BUSINESS PROCESS/FINANCE SYSTEMS CHANGE MANAGER

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The UW Finance Transformation Program (UWFT) is a $270M initiative to replace the University’s financial systems with an integrated system to manage the full suite of financial transactions and reporting needs in the UW system – to include academic, administrative, and healthcare. UWFT will fundamentally change the processes and tools that the University employs to track, spend, collect, manage, and report University finances in excess of $7B in annual revenues, resulting in more timely and actionable information for leadership. Among the UW’s highest administrative priorities, this multi-year initiative is one of the largest finance system projects in Washington State and the outcome of the program will be highly visible at all levels of the University and the state.

The UW Finance Transformation Program has an excellent opportunity for a Business Process/Finance Systems Change Manager! This recruitment is open to University of Washington employees only.

This position is dually responsible for leading the design of the end-to-end business process in Customer Requisition to Pay, by ensuring that the full business process (inside and outside of Workday) is optimally designed to meet the business need and leading functional team engagement in system remediation and integration support efforts. The Business Process Manager will report to the Design Manager. This position will also work closely with the team responsible for establishing the post go-live operating model structure to ensure end-to-end business processes are well understood and mapped to meet the business need. The Business Process Manager will develop the future state end-to-end business processes and drive transformation in the assigned process area.

This position will principally be responsible for the following key elements for Customer Requisition to Pay:  1) Provide key inputs to develop future state enabled process flows that are fully tested and validated, 2) Refine the Operating Model based on Workday Design, 3) Lead the process transformation teams, which are comprised of stakeholders and end users who will partner with the program to provide input and requirements, 4) Coordinate and participate in end user readiness activities, to include user acceptance testing (UAT), training, aligning with and providing inputs to change management team/process, and knowledge transfer activities and, 5) configuration of Workday business processes and core configuration to meet business requirements. Further, this position will cultivate effective relationships with departmental leaders across the university and the medical centers, working with users to ensure optimal end-to-end business process design.

Finance Systems Change Manager will support technical deliverables across the UWFT workstreams and will play a key part in ensuring consistent standards and functional design solutions and strategies are applied by analysts. This position will review, assist in development and strategize content related to technical requirements, specifications and data/system architecture diagrams. This position will be a liaison between the business and technical transformation workstreams assisting in the solution design of business rules or requirements. The Systems Change Manager will also produce materials and consult with units across the academic and clinical enterprise as they participate in technical development activities.

This position will be responsible for developing the Future State end-to-end business process for Customer Requisition to Pay. The UW is a large and complex organization and as a result Customer Requisition to Pay is currently executed in a variety of different ways in the current state. The successful applicant will need to streamline and drive standardized and simplified processes, policies and consolidation of resources across a very diverse and historically relatively autonomous stakeholder base. The Customer Requisition to Pay Manager role involves collaboration with a diverse group of stakeholders to drive timely decisions and deliverable development. The role will require the ability to build relationships based on support, trust, consistency, and proven competence.

This position will also be responsible for facilitating and coordinating the functional team role in the system design support model.  This effort involves supporting system owners of hundreds of impacted systems as they analyze solutions to remediation and integration design.

RESPONSIBILITIES:

Functional and Technical Leadership and Design

• Manage end-to-end business process design development to ensure that future state Customer Requisition to Pay flows meet the transformation goals of the UWFT program, and the business needs of the UW/UW Medicine
• Responsible for optimal configuration of Workday business processes and core configuration items, requiring understanding of Workday underlying configuration structure
• Collaborate closely with Shared Services Delivery team, confirming that future state business processes are optimally configured in Workday and operational in the future state, local, regional and enterprise shared service hubs
• Provide inputs to the Customer Requisition to Pay operating model based on Workday Design, ensuring structure remains consistent with how processes will be executed in a Workday enabled environment
• Facilitate design, creation, and implementation of future state policies and guidelines according to the agreed upon future process, ensuring that policies are updated and translated into the end-to-end business process and the operating model framework
• Lead business teams comprised of stakeholders and end users who will partner with the program teams to provide input on requirements and design/implementation decisions relative to Customer Requisition to Pay (e.g> via Process Transformation Teams, Advisory Groups or Teams, etc.)
• Coordinate and participate in developing training/change management content/materials that will be utilized by the Organizational Change Management (OCM) team to support end user adoption; support UAT activities and knowledge transfer to end users and transactional specialists in the post go-live support model
• Coordinate and participate in developing and executing end-to-end testing within the Customer Requisition to Pay process area, and across all business processes to ensure seamless experience for end users
• Lead, coordinate and participate in University design workshops (e.g. development of business process and role documents, reviews impact assessment, assists in the identification of gaps)
• Ensure varying business requirements across the UW/UW Medicine enterprise are acknowledged as end-to-end business processes are developed and implemented
• Facilitate large and small group meetings with stakeholders and end users to elicit requirements and input; Develop highly effective relationships with stakeholders and end users to support eventual adoption of revised business processes
• Direct and/or supervise the team members to ensure the above deliverables are met (e.g. Business Analysts, Intern)
• Ability to hold people accountable, recommend disciplinary actions if necessary

