Workday

Workday is the enterprise resource planning (ERP) system that will standardize and streamline most human resourcesfinance, and research administration business processes at every UW System institution.

An integrated system, Workday will serve as a single destination for administrative staff to perform most of 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 leading business and reporting practices, Workday will provide a 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 institutions across the UW System will implement Workday’s Human Capital Management (HCM) and Finance Management (FIN) suites, Adaptive Planning software, and Prism Analytics solution to manage administrative operations.

Discover Workday finance processes

Discover Workday HR processes

Discover Workday research administration processes

Benefits of Workday

Workday will deliver many benefits to the UW System, from improvements at the institution level to efficiencies for all faculty and staff. Some benefits include:

  • Independent Access
    You will be able to see or change personal information more easily – meaning fewer phone calls or forms. By empowering faculty and staff, we can also reduce the strain on HR personnel who perform these functions.
  • Data Accuracy
    Job details and personal information are documented and accessible within Workday. Because data is entered electronically, there is no risk of losing papers that contain sensitive and important information.
  • Increased Compliance
    Workday offers a detailed audit trail through reports, so authorized users can see what is happening – and who is doing what – in the system. The ability to customize access based on staff roles ensures only authorized staff will be able to perform or approve certain business processes and review data.
  • Greater Automation
    Workday automates certain processes, saving you from manual entry or input – and saving you time.
  • Improved Efficiency
    Workday lets you see which step of a business process you are on. It also allows several users with the appropriate security access to act on a step, reducing delays in the case of staff absence.

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.

This is an accordion element with a series of buttons that open and close related content panels.

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 Configuration, or 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.

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.

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.