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Workday | Processes

Explore a complete guide to processes in Workday. Streamline financial operations with tips on automation, reporting, and asset management.

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Create a Budget:

To create and manage budgets in Workday, you can follow these steps.

Create a Budget:

Go to your Workday instance and log in with your credentials.
Navigate to the Budget Management worklet on your Workday dashboard. If you don’t see it, you may need to search for Budget in the search bar.
Click on Create Budget. This will open a new form or wizard for creating a budget.
Fill in the required details for the budget, including the budget name, description, fiscal year, and any other relevant parameters.
Set up budget categories or cost centers as needed. This helps in organizing and tracking expenditures.
Enter the budgeted amounts for each category or cost center. Ensure that you allocate funds appropriately based on your financial planning.
Review the budget details and amounts to ensure accuracy. Submit the budget for approval if required by your organization’s workflow.
If your organization has an approval process, the budget will be routed to the designated approvers. You may need to monitor the status and address any feedback or required changes.

Manage a Budget:

Navigate to the Budget Management worklet or use the search bar to find the budget you want to manage.
Select View Budget or Manage Budgets to see a list of existing budgets.
To modify an existing budget, select the budget you want to edit and click on Edit. Make the necessary changes to budget amounts, categories, or other details.
Use Workday’s reporting tools to track budget performance against actual expenditures. You can create or view reports to analyze variances and make adjustments as needed.
If you need to reallocate funds or adjust budget amounts, make the necessary updates and submit them for approval if required.
Regularly review budget reports to ensure financial goals are being met and to identify any areas needing attention.
Once a budget period is complete or a project is finished, archive or close the budget as per your organization’s procedures.

Tips:

Use Workday Templates - Workday often provides templates for different types of budgets. These templates help standardize the process and ensure that you don’t miss any critical fields.
Leverage Automation - Use Workday’s automation features to streamline workflows like budget approvals and updates. Automating tasks reduces human error and ensures timely completion.
Utilize Reporting Tools - Regularly use Workday’s built-in reporting tools to track budget performance. Reports like budget vs. actuals can help identify variances early and prevent financial discrepancies.
Enable Real-Time Monitoring - Take advantage of Workday’s real-time data capabilities to monitor budget status and spending activity instantly. This helps in making quick, informed adjustments if needed.
Set Alerts and Notifications - Configure notifications for budget thresholds, approval deadlines, or when adjustments are needed. Alerts help keep everyone informed and prevent last-minute rushes.
Forecast Future Needs - Use Workday’s forecasting tools to predict future budget needs based on historical data. This allows you to adjust budget amounts and categories proactively.
Review and Adjust Regularly - Periodically review the budget and make adjustments as needed. It’s essential to update the budget based on actuals, organizational changes, or unexpected expenses.

Record and Track Financial Transactions

Types of Financial Transactions:

Journal Entries
Payments
Receipts
Transfers
Accruals
Deferrals

Steps To Record a Financial Transaction:

Navigate to the Workday home page.
From the Global Navigation Menu, click on the Finance tab.
Select the Transactions subtab.
Click on the Create button (this may also appear as "Add" or "New" depending on updates).
Choose the type of transaction you wish to record.
Enter the required transaction details.
Click Submit to save it.

Steps To Track a Financial Transaction:

Access the Workday home page.
In the Finance tab, click on the Transactions subtab.
Use the search or filter functions to locate the specific transaction.
Click the transaction to view details.

Generating Reports:

Use Workday’s reporting tools to generate financial transaction reports.
Reports can help track performance, identify trends, and support informed business decisions.

Generate Financial Reports

To generate financial reports in Workday, you can use the Financial Reporting tool. This tool allows you to create and manage a variety of financial reports, including:

Financial Reports Available in Workday:

Balance Sheets
Income Statements
Cash Flow Statements
Statements of Shareholders' Equity
General Ledgers
Trial Balances
Budget Reports
Expense Reports
Revenue Reports
Profit and Loss Statements (P&L)

Steps to Generate a Financial Report:

Log in to your Workday account and navigate to the home page.
In the Global Navigation Menu on the left side, click on the Financial Reporting tab or use the search bar to find it.
Click on Create Report or New Report to start the process.
Choose the type of financial report you want to generate from the available options.
Fill in the required details for the report, such as the report period, criteria, and layout preferences.
Click Run Report to generate the financial report.
After generating the report, you can view it within Workday or export it to formats such as PDF, Excel, or CSV for further use.

