Workday Confidential

Headquarters Morgantown, West Virginia

# Employees 36,000+

Systems Replaced Lawson, UltiPro

About West Virginia University Medicine (WVUM) is the largest health system in West Virginia, encompassing a network of hospitals, clinics, and institutes.

Workday Footprint Core HCM, Recruiting, Time Tracking, Payroll, Learning, Talent Optimization, People Analytics, Help, Journeys, Messaging, Core Financials, Expenses, Procurement, Inventory, Prism Analytics, Extend, Workday Success Plan

HCM

• Scaled triage team to support system growth without increasing FTEs in last 4 years

• Avoided need for 2-3 incremental FTEs in payroll, despite org growth

• Reduced the time to fill positions by 15% (from 86 to 73 days)

• Saved 22K+ hours of HR effort annually at an estimated labor cost savings of $1.3M due to self- service usage

• Reduced new hire turnover in first year from approximately 49% to 40%

Deployment 20 months; Your Way, Big Bang; Partner-deployed (Deloitte)

Supply Chain Management

• Absorbed substantial org growth (doubling in size and adding ~7 hospitals) with minimal additions to the procurement and local inventory teams

• Reduced expenses from expired inventory by 16% (~$240,000 in savings)

• Reduced number of orders incurring minimum order fees by 50-60% (by avoiding requisitions being split into several POs); Avoided an estimated $2.7M in minimum order fees

• Achieved 90% touchless POs

• Increased purchases made through punch-out from 1% to 18%

• Gained hospital-to-hospital visibility into inventory stock on hand through improved reporting; Optimized inventory par levels based on location

Finance

• Reduced the financial close time by 30% (from 10 to 7 days)

• Gained the ability to be more proactive prior to close and conduct analysis earlier

• Saved dozens of hours per month on treasury-related activities

• Enabled auditors to be more self-sufficient and reduced the volume of their requests

“We should have been upgrading Lawson for years but didn’t. Workday allowed us to stay on top of the game and be where we should be as an organization.” – Supervisor, Technology

WVUM’s transformation to a unified platform supported organizational growth and scale by standardizing operations and absorbing substantial expansion. This shift dramatically improved efficiency and

eliminated manual processes, leveraging real-time data for enhanced compliance and engagement.

Human Capital Management

Technology Innovation Efficiency & Scale Engagement &

Productivity

Data & Insights

Workday Confidential 2

“Payroll's repetitive, two-week cycle leads to employee burnout and turnover. Now, by reallocating this labor, we can offer employees diverse project work. This continues to challenge them and makes them want to come to work every day. - Director, Payroll

• Reduced intercompany transfers processing time by 96% (from 45 to 2 minutes)

• Scaled customer service/triage team to support system growth without increasing FTEs in last 4 years

• Avoided need for 2-3 incremental FTEs in payroll, despite org growing from 22 to 32 companies

• Reduced payroll cycle time from 2.2 to 1.75 days, while also improving payroll compliance

• Centralized pay calculation into a single instance, eliminating legacy requirement for 22 team members to perform the same process individually

• Automated annual merit increase and annual bonus processes, shifting all into Workday instead of relying on Excel

• Reduced the time to fill positions by 15% (from 86 to 73 days)

• Integrated Core HR, recruitment, and LMS within shared tool; Provided a single source of truth for people data and eliminated data transferring between systems

• Established a wide range of integrations that were previously unavailable; Established an integration with background check vendor, reducing manual entry and system switching; Set up a job feed integration with LinkedIn, leading to more accurate data and better applicant pools

• Gained the ability to modify system configuration internally, reducing reliance on the vendor for changes

• Introduced mobile-friendly self-service capabilities for employees and managers

• Achieved 51% self-service usage rate, accounting for 445K transactions annually; Saved 22K+ hours of HR effort annually at an estimated labor cost savings of $1.3M due to self- service usage

• Decreased cases per employee per year from 3.8 to 1.5

• Reduced new hire turnover in first year from approximately 49% to 40%

• Standardized the annual performance review process across the system and reached a 97% completion rate

• Increased completion for required learning to 97%, helping reduce compliance risk

• Eliminated manual tasks and expanded bandwidth for payroll team to focus on professional development and project work, leading to greater job satisfaction

• Leveraged People Analytics, which dramatically improved the delivery of insights to leadership

• Delivered an executive dashboard monthly, which was previously done quarterly due to manual and cumbersome data gathering and manipulation

