Workday Student

Who do I contact if I have questions about the status of the Workday implementation
project or the timeline?

Contact our Student Lead, Dr. Kay Maurin, [email protected], or our Project Manager,
John Foster, [email protected], with any questions you may have.

When will I start using Workday Student?

Go-live for Workday Student involves a series of launches during the 2024-25 academic
year. Some academic and student support staff will begin processing transactions in
the system in Spring 2024. Most students and faculty will start using the system in
Fall 2024, when course registration opens in Workday.

Why is the Workday Student implementation timeline so long?

The system we go-live with in 2024-25 will be the most up-to-date version of Workday,
with updates pushed to us every six months. This is one of the benefits of a cloud-based
system. This extended timeline helps set the stage for success by giving us time to
mitigate risks and address opportunities. Specifically, the timeline allows us to: 

  • Prepare our data for conversion
  • Complete assessments needed to support system integrations
  • Identify and make any desired policy or process changes in advance of go-live

Workday Student also follows a different structure for go-live than HR and Finance.
Student’s rolling go-live occurs over the course of one academic year, which adds
a year to the Student timeline. The length of the system implementation itself is
three years, the same as HR and Finance.

What is a “rolling” go-live?

Go-live for Workday Student will look different from HCM and Finance in that functionality
will be released through a series of launches over the course of one academic year
(AY2024-25) rather than all at once. Functionality will be made available based on
when processes fall within the academic year.

The first year we will be completely live in Workday is AY 2025-26. This means that
during the go-live year, we will operate in two systems: Workday and PeopleSoft. As
our go-live year approaches, we will share details on which system should be used
for which transactions throughout the year.

When will we be able to see Workday Student?

All Southeastern employees have access to Workday for employee self-service tasks
like submitting leave requests and expense reports. Since Workday Student operates
on the same platform, we’re all getting a preview of how Workday Student will look
and feel.  

The project team is working to design and configure Workday Student before we can
demonstrate student functionality with a wider audience. Opportunities to experience
Workday Student will increase in frequency the closer we get to our first launch in

View the timeline on the Workday project page for more information on the project
stages and where we are in the implementation timeline.

When will training occur?

There will be training in advance of each Workday Student launch geared toward those
most impacted by the functionality released. 

What does it mean to “go to the cloud”?

The cloud refers to software and services that run on the Internet instead of on a
server at Southeastern. Most cloud services can be accessed through a Web browser
like Safari or Google Chrome, or even a mobile app. If you’ve ever streamed a movie
on Netflix, accessed email on your phone, ordered something from Amazon or retrieved
a file from Google Drive, you’ve accessed information from the cloud.  

Cloud-based systems give us access to real-time data and are easier to update and
support. Workday pushes out new functionality and fixes to its clients twice annually,
so we’ll always be operating on the latest version of the system.

Will we have all past students from PeopleSoft in Workday?

When we convert data from PeopleSoft to Workday, students already in our current system
will be classified either as “active” or “historical.” 

  • Active students will fit at least one of these criteria: are currently enrolled/eligible to enroll
    in a course; have enrolled and received a course from Fall 2015 to go-live; and/or
    have an outstanding balance on their account.
  • Historical students are students who are not actively enrolled at Southeastern, but we can still access
    their student record for transcript purposes. There is a process in Workday to re-activate
    (rehydrate) historical students and their records.

    • Once we are live with Workday, no active students will be marked as “historical,”
      as that is only a label needed when moving data from PeopleSoft into Workday. Instead,
      any student that has withdrawn from the university, been dismissed or suspended, or
      has completed their program will be marked as “inactive.”

Will high school students who come to Southeastern for dual enrollment be in Workday?

Yes, high school students who take credits for pre-college programs will have an academic
level of preparatory. This level will be used in addition to undergraduate and graduate levels. Preparatory
students, such as Dual Enrollment students and Southeastern Scholars, will be in Workday
to enroll, register and obtain their transcripts.

When will we start submitting semester grades in Workday?

The Fall 2024semester will be the first term grades will be submitted in Workday.

Will grades for students no longer enrolled at Southeastern be in Workday?

Yes, grades for all active and historical students will be transferred into Workday.

Why is my information in Leonet different from my information in Workday?

The information in Leonet is the most current, up to date information because Leonet
remains the system of record through the end of the Summer semester. Data is being
migrated to Workday from PeopleSoft in phases. By August 1, 2024, all information
in Workday will be up to date.