University of Rhode Island · Workday Transition
ITS Data Outreach Hub
Shadow Systems & PeopleSoft Data Consumers
Welcome to the ITS Data Outreach Hub for the Workday implementation at URI.
This site is your central resource for everything related to PeopleSoft data consumers and shadow systems. As URI transitions to Workday, ITS is working directly with ITS partners and College Business Officers to identify current data usage, understand what changes, and plan a smooth transition.
Use this site to access education session materials, review past sessions, submit your shadow system inventory, and connect with the ITS outreach team.
Why This Matters — What's at Risk
If shadow systems are not identified before Workday goes live:
- Data loss — PeopleSoft data stored in personal tools will not auto-transfer to Workday
- Duplicate or conflicting data — shadow systems may contradict Workday after go-live
- Business processes break — tools that depend on PeopleSoft will stop working
- Compliance and audit exposure — untracked data creates risk for the university
Presentations & Materials
Slide decks and reference documents from ITS education sessions
Session Recording
Past Sessions
All education sessions have been completed
- Done Wednesday, May 7 — ITS All Hands Meeting
- Done Thursday, May 28 — CBO Education Session (2:00pm – 3:00pm)
- Done Wednesday, June 3 — Additional Education Session (9:00am – 10:00am)
No upcoming sessions at this time. Check back for updates as new sessions are confirmed.
Your Responsibility
If you are an ITS Partner, Chief Business Officer (CBO), or Head of Department, you are not only responsible for reporting your own shadow systems — you are responsible for cascading this to your teams.
Reach out to staff in your area, make sure they understand what a shadow system is, and ask them to submit their own entries below. The people who built and maintain these tools know the details best.
Shadow System Inventory Form
Report any tools in your area that rely on PeopleSoft data
Use this form to report any spreadsheets, Access databases, offline reports, or other processes in your area that rely on PeopleSoft data. This information helps ITS plan your transition to Workday and make sure nothing falls through the cracks. Submissions are reviewed by the ITS outreach team.
Prefer not to use the form? You can also reply to these questions via email or schedule time to discuss directly: