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On April 25th, the Workday Student implementation leads and subject matter experts held a Customer Confirmation Session (CCS) to demonstrate initial configuration of our new student information system. During the session, they reviewed the first set of student-lifecycle topics discussed and decisions made, and noted key areas for improvement. 

Below, we’ve outlined some of the “wins” for our future system, by workstream: 

Academic Foundations

• There will be formal differentiation of non-standard terms for halves of semesters (e.g. Fall 1, Fall 2), allowing tasks like administering grades in the middle of the semester much easier;

• There will be more comprehensive and consistent tracking of student academic objectives.

Admissions

• Students’ test scores will be tracked through Workday, instead of in multiple systems, and be reportable for assessment;

• Student tags will allow reporting to focus more on specific populations;

• PaGE students will no longer be subject to manual processes for registration and billing, with these becoming automated through Workday.

Student Records

• Multiple Programs of Studies can be assigned to a student record concurrently, making it easier to track programs; 

• Non-credit student records will now show Continuing Education units; 

• An integrated Student Profile designed to show their current course schedule, their academic history, transfer credits external records, and degree audits will streamline the information displayed for faculty and staff.

Curriculum & Advising

• Cross-listed courses will now be able to exist as a single course definition, allowing for efficiency in maintaining descriptions; 

• The Reserve Capacity functionality in Workday will allow class seats to be set aside for defined populations of students;

• Workday will facilitate a more comprehensive degree audit. 

Student Financials and Financials Aid

• Workday will provide a centralized location for students to view and manage their financial information;  

• Student accounts will be maintained in one system and incorporate automated reconciliation processes; 

• A redefined charge code structure will simplify account charges; 

• Work-study earnings and reporting processes are being refined to ensure greater consistency between Finance, Student Financial Services, and the information reported back to students.

Technical Workstreams

• MHC data migrated from Colleague into our newest testing tenant (the CTCT) was validated at 98.7%, much higher than the expected target of 85%; 

• Security review is ongoing to make sure everything has been migrated correctly to Workday.

This session provided a look at the progress made so far, highlighted ongoing discussions, and will help guide the next steps as we move further into the project. Please feel free to watch the full presentation. The next CCS will take place in August. 

We will share more updates on the project this summer.