Project Information

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

Student Phase 1: HCM, Payroll, Finance and Student Recruiting and Admissions

Date Activity
2012 June Feasibility Study/IT Planned Project Documentation submitted to the Kansas Information Technology Office
2014 November ERP Requirements Gathering with Stakeholder groups
2015 March RFP Released
2015 April On-Site Vendor Demonstrations
2015 July On-Site Implementation Partner Presentations
2015 May-July Vendor Feedback Collection and Requirements Review
2015 August Recommendation Reached - Workday
2015 September - November State paperwork preparation and vendor negotiations
2015 December Clearance from the State to begin project
2016 January HCM/Payroll/Finance Planning Phase
2016 February - March HCM/Payroll/Finance Architect Phase
2016 March Student Recruiting/Admissions Planning Phase
2016 April - June HCM/Payroll/Finance Configure & Prototype Phase
2016 April Student Recruiting/Admissions Architect Phase
2016 July HCM/Payroll/Finance Testing Phase*
*Extended from original end date of November
2017 February - March HCM/Payroll/Finance Training
2017 March HCM/Payroll/Finance Deploy Phase
2017 April - June HCM/Payroll/Finance Go-Live*
* Extended from original end date of January 4
2016 April Student Recruiting/Admissions Architect Phase
2016 July - 2017 January HCM/Payroll/Finance Testing Phase*
* Extended from original end date of November
2017 February HCM/Payroll/Finance Training
2017 March HCM/Payroll/Finance Deploy Phase
2017 April 9 HCM/Payroll/Finance Go-Live*
* Extended from original end date of January 4

Student Wave 2: Proposed Student Records, Advising, Curriculum Management, Student Financials, Financial Aid

Date Activity
2017 February - May Student Wave 2 Planning Phase (all modules)
2017 June - September Student Wave 2 Architect Phase (all modules)
2017 October - 2018 March Academic Foundation/Curriculum Management/Financial Aid Configure & Prototype Phase
2017 October - 2018 May Advising/Financial Aid/Fee Calculation Configure & Prototype Phase
2017 October - 2018 October Student Financials Configure & Prototype Phase
2017 October - 2019 January Records/Advising/Financial Aid Configure & Prototype Phase
2018 April - 2018 September Academic Foundation/Curriculum Management/Financial Aid Test Phase
2018 June - 2018 December Advising/Financial Aid/Fee Calculation Test Phase
2018 November - 2019 May Student Financials Test Phase
2019 February - 2019 June Records/Advising/Financial Aid Test Phase
2018 October - 2018 November Academic Foundation/Curriculum Management/Financial Aid Deploy Phase
2019 January - 2019 March Advising/Financial Aid/Fee Calculation Deploy Phase
2019 June - 2019 August Financials Deploy Phase
2019 July - 2019 September Records/Advising/Financial Aid Deploy Phase
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

Name Title
Dr. Andy Tompkins Interim President
Mike Barnett, Executive Sponsor Vice President for Administration and Finance
Dr. Joey Linn, Executive Sponsor Vice President for Student Affairs
Dr. Jeff Briggs Interim Provost
Kerry Wasinger University General Counsel
Phil Toepfer Controller
Shannon Lindsey Director of Human Resources
Anna Debes Internal Auditor
Dr. Kenton Olliff Assistant Vice President for Student Affairs
Dennis King Assistant Vice President for Enrollment Management
Dr. Sangki Min Assistant Vice President for Institutional. Effectiveness & Quality Improvement
Rachel Depenbusch, Project Director Accounting Associate Director
Mark Griffin Assistant VP for Technology Services, and CIO
Travis Taggart, Project Manager Interim Enterprise Systems Director

Workday Core Team

Name Title
Rachel Depenbusch, Project Director Accounting Associate Director
Travis Taggart, Project Manager Interim Enterprise Systems Director
Tricia Cline, Student Recruiting Functional Lead Director of Admissions
Daryl Carswell, Technical Support Lead Director of Computing Services
Rachel Depenbusch, Finance Functional Lead Assistant Director of Accounting Services
Mike Drees, Payroll Functional Lead Director of Accounting Services
Dr. Patricia Griffin, Academic Advising Functional Lead Director of Academic Advising and Career Exploration
Craig Karlin, Admissions & Student Records Functional Lead Registrar
Shannon Lindsey, HCM Functional Lead Director of Human Resources
Dr. Sangki Min, Curriculum Management Functional Lead Assistant Vice President for Institutional. Effectiveness & Quality Improvement
Dr. Jennifer Bonds-Raacke Dean, Graduate School
Wendy Rohleder-Sook, Financial Aid Functional Lead Director of Financial Assistance
May Schumacher, Student Financials Functional Lead Director of Student Fiscal Services
Dr. Brett Zollinger Chair, Department of Sociology
Mark Griffin Assistant VP for Technology Services, and CIO
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.

 

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