Workday Student

Contact our Student Lead, Dr. Kay Maurin, kmaurin@selu.edu, or our Project Manager, John Foster, john.foster@selu.edu, with any questions you may have.

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.

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.

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.

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 2024.

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

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

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.

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.”

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.

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

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