Workday@uOttawa

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The flagship project of the Administrative Services Modernization Program

Workday@uOttawa is a University of Ottawa project to implement the new enterprise resource planning (ERP) system, Workday.


The project

Workday@uOttawa is the flagship project of the Administrative Services Modernization Program. As part of the project, we’re replacing Banner, our current enterprise resource planning (ERP) system and many other systems with Workday, to transform our financial and human resources administrative services.

Momentum Journey

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1
Design
September 2021

In progress

Increased familiarity with Workday’s terminology and processes. Each of the modules and processes is thoroughly analyzed and appropriate business and configuration decisions are made.

 

2
Configuration and Prototype
November 2021

University users become increasingly comfortable with Workday. Deloitte and Workday teams work together to create the first prototype of the solution. The University is able to evaluate the compliance of the new business processes.

3
Tests
May 2022

Testing ramps up, and users start becoming more proficient with the system and run different scenarios. This is an important phase, which will fix potential problems with the system.

4
Deploy
December 2022

We can start working with Workday! First, users will receive training to use this technology, of course!

5
Support
December 2022 to May 2023

We offer constant support to the uOttawa community: training, communities of practice, live support chat and more.

Guiding principles

The Workday@uOttawa team has established three guiding principles that will apply to all project phases.

  • Client-focused
    • User-friendly
    • End to end simplification
  • Information is key
    • One source of truth
    • Entering data once
    • Information available when needed
  • Adapt to leading practices
    • No customization
    • Promote uOttawa-wide thinking

Partners

External partners: Workday and Deloitte
Workday has a proven track record with corporations such as Siemens, Toyota and Netflix, as well as Canadian universities. Its cutting-edge technology is based on industry best practices in financial and human resources planning and processes.

Deloitte, our integrator, is a partner we can trust unreservedly. It knows the Canadian university scene well, having worked for McGill, Brock and UBC, along with large, renowned American universities like Yale and Brown.

Together, Deloitte and Workday have supported more than 150 teaching institutions across North America and participated in over 530 virtual launches of the Workday ecosystem since the start of the pandemic.

Internal partners

A project on this scale definitely requires the participation of many at the University and collaboration across multiple sections. Over 500 employees are working in one way or another to bring this project to fruition.


Workday

Workday is the ERP that will allow us to evolve and adapt with the necessary agility and effectiveness to stay the course, meet our objectives and seize new opportunities. It will help us to analyze and manage daily University activities more effectively and to streamline our business processes. Over 45 systems currently in use will be replaced by one integrated, secure system, operational at all times.

Workday Benefits

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Intuitive and flexible design

Workday looks and feels like websites you browse daily. Its user-friendly design will facilitate tasks for novice users from day one.

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Improved data and reporting

Workday will provide uOttawa data and reporting capabilities far greater than those that currently exist. This visibility will help our people make better decisions.

 

Cloud-based and mobile ready

Workday can be accessed at anytime, anywhere, from a desktop, laptop, smartphone or tablet that’s connected to the Internet.

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Secure and reliable infrastructure

Workday follows rigorous security safeguards, including meeting the highest threshold of regulatory oversight and enforcement by international data protection authorities.

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Self-service for faculty, managers and staff

Workday will offer all uOttawa faculty and staff the ability to update or access their information confidentially.

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Higher education best practices

Being part of the Workday community will enable uOttawa to influence the product roadmap for future functionalities that meet our needs.


Workday Modules

Workday’s finance and human resources functions include many modules. Here are those selected by the University, which will be implemented in two phases:

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