In 2014, the University of Arkansas System’s Board of Trustees engaged BerryDunn to conduct an information technology assessment for all campuses and units of the system. The board’s purpose was to assess IT system-wide and identify opportunities to reduce costs, create operational efficiencies and improve security. The assessment’s top recommendation was for the UA System to consider moving to a shared Enterprise Resource Planning (ERP) platform, which can lead to cost reductions and operational efficiencies at the system and institutional levels.
ERP refers to the human resource, financial and student information systems used at each campus, which differ across institutions. Consolidating all 20 institutions onto a common ERP platform will require significant collaboration and planning over the next few years.
Workday and Deloitte Consulting chosen
At the Board of Trustees annual retreat in August 2015, the board voted to move forward with the project. System President Donald R. Bobbitt met with all the chancellors in September 2015, and support to move forward was unanimous.
Workday was selected as the ERP solution in August 2017. In addition, the UA System selected Deloitte Consulting LLP as the system integrator.
Deloitte has significant experience in Workday implementations — particularly in higher education human capital management, finance and student administration. The Project One team is enhanced by Deloitte’s experienced leadership, and by the commitment of the functional and technical professionals who are collaborating with the UA System team.
UA Little Rock in first cohort
All of the institutions under the UA System umbrella will move to Workday for HR and Finance in two groups over the next two years. However, all institutions are participating in the joint discovery, design and prototyping sessions regardless of their go-live dates.
UA Little Rock is in the first cohort along with the following institutions, with a go-live slated for July 2020:
- University of Arkansas, Fayetteville
- University of Arkansas Community College at Hope
- University of Arkansas Community College at Morrilton
- Cossatot Community College of the University of Arkansas
- University of Arkansas at Rich Mountain
- University of Arkansas Division of Agriculture
- Arkansas Archeological Survey
- Criminal Justice Institute
- Arkansas School for Mathematics, Sciences, and the Arts
- University of Arkansas Clinton School of Public Service
- University of Arkansas System eVersity
Cohort 2 is made up of the following institutions, with a go-live of July 2021:
- University of Arkansas at Monticello
- University of Arkansas at Pine Bluff
- University of Arkansas at Fort Smith
- University of Arkansas for Medical Sciences
- Phillips Community College of the University of Arkansas
- University of Arkansas Community College at Batesville
- Pulaski Technical College
UA Little Rock HR, finance and IT departments have been actively participating in Project One planning and architect/design sessions since August of 2018. The configure and prototype phase of the project will kick off with a local review session scheduled for early April at UA Little Rock. Testing is scheduled to begin in September, followed by training and deployment from May to July 2020.
The local review sessions will allow HR, finance and IT stakeholders to review the initial configuration of Workday based on the identified requirements and decisions made during discovery and design. Additional input and feedback gathered during local reviews will serve to continue to refine the configuration of Workday over the coming months.
While the UA System has purchased Workday® Student, that aspect is still in the planning stage.
The HR and finance functions of Banner 9 will transition to Workday in July of 2020. Banner 9 and BOSS will remain online until the Workday Student module goes lives in a few years.
Project One vision and goals
The overarching vision is to consolidate all UA System institutions onto a common platform, Workday, to administer the HR and finance business processes and functions to achieve better alignment and easier exchange of data between the institutions.
“The vision for Project One is to implement an integrated and highly efficient Human Capital Management (HCM) and Finance system that meets the critical business requirements of the UA System members by eliminating outdated and redundant systems, maximizing the efficiency of managing System resources, enhancing security and ensuring transparency. The project will mirror the UA System’s excellence in teaching, research, and service, making it easier for faculty, students and staff to get their work done.”
—UA System President Donald R. Bobbitt
Developed with broad community engagement across the system, Project One will be defined by easy-to-use systems that lower the administrative burden for all, deliver trusted information and reduce overall costs.
Workday will replace Banner 9 at UA Little Rock and will bring a multitude of benefits such as:
- Aligning and integrating mission-critical enterprise data, information and business processes to support the strategic mission of the UA System and its institutions
- Transforming and standardizing business processes through the adoption of best practices
- Enabling enhanced self-service capabilities for faculty, staff, and students
- Reducing the number of old/outdated systems on campus
- Eliminating shadow systems
- Integrating systems across institutions
- Eliminating manual and paper processes
- Unifying policy interpretations
- Enhancing service delivery
- Improving reporting, transparency, visibility, accountability and audit tracking capabilities
Check out the Workday website for more information about Workday for Higher Education, and watch for more communication about Project One @ UA Little Rock in the coming months!