Frequently Asked Questions
Have a question about the transition to Workday? Email [[workdayproject]].
Why does the university need a new ERP?
W&M’s current ERP (Enterprise Resource Planning) system, Banner, and its business processes no longer allow the university to operate efficiently and deliver the services our faculty, staff, and students expect. Replacing the software gives us the opportunity to improve our business processes and services, and to adopt a modern system that provides our faculty and staff with the best tools.
What are some of the major benefits of switching to Workday?
- Workday’s software is simpler and more robust. It will make everyday activities – such as hiring and onboarding new employees and budget processing – smoother, faster, and easier.
- Anyone who uses Banner now, whether an employee or a student, will benefit directly from this transition. Workday’s modern and intuitive user experience reduces inefficiencies and workarounds common to Banner.
- Workday’s suite reduces the number of software products W&M has added to Banner to conduct business over the years. Workday is constantly evolving, allowing W&M greater flexibility and the ability to scale up with changing needs.
- Workday’s regular upgrades and patches will keep the system always up to date.
- Better data and advanced analytics will help W&M get real-time and accurate information immediately after launch.
- Workday’s built-in automation engine promotes efficiency across the university, letting employees focus on tasks with the most impact.
What is the timeline for this project?
The project to transition human resources and finance will kick off in summer 2024 and take about 15-18 months to complete. Banner will be used until HR and finance business activities move to Workday during implementation.
As of Spring 2024, W&M is in the readiness and preparation phase, focused on ensuring the successful implementation of Workday. This work includes identifying an implementation partner, documenting W&M’s business processes, and enhancing our data governance. Additionally, the university will continue to work on a strategy and design the roadmap for the student systems.
How will the community prepare for this change?
Transitioning from Banner to Workday will digitally transform the university’s business activities. The project team wants the W&M community to be as prepared as possible and are ensuring that employees receive robust training and the support they require to be successful in Workday. The team will also be contracting with an experienced implementation partner that has successfully completed Workday implementations at peer institutions.
It is still early in this process, with the project team focused on readiness and preparation. However, the team has already contacted employees specifically in University Human Resources, Finance, and the Budget Office to encourage them to learn more about Workday and to let them know they play an important part in a successful transition.
Additionally, communicators have already been assigned to the roll-out and are planning for both targeted and community-wide updates as the project progresses. A project website, Workday, has been launched. In later phases, communications will include more outreach to students, as Workday is launched for student services and registration.
In the near term, from February until project kick-off this summer, the project team is laying the groundwork for a successful transition to Workday. They are working to find an implementation partner, document W&M’s business processes, and establish the project governance and strategy.
How can we get more information about the project?
The new Workday website has additional information and will be regularly updated to keep the community posted on the project and its progress. You can also contact [[workdayproject]] if you have any questions. Additionally, there will be regular newsletters sent with updates and other resources.
Is Banner Student going away?
Eventually, but not in the first phases. First, William & Mary is modernizing the ERP supporting finance and human resources, though these upgrades will have some benefits for students. The student information system modernization is a future phase of the ERP transformation. Students will continue to use Banner during the first phase of the project (HR/Finance). A strategy and roadmap for student information systems will be communicated in the future.
Is there anything I can do to prepare now?
If you are on the project team, you will be involved in the preparation activities and the steering committee will be in touch on your roles. The project will not officially kick off until summer 2024, but you can visit Workday website to learn more about the project and track the timeline. Always feel free to contact [[workdayproject]] with questions.
