Why NSU is Implementing a New ERP System
Norfolk State University is in the process of modernizing its core systems that support university operations, including human resources (HR), finance, student records, and routine approvals. Our current tools are outdated, limiting our capabilities. By implementing a new cloud-based system, we aim to streamline workflows, enhance data security, and improve collaboration across campus. The business need to transform from Ellucian Colleague to Workday's unified suite, which includes Human Capital Management (HCM), Financials, and Student systems. While the current Colleague system is functional, it has limitations in scalability, user experience, integration, customer service, and real-time reporting. Workday offers a modern, cloud-based solution that will enhance institutional agility, improve operational efficiency, and support strategic goals in enrollment management, student success, human capital optimization, and financial transparency. This initiative seeks to replace outdated and fragmented systems with a unified, cloud-based platform that modernizes HR, financial, and student operational processes. Since we currently lack an HCM application, this migration represents a unique opportunity to transform and streamline our financial and human resource functions. It will enable real-time analytics, improve compliance, and enhance overall institutional effectiveness.
Current System Challenges
- Outdated User Interface: Requires training, not intuitive for new users.
- Limited Integration: Difficulty connecting with modern systems and APIs.
- Fragmented Data: HCM, Finance, and Student modules are not seamlessly integrated.
- Batch Processing: Delays in data availability and decision-making.
- Student System Limitations: Weak support for modern academic structures (e.g., competency-based education, non-traditional term structures).
- Legacy Architecture: Difficult to maintain, upgrade, and integrate with modern applications.
- Manual Workflows: Critical processes like budgeting, procurement, and reporting are time-consuming and error prone.
Absence of an HCM System
- HR Data Fragmentation: Employee records are stored in disparate spreadsheets and paper files.
- Manual HR Operations: Recruiting, onboarding, benefits, performance, and compliance tracking are manual and inconsistent.
- Compliance Risks: Lack of centralized record-keeping and audit trails.
- No Employee Self-Service: Employees rely on HR staff for basic transactions that can be automated, freeing up HR resources to focus on other priorities.
What You'll Gain
- Cloud-Native Platform: Always updated and accessible from any device.
- Integrated Ecosystem: Real-time data and streamlined workflows in HR, Finance, and Student services.
- User-Friendly Experience: Mobile-friendly design for easy self-service.
- Flexible Processes: Quickly adapt to new regulations without hassle.
- Insightful Analytics: Real-time dashboards for smart decision-making.
- Comprehensive Student Management: Support students from recruitment to alumni engagement.
- Strong Compliance & Security: Meets industry standards like SOC 2, GDPR, and FERPA. Efficiency Boost: Move away from outdated systems.
- Streamlined HR Functions: Manage recruiting, onboarding, and personal info in one place.
What This Means for You
- Self-service options for time management, leave requests, personal data, and recruitment—eliminating the need for multiple systems.
- Clear approval tracking with streamlined workflows.
- Enhanced operational efficiency.
- Improved employee retention.
- Reduced IT infrastructure requirements.
- Savings on audit and compliance costs.
- Gains in staff productivity.
- Real-time dashboards displaying the status of requests and key tasks, among other features!
Why Now?
Maintaining outdated systems is increasingly costly and time-consuming. As each year passes, these systems require more resources and expose us to increased cybersecurity risks. Modernizing now helps us:
- Security: Legacy technology is harder to protect and update. Workday’s cloud platform delivers current safeguards and regular updates.
- Efficiency: Manual, paper-heavy processes slow everyone down and are error-prone. Automation frees time for higher-value work.
- Data you can trust: Fragmented systems make it hard to see the whole picture. Unified data improves planning, student support, and transparency.
- Future-readiness: Workday evolves with higher-ed needs (from new academic models to evolving regulations), reducing technical debt.
What's Not Changing
- NSU’s commitment to service, privacy, and accessibility.
- The support you receive from your department and the university's help resources.
How We'll Help You
- Training & guides: short videos, step-by-step job aids before each rollout
- Change Navigators: Colleagues across campus who share tips, collect feedback, and point you to the right resources
- Accessible materials: Designed to be usable with assistive technologies
What We Need from You
- Stay informed via project emails and the website.
- Attend training for the tasks you do most.
- Try the new tools as your area goes live.
- Share feedback so we can smooth rough edges quickly. (workday@nsu.edu)
We are excited to announce our transition from Ellucian Colleague to the innovative Workday platform. This change presents a significant opportunity for our institution. By switching to Workday, we will save money compared to upgrading to Ellucian SaaS, allowing for smarter allocation of resources. Workday offers a modern, integrated system that will enhance our operations and better support our community. Workday’s robust infrastructure will prepare us to tackle future challenges while ensuring operational stability.
We appreciate your support as we embark on this transformative journey! Stay tuned for updates as we move toward a more efficient and innovative future!
Stay Informed
Bookmark the NSU Workday Project Website: workday.nsu.edu
Ask a Question or Contact Us: workday@nsu.edu