Business-Driven Configurability

Configuring Workday to meet your organizations unique needs

Business-Driven Configurability

Configuring Workday to meet your organizations unique needs

Overview
All packaged applications require initial setup to support the unique requirements of the business being supported. As businesses grow and evolve with new business divisions, markets, geographies, and regulatory requirements, the applications that support them need to adapt in concert to maintain relevancy for the business. The flexibility of a system is measured in the ease of the initial application deployment. The agility of a system is measured in its ability to easily adapt post-implementation to the changing needs of the business.

as the needs of the business change and evolve without breaking future updatesall delivered at a lower total cost of ownership. Whats more, these changes can be driven by the business user, saving valuable IT resources and budget for other more strategic-driven projects.

As a result, Workday deploys in a fraction of the time and cost of traditional legacy ERP systems. Workday also continues to maintain its relevancy to the business postimplementation by quickly and easily adapting to the changing requirements of the business.

Traditional legacy ERP systems are generally considered to be neither flexible nor agile because of their lack of configuration options. During the initial implementation, the inability to mold the application around the business with configuration options makes for long and expensive project implementations. Post go-live, the inability of legacy ERP systems to adapt and evolve makes these applications rigid, deteriorating their value over time, as they no longer reflect the changing requirements of the business they support. As a workaround, in-house specialist IT personnel or third-party consultants added hard-coded customizations. This was not only time consuming and expensive for IT, it was highly disruptive to the business and also had the downstream effect of breaking future software upgrades. The end result was enormously complex applications with an extremely high lifetime cost of ownership that ultimately impeded business change as opposed to enabling it.

This document highlights the flexibility and agility of Workday business-driven configurability versus hardcoded, IT-driven customization required by many traditional ERP deployments.

The scope of this document highlights some of the most common areas of configuration from both an initial setup and post go-live perspectives. It should not be considered an exhaustive guide. This document will look specifically at the following configuration features:

Organizations Business Process Configuration Custom Ad Hoc Reporting User-Defined Calculated Fields Configurable Packaged Integrations

Workday has corrected that flawed delivery and ownership model by designing our applications with configuration as a core design principle for both initial setup and post go-live reconfiguration. With configuration options a core aspect of the system, the customer can change and evolve the system

Organizations
Workday is designed to manage both centralized and de-centralized operations. Any organization structure or employee grouping can be created, and more importantly, easily modified at any point in time. Organizations are

the basic building block of any company structure and are constantly changing as staffing changes occur. Workday organization structures are specifically designed to provide maximum flexibility. You can create new organization types very easily, insert them into existing organization structures, and update the characteristics of current organization structures. Organizations may also be divided, combined, or deleted. A powerful feature of Workday is that these changes do not affect the reporting hierarchy for approvals or the cost center organization structures. This becomes particularly relevant for large, complex activities like mergers and acquisitions or divestitures.

Different types of organizations track different information. Supervisory organizations track workers and reporting structures. Cost centers track expenses for financial reporting purposes. Companies provide a vehicle for statutory reporting. Regions track designated territories. Business Site Hierarchies track geographic locations. Matrix organizations track dotted line or matrix reporting structures. Teams are ad hoc organizations that can be used for multiple purposes such as project teams or committees. You can configure an unlimited number of each type of organization, and then use them for different types of reporting. Lastly, Workday enables you to define other custom organization structures to track other types of organizations, like union membership, board members, or center of excellence. There is no limit to the number of organizations you create and link to your workers.

The following types of organizations may be used in Workday:

Supervisory Company Cost Center Region Business Site Hierarchy Matrix Team Custom

Organization Set Up
Creating organizations is easy. Simply choose organization type and the appropriate roles and permissions for the organization. No IT involvement is needed to configure and maintain your companys organization structure.

Organiza on sub-type values are completely congurable and allow you to reect your organiza ons nomenclature.

Reorganizations
Workday is unique in its ability to re-organize your companys organizational structure quickly and easily. Whole organizations and subordinate organizations may be added or moved, complete with their business site rollups. Workers can be moved or reassigned en masse with or without structural changes such as dividing or deactivating organizations.

It is important to note that when employees are reorganized, reporting relationships are automatically changed, reducing the amount of data maintenance for you. For example, if the Payroll department is moved from Human Resources to Finance, this new chain of command will be reflected on the employee record, and any business process workflow or event that needs to move up the chain of command will automatically go to the correct managers.

Workdays flexible organizations also allow you to reorganize on the fly. Whether youre creating new business entities or geographic divisions, rearranging cost center structures, or moving organizational reporting relationships from one group to another, youll be able to perform these actions quickly and easily within Workday. Workday allows you to reorganize your structures with a new effective date through the following types of actions:

Business Process Configuration

Workflow was introduced in the 1980s and bolted onto the architectures of existing legacy ERP systems that are still in use today. As a result, the workflows were blind to any organizational structure or worker reporting changes. To ensure the workflow routing reflected the companys current structure and business processes, regular IT maintenance was required. As the business grows and evolves, the workflow business rules changed, requiring major IT effort to reprogram the workflow.

