Project Information

Project Information

Project Overview
Timeline
Governance
Goals, Objectives, and Strategies
Measures of Success

Project Overview

Fort Hays State University is implementing Workday, an Enterprise Resource Planning (ERP) system that will replace and consolidate the university's primary legacy administrative systems into a comprehensive suite of applications that link all components across the organization to one central data source. The implementation effort will encompass Human Capital Management (HCM), Payroll, Financials, and a suite of Student modules including Student Recruiting, Admissions, Records, Advising, Curriculum Management, Student Financials, and Financial Aid.

• What is an ERP, and what is Workday? Enterprise Resource Planning (ERP) is defined as an integrated suite of business applications. ERP tools share common processes and a consistent data model, covering broad and deep operational end-to-end procedures, on a single platform. Benefits of ERP include long-term information technology cost savings, business innovation, and business process efficiency through the standardization of business processes within an integrated, modern platform.
  
  Workday is a complete ERP system which provides unified finance, human resources, and student/faculty management applications designed for the way people work in today's organizations. Workday is a cloud-based, modern system which will scale to the university's growing technological demands.
• Why are we making this change? Fort Hays State University seeks to increase operational efficiencies and support university growth through incorporation of modern information technology facilitating of centralized data and streamlined processes. For this objective to be realized, FHSU must replace aging legacy systems which are nearing end-of-life in terms of support and the scalable functionality required to meet the fluctuating needs of twenty-first century higher education. An ERP feasibility study was performed by FHSU in 2012 as a part of the State of Kansas Information Technology Office (KITO) project proposal requirements. The study established the basis for the need of the implementation of a commercial ERP system to automate and modernize business processes in support of the Fort Hays State University mission.
  
  Workday is an ERP that addresses the needs of the university. The system, once fully implemented, will serve as the backbone of the University's information system architecture. It will be the cornerstone system to which all other administrative application software will be integrated; a modern, centralized, and integrated system of record. Data redundancy, disparate applications, and inaccessible information will be minimized, if not eliminated. Most importantly, the flow of information will be more efficient, thereby improving access to data for processing, reporting, and analyzing to better serve the needs of university faculty, staff, and students.

• How was Workday selected? ERP system requirements collection began in the latter part of 2014, and an RFP was released the following March. From April to July 2015, responding vendors were brought onsite to demonstrate their solutions and implementation methodologies. During this time, stakeholder feedback was collected and evaluated in conjunction with requirements and feature analyses. Vendors were scored based on company background and business practices, implementation methodology, solution technology and functionality, quality of presentation, and pricing considerations for each. The vendor with the highest score was recommended to FHSU executive leadership: Workday!

Timeline

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Major Milestones:

Governance

The successful completion of the Workday project requires the resources of a wide variety of dedicated personnel from throughout the University. The project is governed by the Steering Committee, Project Executive Sponsors and the Core Team.

Workday Steering Committee

Workday Core Team

Goals, Objectives, and Strategies

Goals

• Support core missions of Fort Hays State University
• Support university growth through application of modern information technology
• Improve administrative technology experience for faculty, staff, and students

Objectives

• Increased efficiencies and effective operations
• Improved customer service
• Better ability to adapt to growth and change

Strategies

• Install and implement the Workday Enterprise Resource Planning system
• Modify, simplify and improve the University's administrative processes, consistent with the capabilities of the software

Measures of Success

The project will be considered successful when the transition from the current legacy and related software systems to the Workday software solution is complete. This will be demonstrated when:

• Employees utilize and accept new work methods.
• Internal and external customer satisfaction is significantly improved.
• Employee efficiency is maximized.
• Redundancy is reduced.
• All systems are fully operational and integrated.
• Students, staff, faculty, administration, alumni, and others have full access to the University's services and information via a web browser.
• Costs associated with the legacy and related software systems are eliminated.
• All employees are educated about the capabilities of the Workday systems.
• Employees can perform their job responsibilities using the Workday systems.
• A student's academic and financial records can be tracked from first contact through his/her lifelong learning process.
• There is quantifiable verification and measurement of process improvements.
• Labor intensive business processes are decreased and/or eliminated.
• Mechanisms are in place to continually enhance and improve the system.
• Workday provides the data needed for institutional effectiveness measures.