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Appendix 3
[RESERVED]
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Appendix 4
Workday Adaptive Planning Service Deployment
Project Methodology and Scope
Project Approach
1. Workday Project Team Roles
Workday’s key Project team roles and responsibilities for the Project described in this SOW are described below.
The extent of each Workday team member's involvement shall vary by task as defined in the Project Plan agreed
by the Engagement Manager and Customer Project Manager for this Project promptly after the SOW Effective Date.
Workday shall notify Customer of any change to Workday personnel assigned to the Project that may be necessary
from time to time.
Project Director
Workday’s Project Director (Project Director, Managing Partner) leads the program management of the Workday-
owned deployment as defined in this SOW and provides direction to Workday deployment team(s) for critical
deliverables, milestones, issues, and project risks. The Project Director participates on the Steering Committee
and may also assist in managing executive stakeholder engagement for multi-functional (e.g., HCM, Financials)
projects.
Engagement Manager
Workday’s Engagement Manager manages the overall Project and is responsible for working directly with the
Customer Project Manager. The Engagement Manager helps guide the Project as it relates to Workday project
management techniques, the use of Workday tools and templates, interaction with the Workday operations team,
and leveraging Workday’s deployment methodology for the Workday Adaptive Planning Service. The Engagement
Manager staffs the Project with resources responsible for the activities and directs these activities based on a
mutually agreed upon Project Plan associated with this SOW. The Engagement Manager is responsible for
resolving Project-related issues that may be outside the direct control of the Project team (e.g., coordinating the
resolution of issues with the Workday development team). The Engagement Manager provides overall Project
status to key members of Workday’s Professional Services management team and Customer through the
participation on weekly Project status meetings and monthly steering committee meetings.
Delivery Assurance Consultant(s)
Delivery Assurance Consultant (Delivery assurance Consultant, Delivery Assurance Manager) conducts product
configuration reviews at major project milestones (aka checkpoints).
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Workday Consultant(s)
Workday Consultants are assigned to the Project based on scope and complexity of the Project. Consultants’ roles
may include Workday Adaptive Planning solutions architect, data management specialist, integration consultant
and training consultant. Consultants complete hands-on functional and technical Project activities and provide
guidance to Customer. Throughout the Project, Consultants lead workshops to assist Customer in understanding
and utilizing the features and functions of both the Workday Adaptive Planning Service and getting the most out of
the Professional Services supporting the Project. Consultants work directly with Customer’s Project team to design
business processes; gather functional, integration, and reporting requirements; and map Customer's Professional
Services Data to the Workday Adaptive Planning Service. Consultants configure the Workday Adaptive Planning
Service according to Customer requirements as set forth in this SOW, build any custom or packaged Integrations
that are included in the scope of this SOW, and provide support for the configuration and testing of Configured
Integrations. Consultants also provide guidance during testing and data management activities as stipulated in this
Appendix 4. Data management specialist Consultants focus on the configuration of Customer’s Professional
Services Data into the Workday Adaptive Planning Service based on the configuration and mapping done by
Consultants and Customer’s Business Analysts. Data management specialist Consultants work with Customer's
Business Analysts to resolve data-related issues and guide Customer in the preparation of the data for use within
Customer's Workday Adaptive Planning Instance. A Workday Adaptive Planning Consultant (Solutions architect) is
a product specialist responsible for providing functional and technical expertise to Customer during the
Project. Core responsibilities for these Consultants include recommending solutions to address complex Customer
requirements, designing cross-application solutions, and providing guidance on the product roadmap. A Workday
Adaptive Planning solutions architect manages escalations of deployment and product issues and interfacing with
Workday Product Management and Development. A Workday Adaptive Planning solutions architect participates in
design sessions and advises on test strategies and deploys activities as agreed upon by the combined Workday-
Customer Project team. Training consultants assist Customer in development of End User training materials and
delivers train-the-trainer training to Customer’s own training resources.
2. Customer Project Team Roles
Customer's key Project team roles and responsibilities for the Project are described below.
Executive Sponsor/Steering Committee
Customer's Executive Sponsor/Steering Committee is responsible for championing the Project with Customer's
organization, ensuring that all appropriate Customer resources are timely available for the Project, working with the
Customer Project Manager to resolve escalated issues in a timely manner, and signing off on key Workday
deliverables throughout the Project. The Executive Sponsor must be an active and visible resource for the Project
and is expected to participate in regularly scheduled Steering Committee meetings to ensure the Project is meeting
the goals/objectives within the timeframes mutually agreed with Workday at the beginning of the Project.
