning hardcopy and digital files, extracting and storing index information, and releasing content to the Documentum repository. It will connect with high volume production scanners, and CSUs will be able to use Kofax capture service to direct content to the Documentum system.
  • DocuSign is the electronic signature offering available to all active University staff and faculty. The offering can be automated through API development, and it will be integrated with Documentum. Units must designate at least one DocuSign Unit Contact (DUC) to assist ITS DocuSign system admins in setting user permissions and in implementing API solutions.

For more information, contact Records and Information Management Services at rms@austin.utexas.edu for assistance with Document retention and disposition policy requirements and DocuSign Unit Contact training. Contact the MCA Common Applications team at mailto:MCA Common Applications MCA Common Applications for assistance with technical requirements.

Instructional Video for DocuSign Signers
A new navigation video for DocuSign users has been published showing how to sign a document after receiving an email for review. Tips include how to accept and open a sent document in your browser, agreeing to the accompanied Electronic Records and Signature Disclosure link, and how to begin the signing process and initial tags requiring action.

FYI Transcripts Posted
The ASMP FYI Sessions website links to ASMP-related Information Technology FYI presentations. The following new transcripts of FYI Sessions have now been posted:


Please send topic requests for future newsletters to ASMP-App.Mod@austin.utexas.edu.

Admin IT Wiki – A Resource for the IT Community
Visit the Admin IT wiki to review the information there. If you do not see a topic you are looking for or you have new information that will benefit the community, email us at asmp-app.mod@austin.utexas.edu.

Connect with ASMP
Web: https://modernizing.utexas.edu/
Blog: http://sites.utexas.edu/asmp/
Email: asmp@austin.utexas.edu

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Posted in Admin IT, Application Modernization, ASMP 2.0, Workday Tagged with: , , , ,

Next ASMP Town Hall- Dec. 6th

The next Administrative Systems Modernization Program (ASMP) Town Hall meeting will be held on Tuesday, Dec. 6th, from 2:00 PM to 3:30 PM in the AVAYA Auditorium (POB 2.302). The Town Hall will be available via livestream (EID required) and archived on the ASMP website. To submit questions in advance or during the livestream, email asmp@austin.utexas.edu.

ASMP Town Hall

Date: Tuesday, Dec. 6th, 2016

Time: 2:00 PM – 3:30 PM

Location: Avaya Auditorium (POB 2.302)

Livestream Link:  (EID Required) http://mediasite.aces.utexas.edu/UTMediasite/Play/55f7aa7bcf0c43a6a1214daa6b59121d1d

ASMP hosts a Town Hall meeting on a regular basis open to all University employees where we provide news and status updates to help prepare campus for administrative systems change. Led by Associate Vice President Renee Wallace, the Town Hall meetings are also opportunities for our campus colleagues to provide valuable feedback to the program through audience Q&A sessions.

Posted in Application Modernization, ASMP 2.0, Enterprise Data Management, enterprise readiness, HCM/Payroll, Program Updates, Readiness Coordinators, Workday Tagged with: