Our Workday Student implementation is at the heart of the Student Sunrise project.
Workday Student will serve as our foundational system to support academic operations at WashU. It will replace the 30+ systems that make up our Student Information System (SIS), including WebFAC, WebSTAC and WUCRSL, as well as many additional student support systems operated by our schools and units. Workday also will integrate with other university systems like Slate (admissions) and PowerFAIDS (financial aid) to share data and complete core academic processes.
Consolidating many of our student tools into a single, integrated system will help streamline operations, reduce manual processes and provide faster, easier reporting for decision making. And because we’re buying a system instead of building our own, we can better support our systems while addressing schools’ and students’ evolving needs into the future.
About Workday Student
Workday is a leading provider of cloud-based administrative systems, particularly in higher education. While a few of our peers currently use Workday Student, we are an early adopter of the system and have a unique opportunity to influence the product’s development and functionality to support complex academic research institutions like ours.
Additionally, Workday’s HCM, Finance and Student solutions operate within one unified platform. This means that we’ll have a single, university-wide source for much of our student, finance and human resources data that’s updated in real time in the cloud.
With Workday Student, we’ll be able to more easily answer essential questions in support of our academic mission, like how students with a particular academic profile have performed and who teaches what. Because student, financial and HR data will be housed in one integrated system, we have a powerful new tool that in time will allow us to answer an even broader range of questions.”Erin Culbreth, associate provost and Student Sunrise executive project director
Workday Student functionality
We are implementing Workday Student’s functionality for the following areas:
Academic Foundations & Records
Academic Foundations represent core components within Workday Student that support all other student functional areas. Included under the Academic Foundations umbrella (also known as “Student Core”) are WashU’s academic structure, programs of study and credentials, academic periods and calendars, dates, student eligibility rules, and more.
WashU will use Workday Student for the following Academic Foundations/Records-related activities:
- Defining and maintaining the academic organizational structure (academic units) for schools, colleges and departments
- Configuring programs of study used across all functional areas
- Maintaining academic records
- Defining rules and processes for enrollment, grading, and graduation to minimize manual entry and administrative burden
Courses & Registration
Curriculum management, or course management, involves the creation and maintenance of courses and course sections. Registration involves the management of registration appointments and enrollment policies, including course repeat policies, waitlists and overrides.
WashU will use Workday Student for the following curriculum and registration-related activities and policies:
- Course and course section creation and maintenance, including components like course tags (attributes), subjects, meeting patterns, pre- and co-requisites
- Instructor assignments, including instructor eligibility and managing instructor load
- Registration management, including appointments, waitlists, overrides, drops and reserving seats
- Enrollment policies, including which courses a student can register for and the maximum number of units in which a student can enroll
- Student registration and pre-registration planning, supported by advising
- Course attempt and repeat (retake) policies
- Grading, including entering and viewing final grades, and how students can be graded
- Updating the Bulletin
Workday Student will be the universal tool for advising and degree audit across WashU. Adopting one tool for these purposes will create a more streamlined experience for students – especially those studying across schools – as well as the faculty and staff who support them.
WashU will use Workday Student for the following advising-related activities:
- Maintaining academic requirements for programs of study
- Advisor assignments
- Student engagement, including appointment scheduling and messages
- Academic planning, including pre-registration support
- Academic progress tracking, notes and final degree audit
Workday’s Student Financials functionality ensures students receive accurate tuition bills and can view fees and financial aid that have been posted to their accounts. This functional area encompasses student accounting, disbursement, collections, student charges, payments and refunds, and more.
Workday Student will allow WashU schools and Student Accounting to:
- Correctly calculate tuition and fees based on a student’s program of study, financial cohort and class load
- Apply discounts, waivers and exemptions to student accounts
- Set up automatic calculations of tuition and fees at regular intervals, reducing administrative burden and improving the student experience by ensuring students see their most up-to-date information
- Track and accept payments from students and third parties (such as parents)
- Ensure student and third-party payments are applied accurately in a timely manner to the appropriate charges
- Track refunds and balances due
Integrations with other systems
While we will not use Workday Student as our primary tool for the below functionality, we are configuring the system for these areas to ensure that academic processes run properly and data is shared between Workday and other university systems:
- Recruiting and Admissions: We will continue to use Slate as our undergraduate admissions tool. We are currently implementing a separate instance of Slate to consolidate and unify our graduate admissions systems and processes. Student records are created in Workday when data for matriculated students syncs to Workday from Slate. We are configuring Workday’s recruiting and admissions modules to support this integration and related processes in Workday.
- Financial Aid: We will continue to use PowerFAIDS, which recently replaced our legacy STAR system, to administer financial aid on the Danforth Campus. The Medical School Campus likewise will continue to use its own instance of PowerFAIDS. We are configuring Workday’s financial aid module to integrate with both instances of PowerFAIDS.
Other project work
In addition to implementing and configuring Workday’s functionality for the above areas, the project team is completing technical work to fully transition student operations to Workday Student, including developing compliance reports for go-live, integrating Workday with other university systems, converting data from our legacy systems to Workday, and retiring legacy systems.
The Workday Student implementation is a five-year project that will go live in stages during the 2024-25 academic year. The project timeline includes one year of discovery (2020-21), three years of implementation (2021-24), and one year of go-live activities (2024-25).
New functionality on Workday Student will be released on a rolling basis throughout the 2024-25 academic year. The first academic year in which we will operate entirely within Workday is 2025-26.
View the Student Sunrise timeline webpage for more information on the each of the project’s stages.
The Workday Student project is currently in the Architect, Configure & Prototype Stage (ACP), the second of five implementation stages. The bulk of future state design work occurs during this stage, which begins in October 2021 and concludes in July 2023. In ACP, the project team gathers academic process requirements and technical specifications, then uses them to configure the software solution. The team also prepares for testing activities during this stage.