Changing to Workday: Dispelling Myths

The Integrated Renewal Program (IRP) is preparing for upcoming launch of Workday to transform and modernize our systems and processes, with the Human Resources and Finance release scheduled for deployment on November 2, 2020. The end goal of this implementation is to modernize our core processes and improve accessibility and continuity of our work.

With new change comes new questions. During this transition, misconceptions can surface about what the change will mean. Here are some common myths surrounding the release of Workday:

Myth #1: The way we were operating was working just fine.

UBC’s Student, HR and Finance systems are 25 years old or more and are no longer able to support a dynamic institution and modern workplace. UBC seeks to modernize, simplify and integrate our HR, Finance, and Student processes. Workday will support management of administrative tasks with quick access to reliable, real-time data and integrated administrative processes. 

Myth #2: The change with Workday is static.

Workday is a cloud-based system that is configurable and will continue to be updated and improve after go-live. A key service with the Integrated Service Centre (ISC) involves managing and adopting the regular releases from Workday to ensure the system remains current, including updates, new releases, security, reporting and data management. Workday is regularly updated and will continually improve over time.

Myth #3: This change only affects HR or finance staff.

While the first release of Workday on November 2 is focused on HR and Finance business processes, revitalizing our processes will lead to improved communication, a focus on participation, and a commitment for all stakeholders to work together to co-create a better experience for all. Here are ways the change to Workday will work for various roles across UBC:

• Finance Community: Harmonizing processes, reducing paperwork, and improving turnaround times for financial processes.
• HR Community: Creating a consistent base-level experience by standardizing and simplifying HR processes and procedures.
• IT Community: Implementing an easy-to-maintain and efficient cloud-based software that is often updated based on feedback by users.
• Faculty Community: Eliminating all fragmented administrative processes, reducing some administrative burden to encourage focus on research and teaching.
• Staff and Managers: Introducing an improved way of managing business processes, which are supported by an easy-to-use set of tools; disparate information systems are harmonized and simplified encouraging focus more on meaningful and rewarding work.

Myth #4: Using Workday will be difficult.

There will be an initial effort required to learn how to use the system and the system interface. With training and adoption to a new way of working, Workday will help improve the efficiency of tasks with quick access to reliable, real-time data and integrated administrative processes.  In the months following go-live, there will be an adjustment to the new system that may require additional time to perform the work you do today. Online training is available to help you prepare for the change to Workday at your pace and schedule.

Myth #5: How we work together will be changing.

While the process for accessing, sharing and reporting information may be changing with Workday, the underlying policies and procedures will remain the same. The functionality of Workday includes both a self-serve and a delegation option for tasks and processes to support everyone’s needs.

Understanding the need for support and setting expectations.

Workday success requires strong collaboration across the UBC community. It is important to understand that adapting to a new system will take some time to build proficiency and to settle into new ways of working.

Recognizing the need for patience and kindness through the first phase of this change will be vital in helping the UBC community grow and learn together. For more information on where to get support for Workday after go-live, please learn more about the Integrated Service Centre here.