Customer Project Manager(s)
Customer’s Project Manager is responsible for managing the Project to completion on Customer’s behalf. The
Customer Project Manager performs a variety of tasks including (1) co-developing, managing and maintaining the
Project Plan with the Workday Engagement Manager; (2) managing the issue and key decision log; (3) working
with the Workday Engagement Manager to set mutually agreed deadlines and evaluate milestones; (4) assigning
responsibilities to Customer resources; and (5) delivering status reports to Customer’s upper management on a
regular basis. The Customer Project Manager also escalates issues that may impact the go-live date to the Steering
Committee.
Change Manager(s)
Customer's Change Manager is responsible for facilitating change and end user adoption of the Workday Adaptive
Planning Service within Customer’s user community through communication and training. The Change Manager
shall be responsible for enterprise-wide communication about the Project, developing training strategies and plans,
and ensuring that Customer's users are ready and willing to adopt the Workday Adaptive Planning Service upon
deployment.
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Customer Test Lead
Customer’s Test Lead is responsible for establishing tools for storage, tracking execution of testing scenarios,
enabling routing to Workday Consultants, and establishing all management reports to track testing execution and
analyze quality. The Customer Test Lead shall develop the test strategy and resource plan during the Initiate stage
of the Project. The Customer Test Lead must complete all specific Workday training associated with the role. In
collaboration with Customer Project Manager, the Customer Test Lead shall establish criteria for success.
Business Analysts
Customer's Business Analysts are responsible for identifying data to be utilized, cleansing data, validating the data
management design, testing the business processes and configuration in the Workday Adaptive Planning Service,
and developing Customer-specific training and documentation. They are also responsible for providing functional
knowledge and expertise on Customer requirements such as business processes, data management,
organizations, and system configurations. They also shall escalate any issues to the Customer Project Manager
that may impact the go-live date. Customer’s Business Analysts complete self-paced training via the Learning
Management System (LMS) for the Workday Adaptive Planning Service and participate in meetings and working
sessions as required.
Technical Analysts
Customer's Technical Analysts are responsible for providing technical knowledge and expertise related to
Customer's integration and data management requirements associated with Customer's use of the Workday
Adaptive Planning Service. Technical Analysts extract data from Customer's current systems, test any integrations
with the Workday Adaptive Planning Service, and ensure Customer’s environment can support the integrations.
Service Administrator(s)
Customer's Service Administrators are the people responsible for the Workday Adaptive Planning Service in
production, providing “Tier 1” support to Customer’s organization and serving as Customer's point-of-contact with
Workday for technical support. The Service Administrator role is typically distributed across the following distinct
responsibilities:
Security Administrator — Customer's Security Administrator for the Workday Adaptive Planning Service is
responsible within Customer's organization for the security configuration of the Workday Adaptive Planning Service.
Personnel filling the role must satisfactorily complete training to learn the overall security capabilities and
functionality of the Workday Adaptive Planning Service. Customer's Project team members acting as Security
Administrators shall be responsible for managing the creation, maintenance, and editing of on-going system roles
utilized by Customer. The Security Administrator shall also be responsible for determining what roles employees
shall be granted as Users of the Workday Adaptive Planning Service, performing periodic audits to ensure Users’
access and permissions are regularly reviewed, and providing guidance on system security capabilities.
Business Process Administrator — Customer's Business Process Administrator for the Workday Adaptive
Planning Service is responsible for creating, maintaining, and managing Customer’s business processes as defined
in the Workday Adaptive Planning Service. The business process steps, roles assigned, and organizations
assigned to each process are monitored and maintained by team members filling this role. The Business Process
Administrator shall also serve as a “super user” and can assist other Customer users of the Workday Adaptive
Planning Service in resolving issues involving the business process steps.
Workday Adaptive Planning Administrator — Customer's Workday Adaptive Planning Administrator for the
Workday Adaptive Planning Service has a superior level of access to all plans and all Customer organizations
participating in Customer’s planning and modeling process. Personnel in this role are responsible for creating all
baseline plans that are in alignment with Customer’s business goals and strategic priorities. This role also
establishes Customer’s rules and policies applicable to all plans. Throughout the planning process supported by
the Workday Adaptive Planning Service, the Workday Adaptive Planning Administrator serves as a "Super user" of
the Workday Adaptive Planning Service and assists other participants and organizations involved in the planning
process and helps them reach their planning goals.
