General

What is Workday?

Workday is a state-of-the-art cloud-based enterprise resource planning (ERP) solution that will replace many of our current systems and manual processes. Workday manages Financials, HR and Payroll activities and data. The solution provides an improved user experience and faster, better access to data.

I don’t work in the Finance or HR Departments. Will I still use Workday?

Yes, everyone employed by Guilford College will use Workday. Depending upon your role, you may use Workday to view pay stubs, update personal information,  request time off, submit timecards, enter expense reports, make purchases, submit invoices, etc.

Why are we changing our systems?

Guilford College conducted an ERP review in 2021 and 2022 and determined that Workday was the solution that best meets our future needs. Main considerations for moving to Workday include:

  • Usability: A simplified user experience that provides more effective workflows and access to data
  • Technology Simplification: Consolidation of separate systems that eliminates unnecessary costs and support demands
  • Innovation: Modern cloud technology that provides a foundation to meet the modern digital experience expectations of the Guilford community

What is Enterprise Resource Planning?

Enterprise Resource Planning is the integrated management of software applications in business areas including Finance, HR and Payroll.

I have a general idea of what Workday is, but what are the specific processes that will be done in Workday?

There are several processes which currently occur in Banner Finance or related systems which will be completed in Workday in the future. The details of the impact of Workday on existing processes will be iteratively analyzed through the design and testing of the solution. The Guilford Change Management team will provide communication and training regarding changes to processes.

What benefits will I see as a user of Workday?

Workday will provide all users with a modern look and feel, a user-friendly experience, an integrated system, access to real-time data and reports, and mobile access.

How will the Guilford community become prepared to use Workday?

The Guilford Workday Change Management team will create a Change Management strategy in Fall 2022 based upon interviews with key stakeholders and readiness survey responses. Two important components of this strategy include a communication plan and a training plan. We will also have a Change Agent Network which will create a direct connection between each department and the Workday project team.

Are we implementing Workday Student?

Workday will not replace Banner Student at this time. An evaluation of Workday Student is currently underway to determine if it should be considered for possible future implementation.

Finance

What components of Finance does Workday include?

  • Banking and Settlement
  • Budgets
  • Business Assets
  • Customers
  • Expenses
  • Endowments
  • Financial Accounting
  • Foundation Data Model (FDM)
  • Grants
  • Procurement
  • Projects
  • Supplier Accounts

I heard the Fund, Organization, Account and Program (FOAP) is going away? What will we use instead?

The Workday Foundation Data Model (FDM) is a completely new paradigm. It is made up of Company, Cost Center, Fund, and something called Worktags. Think of a worktag as a hashtag - it's a way to tag a transaction to a particular project, grant, or other activity. As part of the transition, we'll provide a crosswalk which shows 'current state' FOAPs aligned with 'future state' values.

Human Resources

What components of HR does Workday include?

  • Absence and Time Tracking
  • Benefits
  • Compensation
  • Human Capital Management (HCM)
  • Payroll
  • Recruiting
  • Talent Performance