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Bursar Update - 17th July 2025

Bursar Update - 17th July 2025

We are one week post go-live and the finance team is feeling proud of that!  There are issues, which I will cover below but we have taken a leap forward and we will resolve all issues arising.

A system implementation as big and complex as this, always has a few surprises in store after going live and now, one week on, problems are emerging.  Any issues that have consequences for you, the end users and how you operate on a day to day basis, are of utmost priority.  The larger scale problems we are dealing with are as follows:  

  1. Transaction  data for research accounts has not transferred  to Workday.  We expect this to be uploaded on Friday.  A lot of work went into cleaning the data from eFin and we want to ensure that the correct version of this data is transferred. Fix target date Friday 18 July.
  2. At the request of the Research community, we have built in extra controls on who can requisition goods and services against research accounts.  Up to today, we had incidents whereby some PhDs and Post Docs could not requisition. This is now resolved.
  3. Cost centre reporting of actual v budget will be available online and live from 31 July.
  4. Non-staff expense payment payment processes have changed and details are as follows:
    • Students - Expenses for all student groups will be processed via Workday .Details of the new process are here. To view this outside of Workvivo you can copy and paste into browser  (opens in a new window)http://bit.ly/4lBadAF
    • External Examiners - Expenses for External Examiners will be processed via Workday. Communication and support guide will be available by target date 18 July.
    • Ad Hoc payments will continue to be processed outside of Workday. A new application form and support guide will be communicated by target date 18 July.
  5. There have been some incidents whereby the nominated approvers were not migrated across to Workday at point of data migration.  This is being remedied by us. Target fix date July 25th.

Thanks for your patience and goodwill while we work through the issues identified.  It is possible that more issues will emerge but we have a skilled team and an ability to solve problems.    

We have over 700 people using the system daily, 1,000 expense reports (claims) have been submitted, 1,500 requisitions  have been made and the simpler approvals workflow  process is generally working well.   

We have had UCD staff in attendance, for an amazing 3,600 training sessions - to date.  Thank you for participating at such a scale.    

We have had 1,300 queries lodged with us. Given the technical nature of the queries, triaging the issue is naturally more complex and time consuming leading to a high reliance on a small number of technical experts who are working extensively in the background. 

That said, please continue to raise tickets by emailing (opens in a new window)finance.sytems@ucd.ie. If you encounter any issues or problems with Workday so that we can resolve them. 

Further resources are now available at the following website - (opens in a new window)support.ucd.ie 

I will write to you weekly to give you updates on our progress against these problems or indeed if any new problems arise. I will include information on our plan for resolution in each communication.   

Thanks

David