1. Tenant Management
   1. UVA1 and UVA2 are Finance impl tenants
   2. UVA3 development tenant (refreshed 4/22 from UVA2).
      1. Sri will migrate integration to UVA7
      2. Refresh scheduled for Saturday Aug 13^th at 10 am - tenant available at 6 am on the 14^th.  
      3. UVA3 on subscription (no expiration atm)
   3. UVA7 refreshed from prod on 6/25 - used for ResearchUVA app
      1. Will need to be refreshed with R2 (approx 9/10)
      2. annual renewal - expires January 2023
   4. Sandbox Preview - refreshed 7/29
2. Prod Support/Stabilization: FST and HCM
3. RBA Integration Testing
   1. IP:  Development (validations/error handling still in progress)
      1. HCM development - will include FIN after some testing.
   2. Testing
      1. testing should be ready
   3. TBD: Go-Live
4. Adaptive RBA Timeline
   1. In Progress: Design (will be integrated with FST app)
      1. Open Design questions - Vanessa is meeting with team on 8/4
      2. There is currently a new 'Adaptive Planning User Group' - "this user group membership information will be fed to Adaptive for synching user permissions."  The assignment of this user group will feed to Adaptive to assign the individual permissions.
   2. Office Hours Begin
      1. Sri and Simon to develop with coaching from Litao (depends on amount of work/design)
   3. September TBD: Go-Live
5. ResearchUVA Timeline (UVA7)
   1. IP: Design
      1. Diane is leading.
   2. Office Hours: are more needed? (Bo)
      1. Group needs documentation on the tenant progression and promotion - what are the different environments and development/migration path?  What is best practice?  existing documentation?  App Lifecycle documentation.
   3. August TBD: Go-Live
   4. Cutover
      1. Promote to UVA7 on 8/4
      2. Dev currently in UVA7
6. 8/4
   1. Prod Support Issues
      1. When assign Fin rep
      2. CC1008 did not come up for Cost Center Deposit Specialist (but can add other costs centers to this role) - workaround is to add to the user's profile.  Crystal to send screen shots.
      3. People are not putting in the correct information - and Crystal sending back but still not getting the information back.
      4. Kelli & Crystal are identifying additional validations that could be helpful.  Also identifying training and communication.
   2. Finalize workaround for ITSRBA-92
   3. Review ITSRBA-91
   4. Help Desk Tickets. Providing Help Desk with reports
      1. Matt and J to catchup. (involve Teresa and Kelli as needed)
      2. See tickets ITSRBA-144 and ITSRBA-89
   5. Complete prioritization of enhancements
7. 7/28
   1. Prod Support
      1. 90 FST tasks and 2 HCM tasks as of 7/28.  Some duplicate the mass load - so Crystal is reconciling.
      2. Kelli: Position Changes (overview and discussion)
         1. Team to identify options – discussed possibility of a conditional to-do on job change BP directing user to user the RBA form
      3. Matt: ITSRBA-91 - routing updates
      4. Matt: Crystal to send additional routing updates and Leslie to input into TAPP
   2. Prioritize Enhancements and identify High/Med/Low impact.

      • WD University of Virginia

      • Action Item, BPA, Change Management, Data Extract, Decision, Integration , Report, Requirement, Test, Data Conversion Error, Subtask, Test Step, WD Data Load

      • Status: All

      • Assignee: All

   3. What is the process for the teams to submit enhancement or fix?
      1. Interim/Current - send email of change/enter in TAPP.  Identify a group that would review and prioritize Extend (Bo, Simon, or Sri) or BP (Diane, J, Sue's team).  
      2. Consolidate the Wed and Thurs meeting?
      3. Permanent - Salesforce with new queue?