Tips:

Use the Correct Report Type - Choose the appropriate report type for your needs to ensure accurate and relevant data.
Enter Accurate Information - Ensure that all details entered are correct to produce reliable and precise reports.
Review Reports Regularly - Regularly check your financial reports to verify accuracy and monitor progress toward financial goals.
Utilize Workday’s Reporting Tools - Make use of Workday’s built-in reporting features and tools to enhance report creation and management efficiency.
Seek Assistance if Needed - If you encounter difficulties or need help with reports, contact your manager, accounting department, or Workday support for assistance.

Generate Forecasts

To generate forecasts in Workday, you can use the Forecasting tool. This tool allows you to create and manage forecasts for a variety of financial and operational metrics, including:

Forecasting Metrics Available:

Revenue
Expenses
Profitability
Headcount
Sales
Production

Steps to Generate a Forecast:

Log in to your Workday account and access the home page.
In the Global Navigation Menu, click on the Financial Planning and Analysis tab.
Click on the Forecasting subtab.
Click on Create Forecast or a similar button to start a new forecast.
Choose the type of forecast you wish to create based on the available metrics.
Provide the necessary details for the forecast, such as the forecast period, assumptions, and expected results.
Click Save to complete and store your forecast.

Steps to Review and Approve a Forecast:

Return to the home page of Workday.
Click on the Financial Planning and Analysis tab in the Global Navigation Menu.
Click on the Forecasting subtab.
Use the search function to locate the forecast you want to review and approve.
Click on the forecast name to see the details.
Click Approve to finalize and approve the forecast.

Additional Features:

Generate Reports - Use Workday’s reporting tools to generate reports on your forecasts. These reports can help track performance, identify trends, and support informed decision-making.

Collect Payments

The Collect Payments functionality in Workday allows organizations to manage and process payments received from customers or clients. This feature is part of Workday's Financial Management suite, focusing on accounts receivable and revenue collection. It ensures that payments are accurately recorded, reconciled, and applied to the appropriate invoices or accounts, enhancing financial accuracy and operational efficiency.

Steps To Collect Payment:

To collect a payment in Workday:

Go to the Workday home page and click on the Collect Payments worklet.
Select Create Payment or Add Payment, then enter payment details (amount, date, method).
Choose the customer and apply the payment to the appropriate invoice(s) or account.
Verify and confirm the automatic or manual payment match.
Input any additional payment details (e.g., check number).
Check all details, and submit for approval if required.
Click Submit or Process Payment to record the payment.
Issue a receipt to the customer if needed.
Reconcile the payment with bank statements using Workday’s reconciliation features.
Track the payment status through Workday reports or dashboard.

Steps To Track Payment:

To track the status of a payment in Workday:

Go to the Workday home page and click on the Collect Payments worklet or the relevant payment tracking section.
Search for the specific payment using filters or the search bar.
Click on the payment record to view details and status.
Review the payment status (e.g., Pending, Approved, Processed).
Monitor any updates or changes through the dashboard or notifications.
Optionally, run reports to view statuses and trends across multiple transactions.

This process ensures you can effectively monitor and manage payment statuses.

Example Use Cases:

Processing a Customer Payment - An accounts receivable specialist records a payment received from a customer via check, matches it to an outstanding invoice, and applies it to the customer’s account.
Reconciliation - The finance team uses bank reconciliation features to match payments recorded in Workday with bank statements, ensuring that all transactions are accurately accounted for.
Generating Receipts - After processing a payment, Workday generates a receipt for the customer, confirming the payment and providing details of the transaction.
Handling Payment Disputes - A customer reports an issue with a payment, and the finance team uses Workday to manage the dispute, including any necessary adjustments or resolutions.
Reporting Payment Trends - The finance team runs reports on payment activity to analyze trends, such as peak payment periods or frequent payment methods, to optimize cash flow management.

Manage Customer Invoices

Managing Customer Invoices in Workday involves handling the creation, processing, and tracking of invoices issued to customers for goods or services provided by the organization. Workday provides tools to streamline these processes, ensuring efficient and accurate billing.

Workday's invoicing management capabilities enable finance teams to:

Create and issue customer invoices.
Track and manage the status of invoices.
Handle invoice adjustments and corrections.
Generate reports on invoicing and receivables.

Key Components of Invoice Management:

Invoice Creation - Generate invoices based on sales orders, contracts, or manual entries.
Invoice Processing - Approve, review, and process invoices for payment or adjustments.
Invoice Tracking - Monitor the status of invoices, including outstanding, paid, and overdue invoices.
Adjustments and Corrections - Make adjustments to invoices as needed, such as applying credits or correcting errors.
Reporting and Analytics - Utilize reporting tools to analyze invoicing data, track receivables, and manage cash flow.

