Key insights from campus partners shaping the Workday project
Why we listened
As the University of Rhode Island prepares for the transition to Workday, we spent time listening to the people who manage many of the University’s day-to-day business processes.
Through focus groups and a written survey, Chief Business Officers, Business Managers, and Executive Assistants from across campus shared candid feedback about current systems, workflows, and pain points. Nearly 30 participants contributed insights that are helping guide how Workday is designed and implemented at URI.
Key Insights from Campus
Too many systems
Staff regularly work across multiple platforms to complete a single task, often keeping several systems open at once.
Manual work is the norm
Spreadsheets and email are widely used to track work and manage approvals, often becoming the source of truth.
Limited visibility
Real-time financial insight is hard to access, especially when managing state, foundation, and grant funding.
Training gaps
New hires rely heavily on colleagues and personal notes due to limited centralized training and documentation.
Multiple Systems and Shadow Tools
Many administrative processes rely on PeopleSoft for human resources and finance work. However, system limitations have led departments to depend on external tools such as Excel, Google Sheets, and email to manage daily tasks. In several areas, these shadow systems have become the primary way work is tracked and understood.
Workflow and Approval Challenges
Participants described reporting and approval workflows as slow, manual, and fragile. Generating a complete financial picture often requires combining multiple reports, while small errors in approval processes can force users to restart work entirely.
User Experience and Navigation
Navigation challenges, unclear icons, and overwhelming notifications make systems harder to use — especially for new or infrequent users. Delegation is inconsistent, and required actions are not always visible to the people responsible for completing them.
Integration and Visibility
Limited integration across systems makes it difficult to manage funds or plan ahead. Departments often reconcile data manually and rely on delayed reports, particularly for foundation and grant activity.
Training, Communication, and Change Management
Training and communication were common concerns. Participants shared that updates are often distributed informally, and there is no single place to find current guidance, policies, or role-based resources.
How this feedback is shaping Workday
The feedback we heard is helping guide key decisions, including:
- Reducing reliance on manual tracking and spreadsheets
- Improving visibility and reporting across funding sources
- Streamlining approvals and reducing rework
- Designing clearer training, documentation, and support
Workday is being implemented with these real-world challenges in mind, and campus feedback will continue to inform the project.
Get involved
Campus input remains essential as the Workday project moves forward. Opportunities to provide feedback, attend demos, and learn more will be shared throughout the project.