Testing & Cutover Timeline

Post Production

See Cutover Plan: UVA - Move to Production: FST & HCM

1. Training & Communications
   1. Will FST build any RBA training?  (HCM and SIS didn't do any training)
   2. HR created a diagram and web page, SIS, UBI, DIS created web pages
   3. RBA links to the web pages that include the process flow and roles
   4. For FST:
      1. Include a Quick Reference Guide (or job aids)
      2. Documentation/Description of the roles so they know what should be requested
      3. Focus materials on what they are requesting
      4. Do not need training - the above documents should be sufficient
      5. Work with FST Communications/Training team to put on a web site
   5. Next Steps:
      1. Teresa to send links to HR and SIS pages to Sue
      2. Sue to speak with Augie & Bill Ashby for approach confirmation
      3. Christine will give Scott a heads-up
      4. Bill to speak with Scott Adams - and Scott to talk to Communications/Training team to create pages for FST
      5. Identify Communications Roll-out - talk to Brandy (will need interim approach and web pages)
   6. Data Steward Communication
      1. No training needed - need to explain the new framework and reminder of their role as a data stewards.
      2. We will include some data stewards in testing. 
      3. Lisa will draft and review with Sue - perhaps sent by Augie or Bill.
   7.  MBU Approver/Sr. Dept Finance Approver Communication
      1. Need the final list to receive a communication
      2. Christine to draft communication
         1. Need to provide clarity on what they are asked to approve and why they were selected.
         2. Leverage existing communication/documentation that she's worked with
         3. Coordinate with Lisa Emmons
   8. HR App Users
      1. HR Web Site updates (remediated app)
         1. Kelli and Teresa to contact Susanna Fuller about changes (Kelli scheduled call for 6/13)
         2. Significant update to role definition
         3. The new UI steps need to be updated on the Web Site.
      2. HR Data Steward Communication (Susanna Fuller)
2.  Cutover
   1. Can we do a soft launch with a subset
      1. Talk to Augie on Monday 6/6
   2. Interim process before RBA is live - working with FIN help desk.
      1. Monday 6/6 meeting with Teresa, Nicole, Sue, Augie
3. Cutover Planning:
   1. Finance Sec Groups will not be in Prod when we migrate - so the report will need to be updated in prod after the security groups are avail.
   2. Leslie will draft the cutover plan 

Roles Spreadsheet

1. List of roles needs to specify -
   1. Complete: Central/non-central,
   2. Complete Sue data steward, data steward backup (sent on 6/6)
      1. Sue to send list to Lisa Emmons.
   3. Complete: FST training required? 
      1. Will not identify if training is online - it is not relevant to RBA approvals 
      2. Want the training security group to confirm the training is complete (for all training - online and classroom)
   4. In Progress: HSVPN required?
      1. Kelli & Teresa - to confirm the FIN Non Central HSVPN (there are a lot of Non central FIN roles needed HSVPN).
         1. Kelli sent the roles to Teresa - needs to be sent to Jason Belford and Tracy Smith to confirm against current HSVPN list to identify who needs to set it up or receive communication about using it for WD.
         2. Tracy to create a filter for Workday FIN HSVPN.
      2. Sue has drafted - Central roles required HSVPN, and reviewed the non-central roles with central data.
   5. MBU Approver - Sr. Department Finance Approver for each MBU
      1. Kelli provided an initial report from UVA3.   
      2. approver + backup (the majority of MBUs do not have an assignment)
      3. Kelli created additional groups and assigned them for those that have assignment - this will help with testing.
   6. Identify a 'Safety-net' group - in case it doesn't find a match - so it doesn't go unassigned.
      1. Assume Sue and Josh Breeden for FIN (it is Syed for HCM)

1. FIN Draft on the Teams site - ready for Matt to create the groups and update the BP
2. Timeline
   1. 6/10: Matt to complete HCM Report & confirm FIN Report (target is 6/10 - priority is BP)
   2. 6/10: Kelli to update role names with _C and _NC naming convention
   3. 6/8: Final Spreadsheet available (need Data Stewards & backups)
      1. We have what we need
      2. Expect to have additions.
      3. TAPP Ticket to update requests: Unable to locate Jira server for this macro. It may be due to Application Link configuration.  
   4. 6/13: Ready for Unit Test

