When Macquarie University set out to embark on an ambitious and in-depth digital transformation, prioritizing its people was a must.

Taking the first step

The first step was to ensure he had the latest human capital management (HCM) software to synchronize his data from a single point, facilitating greater efficiency and stronger decision making for his human resources team, providing the at the same time a seamless user experience.

Starting the process here meant that Macquarie University could help its HR and personnel management teams reach their full potential by transforming ordinary transactions into extraordinary interactions with the business at large.

Workday provided a full variety of HCM features, intuitive design, easy maintenance, and regular feature updates, and Macquarie University knew they couldn’t do better.

Macquarie University also recognized that they have shared values ​​with Workday, such as its progressive way of building and innovating that always aims to be one step ahead.

The leap of faith

This was a risky undertaking because future funding for digital transformations like this depended on Macquarie University’s successful use of Workday HCM.

As the first digital transformation of its kind, Macquarie needed to impress stakeholders enough to be willing to fund additional digital transformation projects.

This required a solid action plan. Macquarie University partnered with Accenture to design the Workday solution, creating a common set of design principles and a standard experience for employees across corporate entities and user groups.

However, not long after the initial design phase, COVID-19 struck and sent the world as we knew it to havoc, requiring the solution to be worked on and delivered virtually.

While this could have completely derailed the project, the university had developed a close partnership with Accenture and continued it during the uncertainty of the pandemic.

Part of this saw Macquarie collaborate with Accenture to extract and validate over 250,000 rows of data across employee population and Workday objects with 99.9% accuracy.

The companies designed, built and tested 29 integrations to connect everything from Macquarie University’s on-premise payroll, middleware and finance ERP solution to Workday.

They also used a “just in time” learning approach, where people get the information they need at the exact time they need it, to create 32 training videos hosted in Workday Learning and deliver 27 courses to help users to take full advantage of the new ways of working enabled by the Workday HCM implementation.

Ready to be deployed

When it came time to go live, everything went according to plan and Macquarie University employees were able to take full advantage of Workday immediately.

Not only that, but the solution was so easy to use that the Vice Chancellor of Macquarie University used the Workday mobile app to set up his profile and view the organization’s personal data while on the move.

Since implementing the Workday solution, Macquarie University has embraced transformation, freedom, ease of use, and new capabilities.

In addition, he was able to retire three legacy applications related to recruitment, performance, learning and attendance and replace them with a single self-service Workday mobile app for easy access anywhere.

Workday has provided more information to the operations of the human resources team, allowing workers to authorize processes quickly, eliminating the possibility of approvals getting lost in an individual’s inbox.

The new information Workday provided to Macquarie University also fostered opportunities the team did not have before, such as the ability to automate self-service reporting for HR, managers and finance end users.

The broader benefits and where the partnership goes from here

Unsurprisingly, the changes have gone far beyond human resources. Workday eliminated the requirement for managers to make ad hoc requests for basic human data, instead allowing them to open the mobile app and quickly find information on their own. The solution’s self-service capability has dramatically reduced the amount of requests.

Secure, real-time data without the uncertainty of manual steps or administrative delays that can risk making mistakes means that the Macquarie University workforce feels confident in making staff-related decisions, enabling them to get the most out of their employees .

With Workday continually introducing new features, Macquarie University continued to leverage all the HCM capabilities it was able to access.

Macquarie University has completed the second phase of the project, which includes the implementation of Workday Adaptive Planning, Talent Optimization, Advance Compensation and PRISM for deeper insights and analysis.

The university’s use of adaptive planning has had a significant impact. Instead of using multiple spreadsheets and undertaking a number of manual solutions, the university can now strategically plan, budget and monitor its entire workforce using a common approach from a single application.

You can read more about Macquarie University’s Workday implementation here, as the company looks to the future with new evidence and confidence that even greater transformations are possible.

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