• Provided managers with insight into compensation ratios and performance ratings, allowing them identify compensation discrepancies sooner

• Configured and built leader dashboards that provide insights into compensation and support internal equity efforts

Finance

Technology Innovation Efficiency & Scale Engagement &

Productivity

Data & Insights

Workday Confidential 3

“ “We should have been upgrading Lawson for years but didn’t. Workday allowed us to stay on top of the game and be where we should be as an organization. - Supervisor, Technology

Everyone is reporting on the same unified platform. This single source of truth allows us to achieve greater organizational depth. - Director, Enterprise Financial Applications

• Achieved a much more streamlined finance close process compared to Lawson; Reduced the financial close time by 30% (from 10 to 7 days)

• Gained the ability to be more proactive prior to close and conduct analysis earlier

• Saved dozens of hours per month on treasury-related activities

• Reduced manual journal entries, especially those related to allocations

• Improved the end-user experience for expense reporting

• Streamlined the process for handling expense report violations, making it much more manageable

• Rerouted expense reports easily if a manager was on leave/left

• Leveraged the platform to achieve a single source of truth for finance, along with HR and supply chain data

• Resolved the security issues that stemmed from a role-based "free for all" and home-built management solution before Workday, while establishing a very flexible security model

• Provided users with the appropriate access to information by setting up granular security controls

• Simplified connections to external parties and realized better integrations (e.g., better connection for treasury)

• Redirected time to other efforts, such as process improvements and establishing best practices

• Gained bandwidth within the Financial Applications Support Team to “flip rocks” and find areas to improve processes

• Improved the account certification process significantly compared to the legacy system

• Gained greater organizational depth by having everyone report on the same platform

• Gained drill-down ability into reports, making them much more dynamic

• Enabled better accountability by providing data on expenses

• Enabled much easier research, eliminating the need to log into external bank websites (treasury perspective)

• Provided the ability to see supporting data for audit entries directly, which the auditors can pull themselves

• Enabled auditors to be more self- sufficient and reduced the volume of their requests

• Provided better insight into data for tax reporting (e.g., relocation expenses)

Supply Chain Management

Technology Innovation Efficiency & Scale Engagement &

Productivity

Data & Insights

Workday Confidential 4

“My team handles reporting and aggregating data from multiple systems. Using Workday as a central system makes this much easier because everything is in one place. This significantly reduces manual errors associated with moving data from one application to another, simplifying the process for us. - Manager, Supply Chain Integration

• Absorbed substantial org growth (doubling in size and adding ~7 hospitals) with minimal additions to the procurement and local inventory teams

• Maximized economy of scale by standardizing operations across diverse hospital types, from AMCs to small critical access hospitals

• Reduced expenses from expired inventory by 16% (~$240,000 in savings) through better visibility

• Reduced number of orders incurring minimum order fees by 50-60% (by avoiding requisitions being split into several POs); Avoided an estimated $2.7M minimum order fees

• Achieved 90% touchless POs • Automated price changes on POs,

eliminating manual buyer intervention • Decreased volume of match exceptions

• Consolidated two disparate systems (Lawson ERP and Strata Capital) into a single solution with Workday

• Moved from a paper-driven inventory process to 100% digital

• Used "virtual buyer" function to auto- process high volume, low touch POs

• Introduced and utilized punch-out capabilities for key suppliers like US Foods, Amazon, and Cardinal

• Established mechanism for both physical and financial inter-hospital inventory transfers

• Converted high volume of non-PO spend (e.g., physician practices’ spend, Amazon purchases) to managed PO spend

• Increased purchases made through punch-out from 1% to 18%

• Increased training efficiency and compliance for inventory picking

• Shifted primary PO approval responsibility to cost center managers, freeing procurement team from the administrative role of "PO police"

• Reduced risk of missed picks by shifting from paper sheets to handheld mobile devices

• Improved system-wide collaboration for sharing slow-moving or obsolete inventory products

• Created hospital dashboards that refresh every 90 seconds to provide real-time snapshot of inventory picking activity

• Developed dashboards and reports to track individual productivity metrics

• Gained hospital-to-hospital visibility into inventory stock on hand through improved reporting; Optimized inventory par levels based on location

• Increased responsiveness to site data needs by training team members on custom reporting

• Ensured more up-to-date data by fully integrating with HR and finance systems