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Workday is a popular software that helps enterprises manage wide-spanning business functions, like HR, payroll, IT, legal, and finance. The tool combines the power of a human capital management (HCM) platform with workforce planning, strategic automations, performance monitoring, and insight-driving analytics on other business areas.
Workday implementations are more complex than routine software adoptions. Teams often experience a learning curve when onboarding onto Workday, and there is a significant time investment to set up the platform. When switching to Workday, implementation leaders must configure, test, and deploy Workday's functionalities across an entire organization, migrating data and managing integrations—all while remaining compliant.
Here's what you need to know about these high-effort, high-reward implementations.
Why Workday implementation processes are complex
The comprehensive nature of the Workday platform adds layers of complexity to setup, necessitating a well thought-out approach to implementation and attention to detail. The following few factors contribute to this complicated process.
- Number of stakeholders involved: A proper implementation requires the input of stakeholders from across the organization, including executives, subject-matter experts, business leaders, and end users. Coordinating this participation requires planning and time.
- Customization takes effort: One of the key goals of a Workday implementation is getting the tool's countless configurations accurately aligned with business processes. So, while the tool offers a high degree of flexibility, setting up configurations can be time-consuming, especially when addressing complex needs (think: automating a long, complicated HR workflow). These custom configurations must also pull on clean, comprehensive data, which may not be as robust or organized as it should be in existing legacy systems. In turn, implementation teams will have to "customize"—that is, clean up—data before migrating it.
- Regulatory requirements: Workday implementations must meet data privacy requirements, such as those established by HIPAA, and financial controls, while maintaining a clear audit trail. Businesses should establish a clear data management plan and governance policies before beginning the implementation.
- Dependency on documented processes: Companies can best model their existing process in Workday when they have clear documentation on how they work. Without this trail, it's difficult for teams to mirror the way tasks should actually get done, potentially introducing workflow inaccuracies into this new tool. Scribe Capture helps businesses document current processes in clear, user-friendly guides that support smoother platform migrations.
Core phases of a Workday implementation
Workday implementations comprise six key stages—each essential to a functional process that minimizes error and risks and ensures the tool will be genuinely useful for end users. Here's what each step entails and should accomplish.
- Planning and discovery
In this phase, key stakeholders from across the organization define the goals and scope of the migration. These objectives will vary by business area. HR may wish to automate payroll, while the finance team may be interested in implementing real-time analytics. The resulting cross-functional plan should include a timeline and information on potential Workday implementation risks, compliance requirements, and role assignments.
- Design and configuration
During this stage, stakeholders review existing process documentation, aligning it to Workday configurations in detailed designs. Doing so often implies running a "fit-gap" analysis to see how processes can best mesh with the functionalities of this new tool. After the fact, implementation leaders can begin to configure Workday, setting permissions, if/then logic for automations, and chains of approval, creating custom fields where needed. Workday implementation checklists can be useful in this stage, helping teams track their work and avoid missing key steps.
- Data migration and integrations
After configuration, teams can migrate data from their legacy systems using Workday's secure importation tool. Workday Integration Cloud supports data transfer from third-party systems and boasts ease of use. That said, if the original data isn't high-quality, this step may require significant information clean-up and transformation to meet the standards of the destination platform.
- Testing and validation
Following data migration and before deployment, implementation leaders must ensure accurate functioning through a multifaceted testing approach. For example, teams should perform isolated unit testing on specific configurations, integration testing on linkages with other tools, end-to-end process testing, and parallel testing (against legacy systems) to ensure the accuracy of workflows. The organization should also assess data accuracy and run user acceptance testing (UAT) to make sure that end users can functionally use Workday in their day-to-day tasks.
- Training and change management
Workday can significantly streamline tasks, which implies process improvements but also a learning curve. A successful change management strategy includes adequate training for end users and achieves buy-in. This process is ongoing, carrying through and after the go-live stage. After initial role-based training, business leaders must monitor the success of Workday's adoption.