Testing Plan

1. Internal Testing (DEV environment)
   1. FST: Teresa, Kelli, Crystal, Sue, Nicole
   2. HCM: Teresa, Kelli
2. Unit Test Scenarios
   1. Teresa: Review HR Unit Test Scenarios & draft FIN scenarios
   2. FST Unit Test Scenarios have been loaded to TAPP.  See UVA TAPP Workflow - Testing for accessing, testing, and passing scenarios in TAPP.
3. Unit Testing (2 weeks)
   1. Phase 1: Project Team Testing
      1. Sue, Steve, Nicole, Christine, Kelli, Teresa, Crystal
      2. Anyone else from HR (HR Remediation) - Amanda, Travis, Tim, Syed
   2. phase 2
      1. with WD Support Team: Sue Clements, Josh Breeden, Jonathan Agop, Tommye Arnold, Lisa Atkins, Mandy Eames, Nancy Honeywell, Thomas Schneeberger, Rylee Wiley
   3. Integration Testing
      1. Sri, Simon
      2. HCM: Venkat
      3. (Aarati Sonkusari also?)
      4. Kelli, Crystal
   4. Note: Data is UVA3
   5. Logistics:
      1. Book hour-long testing sessions.
      2. Need to know who will test so can stage test data
      3. Will provide a demo
4. End to End Testing (1 week)
   1. Data Stewards
      1. OSP (Urmila Bajaj, Michael Priddy) - they are requesting information about security requests
      2. Procurement/Spend: Sue to ID
      3. Sue will identify based on list of data stewards
   2. Sr. Finance Departmental Approvers - Sue and Nicole to identify a few (Blake, Kirby)
   3. Training Group - Patty Marbury is training lead
   4. Scott Adams - FIN IT (Admin Services)
   5. ITS Help Desk
   6. Finance: Andrew Sallans, Joey Carls
   7. for anything related to access to Huron/Research UVA, Vonda Durrer and/or Shenika Knox would be good to contact

Design

1. Routing to Sr. Finance Department Approver:
   1. Pull Sr. Department Finance Approver at MBU level and the people assigned to it.
      1. Some MBUs do not have a Sr. Finance Departmental Approver - so the FIN teams need to assign one to work for RBA. (Sue Clements is our contact for identifying this)
   2. Create the 57 role-based unconstrained user groups (maintaining 1 role - but it is assigned to multiple security groups - testing needed to confirm)
      1. We will have 57 new roles with an RBA approver and backup for each.  Will start with current MBU approvers where exists.
   3. Cost Center & CC Hierarchy name - look up Level 4 MBU.  Build a condition rule for 'RS-'
   4. Will we need a boomerang integration to keep it populated?
   5. Considerations:
      1. Stability of MBUs and volatility of Cost Centers
      2. Maintenance of 57 MBUs vs. 900+ Cost Centers
2. Design:
   1. Finance has agreed that they will have Data Stewards and Sr. Dept Fin approvers approve the distributed roles (e.g., P2P)
   2. The RBA org-type and selection of the org, will meet these requirements:
      1. 
      2. 

1. 1. Teresa is reviewing the below slides with Augie on Monday: 
      1. 

