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Washington State University Modernization

What are you trying to modernize?

WSU’s current finance, payroll and human resource system, Administrative Information Systems (AIS), is over 30 years old and is at risk of failing.  AIS currently supports finance, payroll and human resource activities. WSU will replace the vulnerable and outdated AIS system with Workday to ensure continuity in business operations.

Administrative Information Systems (AIS) will decommissioned and replaced by Workday software in summer 2020.

What is Workday?

A cloud-based software that provides tools and functionality to support finance and human capital management business activities.

Workday clip

Who is Deloitte?

Deloitte (frequently referred to as WSU’s implementation partner or strategic integrator) is the largest professional services firm in the world. We are excited to partner with Deloitte on this initiative, as Deloitte has completed over 280 end-to-end Workday-implementations, and has extensive experience leading Workday-enabled transformations in Higher Education. Deloitte will take an active role in the day-to-day management of the project and will help us configure and deliver the best possible solution for WSU.

What is the timeline for implementing the Workday software?

Visit our Timeline page for additional information.

What systems will be impacted?

Finance, Payroll and HR functions that are currently performed in Administrative Information System (AIS), PERMS, and TEMPS will be replaced by Workday. In the Fall of 2018, the project team will begin evaluating Workday as a solution to potentially replace OPDRS. The student systems including myWSU, Blackboard & 25Live will not be impacted by the Workday implementation.

What processes will change?

A number of existing processes will likely change as a result of moving to Workday. From February – June 2019 design workshops will be held to develop future business processes. Each college or campus will determine the best participants based on the topic. Schedules and meeting invitations will be provided well in advance of the workshops.

How many years of data will be transferred to the new system?

Basic historical data will be converted to Workday in conformance with leading practice:

  • Finance/Payroll: Best practice is to bring over year end balances and open invoices/transactions.
  • HR: Best practice is to bring employee current appointment information as well as pertinent employee elements such as initial hire date, work location, etc.
  • Data warehouse can serve as our “data archive” used for historical reporting and analysis.
  • AIS will remain operational as read only until such time that all historical data is placed into a warehouse where it can be accessed. That effort will begin after the new system is in use.

When will I receive training?

Training will be an important part of preparing to use Workday. A best practice for training is to provide training in close proximity to the time when the system will be available for use.

The Modernization team is currently working with Deloitte (WSU’s implementation partner) to develop a detailed project schedule of all project activities including timelines for training. Once the schedule has been finalized a copy will be posted to the Modernization website as well as communicated to campus end-users and stakeholders.

Will the BPPM and/or policies be revised?

Changes to the Business Policies & Procedures Manual (BPPM) are to be expected.  All policy changes will follow the existing process managed by the Office of Procedures, Records and Forms.

Will WSU run parallel systems?

A full testing plan, including end to end, regression and user acceptance testing will be developed and implemented for other functionality as we near the go-live date. Involvement from campus and college teams will be essential to ensuring that transactions post and business processes operate correctly. Full scale parallel testing of payroll will help ensure there is no interruption of service in paying WSU employees.

Will the budget module be implemented?

WSU will implement basic budget functionality with the rest of the financial suite in July 2020.  This will include the ability to load a budget, track on-going and one-time allocations, budget transfers, and compare budget to actuals.  The Modernization Team will begin assessing Workday Planning for implementation after the initial system is live in Summer 2020.

How much will the project cost?

The implementation of Workday will cost approximately $30 million in one-time funding and $7 million per year in ongoing costs.

A majority of the one-time costs include service fees for implementation partners (Deloitte), services for readiness assessment and procurement (ISG), and training for core staff. The ongoing costs include software license fees, staff salaries and ongoing training.

How is the project being funded?

In June 2018, the Board of Regents approved the overall project cost and the following funding plan:

One-Time Costs of $30M will be covered with debt financing. The debt will be repaid using $3.1M in revenues that have covered key infrastructure investments for many years, including the Student information system debt payment, and the Veterinary Hospital debt payment. Using this approach, the $30M cost will be funded without an impact to college and campus budgets, and without increasing the University’s annual debt payment.

The On-Going Costs of $7.0M per year will be funded in three ways:

  • Investment from Strategic Reallocation Pool and revenue from enrollment growth
  • Seed funds saved up for this investment
  • A fee assessed to all departments by the Budget Office monthly based on employee salaries (Contracts and Grants, Fed Appropriations or Agency Funds are exempt).

How is the Modernization Team structured?

The full project team consists of an executive project sponsor, a senior leadership team, three project directors (Human Resources, Finance and Information Technology), and the teams that report under each project director. The structure is designed to encourage collaboration.

The HR and Finance directors are responsible for leading their functional teams (made up primarily of analysts) who are charged with ensuring that Workday is configured to meet the University’s diverse and complex Financial and HR needs, while the technical team is responsible for supporting data conversion, integration and other technical aspects of the project.

Please visit our Meet our Team page for additional information.

What will happen to the Modernization team after Workday has been implemented?

The Modernization staff will continue to manage Workday system configurations, facilitate major system updates, serve as ongoing support for Workday and become a new resource for continuous business and system process improvement initiatives.

Who can I contact if I have questions?

Please visit our Contact Us page.