UA is modernizing its foundational technological capabilities in Human Resources (HR) and Finance (FIN) to enhance the day-to-day experience of faculty and staff, enable data-informed decisions, implement security safeguards, create efficiencies and better position the university to serve its mission and thrive in the years to come. 

Capstone Convergence is currently in progress, with critical pre-implementation activities underway that will continue to create a foundation for success. These activities include: 

• Initiating change management efforts 
• Developing technical strategy documents for security, data conversion, integrations and reporting 
• Creating a future state reporting inventory 
• Familiarizing the program team with the selected software solution 
• Adapting the system-agnostic chart of accounts into a prototype and developing education materials on core concepts and capabilities

The Program is currently in the pre-implementation planning period and has operationalized the following workstreams to prepare for the Workday Implementation, which is set to begin in December 2025.  

• Governance and Team Setup 
• Project Management Support 
• Committee Support 
• Communications Support 
• Application and Integrations Inventory 
• Change Management 
• Technical Strategy Development 
• Preliminary Report Inventory 
• Software Familiarization 
• Chart of Accounts Refinement 
• Strategic SKU Refinement 

Many constituents from across the university have been engaged throughout the assessment and pre-implementation work thus far. While many of these individuals will continue to be engaged throughout the Program, the Program will seek increasingly broader representation as it progresses.

Extensive representation and collaboration are imperative to the success of the Program. Key Program stakeholders have been engaged through several mediums, including focus groups, surveys and interviews. Additional information-gathering sessions are forthcoming.

Banner HR and Finance are 20+ years old and lack the flexibility, scalability, and modern capabilities required to support today’s academic, administrative, and compliance needs. 

To compensate, UA has built and maintained a patchwork of third-party tools and customizations. This approach is costly, difficult to maintain, and introduces risk (e.g., when vendors discontinue support or when customizations break during upgrades).  

Without a centralized data warehouse, UA lacks a unified source of truth for decision-making. Data is siloed across departments, making it difficult to generate timely, accurate insights. 

The ERP modernization will enhance the impact of recent foundational projects such as security management, while supporting risk mitigation and improved operations. 

Anticipated Program outcomes include: 

• Improved Data Quality – Centralized data ensures consistency, while enhanced reporting drives informed decisions​ 
• Process Clarity & Transparency – Clear roles streamline workflow, improving progress tracking and process visibility​. 
• Increased Efficiency – Automation reduces manual delays and provides data for continuous improvement​ 
• Enhanced Support Opportunities – Modern ERP solutions provide automatic updates and maintenance, enabling strategic internal focus

While a definitive list of systems that will remain following the transition to Workday has not yet been determined, a formal process for rationalizing which systems should be replaced or maintained as part of the Program is underway.  

This effort is part of the Application Rationalization that has commenced, during which UA will review relevant FIN and HR applications in use across the organization and strategically assess the need to replace, retire, update, or consolidate.  

The Application Rationalization process will include a review of the current system inventory, application functionality, and the challenges and strengths of each system. This process aims to build buy-in by engaging key stakeholders to account for diverse perspectives and create a strategic vision by UA leadership for the future state.  

The decision was made collaboratively by university leadership, including finance, HR, IT and academic stakeholders, based on extensive evaluation and strategic planning to meet future needs. 

To facilitate the Program, a governance framework has been established that includes broad representation from leaders across the institution. 

The pre-implementation phase is in progress, with a formal implementation start date in January 2026, following BOT approval. Go-live is planned for February 2028.

Your job may change in positive ways, including less manual entry and more time for analysis and decision-making. We're redesigning processes to align with best practices and system capabilities, not just replicate legacy workflows. 

We are asking for your support as leaders on campus to collaborate with your team members and engage in meaningful discussions. We ask that you provide Program leadership with feedback and participate in training initiatives as we approach implementation. 

We’re working to ensure critical data is migrated or accessible through the new system or other reporting tool. If you have specific data needs, we want to hear from you to make sure nothing essential is missed. 

While Workday will be permanently replacing some systems, including Banner FIN and HR, the needs of UA will continue to be evaluated as the institution grows and changes. 