Steps to Manage Customer Invoices:

Log in to Workday and navigate to the Financial Management module from the home page or Global Navigation Menu.
Click on Customer Invoices or Invoice Management to access invoicing features.
Click Create Invoice or New Invoice to start the invoicing process.
Fill in the required information, such as:
- Customer Information: (e.g., Customer Name, Contact Details)
- Invoice Date and Number: (e.g., Date of Issue, Unique Invoice Number)
- Items and Services: (e.g., Description, Quantity, Price)
- Payment Terms: (e.g., Due Date, Payment Instructions)
Review the invoice details for accuracy. Submit the invoice for internal approval if required.
Once approved, finalize and issue the invoice to the customer. Workday allows sending invoices electronically or generating printable copies.
Monitor the status of the invoice in Workday. Check for payment status, overdue notifications, and follow up as necessary.
If there are any errors or changes needed, create credit memos or adjust the invoice as required.
Use Workday’s reporting tools to generate reports on invoicing activities, including outstanding invoices, revenue recognition, and aging reports.

Benefits:

Efficiency - Streamlines the invoicing process, reducing administrative workload and minimizing errors.
Accuracy - Ensures accurate and timely invoicing based on sales orders or contracts.
Visibility - Provides real-time tracking and reporting on invoice statuses and receivables.
Compliance - Helps maintain adherence to accounting standards and organizational policies.

Process Invoices from Suppliers

Processing invoices from suppliers refers to the steps taken to handle and manage supplier invoices from receipt to payment.

Steps to Process Invoices:

Processing invoices from suppliers in Workday involves below steps:

Access Invoice Worklet by navigating to the Accounts Payable or Invoicing worklet on your Workday dashboard.
Select “Create Invoice” or a similar option. Choose the supplier and invoice details.
Input information such as invoice number, date, amount, and description. Attach any supporting documents if necessary.
Ensure the invoice matches the purchase order and receipt details. Address any discrepancies before proceeding.
Route the invoice for approval according to your organization’s workflow. Approvers will review and either approve or reject the invoice.
Once approved, proceed to process the payment. Follow your organization’s payment procedures, which may involve creating a payment request or processing through accounts payable.

Tips:

Here are some tips:

Double-Check Details - Ensure all invoice details match the purchase order and receipts to avoid discrepancies.
Attach Supporting Documents - Include any necessary documentation, such as purchase orders or delivery receipts, to streamline the approval process.
Monitor Approval Workflow - Keep track of the approval status and follow up if there are any delays.
Review Payment Terms - Verify the payment terms and due dates to ensure timely processing and avoid late fees.
Keep Records Updated - Maintain accurate records of all processed invoices and payments for future reference and audits.

Create Purchase Orders

In Workday, a Purchase Order (PO) is a formal document used to request goods or services from a supplier. It outlines the details of the order, including item descriptions, quantities, prices, and terms, and serves as a binding agreement between the buyer and the supplier. Here’s an overview of how Purchase Orders work in Workday:

Steps to Create a Purchase:

Here are the steps to create a purchase order in Workday:

Log in to Workday with your credentials.
Navigate to the Procurement or Supplier worklet. If it’s not visible, use the search bar to type “Create Purchase Order.”
Select Create Requisition from the available options to initiate the purchase order process.
Choose the Company or Business Unit that is making the purchase.
Select the Requestor (usually yourself) and Cost Center for the requisition.
Enter details of the items to be purchased, including:
- Item Description
- Quantity
- Unit Price
- Supplier
If the supplier is not available in the list, use the option to Add New Supplier (if your role permits this).
Select the appropriate Spend Category for the items.
Review the requisition and click Submit.
The purchase requisition will be routed for approvals based on your organization’s workflow.
Once approved, Workday will automatically generate the purchase order and send it to the supplier, if applicable.

This process ensures a formal and documented order is placed, allowing proper tracking and validation of the purchase.

