Workday Student
Workday Student at Hamilton College will replace the current SIS, offering an integrated, mobile-friendly platform for course registration, advising, and financial management.
Workday Student at Hamilton College
Early planning and training for Workday Student will begin in February 2025.
Workday Student is a comprehensive Student Information System (SIS) from Workday, designed to integrate seamlessly with Workday’s broader platform. It will replace Hamilton College’s current SIS (Colleague), creating a more connected, efficient campus experience. This unified platform will support a wide range of processes, including registration, gradebooks, records, financial aid, and academic advising.
Workday Student was selected for a range of compelling reasons that resonate with the College’s commitment to efficiency, accessibility, and the holistic development of the Hamilton community. In keeping with the College’s motto, Know Thyself, the system empowers students, faculty, and staff to gain deeper insights into their academic journey and professional roles.
- Student-Focused Benefits: It offers an enriched experience for students by fostering greater accessibility and seamless interaction with their academic progress, making real-time updates and self-management more convenient and intuitive.
- Improved Faculty and Staff Experience: For faculty and staff, Workday Student streamlines administrative processes, reducing repetitive tasks. This gives them more time to focus on key academic and strategic initiatives.
- Embracing Innovation: This modern solution is adaptable and forward-thinking, helping Hamilton College stay at the forefront of technological advancements. It’s designed to evolve with future educational needs.
- Strategic Alignment: Workday Student aligns directly with the College’s larger goals of improving operational efficiency, fostering collaboration, and supporting long-term sustainability.
- Engage students throughout their academic journey with mobile-friendly, accessible experiences.
- Enable students to plan courses, track academic eligibility, and monitor academic progress in real-time.
- Empower students, faculty, and staff with self-service options and an intuitive interface, reducing administrative burden and enhancing the user experience.
- Equip end-users with real-time reports and dashboards to drive informed, data-based decisions.
- Enhance academic planning by streamlining saved schedules, course registration, and advising for a seamless experience.
The transition to Workday Student is guided by four key principles: User Experience Focused, Trusted, Standards-Based, and Dynamic. These principles ensure that the system delivers the best outcomes for all users.
- User Experience Focused: Workday Student aims to provide a modern, intuitive, and mobile-friendly experience, ensuring students, faculty, and staff can easily navigate the system, engage in self-service activities, and have access to real-time reports and dashboards.
- Trusted: A unified, accurate, and secure source of truth will support informed decision-making, ensuring that leaders and users alike can trust the data they rely on for planning and strategic decisions.
- Standards-Based: Workday Student will harmonize and streamline processes across the College, reducing manual data entry and simplifying workflows to ensure compliance and operational efficiency.
- Dynamic: The solution is designed to be flexible, reducing the number of systems in use and adapting to future needs with continuous improvements and enhancements.
The entire Hamilton College community will experience the changes brought by Workday Student, including students, faculty, staff, and families. Since this project will impact the entire College, we’re eager for active involvement from our community. Stay tuned for opportunities to engage, provide input, and have your voice heard as we work together to ensure the system meets the needs of all stakeholders. Your participation will be vital in making this transition a success.
Workday Student will provide a modern, integrated system for Hamilton students to manage their academic journey. Students will be able to:
- View and update personal information
- Plan and register for classes
- Access grades and advising information
- View student account balances (?)
- Request official transcripts
Workday Student will provide a seamless and user-friendly experience, ensuring students have easy access to the tools and information they need throughout their time at Hamilton.
Yes, faculty will use Workday Student to manage academic processes and support students throughout their academic journey. Faculty will be able to:
- View course schedules, rosters, and enrollment details
- Enter and update grades
- Access advisee records and academic history
Workday Student will provide faculty with a more efficient and integrated system for managing courses, grading, and student support.
Workday Student will support staff in key academic and administrative functions. Depending on their role, staff may use Workday Student to:
- Access student contact and academic information
- Create and manage courses and sections
- Process academic overrides for students
- Support registration and enrollment activities
- Review student financials and account details
- Manage holds on student accounts
The Workday Student project officially begins in 2025, with various go-live phases scheduled for 2027. These phases will introduce the system gradually, ensuring a smooth transition and allowing for continuous feedback and adjustments.
The implementation of Workday Student will integrate essential functions such as admissions, financial aid, student finance, academic records, registration, and advising. The rollout will occur in stages, aligning with key milestones in a student’s experience at the College.
- Financial aid processing
- Course scheduling, degree audits, registration, and advising
- Billing functions
- Grading and graduation processing
This phased approach will ensure a smooth transition and full integration of Workday Student’s capabilities across all academic and administrative areas.
Workday Student will manage functions currently handled by the existing SIS, including:
- Gradebooks
- Course registration
- Academic records
- Financial aid
While it will not replace the College's learning management system, Blackboard, Workday Student will complement and enhance its capabilities, ensuring that academic and administrative processes are more connected and streamlined.
