Frequently Asked Questions

Find answers to common questions about the Integrated Renewal Program - Student and what it means for you.

Q: What is the IRP Student Team working on now?

The IRP Student Team is currently in the configure and prototype phase, which started in February 2021 and will continue until December 2022. The team is:

  • designing and configuring all Workday Student functions.
  • implementing a point solution for financial aid processes related to award and loan management.
  • assessing the entire Student Foundation Ecosystem to determine which systems will be replaced by or integrated with Workday Student.
  • working on data conversion.
  • developing transformation and change management plans.
Q: How can I get involved with the IRP Student project?

The IRP Student Team has been reaching out to various stakeholders and subject matter experts to help inform their work. The team members will continue to do so, especially through the community design consultant group comprised of student process experts who will advise on the design and configuration of processes. In late summer 2021, we will begin developing the IRP Student Transition Network. The focus of the Transition Network will be to support and prepare each unit for the deployment of IRP Student through use of IRP change management experts and local unit representatives. If you wish to volunteer your time and expertise to support IRP Student, please contact us directly or speak with your manager.

Q: How can I stay informed on the plans and implementation progress for IRP Student?

As updates become available, they will be posted to the IRP website. In addition, we will be launching an IRP Student newsletter that will arrive directly to your inbox, which will be announced on the IRP website.

Q: What other institutions are using Workday as their current student information system?

As of 2021, Workday has deployed its student product in two dozen colleges and small universities in the United States, and nearly fifty more deployments are in progress. A few larger research universities, such as the University of Rochester, Washington University, Iowa State University and The Ohio State University, also have Workday implementations in progress. UBC will be among the first large institutions to implement this new platform, and the first in Canada to do so.

Q: Are graduate admissions functions in the scope of the IRP Student project?

It is not within the scope of IRP Student to replace eVision, but the Student Foundation Ecosystem will address graduate admissions integrations, which will include reviewing the current state of the related functionalities and exploring opportunities for improvements.

Q: The scope includes “scheduling”; will Workday replace Scientia?

No, Workday Student will not replace Scientia. We still need our scheduling software, so Scientia will be integrated with Workday.

Q: Will the same disposition types from IRP HCM/finance be used for applications that are outside the scope of IRP Student?

Yes, there are three key disposition types of varying size and complexity:

(1) Retrofit ‒ code and integration changes to a legacy application or system so it can function within the new ecosystem;

(2) Integrations ‒ a common service subscription or bespoke API build to enable data flows between the application and Workday; and

(3) Sunsets ‒ retiring an application because its functionality is replaced by Workday and/or other applications; data migration will be considered.

Q: Will UBC continue to provide student-related services to affiliate organizations (e.g. theological colleges)?

UBC will continue to enable the same student administration outcomes for affiliate organizations as it does through our current student information system.

Q: Are accessibility and accommodations (e.g. classroom, exam) management for students with disabilities in the scope of IRP Student?

Workday will not replace ClockWork as a solution for supporting students with accommodations for exam scheduling or any other accommodations management and support processes.

IRP Student will be designed so that the identification of students with accommodations and supports/exceptions can be represented and used in Workday and learner financial support solution processes, such as registration and financial aid eligibility. The IRP Student team is responsible for ensuring that integration between ClockWork and Workday is complete and operates as needed.

Q: How many applications are included in the student ecosystem? Do you know which will be integrated? Retrofitted? Retired?

As of the date this information was posted, the IRP program looked at 427 Applications in total, of which 156 (UBC wider Ecosystem Application )  & 46 (SIS Core & SIS Ecosystem Applications) are believed to in scope for Ecosystem Delivery & Solution Delivery consideration. These applications are identified on the IRP Student Ecosystem Application Inventory. For more details, please visit here.