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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Workday seems to be a self-service system, does this mean that I might lose my job?
We recognize that the introduction of change, especially large system change, creates uncertainty and questions about “what does this mean for me?” The goal of bringing in the Workday system is to replace UBC’s current aging systems with technology that’s more suitable to a modern workforce. This will allow the university to streamline and improve processes, and ultimately provide an improved experience for all those who engage with it. It’s difficult to know how our processes will change, and how staff will be impacted, until we work through them in detail. As we move through the renewal of systems, we’ll be working with our current staff, who are the experts in our processes, to identify improvements the technology allows. Our plan is to have open communication, a focus on participation, a commitment to work together with all stakeholders to create a better experience, and to work with staff to support a successful transition.
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 (for example, transfer credit is in the process of moving to a single repository so it can be moved in more easily). 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.
I’m nervous when I hear about cloud-based and real time. What happens if the Workday system slows down or crashes?
Workday’s stats speak for themselves – delivering 99.9% uptime over the past two years. They’re also committed to working towards zero downtime for updates and maintenance in 2018. If the internet is down, or if there is a massive outage, we will, of course, be affected by the outage, but Workday itself, has an exceptional track record for “uptime.”
What about other systems that we use on a daily basis (e.g., Student Information Service Centre (SISC); Faculty Service Centre (FSC); Scientia; etc.)? Will they be integrated with Workday or replaced by the new system?
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 whichwill 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 governance processes happen with Workday (e.g., getting agreement around changes, making sure processes are not redundant, etc.)?
One of the goals of the Integrated Renewal Program is to streamline and harmonize business processes across HR, Finance, and Student systems to adopt system-delivered processes where possible. The intention is to formalize a governance structure, with community involvement, to inform any changes to processes once Workday is implemented. We will become part of a greater community of institutions working together to develop and enhance the product.
Who will determine levels of access?
In Workday, a security role determines what an individual can see and do within the system. UBC Staff, Faculty, and Students will have different key tasks and operational data assigned to them, which is dependent on the role, not the individual person. As part of our pre-implementation planning, we’ll be involving key representatives to help us determine which roles require access to the various functionalities in Workday, and how the university should review and grant access to the system.
How can I get involved?
There will be many opportunities to get involved in all phases of the program. We will need UBC community members to serve as subject matter experts, working group members, change ‘champions’, campus communicators, volunteer trainers and in other roles. The Program team will be reaching out to faculties, units, committees and student groups to invite participation as we move into the next phases of the program. Stay tuned for details.
How will asset tracking be managed?
UBC is exploring Workday's Asset Management functionality to determine its suitability for UBC. A decision is pending.