Why is West Virginia University launching this initiative?
WVU’s current technology systems and business processes have evolved over several decades as stand-alone solutions. The complexity and lack of integrations between many of those systems hinders our ability to work efficiently, whether in student services, finance, HR or research administration. We are investing in unified, integrated and adaptive systems that will let WVU keep pace with technological advances and cultivate future innovation.
What is the goal of this program?
The overall goal is to create an efficient and modern experience for faculty, staff and students, and to prepare the University to more easily adapt to future challenges and opportunities. This is a once-in-a-generation effort to improve research administration, to streamline the student experience from inquiry to enrollment, to refine our business processes, and to unify our core systems for Human Capital Management (HCM), finance, and budget planning.
We will do more than replace outdated, disconnected technology platforms: We will eliminate manual and duplicative work, improve efficiency, and free people up to focus on teaching, learning, research and service. We will cultivate an environment that is nimble, flexible and adaptable as circumstances around us change.
How will the program be managed?
The Modernization Program team has an inclusive approach, with diverse governance bodies that make critical decisions throughout the life of the program. We also have a large change network to engage the broader WVU community and gather insight about new processes and solutions. The project team and subject-matter experts across the institution are working side by side to design and test new systems, and to develop training programs so you’ll be ready when it comes time to use them We also have an Organizational Change Management team comprised of WVU staff and partners from Huron Consulting. This team is committed to ensuring people get the information they need to know, when they need it.
How does this affect divisional campuses and Research Corp.?
The WVU Modernization Program is part of a unified strategy that encompasses all campuses so that employees and students have a consistent experience no matter where they are. Alignment of the Beckley, Keyser and Morgantown campuses and the WVU Research Corp. is among the key goals. This program does not encompass WVU Foundation operations. Nor does it apply to WVU Medicine.
Can you be more specific about some of the benefits?
Today’s higher education landscape is much more competitive than in the past, and it moves at a faster pace. To remain competitive, WVU needs systems and processes that allow us to operate more efficiently and effectively.
For example, the WVU Board of Governors, the Office of the Provost and other University leaders need access to real-time data to inform decision-making and ensure we are meeting the needs of our students. It currently can take weeks to get certain information, if it can be obtained at all. Often, data is flawed, incomplete or in conflict with data pulled from other sources.
Collectively, the initiatives of the Modernization Program will help ensure that data is current, accurate, reliable and readily available, using holistic solutions that are built to last.
So, this is just about replacing technology?
No, it’s also about helping people work more easily. Replacing and consolidating inflexible and disconnected technology platforms is a big part of modernization. But this journey is not only about technology. It’s about building our future together. Hundreds of employees are helping to design new processes and systems, ensuring they reflect the needs of our community now and in the future.
Hundreds more are part of the change network to make sure everyone is aware of and ready for the changes ahead. Every member of our community will feel an impact, and we will work to ensure you are prepared to thrive when new systems launch.
Are we going to eliminate/restructure positions or hire new staff to work in these systems?
The Modernization Program was not created with the intention to reduce positions. However, as we identify opportunities to be more strategic in how we operate, the way that people work may change. The job duties of many current employees may shift, but these employees will be provided with opportunities to learn new and exciting technologies and skills.
What will happen to all the old data as new systems are adopted?
The Modernization Program is dedicated to creating sustainable, holistic solutions that are built to last and support data-driven decisions. A Data Retention project team is determining what legacy data will be preserved and for how long. Data that is retained for a defined amount of time will be stored either in the new systems or in another repository.
WVU will be strategic with historical data to ensure we are keeping things with a clear, relevant purpose such as complying with data-retention, audit and compliance requirements.
How can I get involved?
Change on this scale is ambitious. Together, we are building a future in which WVU is more agile, more connected, and better equipped to fulfill our purpose for decades to come. There are several ways to get involved:
- Sign up for our monthly Workday in Action webinars for a high-level overview of a new system that will affect every person who gets a paycheck at WVU.
- Submit a question through our contact form.
- Visit this website frequently for the latest information.