Propel LMU is the name of the multi-year initiative that encompasses the selection, development, and implementation of Workday as the university's guiding software for all HR and financial processes. Over 400 LMU staff, faculty, and student workers have been involved in the nearly 2.5-year project.
The Need: Optimizing Business Practices
LMU’s current finance and HR systems and related business processes were developed in 1998, at the dawn of the internet era. The age of these systems and processes create inefficiencies that are difficult to scale in support of the university’s growth. The Propel LMU project team is collaborating with campus subject matter experts to gather intelligence on what financial and HR processes are fundamental to a top-ranked university in the 21st century. From these findings, the Propel LMU project team will craft and implement a fully integrated cloud-based system that will help drive LMU innovation forward.
The Need: Delivering Smarter Systems
LMU’s systems are no longer adequate in supporting the university’s critical business functions. While we have been able to absorb increases in enrollment and research activities over the last 20 years, the current financial and HR processes are fragmented and make long-term innovation unsustainable, without upgrading our business systems. Updating our software infrastructure will allow us to nimbly adapt to serve the ever-changing needs of LMU’s current trajectory.
After an exhaustive 7-month request for proposal (RFP) process, our two cross-sectional committees composed of LMU administrative and academic leaders determined that Workday is the system best suited to the university’s needs.
- The industry leader in HR and financial management systems, and the first true cloud application built for higher education.
- Workday seamlessly merges payroll, finance, and HR operations, allowing for greater integration across different university processes.
- Full-service, cloud-based platform is adeptly suited to the demands and workflows of our HR and Finance departments in today’s digital age.
The Propel LMU project timeline has two phases: procurement and implementation.
Phase I - Procurement
- April 2019 – Retained Moran Technology Consulting to guide request for proposal (RFP) process
- June - August 2019 – Issue and evaluate RFP for software vendors
- October - December 2019 – Issue and evaluate RFP for system implementation vendors
- January 2020 – Finalize Workday as system vendor
- February 2020 – Retained Collaborative Solutions as implementation partner
Phase II - Implementation
- February 2020 – Strategy sessions conducted with Project Leadership, to ensure proper alignment and strategic readiness prior to project kickoff
- March 2020 – Planning and discovery workshops conducted with Core Project Team to set project expectations
- May 2020 – "Architect" design workshops conducted with Core Project Team and Subject Matter Experts, to document all relevant business processes
- June 2020 – LMU data from current systems extracted and provided to consulting vendor
- August 2020 – Consulting vendor to load LMU data and configurations into LMU Workday tenant
- September 2020 – Customer Confirmation Sessions conducted with Core Project Team and Subject Matter Experts, to walk through the LMU Workday tenant and validate on a high-level business process
- November 2020 – Testing kickoff for various procedures, to ensure LMU Workday tenant is ready for use
- May 2021 – End-user training begins
- June 2021 – LMU Workday is deployed