What is Business Modernization?
Business Modernization is a project that combines leading technology, Workday, with the reimagining of existing business processes to transform the way WVU works. Over the next several years, we will retire outdated and inefficient practices and shadow record-keeping systems, leverage automation, effectively integrate reliable data, and become more efficient with our limited resources.
Anyone who uses WVU’s current financial and human resource management tools such as MAP and Applaud will ultimately benefit from this transformation. Future business processes will be simplified, consistent and standardized across the WVU system.
What is Workday?
Workday is a modern, multi-faceted software platform that will streamline the way WVU does business by replacing multiple finance and human resources legacy systems like MAP and Applaud with one unified platform. The new Enterprise Resource Planning (ERP) system will give employees easier access to and control over their information.
From an administrative perspective, it will help WVU more effectively integrate data to support better decision-making and streamline business processes to support a better experience for students, faculty and staff. Workday also will help ensure data security, privacy and regulatory compliance, and give WVU the flexibility and scalability it needs to be a nimble, modern land-grant university.
Workday's cloud-based system architecture, which is kept current through semi-annual system updates, also ensures that WVU will be using the latest technology and following best practices for years to come.
Why do we need a new finance and human resources system?
WVU leaders have long recognized that existing financial, HR and student information systems are inefficient and complex, as are the business processes that these systems support. Stand-alone technologies have evolved or been customized over decades, making systems inflexible and difficult to maintain. The Workday project aims to eliminate these challenges and create a unified, integrated ecosystem that will let WVU adapt to changing needs well into the future.
Combining our key finance and human resources functions into a single unified platform will help simplify, standardize and automate processes, improve the University’s ability to collect, report and analyze data, ensure data security and privacy, and reduce the risk from non-compliant practices or processes.
Workday also will provide a single source of truth, providing reliable and real-time financial, employee and student data so faculty, staff and administrators know the information they need is easily accessible, current and accurate.
When are these changes happening?
Work is already under way. The first phase (running through Summer 2027) focuses on the implementation of Human Capital Management (HCM) and financial business processes, with Workday modules that will replace MAP, Applaud and other duplicative systems. We anticipate the launch of Workday on or around July 1, 2027.
After those components have stabilized, teams will begin work on the second phase of the project, which will focus on student processes and implementing the Workday student information system, which will replace Banner and other related systems.
After issuing a request for proposal, WVU invited the three top vendors that met our core requirements to demonstrate their products for an evaluation committee comprised of 29 stakeholders from key finance, human resources and student areas. The consensus was that Workday was best suited to meet our needs.
What does Workday know about the higher education environment?
Workday made a strategic decision many years ago to develop a system that meets the specialized needs of the higher education industry. They have been partnering with several universities to continuously develop and refine their systems to function for this kind of environment.
Workday has been successfully implemented at other institutions, including Yale University, Louisiana State and the University of Ohio (Akron). WVU is confident in Workday’s ability to meet the needs of a modern university.
Visit https://www.workday.com/en-us/solutions/industries/education.html to find more information about how Workday has been successful in the higher education industry.
Who will be affected?
The implementation of Workday will benefit everyone who uses WVU’s current financial and human resources management tools, including MAP and Applaud. The new system will help simplify, standardize and automate processes, improve the University’s ability to collect, report and analyze data, ensure data security and privacy, and reduce the risk from non-compliant practices or processes.
Employees will have easier access to their information in a mobile-friendly platform where they can easily see and execute routine business tasks.
Routine tasks will be managed within the Workday platform, and automated process steps will prompt employees when they need to act in the system. This will free up employees to focus on more mission-focused work such as student engagement.
Will people lose their jobs because of the Workday implementation?
MAP and Applaud will be retired, and the team will evaluate the opportunity to retire related technology services, including legacy and shadow systems. This answer will be updated as the project progresses.
What will happen to all the old data as new systems are adopted?
Some legacy data will be moved and stored either in the new systems or retained in another designated repository in accordance with WVU’s record retention policy and the University’s other compliance requirements.
How will updates be communicated to the WVU community?
The Workday team is committed to ensuring people get the information they need to know, when they need it. There is no single method to reach everyone across such a large and diverse enterprise, so we will use email groups and listservs, eNEWS, in-person meetings with stakeholders and faculty-staff advisory groups, and other channels to be determined. Eventually, we will hold Workday demonstrations and training opportunities. Keep checking back on this website for the latest.
How can I get involved?
The WVU Modernization Program will require and benefit from the participation of hundreds of faculty and staff throughout the next several years. The project team will engage stakeholders and subject matter experts on a regular basis, along with those who use the systems daily to perform their job duties.
When it comes time to test new systems and processes, employee participation and feedback will be critical. Contact modernizationprogram@mail.wvu.edu with any questions.