Workday

Workday is the enterprise resource planning (ERP) system that will simplify and streamline the way we complete most human resources, finance, and research administration tasks across the entire UW System.

An integrated system, Workday will serve as a single destination for administrative staff to perform their work, replacing the Human Resource System (HRS) and Shared Financial System (SFS), as well as hundreds of ancillary systems.

As we transform our current processes to align with best business and reporting practices, Workday will provide a nimble technology environment that will adapt as the requirements of higher education evolve. Because Workday is a cloud-based platform, software updates will be more frequent and more responsive to needed changes than the current on-premises technology.

Blue and orange graphic of Workday logo

Workday Tools

All campuses across the UW System will implement Workday’s Human Capital Management (HCM) and Finance Management (FIN) suites, and select additional modules, to manage administrative operations.

HR Tools

  • Human Capital Management
  • Cloud Connect for Benefits
  • Payroll for United States
  • Learning
  • Recruiting
  • Workforce Planning
  • Time Tracking

Finance Tools

  • Financial Planning
  • Core Financials
  • Grants Management
  • Projects
  • Expenses
  • Procurement
  • Inventory
  • Adaptive Planning

Research Admin Tools

  • Grants Management (post-award)

 Other Workday Tools

  • Media Cloud
  • Prism Analytics

Why Workday?

Based on feedback from hundreds of end users, Workday was selected for its excellence in three areas:

Functionality

Workday provides robust functional capabilities for finance, human resources, and research administration. Other advantages include improved security, more accurate reporting, and close alignment with the benefits ATP plans to deliver through this transformation.

Experience

With strong representation at higher education institutions across the country, Workday’s technology successfully supports the operations of many large college systems and research universities. Workday uses its learnings from peer institutions to continuously improve its features, delivering benefits to all.

Technical Capabilities

Workday offers advantages around data backup, testing, and overall user experience.

Workday Timeline

High-level graphic timeline of Workday implementation timeline, from Planning through Support stages.

Expand the panels below to see the key activities expected to be performed in each Workday implementation stage.

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Planning Stage: July 2021 to April 2022

Finalize project scope, schedule, and budget

Project details including resources, costs, deadlines, and scope for the Workday and Huron Research Suite implementations are finalized.

Build and train ATP project team

Design Team Leads and team members are onboarded and trained on relevant Workday modules. The system implementation firm, Huron, joins the team. Focus and Validation Groups begin to form.

Architect Stage: May 2022 to December 2022

Workday Design
Administrative end users, process owners, and leaders from across UW System meet with ATP Design Teams to provide input on high-level business process needs and learn how Workday can meet those needs.

  • Design team members identify business processes not addressed during the Planning Stage and suggest solutions in Workday or alternative systems.
  • Initial reporting requirements for finance, human resources, and research administration are identified.
  • Design decisions are documented for finance, human resources, and research administration and updated if needed as business processes are configured in Workday.

At the end of the Architect Stage, the initial setup of Workday is configured to manage UW System processes and ready for more specific work in the Configuration and Prototype Stage.

Information Technology
Hundreds of administrative ancillary systems currently in use are evaluated and selected for continued use or disposition. A plan for evaluating ancillary systems in the future is drafted.

Configure & Prototype Stage: December 2022 to June 2023

End users attend demonstrations of the proposed setup of Workday, while the ATP team prepares for testing in the next stage.

The primary milestone of the Configure and Prototype Stage is a newly configured version of Workday (the End-to-End Tenant) that will be used in testing.

Test & Train Stage: July 2023 to March 2024

End user training is developed, while final testing of Workday takes place.

To ensure a smooth change, a step-by-step cutover plan is created to guide the transition to Workday.

Deploy Stage: April 2024 to June 2024

The UW System configuration of Workday is finalized and ready to go live. End users receive training.

Production Support Stage: July 2024 to Forward

Upon go-live in July 2024, the system is monitored to ensure it works as expected.

What Workday Means for You

Everyone who works in the UW System will benefit from Workday. All faculty and staff will have improved ways to access pay statements, enter absences, track benefits, and change positions between departments or campuses.

Staff working in finance, human resources, and research administration will be able to complete their jobs more efficiently. Some examples:

  • Because Workday is cloud-based, you will be able to access information anywhere you can use the internet, and on a variety of devices.
  • You will be able to complete your work with fewer steps and systems in Workday’s integrated platform.
  • You won’t have to learn an entirely new set of systems when you take a similar position in a different unit. We will adopt similar processes across units and campuses that will grow with us over time.

Campus, school, division, and unit leadership will have access to more timely data for reporting and decision-making, and they will gain deeper insights to inform planning into the future.

Workday will enable all of us to perform our jobs more effectively as we support the UW System’s mission of teaching, research, and outreach.

Measuring Our Success

ATP will use Workday’s value realization framework to track business process improvements and identify areas for growth following go-live in July 2024. Detailed capability metrics captured before and after go-live will be compared with both UW and Workday benchmark data to help ATP prioritize and track improvement initiatives over time, ensuring the best possible outcomes for the new ERP system at all UW System campuses.