Why is the UA System replacing these systems?
Several UA campuses were at (or had surpassed) end-of-life for their primary software systems to support some of these functions. The systems were aging and the staff who knew how to maintain them were getting close to retirement. Rather than replacing systems at various campuses in a piecemeal fashion, the System leadership determined that it could save money and move the entire System into a more modern environment by combining efforts.
What systems will be replaced?
There are multiple different software solutions in operation for core business functions at the institutions participating in the University of Arkansas System. These are the systems that are expected to be replaced as part of this project.
What is the timeline for seeing the changes at my campus?
What is Workday?
Workday provides unified finance, procurement, human resources and student, faculty and staff lifecycle management cloud applications designed for the way people work in today’s organizations. We believe a new experience is coming to the UA System — one that is modern, focused on users and streamlined, with common business processes across the UA System.
The System will benefit from Workday’s intuitive, web-based applications with self-service and mobile capabilities. Workday is designed to work the way we work today and will help create a more nimble, process and data driven organization.
Many universities are adopting Workday because it is easy to use by employees, faculty, staff, managers and students; it supports what we do in higher education and it emphasizes a collaborative approach to designing business processes.
Have other Higher Education institutions implemented Workday?
The UA System joins many other institutions including Texas A&M University System, Louisiana State University, University of Chicago, the University of Miami, the University of Southern California, the University of Texas, the University of Washington, Brown, Carnegie-Mellon, Cornell and Yale.
What does “ERP” mean and how does it relate to Workday?
“ERP” is an acronym for “Enterprise Resource Planning” and is a generic industry term for integrated suites of business systems (such as payroll, HR, and finance systems). Currently, the UA System uses a variety of applications for payroll, HR, finance, procurement and student administration.
What are some of the benefits of Workday?
- Workday provides 24/7 access to information over a secure network.
- Workday uses a powerful yet simple user web interface for all applications, enabling staff or students to update or access their information privately from any computer or mobile device with internet access.
- Positions our organization to make changes and upgrades more readily in the future.
- Workday is designed to support the unique needs of higher education.
Will we be customizing Workday or configuring it?
Many of the current UA System’s legacy systems are customized to respond to our unique needs, which adds a layer of complexity that must be addressed whenever system updates and/or changes are required. Workday offers configurable frameworks that can be modified and extended, but prevent changes from being made to the system that will disrupt Workday’s ability to offer updates in the future.
Since Workday provides updates to its software every six months, how will users know what is coming and how they will be impacted?
Before each Workday update, Workday gives us an opportunity to see the changes and determine how the changes impact us. We will let users know about changes before they appear in our Workday solution.
Implementation at UA System
Will the steering committee be making all of the decisions on how Workday is configured?
No, there will be a governance framework in place that will facilitate decisions being made by stakeholders and subject matter experts.
Are shared services being considered as part of this project?
No, at this time the UA System is focused on the implementation of Workday. Shared services will continue to be evaluated as a possible future strategic direction for the UA System.
Will institutions in the second cohort participate in the Workday design sessions?
Yes, all institutions will be participating in the design sessions to ensure their specific operational requirements are being met.
When will the implementation begin?
We expect the project will officially kick-off around July 1, 2018.