Who is CampusWorks?

CampusWorks is an organization that collaborates with colleges and universities to develop and implement insightful strategies that improve institutional effectiveness and enhance the staff, faculty, and student experience.

WSU has partnered with CampusWorks to conduct a comprehensive assessment and Process Reimagine and Redesign (PRR) of WSU’s Human Resource Services (HRS) operations, including key payroll and accounting areas that interconnect with HRS processes.

What HR processes will CampusWorks review?

The review will focus on the major service areas of HRS, as well as any payroll or accounting functions that directly impact HRS processes or data. CampusWorks will review the organizational structure, process flow, technology and systems involved in the following areas:

  • Recruitment
  • Onboarding
  • Position Budgeting
  • Benefits Administration
  • Performance Management
  • Time, Leave, and Absence
  • Records and Compliance
  • Succession Planning
  • Employee Communication
  • Employee Transition
  • Disability Services
  • Payroll Administration
  • Benefit Payables
  • Wage and Garnishment Administration
  • Manual Calculation Processes
  • Work Study
  • Tax Impacts

Who is involved in the review?

CampusWorks, along with a dedicated project team from WSU, will collaborate with WSU staff and faculty who are stakeholders in HRS and central Payroll processes across the university.

The following groups will be primarily engaged in the review process:

  • HRS employees and key members of Payroll Services, also referred to by CampusWorks as “frontline staff,” who perform all HRS and related payroll tasks for the university at the central level.  
  • HR Partners and other selected departmental personnel who perform the bulk of HR processes in their departments or areas.
  • The Modernization team, who build and maintain HR process and data in Workday, and possess a deep understanding of Workday functionality.
  • Area leadership, including Area Finance Officers, who understand how HR processes impacts their units at an administrative level.
  • Faculty, who are impacted by prominent pain points and specific concerns related to HR processes and academic employees.

I’ve been asked to participate in the review as an HRS employee, key member of Payroll Services, faculty member, or other stakeholder. What can I expect?

If you belong to one of the stakeholder groups identified above, you may be asked to participate in a range of activities in support of CampusWorks’ assessment. These may include:

  • Kickoff Meeting: Introduction of project scope, methodology, and schedule. 
  • Document Collection: Gathering existing documentation on HR policies, procedures, and metrics.
  • Discovery Sessions: Discovery Sessions include one-on-one interviews with HRS and key Payroll Services staff to establish an understanding of current HR policies, processes, and procedures.
    • What‘s next: Participants will receive an invitation to meet with CampusWorks via Zoom or in-person for a 30 minute session.
  • Future State Sessions: Facilitated sessions to develop and document optimal future state processes. These may include HRS staff and key Payroll Services members, as well as other stakeholders heavily involved in HR processes.
    • What’s next: Participants will be asked to attend a series of up to five four-hour collaborative sessions, facilitated by CampusWorks.
  • Survey: Targeted surveys for broader community of all WSU faculty and staff to gather and assess current-state pain points and future-state needs.
    • What’s next: Those identified as survey recipients will receive a targeted, confidential survey, which includes questions about their experience with HR processes at WSU, and the opportunity to provide feedback or suggested improvements.

When will these activities take place?

There are several key project dates, including:

  • 10/7: Project Kickoff meeting for HRS and Payroll Services employees.
  • 10/7 through 10/18: All discovery interviews take place with leadership, HRS and Payroll Services, and other key stakeholders.
  • 10/25: CampusWorks presents initial observations to WSU leadership and frontline HRS staff, and ensures that all information and testimonies were captured accurately.
  • 11/4 through 11/18: CampusWorks begins distribution of targeted surveys to all WSU faculty and staff.
  • 11/4 through 12/4: CampusWorks conducts HRS and Payroll Future State Mapping Sessions with frontline staff, leadership, and other subject matter experts.
  • Spring 2025: CampusWorks presents Final Action Plan to WSU leadership.

How much time can I expect to commit to the review process?

The amount of time required of participants will vary based on their role. Some members of HRS may only participate in a single 30 minute one-on-one session, while other stakeholders may be involved in several longer focus groups or Future State Sessions. Participants with the heaviest involvement will spend no more than 4 hours on a given day in sessions, for no more than five consecutive days.

View CampusWorks’ estimated employee time commitment by activity below:

A screenshot of a presentation slide with a table containing information about the employee time commitment associated with different review activities. This includes 30 minutes for Discovery Interviews, up to 5 4-hour sessions for Future State Mapping sessions, and 1 hour for each of three CampusWorks presentations.

How can I prepare for participating in the review process?

To prepare for your interview or Discovery Sessions, CampusWorks asks participants to be able answer the following questions:

  • What is working well currently?
  • What is broken or could be improved upon?
  • What is unique to WSU as an institution?

Participants in Future State (process redesign) Sessions will be asked to bring their ideas about how processes may be improved or optimized, and to be prepared to discuss these ideas in a collaborative manner with other session participants.

Will I need to attend meetings in person?

Depending on your work location and availability, you may be able to participate in sessions either in person or via Zoom. The project team will work with participants to facilitate interviews and sessions in the most effective and convenient manner.  

When do we receive results from CampusWorks?

WSU will receive a series of deliverables from CampusWorks throughout the process that document their findings about WSU’s current-state processes and systems, their initial recommendations for areas of improvement, and final roadmaps for implementing any suggested changes. CampusWorks may reach out to various participants and stakeholders during the Process Reimagine and Redesign (PRR) to review these items.

Results from the review may not be ready for the broader university community until Spring 2025, to allow university leadership time to determine the best course of action based on CampusWorks’ suggested improvements. We appreciate the university community’s patience and understanding throughout this process.

Does this mean we’ll have to relearn Workday?

CampusWorks’ review of HR and payroll is holistic, and will include all structures, processes, workflows, and technologies involved in HR functions, including those performed in and outside of Workday. CampusWorks may suggest enhancements and areas in Workday where we can greater leverage the system for improved HR related processes. All suggestions will be thoughtfully reviewed before any changes are made and communicated via the Workday Digest.

I have questions or concerns about the review. Where can I go?

Both participants in the review process and members of the broader university community are encouraged to send their questions and concerns regarding the CampusWorks engagement to hrs@wsu.edu.