Meeting Notes

1. 6/9
   1. Creation of Security Request Events Report (we have for UBI and DIS)
   2. Status of Development
   3. TAPP Organization
2.  6/2:
   1. Test Planning (above)
      1. Who would they like testing (Data Stewards and Sr. Dept Finance Approvers and requestors),
      2. Do we want to stage test cases for E2E testing?
      3. Verify the key testers are Nicole, Sue, Crystal
      4. Teresa, Nicole, and Sue will develop the test cases
   2. Do we need training for RBA for Financial users and if so who will develop the training?
3.  5/26
   1. Routing to Senior Finance Department Approver 
4.  Decisions:
   1. Where will we request access to Oracle Financials (view only)? Vanessa to coordinate with Steering Committee.
      1. Which WD roles also require Oracle Financials.
      2. Development effort.  Assume this is post go-live?
      3. What are other options?  (Salesforce/HCM and ServiceNow/ITS)
      4. Example: PSCS orders new buyer who needs to see legacy POs - they may need Oracle access.
         1. These are exceptions - and only central Finance/Procurement person would need Oracle Finance access.
      5. Options:
         1. Keep the e-Sharp Oracle Financials in e-Sharp for a specific period of time (month or so).  The e-Sharp roles would change to view-only.
         2. ServiceNow Request generic RBA request.
         3. Salesforce Ticket (no routing
   2. Cross application user based groups (HCM & FIN) -
      1. Approval by both HCM & FIN (e.g., Syed & Sue for BP Admin)
      2. Cross application user based groups will be on both forms
5. 5/24
   1. Security Group Spreadsheet with: 
      1. Data Steward Approval Group
      2. Training requirements - including whether training is in person or online
         1. Does someone validate training if in person or online?  Or can they attest?
         2. There are 57 roles that don't require training
      3. Central vs. Non-Central roles (Kelli has modified a few names on Sec Group and Role - "_CFIN" and "_NCFIN" for FST and HR)
   2. Review Cost Center Approver design
6.  5/12
   1. Check-in on list of roles 
      1. Crystal emailed feedback
      2. Can we have roles that are in both Apps?  Costing Allocation and Payroll-related roles - Paul is the Data Steward for both.  Can the 2 roles be in both apps?
         1. Technically possible and would need to maintain the bps.
      3. See enhancement list: Create groupings for roles (central vs. non-central).
      4. List of roles needs to specify -
         1. Central/non-central,
         2. data steward, data steward backup,
         3. training required? If so, is it online?
            1. Want the training security group to confirm the training is complete (for all training - online and classroom)
         4. HSVPN required?
         5. Company-specific (Academic vs. others; default is Academic)
         6. MBU Approver - Sr. Department Finance Approver for each MBU.
         7. Identify a 'Safety-net' group - in case it doesn't find a match - so it doesn't go unassigned.
         8. Draft on the Teams site
      5. Routing Rules
         1. worker's Manager
         2. Non-central roles route to Senior Finance Department Approver
   2. Cutover
      1. Need it on July 5th.
      2. Contingency is to enter a Salesforce ticket.
      3. Need more discussion for hypercare - confusion?  where are we directing end users during go-live?
   3. Routing Rules
      1. Based on Role
      2. Based on Company
7.  5/5
   1. Vanessa sent Data Steward Assignment Request (expected 5/12)
      1. Receiving feedback on those who are no longer data stewards.
      2. Vanessa will check in with Nicole next week when she is back.  
      3. Sue can also assist.
   2. Check-in on List of Roles (expected 5/12)
      1. UVA Security Groups for HCM RBA
      2. UVA Security Groups for FIN RBA
      3. Riley, Kevin, Sue are working on the list.
         1. Kelli prefers all roles (central and External) go through RBA, and Sue agrees. Should confirm with Augie.  
         2. Vanessa to confirm with Teresa, Steering Committee, etc.
      4. This requires the enhancements are implemented - for both User and Role based groups.
   3. Question: What is approval process? Will it be consolidated approvals for multiple roles on the request.
      1. Everyone has to approve.
   4. Testing Plan
      1. Unit Testing - this group
         1. phase 1 - this groups, phase 2 with WD Support Team (Sue will coordinate)
         2. Sri/Simon - Integrations (Aarati Sonkusari also?)
      2. E2E Testing
         1. Brian & Support Team
      3. Usability Testing -
         1. Data Stewards
            1. OSP (Urmila Bajaj, Michael Priddy) - they are requesting information about security requests
            2. Procurement/Spend: Sue to ID
            3. Sue will identify based on list of data stewards
         2. Sr. Finance Departmental Approvers - Sue and Nicole to identify a few (Blake, Kirby)
         3. Training Group - Patty Marbury is training lead
         4. Scott Adams - FIN IT (Admin Services)
         5. Finance: Andrew Sallans, Joey Carls
         6. for anything related to access to Huron/Research UVA, Vonda Durrer and/or Shenika Knox would be good to contact
   5. Cutover plan
      1. When does FST team want to start using RBA for security requests?
      2. Will RBA be used during first 30-day/stabilization
      3. Ideally - want them to use RBA ASAP (and not have an interim procedure)
      4. What about urgent requests for existing users?  Send email to AskFinance for triage, if a role changes/additions required then use RBA. 
      5. RBA is for new users on go-live.
      6. Vanessa/ITS is working on new Support process.  Identify a clear path for everyone during Hypercare and long-term.
8.  4/28

