Frequently Asked Questions (FAQ)

MOOO stands for the project’s name, Macalester Optimizing Our Operations. Workday is the software that is part of the project which also includes integrating related technologies (e.g. account creation and badging when a new person is hired) and updating operational processes (e.g. expense reporting) to align how Workday works for Macalester.

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Most community members will be using Workday in June 2026 or when they return to campus in August. Read more about key project dates on our Timeline page.

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Implementing a new ERP system is a significant task, so it’s more efficient to divide it into phases. Student functionality will be rolled out gradually following the student lifecycle. This phased approach ensures a smoother transition and allows us to focus on each component.

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Instead of emailing forms around, most HR and Business Services tasks will move through defined steps and approvals in Workday, where you will be able to see who currently assigned the task and where it is in the process. Read more about what is changing on our What to Expect page.

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Macalester is transitioning to Workday to enhance administrative efficiency and better support our strategic goals. Workday will replace Banner as our core system for finance, human resources, payroll, and student information management. This change is part of a multi-year initiative to provide a modern, user-friendly platform that simplifies everyday tasks, improves access to real-time data, and adapts to our community’s evolving needs. By making this transition, we are ensuring that our technology can support students, faculty, and staff now and in the future.

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As part of a year-long evaluation process, the steering committee, a group of leaders from across Macalester departments, evaluated the three top ERPs in Higher Ed: Banner, Oracle, and Workday. The committee found effort and cost estimates to be comparable, so the deciding factors were available functionality, user experience, customer experience, scalability, and alignment to Macalester’s strategy.

Workday was the clear choice most notably with their strategic competencies in innovation, access, and connection. Workday is:

• The leading HR, Finance, and Student information system among CLAC members.
• A continuous deployment software-as-a-service (SAAS) with frequent low-maintenance updates throughout the year, twice yearly major upgrades, and compliance with Web Content Accessibility Guidelines (WCAG) 2.1/2.2 Level AA and Section 508 standards.
• Designed to work on computers and mobile devices, provide single sign on (SSO) with Macalester’s username and password, and support collaboration with live org charts and directory information. 

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An Enterprise Resource Planning (ERP) platform is the backbone of campus operations, integrating and supporting essential functions such as: 

• Budget and financial planning
• Hiring and payroll
• Student records, registration, and student accounts
• Procurement and purchasing

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Change Management is a structured approach to transition people from a current state to a desired future state, it is about helping people to adapt to change, in this case, from various HR and Business Services tools and processes to Workday and optimized operational processes. 

The Macalester Change Management Team is a group responsible for guiding and supporting this implementation, their main goal is to help people adapt to change effectively, minimize resistance, and ensure the change is successful and sustainable.

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If you have questions about this work, we want to hear them!  Send your question to [email protected] and a member of the project team will get back to you.

This website will continue to offer up to date information regarding the project status and opportunities to engage with the project teams.  Check back throughout the project to learn more about what’s happening.

You can also reach out to your nearest MOOOver to get their insights into project details specific to your department.

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Workday is a cloud-based platform that brings together Human Resources (HR), Payroll, Finance, and Student information in one easy-to-use system. It is designed to simplify everyday tasks, improve workflow efficiencies, and provide real-time access to accurate information. Faculty, staff, and students will be able to quickly find what they need from their desktop or mobile device now and as our community’s needs evolve.

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There are over 100 colleges and universities currently using Workday with many more moving toward Workday just like Macalester. A partial list of CLAC School includes: Amherst College, Bowdoin College, Bryn Mawr College, Bucknell University, Carleton College, Colby College, Denison University, DePauw University, Dickinson College, Furman University, Hamilton College, Haverford College, Mount Holyoke College, Rhodes College, Smith College, Trinity University, Union College, Vassar College, Washington and Lee University, Wellesley College, Wesleyan University, Williams College, Wofford College.

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Over time, Workday will create a streamlined and consistent experience for staff, faculty and students. Modernizing our systems and processes will reduce process inefficiencies and improve data quality—allowing employees to focus more on work that advances the Macalester’s mission. Some of the many benefits include:

• Simplifying complex, paper-based procedures into one solution
• Improving data visibility, reliability, & usefulness
• Providing easy-to-use, modern technology

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Yes. Throughout the ERP selection process, implementation, and ongoing support, Macalester has actively learned from other Workday customers, including multiple CLAC member institutions.  Our project’s guiding principles, change management approach, and design choice have all been informed by industry best practices, peer institutions’ experiences, and guidance from trusted partners.

A key success factor for Macalester is the deep involvement from all HR and Business Services staff throughout the project, including configuration and testing. This level of participation is a game changer for Workday implementations and has given our teams a full year to build their knowledge and expertise.

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When Workday is fully launched and ready for users, you will receive an email and Mac Daily announcing Workday is ready for you to log in. You will be able to click on the link provided in those announcements or from other Macalester web pages, then use your Mac username and password to log in from a campus kiosk, computer, or mobile device. Duo two-factor authentication will also be required.

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No. You will start with the basics you need for your role, supported by communications and training modalities that best suit your learning preferences. More details about training will be shared soon.

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