We are still determining the timing of the dispositions of each impacted system. For some, there will be a transition period where legacy systems remain accessible for reference. We’ll communicate timelines and access plans well in advance. 

Implementation team staffing has begun and will continue throughout the Program. This will require full-time support from selected individuals and may require backfill support to maintain ongoing operations in your respective division. 

There will also be opportunities for engagement outside the core project teams, with many stakeholders being engaged to provide input on design and testing within their areas of expertise. 

Workday is a state-of-the-art, cloud-based Enterprise Resource Planning (ERP) platform. Workday manages Financials, HR and Payroll activities, and data. The platform provides information in an intuitive, web-based interface allowing for an improved user experience and faster, better access to data. 

Workday is designed to simplify processes, improve access to information, and reduce the need for duplicate systems and manual work.

Training will be provided in multiple formats including live sessions, office hours, reference guides and embedded system guided learning. We’re committed to making sure everyone feels confident using the new tools. 

At this time, UA has no plans to replace Banner Student. However, we have taken deliberate steps to consider the impact of the Workday implementation on the student experience and will continue to factor this into future decisions. 

Yes, Workday allows users to change their display language. UA faculty and staff will be able to choose from over 40 different languages in employee self-service. 

The University of Alabama is implementing a new Conflict of Interest (COI) disclosure system. This new system will replace Convercent and the Cayuse Research Suite Outside Interests disclosure form and will serve as the single, required platform for all COI disclosures at UA.

The new COI system provides a more streamlined, consistent process for submitting and reviewing disclosures. It improves efficiency, supports compliance with federal and state regulations and aligns with university policies governing conflicts of interest and commitment. 

A conflict of interest exists when an employee’s personal, financial, professional, or other outside interests could compromise, or appear to compromise, the employee’s judgment, decision-making or ability to carry out University responsibilities objectively. Conflicts may be real, potential or perceived and may involve the employee or an immediate family member. 

A conflict of commitment occurs when outside employment or professional activities, whether paid or unpaid, interfere with, or appear to interfere with, an employee’s primary responsibilities to the University. This may include excessive time commitments or overlapping obligations.

Completion of the new disclosure form will not fulfill the Alabama Ethics Commission’s requirement to file an annual Statement of Economic Interests (SEI). Employees who, by State Law, are required to complete the Alabama Ethics Commission’s Statement of Economic Interests are notified in February each year via email. Under Alabama law, notified employees who do not complete the SEI as required may be subject to fines of up to $1,000 and a misdemeanor charge.

Additionally, some employees will still be required to submit a separate disclosure through the UA System Office.

All regular part-time and full-time benefits eligible employees, and anyone who has something to disclose other than those in the target group are required to complete a Conflict-of-Interest disclosure, regardless of position, responsibilities or involvement in research.

Yes. All faculty and staff must submit a COI disclosure, even if they have no outside interests, relationships, or activities to report. In those cases, you will indicate that you have nothing to disclose.

Yes. Employees are expected to disclose outside interests and activities even if they do not believe a conflict exists. Disclosure allows the University to assess the activity and determine whether it is permissible, requires management or presents no conflict.

University policy requires UA to maintain current COI disclosures for all employees. This ensures transparency, promotes ethical decision making, and allows the University to appropriately identify and manage real or perceived conflicts. For more information, please see the following UA policies and resources:

• Code of Ethical Conduct
• Title IX Reporting
• Conflict of Interest Financial Disclosure in Research and Other Sponsored Programs Policy
• Consensual Romantic Relationships policy
• Institutional Conflict of Interest/Conflict of Commitment Policy
• Nepotism Policy
• Faculty Handbook

The new COI disclosure system is expected to launch in 2026, with the final launch date currently being determined by University leadership. Once the system launches, all required COI disclosures must be submitted through the new system.

Training will begin prior to the launch of the new COI disclosure process in 2026.

Yes, training will be required. As in previous years, training will be assigned through UA LMS and will contain both policy information and system instructions. Training materials will include online resources and step by step instructions to guide users through the disclosure process.

