How VE3 Modernized UoG’s Core Business Systems

Integrating ERP solutions to SaaS Business Systems

Objective

To consolidate the UOG’s fragmented HR, payroll, finance, and payment systems into a unified, cloud-based solution using Workday. VE3 aimed to enhance operational efficiency, scalability, and data-driven decision-making through modernized ERP solutions.

The Challenge

  • Fragmented Legacy Systems: The university operated on multiple disconnected systems, creating inefficiencies in HR, finance, and payments. 
  • Complex Payroll Processing: The manual payroll system led to frequent errors and inefficiencies. 
  • Scalability Issues: The growing student and staff population demanded a more scalable and adaptive solution. 
  • Data Migration Complexity: Ensuring a secure and accurate transfer of data from legacy systems was critical to the project’s success. 

The Solution

VE3 implemented Workday’s unified financial management system, streamlining budgeting, forecasting, and analytics. The system effectively managed complex funding models and multi-currency transactions.
Workday’s HCM module automated payroll processing, benefits management, and recruitment, reducing manual workloads and improving accuracy.
Seamless integration with existing payment gateways automated fee collection, student billing, and financial aid disbursements.
VE3 ensured secure and precise data migration.
Migrating only accurate, up-to-date data.
Conducting multiple validation rounds for accuracy.
Creating fail-safe mechanisms to prevent data loss.
Ensured the system provided real-time data and analytics, enabling informed decision-making at all levels of the University.
VE3’s QA processes include regular system testing, data validation, and user acceptance testing (UAT) to ensure that Workday functions as expected before it goes live. 

Outcomes

  • Efficiency Gains: HR and payroll processing time reduced by 40%. 
  • Enhanced Scalability: The cloud-native platform allowed for seamless expansion and adaptability. 
  • Security: Implemented robust security measures such as encryption, user role-based access, and audit trails to protect sensitive data. 
  • Real-Time Decision-Making: University leadership gained instant access to financial and HR insights, improving strategic planning. 
Through VE3’s expertise in ERP solutions and Workday implementation, the University of Leeds now operates with a streamlined, future-proof business system, improving HR Payroll, Recruitment.

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