IRP Student Transition & Beyond Town Hall - Top 10 Questions

In October 2024, the Integrated Renewal Program – Student (IRP Student) hosted a community-wide, virtual Town Hall where program sponsors and leadership reflected on the journey of our community’s transition to Workday Student. 

UBC community members had the opportunity to learn more about the changes to come during the question-and-answer period. This blog post highlights the top 10 questions asked during the Town Hall along with our answers. 

Q1: How can we submit suggestions/requests for improvements?  

To share a suggestion for a Workday Student system improvement, submit a Workday support request through the Workday Student Support form on the UBC Self Service Portal (CWL required). Enrolment Services and the Integrated Service Centre (ISC) will work closely with the IRP Student Completion project, and other relevant departments to track, prioritize, and implement changes accordingly.  

Q2: Is the Workday training tenant going to remain accessible to community members to test Workday functions?  

Community access to the current training tenant will continue until the end of July 2025, after which access will no longer be available. 

Q3: Where will we find resources after November 30? 

The ISC has begun developing new resources for the Workday Knowledge Base (CWL required), and, similar to HR and Finance, the sustainment teams will work closely to ensure that updates are aligned with when changes to the system are implemented. As part of this process, they will review change bundles and other IRP Student resources to incorporate key information. Resources currently on Confluence – including the Training Hub and change bundles – will remain available after November 30 until replacement resources are published. Additional information on where to find new resources and how these updates will be communicated will be shared soon. 

Q4: Will the ability for students to view their schedule within Workday improve? 

Workday has indicated that there will be product enhancements in this area over the course of the next number of releases to improve the user experience. More will be shared as information becomes available.  

Q5: How will system enhancements/improvements be assessed and prioritized for development and implementation? 

Enrolment Services and the ISC will continue to collaborate with IRP Student Completion to prioritize enhancements based on UBC’s operational needs. Governance committees will review and approve final enhancement decisions. 

Q6: What will the Enrolment Services Business Solutions & Support Team’s role be? 

The Enrolment Services Business Solutions & Support Team, previously the Student Systems Management team, will be transitioning its work to support the sustainment of Workday and work within Enrolment Services and across the academic community to provide analysis, evaluate solutions, identify opportunities for processes to streamline, and provide ongoing training to users. Additionally, the team will be providing live support for the community during peak academic cycles, for example registration, graduation, and the grade submission, to ensure they are adequately supported. 

More details will be shared about the transition and how to access support over the coming weeks. 

Q7: Will all the resources and materials be placed into one central location? 

The ISC is collaborating with Enrolment Services to organize existing materials into a local repository, making them more accessible to the community. More information will be available soon. 

Q8: Who will be managing/maintaining the Workday websites moving forward?  

Currently, Workday content on student-facing websites is managed collaboratively by Enrolment Services, the VP Students office at UBC Vancouver, and the AVP Students office at UBC Okanagan. Moving forward, the sustainment teams will continue working together to ensure these websites consistently provide accurate and timely information for students.  

Q9: How do we address issues with missing reports and queries needed to support operations of the various units through the academic life cycle.  

We will continue to use our current data processes – such as Data Access Requests and the Data Access Framework - in relation to reports. If you have any questions regarding legacy or in-production reports that are being used or any changes that need to be made, please submit a ticket on the UBC Self Service Portal. 

Q10: Will the ISC be offering support for the foreseeable future? 

The ISC was established in 2020 and has supported Workday at UBC since 2020. This department began supporting the UBC community on Workday Student in October 2023. The ISC will continue to provide UBC faculty, staff and student employees with day-to-day support and access to helpful resources for Workday HR (HCM), Finance, Payroll and Student for the foreseeable future. 

If you were unable to attend the Town Hall, watch the recording here to view the full session and Q&A portion. Stay tuned as we continue the journey of UBC’s transition to Workday Student. If you would like to know more, please visit this page. 

Support & Resources: 

• For staff and faculty who require support with business processes, policies and other point solutions – please reach out to Enrolment Services. 
• For faculty and staff who require technical support not related to Workday, contact UBC IT.  
• If you are unsure who to contact or have suggestions for system improvements, please submit a support request through the Workday Student Support form on the UBC Self Service Portal using your CWL. 
• If you have an urgent issue or need to quickly follow up on a submitted Workday support request, you can contact the ISC Service Centre by phone: 604-822-8200 (UBC Vancouver) or 250-807-8163 (UBC Okanagan) Monday to Friday during business hours.