Frequently Asked Questions
Frequently Asked Questions
Find answers to common questions about the Integrated Renewal Program, the plans, and what it means for you.
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What is the Integrated Renewal Program?
The Integrated Renewal Program is a business process transformation and system implementation program that will leverage the industry-leading enterprise solution Workday to replace our current core administrative systems with a new integrated, user friendly, mobile-enabled platform. The Integrated Renewal Program enables UBC’s administrative services to align with its excellence in teaching, research, and practice. The Integrated Renewal Program unites three previously independent renewal programs, formerly known as Student Academic Systems Initiative (SASI), Procurement Modernization, and the HR/Finance Renewal Program.
What is driving the integration of these projects?
The key drivers are significant inter-dependencies in terms of governance and decision-making, risk management, project planning, change management, benefits realization, and implementation timelines to name a few. There are also dependencies within software applications i.e. the Student system requires foundational structures and information from Human Resources (people and organizational data) and Finance (general ledger and chart of accounts), which require closely integrated implementation planning.
What is the implementation timeline?
We are at the beginning of a multi-year journey that will transform student administration, human resources and finance business processes and system environments with the goal of replacing the 20+ year-old legacy systems currently in use. At present, the first release is scheduled for April 2020, which will introduce much of the new HR and Finance systems and processes, followed by several subsequent releases over the ensuing 18 months, focused mainly on Student functionality.
How does the Procurement Modernization project that is currently rolling out relate to the Integrated Renewal Program?
The Procurement Modernization project is a key enabler for the automation of the university’s procurement processes. As part of the Integrated Renewal Program, improved processes will enable more strategic and value-added procurement services across all faculties and units at UBC. The changes to processes and service delivery currently being rolled out will make it easier to buy and pay for goods and services. These changes will help standardize and streamline processes and improve turnaround times for requisitions, purchase orders, and invoices.
Why did UBC select Workday?
Workday is an industry leader in providing enterprise cloud applications for HR, Finance, and Student processes and data, and will provide UBC the opportunity to integrate all three streams in one system. There are a number of characteristics of Workday that fit the requirements of UBC’s ever-changing needs, including: intuitive navigation, mobile-friendly, automated processes, agile design, and an integrated, modern, and interactive interface. It’s extremely user-friendly and the system itself can be configured as required to address UBC’s requirements.
The Workday platform is more well-established in HR and Finance. Should we be concerned that Workday Student is a new focus for the company and therefore a less developed and tested solution?
Workday is an industry leader in core enterprise platforms across HR and Finance systems. The Student platform, while less mature at this point, rests on the same technical foundation, data models, and process design approach that has made their HR/Finance solution so effective. Workday collaborates with existing Higher Education clients who are driving functional enhancements for its Student product. Their comprehensive product roadmap provides a level of confidence for UBC that additional features will be available by the time UBC is ready to implement and thereafter with two annual releases.
Where has Workday been implemented that is most similar to UBC in size and scope?
Workday has a large number of clients across many industries. Other universities that are implementing Workday’s HR, Finance and Student systems include The Ohio State University and Texas A&M University, among others.
How will our current business processes change when we implement Workday?
Workday takes advantage of best practices using predefined business processes, so there will be the opportunity to align UBC’s existing business processes as we implement the new system. The Program Delivery Team will work with subject matter experts from across the university to leverage Workday processes to meet UBC's needs. Our Organizational Change Management team will work with faculties and units across campus to support the transition.
Who will this affect?
As an integrated platform that will facilitate most Human Resources, Finance and Student Administration processes, it will be used by UBC’s entire employee and student body. This means over 60,000 students and 15,000 academic and administrative staff across the UBC community, at all sites.
While having one single system offering for Student, Human Resources (HR) and Finance is appealing, is there a risk in trying to do all three areas (Finance, HR and Student) at once?
The Integrated Renewal Program has a rigorous risk management approach by which we identify, assess, track, and seek to mitigate risks to program success. There are also many synergies that are likely to result from implementing an integrated enterprise solution, which would provide access to a single source of information and real-time reporting. UBC has been consulting other universities which have recently initiated or completed a replacement of Student, HR and Finance systems to understand lessons learned to contribute to our planning efforts.