   1. Litao to walk through HCM process map 

      1. Nicole: Identify list of Roles:
         1. Current List on UVA Teams (Vanessa has link).  Nicole to review and update.
         2. Who is the Data steward?

         3. Nicole to look and identify those roles that require training.

         4. Kelli will work with Nicole and others to identify the HSVPN requirement (don’t anticipate many).

         5. Expected 5/12

      2. Litao can use the following:

         1. IT Project & Software Development Team (example of a user-based group we would want to allow in RBA)
         2. Finance Payroll Information Viewer (role-based enabled on both company and cost center)
         3. Finance Reporting Viewer (role-based enabled for many org types: business unit, company, cost center, fund, gift, grant, program, project, spend, account certification).  Crystal to confirm whether all org types are always needed (or a subset).
         4. Grant Financial Analyst (role-based enabled on grant)
         5. Procurement Data Entry Specialist (role-based enabled on company)
         6. Payroll Costing Specialist (role-based enabled on cost center, company, pay group)
      3. Notes:
         1. Needs to be clear where Payroll roles are requested - HCM or FIN app?  Which are the Payroll-related roles to be requested for each application?
         2. What about a request for someone that has both HR and FIN roles.  Should it be the same app (for end user experience).
         3. Discussion on whether Add and Remove are on a single request - or if the are broken apart (and impact on user experience).  Discussion 
         4. Approval based on: Company, Cost Center/CC Hierarchy, Organization, Role (e.g., central), 
         5. Scenarios:
            1. Central Role requests - e.g., Only a central employee can be assigned a Buyer.  
   2. UVA Team should have TAPP access
9.  4/21
   1. Team Introductions
   2. Project Overview
      1. We are replacing e-Sharp systems - next up is Oracle Finance and Research UVA.
      2. Upgrading HCM Application concurrent with FST development
   3. Approval Authority for Payroll Cost Center Manager and Payroll Manager roles?
      1. Finance Approver Data Steward stays with HCM (no change)
      2. Payroll Cost Center Manager will replace current Labor Distribution Scheduler (Paul Grisdale).  Paul is currently the Data Steward for LD Scheduler - but need to confirm who is the replacement Data Steward.  Does it remain with Paul?  
         1. Sue and Christine will talk with Josh next week to identify
   4.  Is Patty/Training Lead involved?  Is Angela Knobloch/Change Lead involved?
      1. Patty is aware due to her role with another RBA app.
      2. Angela is receiving questions about training and access requests
   5. 3/31 Kick-off Next Steps:
      1. Who are the Data Stewards for Finance? (Expense, AP, AR, Procurement, GL, Grants)
         1. Kelli and Crystal are identifying which WD FIN roles require HSVPN.  
         2. Nicole will identify the person responsible for identifying which roles require training.
         3. Nicole and Lisa Emmonds will identify the data stewards.
      2. Support Model (help desk)
      3. Establish web site (to help make request - role descriptions and VPN and training requirements)
   6. Testers:
      1. Sec Admin: Kelli and Crystal
      2. FST: Sue Clements & Team
   7. Leslie to request TAPP Access for team
   8. Test Data - Kelli will send Litao some sample roles for unit testing/development
   9. FST Cutover
      1. Cutover Cycles:  May 23 - Cycle 1, June 29 - Cycle 2
      2. Jackie Tucker is the FST Cutover Lead - we'll coordinate with her.