As part of our ongoing commitment to providing a seamless experience for the Hamilton College community, we have established a comprehensive set of success metrics to measure the effectiveness and impact of the Workday implementation. These metrics cover a range of areas, from user adoption to system efficiency, and ensure that we remain focused on achieving our strategic goals. Below, you will find the key performance indicators that guide our efforts as we implement the system and enhance user experiences across campus.
| Metric | Description | Aligned Strategic Goals | |
|---|---|---|---|
| 1 | User Adoption Rates | Majority of faculty, staff, and students use the new platform for key processes. | Empowered Community |
| 2 | Self-Service Utilization | Increased number of students/parents accessing financial aid offers via the secure portal. | Empowered Community, User Experience & Efficiency |
| 3 | Reduction in Time to Complete Key Tasks | Reduction in time spent on disbursement reconciliation and Federal Work-Study tracking. | Empowered Community, User Experience & Efficiency |
| 4 | Operational Efficiency | Reduction in technical support requests within 6 months. | Empowered Community, User Experience & Efficiency |
| 5 | Employee Engagement Score | Increase in engagement score; Employee satisfaction and platform usage, based on Gallup’s survey results. | Empowered Community |
| 6 | Self-Sufficiency | Users completing key processes without support. | Empowered Community |
| 7 | User Satisfaction | Satisfaction rating in user experience surveys; Insights on usability, support, and perceived value. | Empowered Community, User Experience & Efficiency |
| 8 | Reduction in Shadow Systems & Offline Data Handling | Reduction in offline data manipulation; Reduction in the number of processes requiring offline data manipulation. | User Experience & Efficiency, Data Integration & Governance |
| 9 | Reduction in Paper-Driven Processes | Reduction in paper-based forms or transactions within the first year. | User Experience & Efficiency |
| 10 | Process Optimization | Processes redesigned or standardized using Workday best practices. | User Experience & Efficiency |
| 11 | Exception Reduction | Decrease in exceptions to standard workflows; Fewer manual workarounds and custom processes. | User Experience & Efficiency |
| 12 | Email Usage Reduction | Reduction in email-based processes for workflow approvals. | User Experience & Efficiency, Data Integration & Governance |
| 13 | Enhancement Request Completion Rates | Completion of enhancement requests within set timeframes. | User Experience & Efficiency |
| 14 | Earnings for FISAP Reporting | Accuracy in earnings reported for FISAP; Fewer discrepancies or errors in reporting. | Data Integration & Governance |
| 15 | Security Compliance | Compliance with the established security model. | Data Integration & Governance |
| 16 | Integration & System Interoperability | Key systems integrated with minimal exceptions. | Data Integration & Governance |
| 17 | Data Accuracy & Reliability | Overall accuracy in Federal Work-Study earnings and disbursement reconciliation. | Data Integration & Governance |
| 18 | Automation of Key Processes | Automation of the SAP process by year-end. | User Experience & Efficiency, Data Integration & Governance |
| 19 | Successful Disbursement to Student Bill | No variances or errors in disbursements reflected on student bills. | Data Integration & Governance |
| 20 | Fewer Questions on Bill/Finaid Statements | Reduction in the number of inquiries from students/families regarding understanding of bills and financial aid statements. | Empowered Community |
| 21 | Enrollment to Matriculation | Information is sent efficiently between offices from enrollment to matriculation, minimizing delays. | User Experience & Efficiency |
| 22 | Consistent Course Scheduling | Standardized methods for scheduling across departments, reducing inefficiencies. | User Experience & Efficiency |
| 23 | Faster Change/Add Concentrations/Minors | Reduction in time taken for students to change or add concentrations and minors. | User Experience & Efficiency |
| 24 | Faster Schedule Creation for Next Semester | Reduction in time to create the next semester's schedule (from 2 weeks to 1 week). | User Experience & Efficiency |
| 25 | Optimizing Advisor Assignments | Reduced manual processes for advisor assignment allocation. | User Experience & Efficiency |
| 26 | Flexibility to Review Ideas Based on Principles | Ability to make decisions based on principles rather than being restricted by system constraints. | User Experience & Efficiency |
| 27 | Real-Time Course Registration Updates | Updates to course registrations are available in real-time. | User Experience & Efficiency |
| 28 | Reduced Manual Registrations for Students Abroad | Decreased need for manual registrations by the registrar's office for students studying abroad. | User Experience & Efficiency |
| 29 | Mobile Course Registration | Students can register for courses via a mobile-friendly platform. | User Experience & Efficiency |
| 30 | Financial Aid Dashboard | A comprehensive dashboard pulling data from multiple sources for easy access without manual pulling. | Data Integration & Governance |
| 31 | Best-in-Class Service | Service satisfaction and process quality are at the highest industry standards (though not a metric on its own, can be inferred from other metrics). | Empowered Community |
| 32 | Hitting Enrollment Goal | Meeting enrollment targets for students. | Empowered Community |
| 33 | Admission Survey | Admitted student survey satisfaction with financial aid processes. | Empowered Community |
| 34 | Graduation/Retention Rates | Monitoring and improving graduation and retention rates. | Empowered Community |
| 35 | Reducing Confusion Between Waiver and Permission Forms | Reduction in confusion around waiver and permission to register forms. | User Experience & Efficiency |
| 36 | Streamlined Course Registration Steps | Reducing steps and time involved in course registration. | User Experience & Efficiency |
| 37 | More Transparency in Approval Processes | Improved visibility in approval workflows. | User Experience & Efficiency |
| 38 | Response/Reaction Rates for Student Record Updates | Tracking the response rate to student record updates, such as name changes, and critical deadlines like registration or transfer evaluations. | User Experience & Efficiency |
| 39 | Reducing Paper Add/Drop Forms | Reduction in the use of paper forms for PE add/drop activities. | User Experience & Efficiency |