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3. Methodology
Workday’s deployment methodology for the Workday Adaptive Planning Service consists of three Project stages:
Initiate, Model/Validate, and Deploy. This Section describes the Workday deliverables created in each Project
stage. The time required for Workday to complete these deliverables is based on the Project Scope for this SOW
described below. Any changes to the Project Scope may impact the time required to complete the Project and thus
the total estimated Professional Services Fees.
Customer and Workday should use a File Transfer Server to share Professional Services Data for the Project.
The estimated duration and estimated completion dates of each Project stage is listed below, pending timely
execution of this SOW and availability of resources and training:
Post-Production
Project Stage Initiate Model/Validate Deploy Support
Financial Planning Pkg.
Estimated Duration 2 Weeks 10 Weeks 4 Weeks 2 Weeks
Duration. The estimated duration of this Project is 18 calendar weeks from the Project Kickoff including 2 weeks
remote post-production support. Any additional Professional Services that are required or requested that result in
the extension of the Project’s timeline shall be subject to a Change Order and the Change Order Process described
in this SOW.
If this Project is delayed more than four weeks from the timeline agreed to during the Project Kickoff due to
Customer’s failure to provide the requested Professional Services Data, or provide reviews, clarifications and
confirmation of completion of deliverables, Workday may close out the Project and send a final invoice to Customer.
On-Site/Remote Events and Activity. Under typical circumstances, Workday would deliver all Professional
Services remotely except as outlined below. Due to current events, Workday will perform all Professional Services
remotely except for specific and agreed activities. The parties will plan and agree upon the timing for any
Professional Services performed onsite. Additional fees shall apply if Customer requires on-site visits to perform
Professional Services or training sessions not expressly stated herein.
Event/Activity Workday FTE Duration (in Days) Location
Requirements Analysis Workshop Up to 3 FTE 2 Consecutive Days Remote
Admin and User/Train the Trainer
Training Up to 1 FTE 1 day Remote
The agenda for each on-site event shall be mutually agreed by the Project team prior to the event.
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Initiate Stage
The objectives of the Initiate stage are to further define the overall Project scope and to develop the procedures
and mechanisms required to plan and control the Project, based on the baseline Project scope parameters set forth
below.
This stage includes the joint development of a Project Plan which sets the overall direction and approach for
managing the Project and includes a detailed description of the overall Project scope, identifies participants in each
party’s Project team and their roles and responsibilities, and establishes the communication plan that shall be used
throughout the Project.
Workday Responsibilities.
e Provide guidance while Customer completes the Project Data Requirements Document.
e Schedule a Project Kickoff call upon Customer's completion of the following training courses and receipt of
the Project Data Requirements Document:
e Start Your Training Journey Here
e Introduction to Modeling
e Operational Modeling
Prepare for and lead the Project Kickoff call. The agenda shall include:
- Validate Project objectives and scope;
- Review current and planned future approach to Customer business processes;
- Review design considerations;
- Review Customer data;
- Validate Customer Project core team resource requirements;
Coordinate resources and alignment (e.g. set weekly meetings, confirm Project reporting process, etc.).
Workday shall schedule and perform the Architect workshops to gather Customers’ requirements. During the
workshops, Workday shall document the design decisions, requirements, risks and issues.
During the Initiate stage, Workday shall provision Customer’s Workday Adaptive Planning Instance to use to
upload the Professional Services Data files, build, model and validate the solution.
e The Workday Engagement Manager performs Project management activities, including developing the
Project Plan and all the project documentation for Customer to review and approve.
Customer Responsibilities.
e Assign core team members.
e Prepare for and help lead the Project Kickoff call, as described in Workday Responsibilities above. This
Project Kickoff call and presentation is a joint effort between the Workday Engagement Manager and
Customer Project Manager.
e Prior to the Project Kickoff, complete the following training paths in the Learning Management System (LMS):
e Start Your Training Journey Here
e Introduction to Modeling
e Operational Modeling
e Complete the Project Data Requirements Document.
e Login to Customer's Workday Adaptive Planning Instance to validate access to the Workday Adaptive
Planning Service.
e Provide access to Professional Services Data and Workday Adaptive Planning Instance to the Workday
consultants as requested.
e Ensure attendance of Customer’s core team in the Project Kickoff meeting.
e Provide Professional Services Data for the initial imports in the formation defined by Workday.
e Review and sign off on the Project Plan.
