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 relationship between PM, IRP and AEP?
Procurement Modernization (PM) lays the foundation with a new service delivery model that will take advantage of Workday functionality. The new service delivery model restructures how people buy and pay for goods and services. The Integrated Renewal Program (IRP) builds on PM’s foundation, replacing UBC’s current human resources and finance systems with Workday and renewed related processes. The Application Ecosystem Project (AEP) will ensure that UBC has the tools it needs to meet business needs. Applications within AEP’s scope: with be either, • updated to function alongside our new processes and system (retrofitted) • changed to exchange data with Workday (integrated) • retired from use because Workday provides the functionality (sunset) PM, IRP and AEP are using the same change management approach and framework.
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. Workday fulfils UBC’s ever-changing needs, including: intuitive navigation, mobile-friendly, automated processes, agile design, an integrated, modern, and interactive interface. It is extremely user-friendly and the system itself can be configured as required to address UBC’s requirements.
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 we ensure we transfer ‘good’ data into Workday from UBC’s existing enterprise systems?
During implementation, we’ll go through a process of evaluating UBC’s data across HR, Finance and Student to ensure ‘clean’ data is transferred into Workday. We’ve started some of the work to consolidate and clean our data. We anticipate that data readiness is a significant piece of work as part of implementation planning. An Enterprise Data Governance model is being developed with the first-ever university data model (UDM) to rationalize data definitions across UBC.
How will UBC address privacy and data ownership concerns?
UBC’s Risk Management Services and CIO Security Office have been involved in the evaluation of Workday and other cloud-based tools to ensure UBC’s policies are adhered to. Workday will be hosted in Canada with Service Level Agreements (SLAs) to ensure security, privacy, and performance. Workday has many clients across North America and we’ll benefit from their expertise in these areas.
Will systems that we use on a daily basis be integrated with Workday or replaced by the new system? (e.g., SIS, FSC, Scientia, etc.)?
The Integrated Renewal Program will see UBC adopting a new Student Information System (SIS), replacing our current Student Information Service Centre (SISC) and the current Faculty Service Centre (FSC) interface. It’s expected that UBC will continue to use Scientia for course and exam scheduling for the time being. There are many other software applications that will need to be integrated with Workday and we are in the process of determining which will be in the eco-system and which we will be able to retire as they will no longer be needed.
How will Workday affect graduate programs?
Graduate programs are included in the scope of the Workday implementation. Many processes are unique or different in graduate programs, and the product was evaluated to identify the capability to meet those unique needs. We’ll continue to work with Workday, and peer institution, to ensure that graduate student and program administration is appropriately supported.
How will employee time entry change?
Today, UBC hourly employees use a variety of time entry methods including paper timesheets and punch cards. Workday's Time and Attendance functionality enables hourly employees to enter their time in Workday via a computer or mobile device. UBC is currently exploring alternate options for time entry for employees who do not have computer-based job roles, such as the use of a timekeeper, and will ensure that the new process complies with industry and union guidelines.
What systems will be replaced by Workday?
Workday will replace PeopleSoft and PAT. Additional applications may be impacted through AEP. Enterprise systems including RISe, Voyager and Entrada will stay in place.
What measures will be taken to ensure the privacy of student information and records, as well as that of staff who will be in contact with this new platform?
Privacy and information security is a top priority for UBC. UBC has employees that are experts in privacy and information security working within the Integrated Renewal Program (IRP) in addition to an ongoing risk assessment process. The process identifies risks to personal information and information security, defines appropriate measures and safeguards, and ensures these are in place both during the program and subsequent to its launch. This risk assessment process will inform the Privacy Impact Assessment (PIA) required under the Freedom of Information and Protection of Privacy Act. UBC has similar processes for all UBC projects. By the end of this process, UBC will have a state-of-the-art PIA for the IRP which will provide assurances on the protection of information. UBC has assigned a dedicated resource to work with the IRP program to produce the PIA. As privacy and information security is a shared community responsibility, UBC has developed and mandated privacy and information security training for all faculty, staff, researchers, student employees and contractors who use UBC Electronic Information and Systems. Further, UBC has developed information security standards to ensure that all stewards of UBC information are aware of the required protections of information in UBC’s custody.