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Kansas City University boosts efficiency by transforming finance and HR.

“We’ve been able to grow the university while adding very little administrative overhead.” – CFO and Chief Operating Officer

50%

reduction in days for monthly close and payroll run

416

hours saved per year by removing data entry for 1 FTE

37%

reduction in unmanaged spend

90% 

increase in automated key controls

Challenges.

Outdated systems at Kansas City University (KCU) left its HR and finance teams struggling due to a lack of key capabilities, including direct access to data, integration with benefits providers and the student information system, real-time reporting and more. And when KCU expanded to a second campus in Joplin, the need for improved process efficiency across both campuses became even more critical.

Why Workday.

KCU wanted to reduce manual tasks and administrative burden, provide direct access to employees and managers, and enhance both reporting and systems integrations. With Workday, KCU now has an enhanced user experience, and with better processes for workforce and operational cost controls and onboarding, the university has realised greater efficiency across both campuses.

Benefits and results.

Process automation and configuration.

The business process framework and integration capabilities in Workday enable KCU’s HR and finance teams to allocate more resources and time to important, value-add activities. Processes for onboarding, payroll, monthly close, time tracking, and expense management are now more streamlined and efficient.

50%

reduction in days for monthly close and payroll run

416

hours saved per year by removing data entry for 1 FTE


Controls.

KCU’s previous lack of a procurement system led to slow, inconsistent processing with unreliable information. Now, spend controls are elevated via contracts and easily accessible purchase history. Validation rules, process steps and approvals ensure that transactions are properly entered and easily tracked. Workforce cost controls are improved through enhanced benefits management, increased payroll accuracy, reduced time-entry issues, and increased visibility into the contingent workforce.

37%

reduction in unmanaged spend

90% 

increase in automated key controls


Data integrity and audit.

Reduced manual entry and the business process framework have improved data integrity. HR and finance have confidence in the data, and can utilise the always-on audit capabilities in Workday to quickly identify issues. KCU also streamlined its external audit process by assigning auditor security permissions.

30%

reduction in audit time

60%

increase in journal accuracy


Decision support.

With Workday, KCU can now generate reports that provide real-time insight into critical information, including budgets vs. actuals, average spend by department, contingent workforce, payroll data, leave/absence and time tracking. Information is more readily available to leaders, driving better and faster decisions.

Improved insight and control in spend

Increased visibility of contingent workers


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