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Workday’s Professional Services Deliverables.
Project Kickoff.
Project Plan.
Project Charter.
Workday Adaptive Planning Instance Management Plan.
e Architect Documents.
Initiate Stage Completion Criteria.
e Customer has reviewed and signed off on the deliverables.
Initiate Stage Assumptions.
1. Customer shall assign an experienced Customer Project Manager to manage Customer's roles and
activities for this Project.
2. Customer shall assign an Executive Sponsor to participate in Steering Committee meetings and be
available to resolve issues impacting the success of the Project.
3. Customer shall have knowledge of, or provide documentation that reflects, its existing business processes.
4. Customer shall complete the specified training.
5. Workday and Customer shall work together to prioritize each business process, functionality, data
elements, and reports to be included in the design and shall mutually agree in writing upon the full Project
Scope, with consideration given to timeline and budget.
Model/Validate Stage
The Model and Validate stage of the Project focuses on building the solution with best practices by utilizing the
experience and lessons learned from prior deployments. Workday works closely with Customer in a collaborative
and iterative fashion, relying on frequent touchpoints to confirm requirements, review build, share feedback and test
results. The goal is to provide Customer with a solution that accounts for accuracy, performance, maintenance and
positive End User experience.
Workday’s Responsibilities.
e Lead Customer Confirmation Sessions to design and configure the Workday Adaptive Planning Service in
accordance with the Project Plan.
Build, model and validate the solution with Customer.
Review current processes and provide best practice guidance where appropriate.
Support all testing activities.
Plan and develop the Go-Live Readiness strategy.
Support Customer with End User training plan.
Customer’s Responsibilities.
e Participate in Customer Confirmation Sessions to provide input into the requirements;
e Validate each component of the solution as it is delivered by Workday as part of the Professional Services
including all data imports;
Develop test strategy, plan and scenarios for user acceptance testing (“UAT”) and end-to-end testing (“E2E’).
Provide a consolidated list of required adjustments at the conclusion of UAT.
Prepare End User training (as needed), with support from Workday Consultants.
e
e
e
e Ensure availability of resources to participate in all testing activities.
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Workday’s Professional Services Deliverables.
Customer Confirmation Session presentation.
Update Architect Documents as needed.
Customer Service Instance ready for UAT.
Go-Live Readiness Plan and Checklist.
Model/Validate Completion Criteria.
e Review, acknowledge and agree on all Deliverables.
e Testing adjustments completed.
e Training activities completed.
Model/Validate Stage Assumptions.
General
1. Through Customer Confirmation Sessions, Workday and Customer shall mutually agree and document
Workday Adaptive Planning configuration elements and reporting requirements in a design document.
These configurations and reports shall be configured in the system based on the design decisions. Any
requested deviation from the designs may impact the Project cost and timeline.
2. Both Customer and Workday Project teams shall review all testing adjustments and mutually agree on
those that are within the scope of the Project Plan.
3. Customer intends to standardize business processes, business practice, reports, and business policy
across the enterprise, where possible.
4. Knowledge transfer in connection with the Workday Adaptive Planning Service shall occur throughout the
Project, with focus on the configuration review workshop, detailed discussions, and other reviews as
identified by the Project team.
Configuration
1. Configuration activities shall primarily be completed off site by the Workday resources.
2. Customer business analysts shall complete unit tests before confirming “go ahead” recommendation for
moving into the next testing cycle.
3. Workday and Customer shall document all outstanding items as part of the issues log, which shall be
maintained through the completion of the Project.
Data Management
1. Workday shall provide templates with appropriate descriptions and directions for budget and forecast
conversion.
Customer is responsible for providing any Professional Services Data from their legacy systems.
3. For existing Workday Customers, Customer is responsible for providing Professional Services Data not
included in the Workday Data Management scope from Customer’s Workday Tenant.
Customer is responsible for ensuring Professional Service Data is cleansed.
Customer is responsible for populating the supplied Deployment Data Gathering Workbooks in the
prescribed format.
6. Once all Professional Services Data is loaded and becomes Customer Data within the Workday Adaptive
Planning Service, Customer is responsible for verifying the accuracy of the Customer Data and providing
corrected data.
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Testing
1. Workday shall provide standard test scenarios to Customer to be used as a foundation; however, Customer
shall need to create detailed test scenarios/cases based on Customer’s user requirements and system
configuration.
