Frequently Asked Questions
Core Information System Replacement
Frequently Asked Questions
Find Frequently Asked Questions about the CISR Core Information System Replacement project at Southern Oregon University.
What is the CISR Project?
The acronym CISR stands for Core Information System Replacement. This project will focus on a university-wide technological transformation allowing SOU to modernize the way we do business and support students for many years to come. Specifically, we will focus on building, deploying, and testing the Workday information system.
Why are we embarking on the CISR Project right now?
An opportunity arose for us to look at SOU’s current Banner platform and all of the associated “bolt-on” systems used to augment it. After a lengthy, two-year process, SOU determined that it would be considerably better served to implement a 21st Century system to replace the Banner Ecosystem.
The chosen Workday platform will save SOU roughly $800,000 per year after implementation when compared to the Banner Ecosystem. Workday also offers transformational potential through its considerably more modern and relevant business processes. SOU is looking to implement the new Workday system to leverage these next-generation processes in ways that will make us considerably more efficient, allowing us to serve our students more effectively.
What is Workday?
Workday is a cloud-based Enterprise Resource Planning system (ERP) for Human Resources, Finance, Planning, and Student Services. ERP refers to business process management software (in our current case, the example is Banner).
Workday will be the new tool the SOU uses to store and organize information and data to conduct business. This includes everything from paying bills, to tracking time, leave, and reporting. Workday is a much more modern and integrated system than we currently have. It will help us do our work more quickly and efficiently.
What are the benefits of Workday?
Workday will offer many benefits to SOU including:
Simplifying complex, paper-based procedures into one system
Improving data visibility, reliability, & usefulness
Providing easy-to-use modern technology
Help alleviate many time-consuming inefficient and manual processes creating a better user experience for staff, faculty, and students.
How will Workday be built?
Alchemy, our Workday implementation partner company, will work with SOU to help us design, build, test, and deploy Workday HCM, Financials, and Payroll. The CISR Project Team is actively working to design and configure Workday to fit the SOU’s needs. Our administrators and staff are participating in daily meetings to understand and shape Workday practices.
When will the CISR Project start to impact how I perform my role and daily operations?
Beginning in winter and early spring 2023, the CISR Project Team will have more details about how staff, faculty, and students will be impacted. During this time, we will share demos of Workday and important information you will need to know about the project. We will also invite employees to participate in the Change Agent Network. This will prepare you for training scheduled for late spring and summer 2023.
What is a Change Agent Network?
A Change Agent Network is a group of individuals that will share information about the CISR Project and Workday with their colleagues while also sharing the needs and concerns of their work areas and groups. Representatives across the university are invited to participate in monthly meetings where they will learn about upcoming changes relevant to employees and students. Members will also provide feedback on how to best support and communicate with colleagues about the CISR Project and Workday.
We recommend that you reach out to your Change Agent Representative directly if you have questions about Workday. They will be prepared to share information and connect you to relevant resources regarding the project.
What should I know about training? When will I be trained?
We learned through the CISR Readiness Assessment that training is a significant concern for most employees. Therefore, training is a high priority and will be a critical part of project planning. As we get closer to late spring and summer 2023, employees will be trained on how to use Workday.
Training will provide real-user experience instruction on how to effectively use Workday. You will have access to training materials such as recorded training sessions, step-by-step reference guides, and live workshops both in-person and virtually. We will communicate often about training once we get closer!
What will users do in Workday?
One of the main benefits of Workday is that information will be more secure, and easier to access and some processes, like reimbursements, will move more quickly. Depending on your position at the university you may interact with the system differently than your colleagues. Here are some of the actions employees will be able to perform in Workday:
View and update personal employee data including compensation and benefits packages
Update banking information and view pay stub
Manage time off work (e.g., vacation, sabbatical, FMLA)
Submit time in/time out for daily work
Submit and approve expense reports
Manage procurement and supplier requests
Manage new hire process from recruiting to onboarding
Document and manage goal setting, mid-term reviews, and performance reviews
Use a mobile app (offered but not required) to quickly manage processes (e.g., create expense reports, submit time off, and update personal information)
Who is impacted by Workday?
All employees and students will be impacted in some capacity, though the extent to which an individual uses Workday will vary. One of the main benefits is that information will be more secure, and easier to access, and some processes, like reimbursements, will move more quickly.
When can I expect to use Workday?
We are currently on track to make Workday available to users beginning in December of 2023. We plan to keep users informed about progress through regular updates on the website, information sessions, and emails. We will begin offering training starting in the summer of 2023. We will also provide a plan for ongoing training and support after going live with the system.
Can employees update their personal information in Workday?
Yes, employees will be able to view and easily update their personal information in Workday at any time including phone numbers, addresses, emergency contacts, and bank account information.
Will my pay stub look different? Will I recognize the pay codes and structure?
Your pay stub may look a little different, but all the information will remain the same, including the federal tax codes.
SOU Information Technology
Southern Oregon University IT Department
1250 Siskiyou Blvd.
Ashland, OR 97520
Phone: 541.552.6900
