With go-live near, last-day deadlines set for legacy systems

Workday training

Be sure to take the needed training to be ready. Many employees need less than two hours of computer-based sessions to prepare. 

At some point, data entry has to pause to make go-live work.

To enable the July 1 launch of Workday -- Iowa State's new platform for managing human resources, finances and payroll -- deadlines throughout June (and some in July) mark the last days to enter new information in the dozens of current systems being replaced. These "cutover" dates allow time to extract, prepare and transfer the troves of data to upload in Workday.

The team that for months has been planning the logistics of the cutover process created a webpage for sharing those deadlines. The cutover webpage includes a calendar of cutover dates with broad effects as well as links to spreadsheets with more detail about general deadlines and finance and grants deadlines -- including the impact cutover will have on the fiscal year's end.

While the last-day deadlines are firm, the cutover webpage will be updated as Workday's implementation approaches. It will be an important resource for up-to-date information. WorkCyte PIT crews and campuswide communications also will share cutover dates.

Kristen Constant, interim vice president and chief information officer, said cutover deadlines were set to minimize disruption and are vital to the success of Workday's launch.

"Those dates aren't arbitrary. They are very important for a successful go-live," she said.

Here are a few examples of major cutover milestones:

  • June 11: Last day to update the FY20 budget in ADIN
  • June 12. Last day to create a new account in Kuali Financials
  • June 14: Last day for new hires to complete onboarding electronically in AccessPlus
  • June 17: Last day for employees to change their W-4, address or direct deposit in AccessPlus
  • June 27: Last day to reallocate and approve procurement card transactions for FY19 in AccessPlus

“The WorkCyte program team has been and continues to work with stakeholders across campus to ensure that Iowa State community is ready for go-live,” said Joli Coil, a program manager in information technology services. “Our employees have worked hard to design, test and learn the new system and procedures. July 1 will be a very exciting day for ISU.”

For more information, visit the cutover webpage.