2. Customer is responsible for completing all testing activities.
3. Knowledge transfer to Customer for the Workday Adaptive Planning Service shall occur during all testing
activities.
Deploy Stage
Once Customer has met all of the exit criteria for the Model/Validate stage, Customer is ready to move on to the
Deploy stage, where Customer shall go live on the Workday Adaptive Planning Service in Customer’s Production
Instance using all of the features and integrations configured and tested during the previous stage.
The Deploy stage centers on Customer Adoption, with the goal of setting up Customer to successfully take
ownership of the solution and realize value in Customer’s first Go-Live scenario in Customer’s Production Instance.
Workday shall move to more of a support role while helping Customer with End User training and Go-Live
assistance.
Workday Responsibilities.
Support Customer during End-User Training.
Prepare and execute Go-Live Readiness Plan and Checklist.
Prepare and obtain Customer approval for Go-Live Checklist and Authorization Form.
Complete Production Instance activities.
Provide production support.
Project close.
Customer Responsibilities.
e Finalize and deliver the training documentation in the standard format.
e Review and execute Go-Live Readiness Plan and Checklist.
e Review and approve Go-Live Checklist and Authorization Form.
Workday’s Professional Services Deliverables.
Workday Adaptive Planning Service deployed for Go-Live and ready to be used in production.
Go-Live Readiness Plan and Checklist.
Go-Live Checklist and Authorization Form
Complete Production Instance activities.
Deploy Completion Criteria.
e Customer has reviewed and signed off on Go-Live Checklist and Authorization Form.
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Deploy Stage Assumptions.
1. Customer shall restrict non-essential transactions and configuration changes in the system(s) which
Customer is converting to the Workday Adaptive Planning Service during a pre-defined period of time
identified in the Project Plan to minimize the impact to the move to production and post-production data
processing.
2. Customer shall have support team in place once the Project goes live.
Workday’s knowledge transfer of system usage and administration to Customer is complete and
Customer’s internal support team for Customer's Workday Adaptive Planning Service users is operating
independently with minimal, part-time support of Workday Consultants.
4. Customer shall make any changes to the Workday Adaptive Planning Service in production with support
from Workday Consultants.
4, General Project Assumptions and Risks
The fees and timeline for this Project are based on the General Project Assumptions stated below. If any of these
assumptions are not met, or those stated as Assumptions for a Project Stage above, Workday may (i) advise
Customer in writing that the failure to meet the assumptions has put the Project Scope and/or timeline in jeopardy;
(ii) use reasonable efforts to mitigate delays and additional costs or fees; and/or (iii) increase its fees through a
Change Order to reflect the additional Professional Services required as a result of Customer’s failure to meet the
identified assumptions.
1.
10.
11.
Project shall not exceed scope agreed by the parties for this SOW except pursuant to a written, executed
Change Order. Any services, activities, product features, functionality, integrations, or configurations that
are not described in Appendix 3 or Appendix 4 are considered to be not in scope.
Customer shall provide adequate workspace and network connections when Professional Services are
performed onsite.
Customer shall reimburse Workday for all Project related T&E according to Workday’s T&E policy, unless
otherwise expressly agreed in the PSA.
Workday’s intent is to limit T&E. Customer should budget an additional 10-12% of the total deployment
costs for T&E, unless Customer desires additional onsite Professional Services. The parties shall work
together to manage any T&E to stay within the budget.
Customer shall make good faith efforts and take reasonable actions necessary to meet all dates set forth
in the Project Plan.
Customer shall be responsible for all end-user training on the use of the Workday Adaptive Planning
Service.
Customer is responsible for the timely coordination of internal resources necessary to perform all
Customer obligations, including conducting all required workshops. If Customer’s responsibilities
hereunder are delayed for any reason, Customer understands that Workday’s ability to staff the Project,
to complete the Project within the estimated number of hours, and to meet date commitments, if
applicable, could be at risk.
Customer shall actively participate in all design workshops required for Workday to obtain any functional
design decisions and technical integration specifications necessary to configure the Workday Adaptive
Planning Service.
Customer's Change Management resources shall inform, educate and train Customer employees about
the Workday Adaptive Planning Service features.
Customer's IT organization is responsible for workstation compliance to Workday’s minimum technical
requirements, as provided by Workday.
One Workday Adaptive Planning Instance is included in the scope of this SOW.
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