Create a new superior organization Create a new subordinate organization Divide an organization, and move workers into their appropriate organizations Move workers from one organization to another Inactivate an organization, and move workers to other organizations

Learning from the past, Workday designed its workflow, called the Business Process Framework, into the core of the application and tied it directly to the organizational structures and role based security. Any changes to these structures are automatically reflected in the workflow routing. For business rule changes, Workday Business Process Framework is designed for the non-technical user, allowing a user with appropriate security access to easily make business rule updates. All changes are effective dated and audited.

Workdays reporting tools work in concert with your reporting structures, allowing you to create and run reports using organizational parameters. For example, you can run any staffing reports for cost centers, regions, companies, or reporting structures.

Were now a little over two years live and we have spent zero dollars on updates, Zero. We spend 3-5 days testing the product 3 times a year. Three weeks versus nine months, zero dollars versus hundreds of thousands of dollars. That speaks for itself. Theres your ROI.
- Mark Newsome, Sr. HR Manager, McKee Foods

Finally, Workday comes delivered with over 200 preconfigured best practice business processes available to the customer to easily configure and reconfigure according to the changing nature of their business. For example you may add or change:

Rules and conditions Designated approvers Revision steps To-do lists and checklists Notifications Custom help text Related policy web links Reassignment of My Tasks Updates to third party systems Report attachments

Workday also has the unique ability to rescind a completed workflow, returning the system to its former state while updating all parties involved.

Supports unique processes for a specic division, business unit, country, etc.

Easily congure all steps and par cipants and no ca ons.

Easily congure sophis cated rules with no custom coding.

Easy-to-use Report Writer allows you to create sophis cated reports that can be integrated into your screens and processes.

Click Ac on link to take ac on on an employee or other data right from the report!

Tag employees in the report. Filter. Export to Excel or PDF.

Reporting Custom Ad Hoc Reports

Workdays Report Writer allows you to configure sophisticated interactive, drillable reports that may be exported to Microsoft Excel or Adobe Acrobat. Online reports shared to other users are automatically filtered through the recipients security profile, ensuring only authorized information is displayed.

User-Defined Calculated Fields

Customers can define unique calculated fields available for use in business rules or dynamic reports.

Calculated fields allow you to perform arithmetic, date calculations, text manipulation, logical expressions, retrieval of related data, and transformations of existing data. You can use calculated fields in reporting, business processes, integrations, scheduling recurring processes, and other areas within Workday.

Since many pages in Workday are simply reports, you can create actionable pages with these calculated fields.

Analytics and Graphical Reports

Workdays Report Writer can create many types of content, including analytics, charts, links, and more, allowing companies to configure valuable reports and tailor content shown on Workday dashboards, all without customization.

Click chart to slice data by other a ributes.

Click Ac on link to drill into detail.

All reports are natively drillable, so you can easily click, drill, and analyze the data to meet your requirements.

Easily click to select the a ribute to analyze your data.

Exportable Dynamic Reports

Workday reports may be dynamically embedded in thirdparty tools such as Microsoft Excel, due to Workdays support of the REST web service standard. Report security is maintained and may be refreshed on demand to ensure the data is in sync with the Workday system.

Configurable Packaged Integrations

Workday provides and maintains packaged configurations to many popular applications, extending Workdays functionality, and eliminating common customizations that legacy ERP customers often make. These integrations include integrations to third-party payroll processing systems, third-party benefits providers, time and attendance, CRM, recruiting and learning management systems. Cloud Connect for Benefits provides a simple framework for setting up integrations to third-party benefits providers allowing Workday to update those benefit providers with staffing and benefit election changes.

Summary
In the legacy ERP world, customization and its downstream high cost of ownership was the norm. Now you have an alternative. Workday is designed with configuration in mindnot just for the initial setup, but also for the allimportant unknown changes that will be needed post golive. Flexibility gets you ahead of the competition but post go-live agility ensures you stay there.

About Workday
Workday is the leader in enterprise-class, software-as-aservice (SaaS) solutions for managing global businesses, combining the lower cost of ownership with an innovative approach to business applications. Founded by PeopleSoft veterans Dave Duffield and Aneel Bhusri, Workday delivers unified Human Capital Management, Payroll, and Financial Management solutions designed for todays organizations and the way people work. Delivered in the cloud leveraging a modern technology platform, Workday offers a fresh alternative to legacy ERP. More than 200 customers, spanning mid-sized organizations to Fortune 500 businesses, have selected Workday.

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