System Remediation and Integration Support and Strategy

• Analyze complex information systems, data base models and their interface needs with core financial systems.
• Develop approaches and problem solving techniques to identify and document business needs of various systems, assess alternatives and options, and develop business cases and proposals that support decision making among a diverse set of process partners.
• Provide expert consultation to University administrative and technical staff regarding application development, configuration and tools.
• Guide discussions to gather technical requirements, analytic/BI requirements, data transformation requirements, and specifications to support software development for data transformation/conversion, data integrations and enterprise data warehouse.
• Understand and document complex business processes, roles, personas and interactions, business rules, and workflow needs related to aligning business process and system remediation solutions.
• Provide guidance to business units on how to use tools available for assessing finance data model impacts on system remediation efforts and provide guidance on using the new data integration tools and reporting based on the unit's requirements.
• Collect feedback and recommend improvements on the efficiency, usability and overall effectiveness of approaches and tools for assisting units in their technical readiness activities.
• Provide options and associated pros/cons to assist units in decision-making to replace or remediate unit owned systems that utilize finance data.
• Work with all levels of management to critically evaluate and communicate business issues/risks
• Communicate project progress with project manager, consultants, team, partners, customers and users.
• Use solid judgment to determine appropriate escalation and resolution of issues within project structure
• Direct and/or supervise the team members to ensure the above deliverables are met (e.g. Business Analysts, Intern)

Project Management

• Provide overall leadership and contribute subject matter expertise for Customer Requisition to Pay and oversee the timely completion of deliverables required by the project plan
• Assist in management of work stream schedule, and execute against identified scope using tools and processes in Jira and Smartsheet, according to standards developed and enforced by UWFT's Project Management Office Support and advise the work stream managers in the creation and implementation of all key business process deliverables
• Review and contribute to key project deliverables, including work plan, status reports, test plans, training plans, risk mitigation plans, quality management plans, requirements management, change management plans, and communication plans
• Work closely with implementation consultants to support and execute against the identified methodology, providing input as needed to adjust approach based on business needs
• Facilitate issue resolution within and across work streams, anticipate and handle critical situations as they arise, and inform appropriate stakeholders

Communication and Facilitation

• Facilitate issue resolution within and across work streams, anticipate and handle critical situations as they arise, and inform appropriate stakeholders
• Contribute to project status reports. Represent the team in communicating project status and issues to all levels at the university, as required
• Facilitate large and small group meetings with stakeholders and end users to elicit requirements and input; Develop highly effective relationships with stakeholders and end users to support eventual adoption of revised business processes
• Other duties as required    

MINIMUM REQUIREMENTS:

• Bachelor's degree in business administration, information systems, accounting, or related field
• Minimum of six years of experience working on complex projects in a collaborative environment with multiple cultures and complex reporting structures
• Experience with an ERP, enterprise application deployment, system development life-cycle processes, and/or business process improvement

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

ADDITIONAL REQUIREMENTS:

• Professional experience with operational process mapping and performance improvement
• Professional experience with cost reduction planning and implementation
• Experience as a collaborative and supportive member of a team working to accomplish project goals
• Expertise with SharePoint, spreadsheet, word processing, and presentation applications
• Knowledge and experience preparing for and managing organizational change
• Ability to communicate clearly, in writing and orally, to both technical and non-technical audiences; must have highly proficient facilitation skills
• Experience communicating with senior management and technical staff on critical project issues
• Ability to act as liaison between units, divisions, and other organizations to achieve objectives, and drive to solution, drawing together different points of view
• Ability to deal with trade-offs, conflict, and change management in a collaborative and positive manner
• Ability to utilize disciplined project management methodologies and tools, such as project management systems, issue tracking, risk management, and requirements management systems; ability to develop efficient project procedures and quality control methods

DESIRED EXPERIENCE:

• Experience in a large university, medical center or other large enterprise.
• Experience participating in the implementation of a large enterprise resource planning (ERP) or similar software
• Demonstrated knowledge and skills developing enterprise data integration solutions across major business functional areas
• Experience with Customer Requisition to Pay functions in large complex organizations

Application Process:

The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process.  These assessments may include Workforce Authorization, Cover Letter and/or others.  Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.