ITS Data Outreach
Next Steps & Timeline
PeopleSoft to Workday Transition
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What We Need From You
Key responsibilities and deadlines for ITS partners and CBOs
When do I need to report my shadow systems?
The target deadline is June 30, 2026. However, we encourage you to continue reporting after that date as you discover additional systems — the inventory is a living document and submissions are welcome at any time.
Who is responsible?
ITS Partners, Chief Business Officers (CBOs), and Heads of Departments are not only responsible for reporting their own shadow systems — they are responsible for cascading this effort to their teams.
Do not report on behalf of your team alone. Make sure the people who built and maintain these tools report them directly — they know the details best.
How do I report?
Use the Shadow System Inventory Form on the hub page, email your responses to mell.missfeld@uri.edu, or schedule time to discuss directly.
Project Timeline
Status synced from the Workday project plan
Phase 1 — Plan & Delivery (Dec 2025 – Apr 2026) COMPLETE
| Task | Due Date | Status |
|---|---|---|
| Send out ITS Partners Survey | Dec 19, 2025 | Done |
| Review Survey Data — Plan | Dec 23, 2025 | Done |
| Update Stakeholder list | Apr 3, 2026 | Done |
| Review shared deck, add notes/feedback on shadow system definitions and examples | Apr 6, 2026 | Done |
| Meet with WD OCM Team to review and expand stakeholder list | Apr 6, 2026 | Done |
| Coordinate with Phil at Hypergen to obtain Oracle account list for non-standard data access | Apr 6, 2026 | Done |
| Enable query statistics in PeopleSoft; evaluate performance impact | Apr 6, 2026 | Done |
| Provide overall list of outreach and data collection tasks for project plan | Apr 3, 2026 | Done |
Phase 2 — Education & Discovery (Apr 2026 – Aug 2026) COMPLETE
| Task | Due Date | Status |
|---|---|---|
| Prepare shadow system reporting and survey template for sessions | May 7, 2026 | Done |
| Align ITS outreach materials with OCM templates — verify no messaging overlap | May 7, 2026 | Done |
| SESSION 1: ITS All Hands — Shadow Systems & Data Consumption Education | May 7, 2026 | Done |
| Confirm Session 2 CBO date and align logistics | May 28, 2026 | Done |
| SESSION 2: CBO Education Session — Shadow Systems & Data Consumption | May 28, 2026 | Done |
| ITS partners surface shadow systems from their functional areas | Jun 30, 2026 | Done |
| SESSION 3: Additional Education Session | Jun 30, 2026 | Done |
| CBOs identify and report shadow system use across their colleges | Jun 30, 2026 | Done |
| E-mail follow-up — CBOs | Jul 1, 2026 | Done |
| Email follow-up — ITS | Jul 1, 2026 | Done |
| Analyze PeopleSoft query statistics — identify high-usage patterns (3-month window) | Jul 24, 2026 | Done |
| Inventory: PeopleSoft queries, reports, extracts, and integrations | Jul 24, 2026 | Done |
| Inventory: shadow systems across all ITS partner and CBO groups | Jul 26, 2026 | Done |
| Assess need for Chartfields-to-Worktags translation guide | Jul 26, 2026 | Done |
| Decision: build translation guide or use existing FDM/Workday resources | Aug 21, 2026 | Done |
| Categorize all data usage: Operational / Reporting / Compliance / Ad Hoc | Aug 19, 2026 | Done |
| Document all gaps between PeopleSoft capabilities and Workday | Aug 26, 2026 | Done |
Phase 3 — Transition & Delivery (Jun 2026 – Jan 2027) IN PROGRESS
| Task | Due Date | Status |
|---|---|---|
| Develop transition plan per college/unit — Replace, Rebuild, or Retire each item | Sep 25, 2026 | Active |
| Align ITS partners and CBOs on future-state Workday solutions | Aug 26, 2026 | Pending |
| Build Chartfields-to-Worktags translation guide (if approved in Phase 2) | Aug 26, 2026 | Active |
| Integrate all ITS transition items into Workday project plan | Aug 26, 2026 | Pending |
| Confirm final disposition of all shadow systems (Replace / Rebuild / Retire) | Jan 29, 2027 | Pending |
| Inform ITS partners and CBOs per college/unit | Aug 26, 2026 | Pending |
| Leadership touchpoints — brief ITS leadership and OCM on transition status | Oct 2, 2026 | Pending |
| Final go-live readiness review — data and reporting workstream sign-off | TBD | Pending |
Done Active Pending
Timeline last synced from Smartsheet: Oct 19, 2026