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It's been more than a year since the Workday team stepped on campus, and hundreds of employees have contributed during Iowa State's transition to the enterprise software system targeted for the latter half of 2018. By March, a go-live schedule will be determined for the new financial, human capital and payroll management software chosen to replace ISU's legacy systems.
"I have asked the implementation team to revisit the current go-live schedule and propose alternatives that will allow ISU to implement Workday to the highest quality standards in a timely, cost-effective and sustainable manner," President Wendy Wintersteen said at the Jan. 31 president's council meeting.
Building a solid base
Since the selection of Workday was announced in December 2016, WorkCyte teams have been gathering information and feedback to configure the cloud-based software system to Iowa State's needs. That work included:
- Conducting more than 110 initial sessions with campus groups to collect input for the enterprise system's design
- Conducting more than 90 sessions with hundreds of campus stakeholders to review and confirm the proposed system design
- Creating a base design (foundational data model) to build upon, with outreach to top fiscal personnel for input
- Collecting supervisory organization roles to determine reporting lines and update employee data
- Compiling an inventory of more than 100 systems and programs to integrate with or connect to Workday software
- Launching a campus-wide "change network" of employees to inform and prepare personnel for implementation
Wintersteen acknowledged the extra work many ISU employees have taken on during the design process. For some, that work will continue through the upcoming testing and implementation phases.
"Building on the work already being done, the change management team will continue to engage with faculty, staff and students with continuous communication, readiness and training activities," she said.
Kristen Constant, who stepped in as interim vice president and chief information officer on Dec. 1, 2017, also moved into the role of WorkCyte's executive program sponsor. She echoed Wintersteen's appreciation for the work being done.
"We are grateful for the work that ISU personnel have put into this project," Constant said. "They have performed above and beyond their daily job duties to ensure a successful implementation that will benefit their peers and those who follow in their footsteps. I am committed to full transparency through multiple avenues of communications."
Workday's student information software will be developed after the financial, human capital and payroll systems are in place. Wintersteen said budget challenges continue to be a concern, but the Workday team is keeping its eyes on the prize -- a more effective and efficient way for the university to work.
"We are confident that once fully implemented, Workday will enable employees to contribute more effectively to advancing Iowa State’s mission and, hopefully, make aspects of their professions easier and more enjoyable," Wintersteen said. "I want to thank everyone involved for the tremendous amount of time, energy and effort that already have been put into this project. Campus-wide support and engagement is critical to the success of this important endeavor."