FAQs

Overview

Below are some answers to frequently asked questions about this project.

Have a question for us? We’d love to hear from you. Please email us at workday@langara.ca or submit your question through our online form.

Training and Support

When and how will Workday training be offered?

Training on our HCM (People and Culture) and Finance systems for all faculty and staff will be offered in Fall 2019, with the majority of instructor-led courses running in November and December to prepare for our January 2020 go-live date. Check out our full training plan and training FAQs for more details.

Workday

Do Workday messages show up in our email?

This is up to you! You can choose to receive an email in your Outlook mailbox when you have inbox items (tasks to complete) or notifications (alerts) in Workday or you can simply log into Workday to view your messages and complete any tasks.

Workday

What will be the process for sick days?

Sick time for both faculty and staff will be submitted in Workday under Absence. Some departments or teams may choose to have an additional communication for absences, such as email or text, and employees are responsible for following their department procedures. Class cancellations will still require faculty to phone the Switchboard.

Sick time does not have to be submitted the same day you are absent unless this is requested by your Manager, but it should be submitted before the end of the pay period. For faculty, sick time notifications will go to their department chair and to the academic administrative manager for review, who will then submit to the division chair for approval.

Workday

How are flex schedules handled in Workday?

Flex days will show up under Time and Leave in Workday. When you view your work schedule, flex days show up as empty in your calendar with no work hours assigned. If you need to defer or change your fortnight days, you should speak to your Manager as they can change this for you in the Workday.

Faculty

What about non-instructional duty, vacation and leaves?

Time-off from teaching (vacation and/or NID) will be loaded into Workday by the Deans’ Office. Faculty can request changes through Workday but submissions will continue to be entered by the Deans’ Office. Depending on the kind of leave, faculty will request this themselves or the Academic Administrative Manager (AAM) will enter this into Workday (e.g., bereavement leave would be a direct request, but educational leave would be done by the AAM).

Student

Where will we find class lists, exam schedules, etc?

Until we go live with our Student Information system, you will continue to use Banner to generate class lists and access other student information. You’ll access Banner through the new myLangara SharePoint site, which goes live in November 2019.

Leaders

How will dept. chairs schedule substitutes in Workday?

Substitutes can be set up through time entry in Workday. Department chairs are encouraged to work with their Academic Administrative Managers to complete this process.

Leaders

Can a dept. chair see the workload of a faculty member?

Yes. You can view the appointments for any faculty member teaching in your area, including their appointments within other departments. This helps department chairs determine their faculty members’ availability and schedule them accordingly.

General

What is this project about?

Workday@Langara, Langara’s ERP Project, will change how we collect, manage, and report on data and make it easier to share data between different areas of the organization: finance, human resources and student information. Beyond updating our technological systems, we will also streamline our processes and make important decisions about we can best serve staff, students, faculty and our wider community now and in the future. Our new system will be user-friendly, update in real-time and require less manual processing.

Workday is the software provider we have selected and our implementation partner Deloitte is helping us determine the best way to changeover to our new system while maintaining our normal operations.

General

When will Workday go live?

The Workday@Langara project is structured into two waves. HCM (People and Culture) and Finance systems are in Wave 1 and Student Information is in Wave 2. The majority of the HCM and Finance parts of the project are included in Wave 1A, which will go live on January 6, 2020. The remainder of HCM and Finance will go live in April 2020 in Wave 1B.*

Wave 2 (Student Information) will take place in 2021/2022 and will be divided into Wave 2A, Wave 2B and Wave 2C. For more details on what is included in each wave of the project, please see project scope

*To be confirmed

General

Who is working on the project? Who is involved?

The core Workday@Langara project team consists of 42 full- and part-time Langara team members who are working closely with 31 team members from our implementation partner Deloitte. The core team is responsible for the launch of Workday at Langara and includes representatives from our finance, HCM, student and technical workstreams. In addition to the core team, over 100 staff and faculty from departments across the College have served as subject matter experts in workshops on current processes and how Workday will work for us. Throughout the project, we will be engaging with our wider community to answer their questions and hear their perspectives.

General

What is happening to Banner and other existing systems?

Banner will be running until the final student portion of Workday goes live. When our Human Resources (HCM) and Finance modules go live in January 2020, we will have a temporary integration between Workday and Banner that will allow the two systems to communicate. Even after Workday is launched, our Banner database will still be accessible for reference, serving as an archive.

We are currently looking at how much data we will import and how far back we will go for both Student and Human Resources (HCM). For example, for student information, our technical workstream team will be collaborating with our student team to determine the process and criteria for how to bring in data and what will be kept active versus historical. Finance will be opening balance only.

General

How will this affect faculty, staff, and students?

Our students, staff, and faculty will continue to use our current systems until we implement Workday. Once we go live with Workday, many staff and faculty will have new software to make their jobs more efficient. Students will have a more user-friendly system for registering for courses, planning their education, and more. Training and support resources will be provided to students and employees ahead of the launch of the new system. Check our project timeline

Workday

What will _____ process look like in Workday?

We’re currently determining what various processes will look like in Workday for Wave 1 (Finance and HCM). In general, processes in Workday will be initiated through an online portal and involve fewer manual and paper-based steps. Many of Workday’s features will allow us to improve our communication and coordination across different departments and roles. A major part of this project includes reviewing our existing processes and looking for opportunities to improve them.

Once we’ve completed the Configure and Prototype phase, we’ll have a clearer picture of what various processes will look like in Workday. As we get closer to launch, faculty and staff will receive support, training and guidance in our new system.

Workday

Why did Langara choose Workday?

Langara chose Workday because of its user-centred design, flexibility, functionality, and continued product innovation and improvement. We believe Workday’s modern interface and cloud-based accessibility will provide a better experience for our staff, faculty and students. Several other Canadian post-secondary institutions are also moving to Workday, including the University of British Columbia, McGill, Brock University, Algonquin College and the University of Waterloo.

Change Network

How can I get involved?

There are many ways to contribute to Workday@Langara outside of joining the project team. Our Change Management team will be looking for volunteers for throughout the project. Find out how you can get involved.

Wave 2 (Students)

How will this project benefit students?

Improving our students’ experience at Langara was a major motivation behind undertaking this project. Students who participated in our evaluation of Workday had positive feedback. They were excited about many of the possibilities in Workday. Some of the benefits we expect students can look forward to include improved communications (notification, alerts, etc.) and an easier to use, mobile-friendly interface.

Wave 2 (students)

When and how will students be involved in the project?

We are currently focused on Wave 1 of the project, but we have already begun some of the work for Wave 2 (student information). Through workshops and discussions with our student team – which includes representatives from the registrar’s office, student services, admissions, continuing studies, and international education – we’ve examined our current processes and systems and begun to consider how Workday can help us meet our students’ needs.

As we move into Wave 2, we will determine how to best engage students, minimize disruption to their studies, and provide resources and support.

Background

Why did Langara purchase a new ERP?

There were a number of reasons for our College to move to a new system. One, our current system is no longer meeting our needs as an institution. Two, the high number of customizations done to our current system, have made it difficult to update. Lastly, our ability to meet the commitments in our strategic plan (regarding operational processes and IT improvement) is hindered by our current system.

Background

What is an ERP?

Enterprise Resource Planning (ERP) is how organizations integrate their core administrative functions. Within higher education, ERP systems generally house information related to student information, human resources, and finance and function alongside two other major systems: learning management (Eg. Brightspace by D2L) and constituent relationship management (Eg. Greymatter, Salesforce).