The information provided on this web page is updated regularly and is subject to change. Responses will be adjusted to reflect progress of the program. For updates, please visit the IRP Student blog.
As part of this transition, student records for both current and former UBC students* will be added to Workday. These records will be used to support a new student hiring process in Workday.
Whether someone has a student record in Workday will depend on several criteria, but generally, anyone who was enrolled in the 2021 Winter session or later will have a student record in Workday.
Additionally, student records appear differently depending on if they are a current or former student:
A current student is someone who is enrolled in the current session (e.g. 2023 Winter)
A former student is someone who was enrolled in a past session (e.g. 2022 Summer). This would include both students who graduated (i.e. alumni) and students who left UBC (e.g. transferred).
Going forward, when a prospective student accepts an offer in the Admissions (ADM) system, they will also have a student record created in Workday.
Note: Student workers may also see some of their student information in Workday in January/February 2024, but they will not need to use their Student profile until May 2024. Staff and faculty who are currently or recently enrolled as students at UBC may also see some of their student information in Workday.
*Extended Learning and Sauder Continuing Studies students will not have their student records added to Workday. Only students enrolled in a credit program (i.e., undergraduate studies) will be included.
The IRP Student team is engaging regularly with members of the UBC community in order to support the design, development and launch of the new system. This includes consulting and working with governance groups and our Community Design Consultants (CDCs). CDCs are community subject matter experts from various units across the University that the IRP Student Solution Team works with to complete the following: augment team expertise; identify use cases; evaluate design options; assist in arriving at recommendations for configuration; identify potential workarounds, when needed; validate configurations; and source additional expertise from colleagues.
IRP Student continues to focus on engaging with key UBC community experts and committees to make design decisions that inform how Workday Student will function. For specific solutions, IRP Student continues to run targeted engagements for input. As a result of these engagement sessions, we continue to gather feedback to inform the final build of the solutions that will be integrated with Workday Student.
There are a lot of capabilities in classic SIS that are not really student information system capabilities. Some of those, like e-payments for example, there is a separate project called the ‘digital payment program’ that will be standing up a new solution for that specific capability. Most of the general basic capabilities will be matched - not always exactly in the same way, but those capabilities will exist in the new system. There will be some gaps, and the Student Solution team under Asima’s leadership is working hard to make sure that those gaps are identified early and we have acceptable workarounds that everybody is prepared to go with. The hope is to evolve over time and add more capabilities and some new capabilities that are not in the Classic SIS.
A very rigorous approach to backlog management will be taken. The PMO will be setting up a template and an automated onboarding of backlog items and will be documenting everything so that when the time comes, and we get to the final launch, we can start implementing new items, etc.
Workday Student has been in production for some time. There is something in the order of 70/80 institutions that are currently online with Student, however, we are the foremost early adopter as an extra-large enterprise Student customer. There are a number of other institutions of similar size that are currently also implementing, however, we are the farthest ahead and so yes, we do anticipate growing pains is the short answer. We have a tremendous partnership with Workday and we are getting a lot of things done in the product that would not happen unless we were in this relationship as an early adopter so it is definitely to the benefit of UBC.
The plan is to start with some call-in sessions in the fall of 2022, for people to start getting exposed to what Workday Student is going to look like - so stay tuned.
UBC’s primary goal is to ensure the continuity of business operations. Business continuity seeks to minimize any disruptions of critical institutional capabilities, as well as core HR and finance processes, as we migrate from the current way we operate into our new and improved way of working. Business continuity is based on:
The IRP Student teams, faculty and administrative unit leads are working together to ensure that critical functionality required for business continuity is maintained.
UBCO will be included in IRP Student implementation in every possible way. We are one team and one program to support one University, which provides learning on two campuses. Both campuses are already represented in our leadership and delivery teams. The IRP Student teams are responsible for supporting, engaging and meeting the needs of both campuses equally. Many positions on our teams are available to staff members at either campus.
UBCO will be included in IRP Student implementation in every possible way. We are one team and one program to support one University, which provides learning on two campuses. Both campuses are already represented in our leadership and delivery teams. The IRP Student teams are responsible for supporting, engaging and meeting the needs of both campuses equally. Many positions on our teams are available to staff members at either campus.
Replacing the CRM functionality is not in the scope of the IRP Student project, but Workday Student and the admissions solution will need to integrate and work very closely with the CRM. As the IRP Student teams review the design of the student ecosystem, the process by which information flows between these applications – from both an integration perspective and a holistic experience perspective – will be monitored to ensure that all work needed to continue operations is identified and completed.
Replacing the CRM functionality is not in the scope of the IRP Student project, but Workday Student and the admissions solution will need to integrate and work very closely with the CRM. As the IRP Student teams review the design of the student ecosystem, the process by which information flows between these applications – from both an integration perspective and a holistic experience perspective – will be monitored to ensure that all work needed to continue operations is identified and completed.
Replacing the OAMS in not in the scope of the IRP Student project; however, IRP Student and the ecosystem will be integrated to ensure the systems used currently will be supported in the future. Workday is developing some of this functionality now, so it may become part of Workday Student in the future, but the OAMS will not be replaced as part of the initial Workday Student deployment, nor will it be in the immediate future thereafter.
Replacing the OAMS in not in the scope of the IRP Student project; however, IRP Student and the ecosystem will be integrated to ensure the systems used currently will be supported in the future. Workday is developing some of this functionality now, so it may become part of Workday Student in the future, but the OAMS will not be replaced as part of the initial Workday Student deployment, nor will it be in the immediate future thereafter.
Extended learning and other non-credit learning opportunities are not in the scope for IRP Student. We are taking such learning opportunities into consideration while we design the UBC Workday tenant to ensure that the opportunity to include extended learning offerings is available at a later date.
The IRP Student Team is in the process of contacting faculty and administrative units to assess which of the current applications will be required to maintain business continuity as IRP Student is being implemented; which ones will become redundant and, therefore, will no longer be need; and which ones will be needed within UBC’s renewed ecosystem.