Tips:

Here are some tips for creating purchase orders in Workday:

Verify Supplier Information - Make sure the supplier's details are current and correct. If the supplier isn’t listed, ensure you have the correct information to add them.
Use Standardized Item Descriptions - Use standardized descriptions and catalog items to maintain consistency and reduce errors.
Double-Check Quantities and Prices - Review quantities and unit prices thoroughly before submission to avoid errors and discrepancies.
Select the Correct Spend Category - Choose the appropriate spend category to ensure accurate accounting and budget tracking.
Review Approval Workflows - Understand the approval process and workflow within your organization to ensure timely processing and approval.
Attach Supporting Documents - Include any necessary attachments, such as quotes or contracts, to provide context and support for the purchase order.
Monitor Requisition Status - Track the status of your requisition after submission to ensure it moves through the approval process and address any feedback promptly.
Check for Duplicate Orders - Ensure there are no duplicate orders by reviewing existing requisitions before creating a new one.

Create and Manage Projects

Steps to Create a Project:

Access your Workday instance and log in with your credentials.
Navigate to the Project Management worklet on the Workday homepage. If not visible, search for “Project” or “Create Project.”
Click on Create Project to start a new project, which opens a project creation form.
Provide necessary details such as:
- Project Name
- Project Number (if applicable)
- Start Date and End Date
- Project Manager or Owner
- Project Scope or Description
Add team members or assign roles by selecting individuals from the employee directory.
Break the project into tasks and milestones with specific deadlines.
Allocate the project budget, detailing costs for tasks, resources, and other expenditures.
Configure approval workflows for project initiation or changes, as needed.
Review the project information and submit it for approval, if necessary.

Steps to Manage a Project:

Use the Project Dashboard or Reports to track progress, including task completion, milestones, and budget performance.
To update any aspect of the project (timeline, budget, or resources), select the project and click on Edit Project.
Ensure team members log time and expenses against the project to monitor billing and costs.
Utilize Workday’s reporting tools to review project performance, comparing actual vs. budgeted costs and tracking progress on milestones.
Make necessary adjustments to the budget as project requirements evolve, ensuring proper allocation and approvals.
If needed, modify resource assignments to reflect changes in project scope or staffing.
Upon project completion, follow your organization’s process to close or archive the project. Ensure all tasks are completed, the budget is reconciled, and final approvals are obtained.

After closing the project, analyze outcomes, comparing them to the initial objectives, budget, and timeline. Use this for future project planning and improvements.

Tools and Features to Manage Projects:

Workday offers a variety of tools and features that help in managing projects efficiently. Here are some key tools available within Workday for project management:

Track and Manage Assets

Tracking and managing assets in Workday involves using the Asset Management module, which helps organizations efficiently manage the lifecycle of physical and intangible assets, such as machinery, vehicles, and software licenses. Workday offers tools for tracking asset acquisitions, transfers, depreciation, and disposals. Here's a breakdown of the process:

‍Steps to Track and Manage Assets in Workday:

Create Assets - Add assets manually or through purchase orders/supplier invoices. Assign categories, cost centers, and depreciation methods.
Track Locations - Monitor asset locations, departments, and cost centers, with a history of transfers for auditing.
Monitor Status - Track asset status (e.g., active, retired) and view detailed asset data, including depreciation.
Depreciation - Workday automatically calculates depreciation, helping you stay compliant with accounting standards.
Transfers - Transfer assets between departments or locations and keep records for accountability.
Retire/Dispose - Manage the retirement or disposal of assets with financial adjustments for gains or losses.
Reporting - Generate reports for asset status, depreciation, and location to ensure up-to-date tracking.

This approach simplifies asset management by leveraging Workday’s automated tools and reporting functions.

Tips:

Ensure Accurate Data Entry - Properly categorize and assign details (e.g., location, depreciation method) to new assets to facilitate accurate tracking.
Run Periodic Reports - Use reporting tools to monitor asset health, utilization, and depreciation schedules regularly.
Review Asset Lifecycles - Keep an eye on aging or underutilized assets to plan for maintenance, transfers, or disposals.

Issue Paychecks

In Workday, issuing paychecks involves creating and processing payroll runs. The system automates much of the payroll calculation and distribution process, making it efficient to manage payroll for a large number of employees.

‍Steps to Issue Paychecks:

Log in to your Workday account and navigate to the home page.
In the Global Navigation Menu, click on the Payroll tab.
Click on the Payroll Runs subtab.
Click on Create Payroll or Start Payroll Run.
Choose the payroll type (e.g., biweekly, semimonthly, monthly) from the options available.
Input the start and end dates for the payroll period.
Click Calculate to initiate the payroll calculation process. Workday will calculate the payroll for the specified period.
Once the payroll calculation is complete, review the details for accuracy. Click Approve to authorize the payroll.
After approval, Workday will process the payroll and issue paychecks to employees.
Use Workday’s reporting tools to generate reports on paychecks, including metrics such as the number of paychecks issued and total payroll amount.

