UVA Team Meeting Notes - FST App

1. Cutover Cycles:  May 23 - Cycle 1, June 29 - Cycle 2
2. Jackie Tucker is the FST Cutover Lead - we'll coordinate with her.

1. Soft Launch - 7/3
2. Launch - 7/5
3. Data Warehouse available on 7/11

1. Activity	7/25 Go-Live	8/1 Go-Live	7/5 Go-live (earliest)	7/11 Go-live (DW live)
   Development completed Sr. Fin Dept Approver - ready by 6/10 5/31 -  May 27 (ambitious target; Litao OOO week of 5/30).	5/27	5/27	5/27	5/27
   Internal Testing (Teresa, Kelli, Crystal) phase 1 - this groups, phase 2 with WD Support Team (Sue will coordinate) Sri/Simon - Integrations (Aarati Sonkusari also?) HCM Team (Kelli, others?)	5/30-6/10 (2 weeks)	5/30-6/10 (2 weeks)	5/27 - 6/3	5/27 - 6/9
   Unit Testing (Project team) phase 1 - this groups, phase 2 with WD Support Team (Sue will coordinate) Sri/Simon - Integrations (Aarati Sonkusari also?) HCM Team (Kelli, others?)	6/13-24 (2 week)	6/13-7/1 (3 weeks)
   E2E (1 week)	6/20-24	6/27-7/1	6/6-10	6/13-17
   Updates from E2E & Usability Testing (1 week)	6/27-7/1	7/4-8
   Extend Promotion (Thurs)	6/30	7/7	6/9	6/16
   Move to Prod (1 weeks)	7/4-8	7/11-15	6/13-17	6/20-24
   Regression Test in Sandbox & update prod (2 weeks) Note: No SBX refresh on 6/25 or 7/2	7/11-22	7/18-29	6/20-7/1	6/27 - 7/8
   Go-Live	Monday, 7/25	Monday, 8/1	7/5	7/11

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

1. Approval by both HCM & FIN (e.g., Syed & Sue for BP Admin)
2. Cross application user based groups will be on both forms

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)

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

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?

1. Based on Role
2. Based on Company

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.

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.

1. Everyone has to approve.

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

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.

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.  

1. We are replacing e-Sharp systems - next up is Oracle Finance and Research UVA.
2. Upgrading HCM Application concurrent with FST development

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

1. Patty is aware due to her role with another RBA app.
2. Angela is receiving questions about training and access requests

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)

1. Sec Admin: Kelli and Crystal
2. FST: Sue Clements & Team

1. Cutover Cycles:  May 23 - Cycle 1, June 29 - Cycle 2
2. Jackie Tucker is the FST Cutover Lead - we'll coordinate with her.