- Go live and stabilization
In a Workday implementation, "launch" is an iterative term. The initial roll-out of the tool and its incorporation into daily work is just the beginning. Bugs and snags are normal, and teams will have to spend time fixing (stabilizing) them. And stabilization can imply much more than seeking tech support. Sometimes, this process means performing a security audit or encouraging buy-in from team members who are reluctant to adopt new processes.
Common challenges during a Workday implementation
As a high-effort, high-reward process, challenges are central to any Workday implementation, and resolving them correctly pays off. Here are a few common ones organizations face.
- Unclear ownership and decision-making roles: Clearly defining roles for the implementation and decision-making around it prevents teams from scope creep, delays, and chaotic integrations that can spur errors.
- Poor or incomplete data and process documentation: Workday needs to pull on robust, clean data and mirror accurate process documentation to work well. Teams with data gaps or poorly documented processes will have trouble configuring the tool, which can generate inefficient workflows that can't take full advantage of Workday's features.
- Over-reliance on external consultants: While getting outside expert help is wise, relying solely on it instead of driving insights and participation from internal stakeholders can result in Workday processes that don't accurately represent the organization's workflows or meet the migration's goals. What's more, when the consultants leave the project, the internal team may struggle to use Workday, especially if these external experts don't provide clear enough operational manuals.
- Limited end-user engagement: After a hefty implementation effort, business leaders will want their teams to not only use but also take full advantage of Workday to ensure ROI. However, leaders need to actively encourage buy-in through comprehensive training and by highlighting benefits. Organizations should also monitor for a drop-off in buy-in, which may present itself as users creating workarounds to avoid interacting with Workday.
Best practices for a successful Workday implementation
Drive better implementation outcomes with the following four best practices:
- Document processes first: Using a tool like Scribe Capture, document existing processes pre-implementation so that you can accurately configure the new system to support work and optimize it where possible.
- Involve internal stakeholders early: Executives and experts should share their know-how from the start, helping define realistic goals that improve business operations and setting a plan and timeline for achieving those objectives in the implementation.
- Iteratively test: Implementation is never done, and teams must constantly test for compliance, data accuracy, adoption success, and system performance to solidify long-term positive results.
- Update documentation: Testing can lead to configuration changes as teams discover new and better ways to leverage Workday. Use Scribe Capture to automatically document process changes in clear tutorials that end users can follow when adapting to shifting workflows.
How Scribe Capture supports Workday implementation workflows
Scribe is the ideal companion tool for any organization on the verge of a Workday implementation. Scribe Capture documents processes, transforming them into step-by-step playbooks that businesses can use for modelling Workday configurations or training users on post-migration processes.
Organizations like DigitalOcean have used Scribe to meet tight deadlines for Workday migrations. Scribe Capture cut down DigitalOcean’s documentation time by 90%, kept employees well‑supported throughout the Workday rollout, and enabled the project to be completed on a tight nine-month timeline. Scribe not only ensured a successful global Workday implementation but also became DigitalOcean’s standard tool for onboarding, training, and supporting new software deployments.
Achieve better buy-in and reduce implementation errors by supporting your Workday transition with accurate process documentation from Scribe Capture.
FAQs
How long does a typical Workday implementation take?
Workday implementations take months and sometimes over a year, depending on the size of the organization and the complexity of the implementation. Organizations with more participating departments and end users or those requiring extensive customizations can expect longer implementations.
Do you need a Workday implementation partner?
Many organizations benefit from the external help of a Workday implementation consultant who guides training, strategy, and the technical aspects of the transition. Consultants should work hand-in-hand with internal stakeholders, who can offer their business-specific expertise to bolster the process.
What internal roles are required for a successful Workday implementation?
Workday implementations should involve executive, business unit leaders, subject matter experts, project managers, testing personnel, and end users, especially toward the final phases.
How often should Workday processes be reviewed after going live?
Many recommend bi-annual process reviews. Not only are iterative reviews a savvy best practice, but they also help teams adapt to Workday's feature releases, which happen twice per year (in March and September).
