Workday@Adams State
Below are some common questions about the Workday ERP/SIS (Enterprise Resource Planning / Student Information System) project. The list will be updated as the project progresses, so remember to check here whenever you have a question. If you don’t find what you’re looking for, feel free to contact Adams State Computing Services at computingservices@adams.edu or (719) 587-7741.
Background
Due to lean staffing and limited financial resources, Adams State University, like many rural higher education institutions, has struggled with increasing efficiency and effectiveness of our operations, which has impacted retention of students and employees.
To address those challenges, Adams State is collaborating with Fort Lewis College and Western Colorado University (collectively referred to as “Troika”) on a Digital Transformation Initiative for Rural Higher Education project with a vendor named Workday. Troika has secured funding from the State of Colorado for both phases of the project, which are:
● Phase I: Finance & Human Capital Management (aka HCM: human resources, payroll)
● Phase II: Student
What is Workday?
Workday is a cloud-based solution that combines administrative applications into a unified system that will be implemented as a new Enterprise Resource Planning (ERP) and Student Information System (SIS), replacing our current system, Ellucian Banner.
The Workday system will manage human resources, payroll, and finance business processes, as well as the entire lifecycle of student information. It allows common data structures and business processes, as well as efficient reporting and transparency, while also replacing manual processes and workarounds.
Why are we moving to Workday?
Adams State needs to modernize our student, financial and human resource systems. Currently, the systems we do have in place are outdated, not fully integrated and lacking modern security. As such, our employees must manually share and house data – which creates inefficiency and space for error, and severely limits our access to and understanding of this information.
When are we moving to Workday? When will Workday Student be implemented?
Your colleagues in HR, Finance, Payroll, and Computing Services are working diligently to configure Workday to get ready for the move.
For Phase I (Finance & HCM), Platform will be available and open to employee use on Monday, 12/19/22, with a full go-live slated for 1/1/23.
Phase II (Student) kicked off in Fall 2022. Certain functions of the Student module will begin moving to the platform in a phased process starting Spring 2023, with full implementation completed in Fall 2024.
What can employees expect to do with Workday?
Once logged in to Workday, employees can expect to:
● Manage personal information
● View compensation
● Access payslips and tax documents
● Update direct deposit and W-4 information
● Select benefit elections and look at benefit enrollment (for eligible employees)
● Request time off and leaves of absence
● Enter time worked and report time and leave (for applicable employees)
Managers will have additional functionality within Workday to do the following:
● Approve employee time and leave requests, and view accrued leave
● Manage team talent and performance
● Recruit, hire and onboard new employees
● Check the status of the hiring process (hiring managers and search chairs)
● See the university’s organizational structure in one view
How will we learn to use Workday?
More information about Workday’s features and how to use them will be forthcoming. Watch for the various ways to learn more: in-person hands-on trainings, videos, as well as printable job aids via our Workday@ASU website. These training opportunities will happen before, during, and after the HCM, Payroll & Finance piece (referred to as “Workday Platform”) goes fully live on 1/1/2023.
How do I get help if I need it?
First, check the training materials found on Adams State’s Workday@ASU webpage. If you don’t find what you need there, you can submit a work ticket here (being sure to select one of the Workday-specific work ticket queues) or contact the Helpdesk at (719) 587-7741 or computingservices@adams.edu.