Tips:

Create Payrolls on Time - Ensure payrolls are created and processed according to schedule to avoid delays in employee payments.
Review Payrolls Carefully - Thoroughly review payroll details before approval to ensure all calculations are accurate and employees are correctly compensated.
Utilize Reporting Tools - Take advantage of Workday’s payroll reporting tools to track and manage paychecks efficiently.
Verify Compliance - Ensure compliance with legal and organizational requirements by reviewing payroll details and reports regularly.
Seek Assistance if Needed - If you encounter issues or need help with payroll, contact your payroll department, manager, or Workday support for assistance.

Process Payroll for All Employees

Here’s a streamlined guide for processing payroll for all employees in Workday, along with some tips:

Steps to Process Payroll:

Log in to Workday and navigate to the Payroll worklet.
Choose the payroll period you want to process (e.g., weekly, biweekly, monthly).
Verify that all employee time entries, including hours worked, leave, and any adjustments, are accurate and complete.
Run the payroll calculation to determine the gross pay, deductions, and net pay for each employee.
Review the payroll results for accuracy. Check for any errors or discrepancies and make necessary adjustments.
Submit the payroll for approval based on your organization’s workflow. Approvers will review and authorize the payroll for payment.
Once approved, process the payments. This may involve generating direct deposits or issuing checks.
Produce and review payroll reports for compliance and record-keeping. Ensure all necessary documentation is complete.
Distribute pay stubs or electronic pay statements to employees.

Tips:

Verify Time Entries - Ensure all employee time entries are accurate before calculating payroll to avoid errors.
Review Deductions - Check that all deductions (taxes, benefits, etc.) are correctly applied.
Run Preliminary Reports - Generate preliminary reports to identify and correct any issues before finalizing payroll.
Ensure Compliance - Stay updated on labor laws and regulations to ensure compliance with payroll processing.
Maintain Accurate Records - Keep thorough records of payroll calculations, approvals, and payments for audits and future reference.

Additional Things:

Manage Compensation

Managing Compensation in Workday involves overseeing and adjusting various aspects of employee compensation to ensure alignment with company policies, market standards, and individual performance. Workday provides comprehensive tools for managing compensation processes, including salary adjustments, bonuses, and other compensation components.

Workday's compensation management features allow HR professionals and managers to:

Administer and adjust employee salaries and bonuses.
Implement compensation plans and structures.
Ensure compliance with organizational policies and market trends.
Provide transparent and accurate compensation information to employees.

Steps to Manage Compensation:

To manage compensation in Workday, follow these steps:

Log in to your Workday account and navigate to the home page.
In the Global Navigation Menu, click on the Compensation tab or use the search bar to find the Compensation section.
Click on Compensation Management or Manage Compensation to access the relevant features.
Select the compensation plan you wish to manage (e.g., salary increases, bonuses, equity awards).
For salary adjustments, review current compensation data and make any necessary changes, such as updating salary amounts, bonus allocations, or other compensation components.
After making adjustments, submit the changes for approval if required. This may involve sending the updated compensation details to relevant managers or HR personnel for review.
Track the status of your submitted compensation changes to ensure they are reviewed and approved in a timely manner.
Once approved, Workday will update the compensation records. Ensure that the changes are correctly reflected in employee profiles and payroll systems.
Use Workday’s reporting tools to generate reports on compensation data, such as total compensation, pay adjustments, and compensation distribution.
Inform employees about their updated compensation details if necessary, ensuring transparency and clarity.

Additional Tips:

Ensure Accuracy - Double-check all compensation details before submission to avoid errors.
Maintain Compliance - Adhere to company policies and legal requirements when making compensation changes.
Leverage Reporting - Use Workday’s reporting capabilities to monitor and analyze compensation trends and data.
Seek Feedback - Regularly review compensation practices and gather feedback to ensure they align with employee expectations and market standards.

Manage Employee Time Off Requests

Managing Employee Time Off Requests in Workday involves reviewing, approving, and tracking employee time off, such as vacation, sick leave, or personal days. Workday provides a streamlined process for both employees and managers to request, approve, and manage time off, ensuring accurate tracking of leave balances and compliance with company policies.

Workday’s time off management functionality enables HR teams and managers to:

Review and approve or deny time off requests.
Track employee leave balances and accruals.
Ensure time off policies are enforced.
Generate reports on time off usage across the organization.

