Business Units Evaluating Local Systems

A central component of the Enterprise Project is replacing the university’s core administrative system with Workday, as well as other enterprise technologies.

The Enterprise Project team is tasked with understanding and reviewing what local applications, or technology systems, departments across campus currently use to support and complete their work. By partnering with business owners throughout the university community to evaluate each system, the project team is working to determine which systems will overlap with Workday’s functionality and which systems fulfill a unique business need. This "system dispositioning" process is being applied to more than 500 internal university systems and integrated external systems combined.

“We’re here to build a bridge, whether it’s converting data from your legacy system or connecting systems,” said Kevin Donahoe, Technical manager. “We rely on the business process teams to help share what functionality exists in Workday with those local units so that they can make a determination.”

The Enterprise Project team dove into the system dispositioning work last fall by distributing a survey to academic, business and technology units. The survey results provided a starting point for understanding each unit’s specific technical needs, including what local applications and data reports are being used. The team then reached out to meet in-person to discuss the potential to keep, retire or replace certain systems:

  • Keep. – If there is a business justification for keeping the system, the project team will determine how to retrofit the existing system to integrate with Workday.
  • Retire. – If there is solid agreement that Workday will satisfy the business need, the system will be retired. This then begins the process of converting the existing data within the retiring system so that it can be transferred into Workday or properly stored in the companion Reporting and Analytics Environment.
  • Replace. – In some special cases, the project team will consider whether to build or buy a new system.

These conversations are taking place between multiple Enterprise Project teams and business units. Ultimately, the units have the first-hand experience to best assess which technical systems their area needs to do business, whether that entails preparing to shift to Workday or exploring other possibilities.

"If we get the right people talking from the business, and they understand what [capabilities] Workday has, they see the benefit and they're more willing to sign up," said Donahoe.

If you have questions about how your local applications will be affected, please contact Mercedes Counter, Campus Integration Lead.