Lessons Learned from 5 Years of Workday Student: Navigating Change and Confusion in ERP Implementations
Implementing a new ERP or SIS system can be both exciting and overwhelming. While there’s the potential for increased efficiency and better data management, you might hear statements like, "Our goal is not to make any major changes from the current configuration." These words can stir up confusion and hesitation.
I've encountered this phrase in different forms throughout Workday Student implementations. When my institution was implementing Student and the implementation partner said something similar to me, I wondered, "Why are we even switching to a new system?"
After five years of working with Workday Student, here's the lessons I've learned from this statement.
Establish Future State Operations Early
Institutions often hesitate to develop detailed operational plans until they fully understand the new system. However, creating a high-level plan for your "future state" operations before implementation is crucial.
For instance, if you aim to improve student registration processes, identify those specific goals early on. When your implementation partner arrives, they will be ready to configure the system based on these goals. Providing a clear roadmap allows your implementation partner to present the best options available within Workday Student and gives your team the opportunity to make decisions and move forward.
Watch Out for Scope Creep
Another important factor is the implementation partners' scope of work. If you ask for something to be configured, then change your mind, then change your mind again, that may not be budgeted to be in scope. As partners typically have estimates of what each task will take, frequent changes to your requirements can lead to unexpected costs, impacting your budget significantly.
This is where having a Workday Student expert on standby during the stabilization phase proves invaluable. Their knowledge can help navigate the complexities of configuration adjustments as you refine your operations in the new system.
Understand the Interconnected Nature of Workday
Finally, it’s essential to grasp that Workday is a highly interconnected system. Changes made in one area can influence others, but this doesn’t need to be a deterrent. Taking the time to learn about the underlying data model can clarify much of this complexity.
For example, understanding how Academic Units relate to course offerings and programs of study can lead to more informed decisions. When administrators see how these components interact, the perceived risk of making adjustments decreases. This awareness fosters an environment of confidence that enables informed decision-making throughout the implementation process.
Moving Forward with Confidence
Transitioning to a new system like Workday Student comes with both challenges and opportunities. While reassurance statements like "no major changes" can lead to confusion, recognizing their underlying meaning helps demystify the process.
By planning your future operational state, staying vigilant against scope creep, and understanding how interconnected data models work, you can navigate the implementation journey with confidence and clarity. Embrace the change, and focus on creating a system that meets your institution's evolving needs. Happy implementing!
Final Thoughts on Lessons in Workday
Always remember you're not alone. Lean on independent, experienced consultants like those at Legato to guide you through these complexities.
If you're not sure where to begin, request to schedule a discovery call. These conversations connect you with our principal consultants to explore your situation and brainstorm solutions, pointing you in the right direction. There is no fee or obligation.
