Enterprise Project Hosts Architect Phase Community Forum

The Enterprise Project convened a community forum on Thursday, September 21, to provide information on the project’s second phase. The Architect Phase Community Forum featured remarks from the project’s Executive Sponsors, an overview of phase goals and summaries of the strategic direction for each area. An estimated 400 people attended the event, with an additional audience of nearly 300 watching via livestream.

The Enterprise Project is a business process transformation and system implementation that will leverage Workday and other enterprise technologies to enable Ohio State’s mission and strategic plan. The purpose of the Architect phase is to align strategic direction, system requirements and business process designs.

Executive Sponsors Provost Bruce McPheron, Chief Financial Officer Geoff Chatas and Senior Vice President for Talent, Culture and Human Resources Susan Basso opened the forum by reinforcing their commitment to the project. They also thanked those who have participated in the project in a myriad of ways for their contributions and answered questions from the audience.

When asked what keeps them awake at night regarding the project, Basso focused on the opportunities rather than the challenges.

“What we need to do is reframe that question…and ask, ‘What gets us up in the morning?’” said Basso. “And I know it is exciting initiatives like this, at an institution like this, that drive me and make me want to get up every day and do the work that I do.”

Enterprise Project Executive Director John Hrusovsky and Workday Project Advisor Beth McCluskey then presented key Architect phase activities. Business process transformation workshops and detailed design sessions will continue as solution design packages and implementation roadmaps are developed. Additional notable activities include developing a mobile experience strategy and learning approach.

Project leaders and business process owners representing the four workstreams – Student, HR and Payroll, Finance and Enablement (technology, data and support) – discussed the strategic direction of their area and anticipated improvements.

Attendees and those viewing the livestream were encouraged to submit questions for the Executive Sponsors and project leadership, and the answers are available below. The event presentation is also available at the following link. You may watch the Architect Phase Community Forum on the Enterprise Project website (https://enterprise-project.osu.edu/media).

Answers to Community Forum Questions - September 21, 2017

Project effects on university goals

Q: How does the Enterprise Project further Ohio State's goal of creating and disseminating knowledge for the sake of knowledge itself?

A: The Enterprise Project enables Ohio State’s teaching and research mission through modern systems and more efficient business processes. By leveraging improved systems and processes, Ohio State’s faculty and students can focus more time and energy in classrooms and laboratories, and less time on inefficient administrative processes built on antiquated systems.

Post implementation training for employees with role changes

Q: What is the plan for training employees who are currently very process based to learn how to think strategically and perform higher level functions?  Also, has there been thoughts about changes in positions/compensation for when we are asking employees to perform higher skill tasks?

A: Enabling our employees to shift their focus will be supported by a coordinated effort of the units, the Office of Human Resources, and the Enterprise Project team.

We are developing the learning plan for the project, which is one of the key deliverables for the Architect phase. As an input, the Enterprise Project team will identify those roles highly impacted by the future-state business processes and systems. We will work with the units and OHR to determine how the employee will be supported by either project-provided learning or unit-specific support.

Individual situations will be assessed by units, in consultation with OHR, to determine if a change in position and/or salary is appropriate. 

Efficiency questions

Q: As this is designed and implemented, does efficiency mean less positions across all areas? If so, will this be communicated early so all have the opportunity to look for internal or external positions?

A: No, the intent of the Enterprise Project is not to reduce positions, but to better support students, faculty and staff by increasing system and process efficiencies.

Price Waterhouse Coopers (PwC) external assessment

Q: How will the outcomes of PwC’s “external eye assessment” be shared with those involved in the project?

A: Given that the PwC Project Assessment is being conducted at the request of the Trustees, Executive Sponsors and Project Leadership, these outcomes will be shared with the Trustees, Executive Sponsors and Project Leadership. Transparency is one of our guiding principles. It is our desire to share results more broadly with the project team and campus community once approval is granted from the Executive Sponsors

Service Centers

Q: Do we yet know the impact on service centers or if there will be any?

A: Service centers will adopt standard business processes to advance the HR strategic direction. We do not know any additional impacts on service centers at this stage, and we are working closely with OHR to align Enterprise Project business process designs with HR service delivery model changes.

Go-live date

Q: Has the go-live date changed?

A: Presently, Workday Finance, Supply Chain, HR and Payroll systems will go live in July 2020 and Workday Student systems will go live in July 2021. Look to the timeline page on our project website for the latest information. 

PI Portal question

Q: Does implementation of the new PI portal have any implications on future Workday plans?  Is future use of the Workday grants management solution off the table?

A: Grants management is in scope for the Enterprise Project, under the finance workstream. At the end of the Architect phase, the solution design package for grants management will include recommendations for system dispositions, including the current PI portal.

Question for Senior Vice President Susan Basso

Q: What did Senior Vice President Susan Basso learn from similar efforts at her past institution?

A: Susan Basso: Do not underestimate the change management component of the Enterprise Project. The more socializing and communication we can do, the better. It is also important to obtain leadership commitment to the Enterprise Project.

“What gets us up in the morning?”

Q: Related to the Enterprise Project, what keeps the Executive Sponsors up at night?

A: Provost McPheron: The change management components. We must start with commitment and communication.

Geoff Chatas: We need to make sure we are all assuming good intent throughout this project.

Susan Basso: Instead, reframe it as “What gets us up in the morning?” The opportunities at Ohio State, like the Enterprise Project, get her up in the morning.

Key decisions timeline

Q: During the Plan and Foundational Design phase, the university identified current pain points and key decisions needed from leaders. What’s the timeline for dispositioning those decisions and learning next steps?

A: The Executive Sponsors reviewed recommendations made during the Plan and Foundational Design phase and made decisions about next steps for the Architect phase, which are reflected in the project’s scope and strategic direction.