Why Job-Aids Alone Are Not Enough for Workday Student Go-Live (And What You Actually Need)

When a new system like Workday Student is on the horizon, it can feel thrilling. Many believe that a collection of job aids means a department is poised for success. But this is a misconception. Job aids are certainly essential, but they are not enough for a smooth go-live. We must explore how to truly prepare teams for success, going beyond these brief guides.

Take a look at these Workday Student Go-Live hot takes: 

1) Job Aids do not equal that a department is ready to operate on Workday Student, even if they have a job aid for every task that that they do. 

2) Job Aids do not equal training. 

3) Job Aids that aren't based on a well-designed user experience (e.g. custom dashboards) will slow down user adoption.

The idea that job aids can replace proper training is one of the biggest misunderstandings. While they provide step-by-step instructions for tasks, they often lack the comprehensive learning that users need. Job aids assume users can navigate the system solely from the information provided. This can lead to confusion when faced with unexpected situations.

So, other than job-aids, what do we actually need for a successful Workday Student go-live?

First, comprehensive documentation is essential. This should include detailed outlines of all necessary tasks, business processes (BPs), and reports required throughout the academic year. This documentation step is often missing during the implementation and typically takes about 2 years post Move to Production to build out effectively since many of these processes occur infrequently—think about tasks that only happen once a semester or once a year. This is not just about creating a manual; it is about making vital information readily available so teams can succeed when those unique tasks arise.

Second, having expert coaching is crucial for the first two years after go-live. It's like having a skilled partner guiding you through the complexities of live data. This approach is not just about fixing support tickets; it’s about providing real-time, hands-on assistance. Until teams experience the system live, theoretical configurations will not translate into practical applications.

Thirdly, the importance of a well-designed user experience cannot be stressed enough. When I see job aids telling students to go to their profile in the right hand corner, then look for a task in the search bar (which they then have to memorize, but might only do this task a handful of times a year), I just cringe. Workday enables you to build a one-stop experience with custom dashboards which are intuitively in the top left hand corner (they are called Apps to users). I like to go all-in on building this single point of contact for users. Each office at an institution needs its own custom dashboard in my opinion. Sometimes an individual within an office needs their own separate dashboard because they do so many tasks. One of my favorite custom tabs in a dashboard is called "Data Issues." It proactively identifies any possible data issues (e.g. instructional format on a course section doesn't match what's on the course definition) which would cause significant problems. 

These well-structured user interfaces with custom dashboards greatly encourages adoption by adding value and help to people's day-to-day work.

Wrapping It Up

In summary, while job aids are helpful, they cannot replace comprehensive training, expert coaching, and thoughtfully designed user experiences in the realm of Workday Student. Institutions that employ these strategies will empower their teams, making the most of this powerful system. Embrace a holistic approach, and prepare your team for success!

As you can see, at Legato Strategic we are pretty passionate about these things. We offer Workday Student Coaching to institutions live on Workday Student. If you're interested in learning more, fill out our interest form: https://lnkd.in/gcfv3Uxw. In terms of cost, one of our values is being cost conscious. We have 100% customer retention because we deliver so much value. So don't be shy. Reach out and let's have a conversation.