---

General System/Project Questions

1. What is Workday?

Workday is a cloud-based enterprise resource planning (ERP) system that will unify and streamline URI’s human resources, finance, and academic management functions. Delivered as Software as a Service (SaaS), Workday enables better access to real-time data and reduces the need for URI to host, maintain, or upgrade software.

2. Why is URI implementing a new ERP?

URI’s current ERP system, eCampus (based on PeopleSoft), no longer meets the University’s efficiency or integration needs. With the State of Rhode Island also implementing Workday, URI has an opportunity to modernize administrative systems, improve processes, and provide students, faculty, and staff with best-in-class tools.

3. What does “ERP” mean?

ERP stands for Enterprise Resource Planning. It refers to software platforms that integrate and manage core business functions such as payroll, finance, human resources, and academic operations.

4. What is cloud-based, SaaS technology?

Cloud-based systems provide access to software and services over the internet, removing the need for local installation or maintenance.

SaaS, or Software as a Service, means that the vendor hosts and maintains the system. URI can configure the platform to meet its needs without handling software upgrades or server infrastructure.

5. Is Workday compatible with my computer or device?

Yes. Workday supports most modern web browsers, including:

• Google Chrome
• Mozilla Firefox
• Microsoft Edge
• Apple Safari

It works on both Mac and PC, and is accessible via smartphone or tablet using a mobile browser or Workday’s mobile app.

6. Have other universities implemented Workday?

Yes. Local institutions such as Brown University and RISD have adopted Workday. Other universities using Workday include the University of Washington, University of New Hampshire, Ohio State, LSU, the University of Texas, and the University of Miami.

7. What are the benefits of Workday?

Workday will simplify tasks and provide greater transparency for faculty, staff, and student workers. Examples include:

• Hiring and onboarding
• Submitting time worked or requesting leave
• Processing invoices and expenses
• Accessing reports and data in real time

8. I use eCampus. How will this affect me?

If you currently use eCampus for HR or Finance tasks, you will use Workday instead. Data access and reporting will be available directly through Workday. Some third-party systems may also change as URI modernizes its administrative technology.

The Change Management team will provide updates as impacts are confirmed.

9. How is URI preparing the campus for this transition?

The Workday Change Management team is focused on communication, training, and stakeholder engagement. We’re currently in the pre-planning phase, identifying stakeholder groups and preparing support strategies.

We’ll work closely with campus innovators to maintain two-way communication and provide opportunities for engagement throughout the project.

10. Is the eCampus Student System going away?

Not at this time. Course registration, grading, and other student-related functions will remain in eCampus. A roadmap for student systems will be developed and shared when available.

11. Where can I find more information?

Visit our Workday project website for updates, resources, and upcoming opportunities to get involved.

12. Can I see an overview of Workday and how it functions?

Yes. You can watch an overview video of Workday to see how the system looks and functions. Additional videos and training materials will be available throughout the planning phase to help the URI community get comfortable with the new platform.

13. Will there be training?

Yes. Training will be delivered through a combination of:

• How-to guides and documentation
• On-demand videos
• In-person sessions and workshops
• Ongoing communication and support

14. How can I ask questions or get involved?

Email us anytime at WorkdayatURI@uri.edu with questions or feedback.

---

Supervisory Organization Questions

1. What is a Supervisory Organization in Workday?

A Supervisory Organization is simply a group of workers who report to the same manager. It answers a basic question: ‘Who is responsible for supervising this person’s work?’ Examples in higher education may include Department Chairs supervising faculty and staff, Directors supervising administrative teams, or Principal Investigators supervising research assistants.

2. What isn’t a Supervisory Organization?

A Supervisory Organization is not the same as an academic department or program, a college or school, a cost center or budget unit, a committee or project team, or a functional group without a single supervisor. Supervisory Organizations focus specifically on supervisory relationships.

3. Why are Supervisory Organizations important for URI?

Workday uses Supervisory Organizations to determine workflow routing for approvals, assign security and system access appropriately, and organize positions and staffing. Accurate Supervisory Organizations ensure that Workday reflects and supports daily operations at URI.

4. How do Supervisory Organizations relate to academic units?

Supervisory Organizations may overlap with academic units, but they are not identical. They reflect reporting structures, not academic appointments or administrative groupings. In some departments, faculty or staff may belong to different Supervisory Organizations depending on who supervises their work and their academic appointment will be represented through their academic unit.

5. What does a typical Supervisory Organization look like in higher ed?

Examples include:

• Academic Department: Department Chair supervising faculty, lecturers, administrative and technical staff. 
• Administrative Office: Director supervising writers, designers, and support staff. 
• Research Center: Center Director supervising research staff, program coordinators, and student assistants.
• Unit within organization: Manager oversees work of staff member or student

6. How can faculty and staff help define Supervisory Organizations at URI?

Faculty and staff can help by confirming reporting relationships, clarifying unique or complex situations, reviewing draft Supervisory Organization charts, and identifying upcoming changes. Their knowledge of local operations is essential. HR will continue to work with department representatives throughout the implementation of Workday to support the building of supervisory organizations. 

7. What if our reporting structure doesn’t match how we operate today?

The Workday implementation offers an opportunity to update outdated reporting lines, align supervision with actual work processes, reduce unnecessary approval layers, and create consistency across similar units.

8. Can Supervisory Organizations change after going live with Workday?

Yes. Workday will be the system of record for human resources, finance, academic management and budgeting information. It is expected supervisory organizations will change based on the university needs and those changes will be supported on an ongoing basis.

9. What’s next for faculty and staff?

Faculty and staff may be asked to identify supervisory relationships, review organizational charts, validate their unit’s reporting structure, and participate in discussions or design sessions.