Faculty and staff will access the system using their UA credentials. Access instructions and links will be provided prior to the launch.

The system will be used for:

• Annual COI disclosures
• Ongoing disclosures related to sponsored projects or other covered research activities
• Updates when new outside interests or potential conflicts arise

Employees must disclose outside interests or relationships that could reasonably appear to affect or impact their University roles or responsibilities, including but not limited to:

• Outside employment or consulting
• Financial interests (such as ownership, equity, or investment interests)
• Service on boards or advisory committees
• Gifts, sponsored travel, or honoraria
• All relationships that may create or appear to create influence over University decisions
• Sponsored awards or travel not run through the University

Previous disclosures will be retained for institutional recordkeeping. However, all faculty and staff will be required to complete a new COI disclosure in the new system at launch.

Submitted disclosures are reviewed by the appropriate University compliance or research administration offices. In some instances, the employee may be contacted for additional information. If a potential conflict is identified, either the University compliance or research administration offices will be in touch to work on a plan to manage the actual or perceived conflict, if needed. Many disclosures require no further action. You will only be contacted after a disclosure submission if action is needed.  

Faculty and staff must:

• Complete a disclosure annually
• Update their disclosure promptly if new outside interests or potential conflicts arise

Researchers must:

• Submit additional disclosures as required for certain activities, such as sponsored research, IRB protocols, and other areas of research related activity in an ongoing basis, and as often as prompted to do so

Timely completion of COI disclosures is essential to avoid disruptions. Failure to complete a required COI disclosure may:

• Delay proposal submissions or award processing
• Restrict participation in research or other university activities
• Be added to staff performance reviews
• Result in disciplinary action as described in the Staff Progressive Discipline Policy and the Faculty Handbook section on Progressive Discipline.

More details will be shared as training begins. Support resources will include:

• Training modules and job aids
• FAQs and user guides
• Contact information for questions

Questions about COI policy or disclosure requirements should be directed to the appropriate University COI or research compliance office.

• General Questions: Questions related to non-research COI reporting can be referred to coicompliance@ua.edu or (205) 348-2334
• Research-Related Questions: Questions related to research COI reporting can be rereferred to coi@ua.edu.

Once the new COI disclosure system launches, faculty and staff must use the new system for COI disclosures. Convercent and the Cayuse Research Suite Outside Interests disclosure form will no longer be used for this purpose.

Workday introduces new ways of completing common tasks, such as hiring employees, managing finances, and tracking time. Training will help faculty and staff understand these changes and feel prepared to use the system effectively.

All faculty and staff will have some level of interaction with Workday. Training will be tailored based on a person’s role and the tasks they perform in the system.

Capstone Convergence is developing training plans to prepare staff ahead of the Workday Go Live in February 2028. Workday training for faculty and staff will launch in November 2027 and will be delivered through a variety of materials and formats, including job aids, computer-based training and instructor-led learning opportunities.

Yes. Training is designed around security roles which are based on job responsibilities. This means individuals will only be asked to complete training that is relevant to their role.

Training will focus on the new, standardized Workday processes and Workday functionality. Training will emphasize standardized Workday processes and functionality. All colleges and divisions will follow one unified curriculum, ensuring consistency in course content across the organization

Training will be designed to be flexible and efficient. The amount of time required will vary depending on your assigned security role(s) in Workday.

You will receive clear, timely communication when your training is available, along with instructions on what to complete and how to access it.

Yes. Training will be assigned based on your Workday security role. You will receive notifications with the training you are required to complete and instructions on how to access it.

Help articles, how-to videos, and on-demand webinars will be available to all through the Capstone Convergence website. eLearnings, instructor-led training, and live webinars will be accessible to invitees (based on the security roles a user has in Workday) through UA’s LMS system initially and then transition to Workday Learning after Go Live

Yes. Training completion will be tracked and reported to leadership for monitoring.

Yes. Training will continue after Workday is live. New employees will receive training assignments to help them get started. As Workday introduces new features and updates, existing employees may occasionally receive additional training to stay current.

Accessibility checks will be conducted to ensure that training content meets or exceeds UA standards.