The Essential Non-Technical Pre-Work for Successful Workday® Student Integrations

Integrating a new system like Workday Student can be a daunting process. For those accustomed to legacy student information systems (SIS), the transition may seem overwhelming at first. However, a successful integration involves more than just technical skills.

There’s a substantial amount of non-technical pre-work necessary to avoid hiccups later on.

Understand the Data Model Differences

Recognizing that Workday Student functions on a different data model than most legacy SIS products is crucial. The differences in data structure are significant and cannot be dismissed. For instance, in a legacy system, a "Student ID" might be a simple numeric field, while in Workday, it could involve a composite identifier that includes various data points. Failing to account for these differences may result in erroneous data transfers that complicate future integrations with third-party systems still relying on the legacy SIS framework.

So, what do you do about it?

How can this be remedied?

Inventory All Integrations

Before proceeding with any integration, start with a complete inventory of all existing integrations with third-party systems. This initial step clarifies your current landscape. For example, if your institution uses 15 different third-party applications, cataloging these integrations ensures you understand what must be addressed during the transition to Workday Student.

Document the "Why"

Next, take the time to document the "why" behind each integration. Consider questions such as: What does each third-party system do? Why are they necessary? For instance, if you use a financial aid platform, understanding its role and uses will help you keep essential features during the transition. This clarity ensures no critical components are overlooked, aligning with the needs of all stakeholders throughout the process.

Core Requirements Documentation

Documenting core requirements for the information needed is also essential. Avoid technical jargon; instead, explain aspects in easily understandable terms. For instance, say your legacy system has a field labeled "Student Type." Document and describe it using non-technical language that anyone could understand. This clarity helps everyone, including those not familiar with technical details, understand what is needed, enabling smoother collaboration with your implementation partner in adapting these requirements to the Workday data model.

Planning for Configuration Changes

No integration is complete without addressing adjustments to third-party systems. Clearly mapping who will be responsible for these changes is crucial because these configurations must be handled before testing the Workday integrations begins.

Moreover, staging for testing will be important. For approximately 6 to 9 months after the switch, you will need to maintain data in both your legacy SIS and Workday Student. This dual maintenance can be complex and requires coordinated efforts among various teams. Consider establishing regular communication meetings to ensure everyone is on the same page and can address issues promptly.

Navigating the Transition Smoothly

In summary, while the technical details of integrating Workday Student are indeed important, the non-technical pre-work is equally important for a seamless transition. By taking the time to document integrations, comprehend the differences in data models, and prepare for necessary configuration changes, you pave the way for a smoother process.

Reach out to brainstorm how this process would look at your institution. Request a discovery call anytime.