Steps to Manage Employee Time Off Requests:

Log in to Workday and navigate to the Time Off or Absence Management module from the home page or search for "Manage Time Off."
Click on Time Off Requests or Absence Requests to see a list of pending time off requests submitted by your team or direct reports.
Click on the specific employee’s request to view details such as the type of leave (e.g., vacation, sick leave), requested dates, and available time off balances.
Ensure that the employee has sufficient leave balance and that the request complies with company policies (e.g., notice period, holiday restrictions).
If the request meets all criteria, click Approve to approve the request. If not, click Deny and provide a reason for the denial, if applicable.
Workday will notify the employee of your decision via the system. You can also add comments or feedback when approving or denying the request.
Regularly monitor time off balances and accruals for your team. You can access real-time reports to see how much leave employees have taken and how much remains.
Use Workday’s reporting tools to generate reports on time off usage. These reports help HR and managers analyze trends, track employee availability, and ensure compliance with organizational leave policies.

Benefits:

Efficiency - Automates the approval and tracking process, reducing manual effort and administrative work.
Transparency - Provides employees with visibility into their available leave balances and the status of their time off requests.
Compliance - Ensures that company time off policies are consistently enforced, reducing errors or discrepancies.
Reporting - Offers valuable insights into time off trends and employee availability, aiding workforce planning.

Create Performance Goals

Performance goals in Workday are specific objectives or targets set by employees or managers to guide an individual's professional growth and performance. These goals help align personal achievements with the organization's overall objectives and are used as benchmarks during performance reviews to assess progress, contributions, and areas for improvement.

Steps to Create Performance Goals:

Here are the steps to create performance goals in Workday without headings:

Log in to your Workday instance with your credentials.
Navigate to the Performance worklet on the homepage. If it’s not visible, use the search bar to find "Performance."
Click on Set Goal or Create Goal, which will open a form for entering goal details.
Enter the goal details such as:
- Goal Name (title of the goal),
- Goal Description (detailed explanation),
- Start Date and End Date (timeframe for achieving the goal),
- Category (type of goal, such as professional development or project-based).
Optionally, assign a weight to the goal if it's important for performance reviews.
Define specific, measurable criteria that indicate the successful completion of the goal, including key performance indicators (KPIs) or milestones.
Optionally, align the goal with broader organizational or team objectives by selecting a parent goal.
Attach any supporting documentation, notes, or references that might assist in achieving the goal.
Review the goal details and click Submit. The goal may need approval from your manager or HR, depending on your organization’s workflow.
After submission, track your progress toward the goal through the Performance worklet, updating progress as milestones are reached.

Tips for Creating Performance Goals:

Here are some tips for creating performance goals in Workday:

Set SMART Goals - Ensure that your goals are Specific, Measurable, Achievable, Relevant, and Time-bound (SMART). This provides clear direction and makes it easier to track progress.
Align with Organizational Objectives - Align your individual goals with your team’s or the organization’s overall objectives. This helps in demonstrating how your efforts contribute to the broader success of the company.
Define Clear Metrics for Success - Specify measurable outcomes, such as key performance indicators (KPIs) or milestones, to track progress and ensure success is clearly defined.
Use Realistic Timeframes - Set appropriate start and end dates for each goal. Make sure the timeline is realistic, considering your workload and other responsibilities.
Regularly Update Progress - Keep your goals updated in Workday by logging progress and accomplishments. Regular updates make it easier to monitor your achievements and identify areas for improvement.
Seek Feedback and Support - Collaborate with your manager or colleagues when creating goals. Their feedback can help refine your objectives and make them more achievable.

Conduct Performance Reviews

Conducting Performance Reviews in Workday involves assessing an employee’s performance over a set period, typically based on predefined goals and competencies. Performance reviews are a key part of managing talent, helping to align employee development with business objectives.

Steps to Conduct Performance Reviews in Workday:

Log into Workday, and navigate to the Performance worklet.
Choose the appropriate performance review template or form that applies to the review period.
Check the employee’s individual goals and progress. Ensure you are up to date on achievements and areas of improvement.
Enter feedback based on performance metrics, goals, and competencies. Rate the employee's performance and add any relevant comments.
If enabled, incorporate the employee's self-assessment into the review process for a balanced evaluation.
Once the review is complete, submit it for approval by the next level manager or supervisor.
Schedule a formal performance review meeting with the employee to discuss feedback, areas of improvement, and future goals.

Tips for Conducting Effective Performance Reviews:

Be Objective and Specific - Focus on measurable outcomes and specific examples of performance to avoid bias or vagueness in your assessment.
Encourage Two-Way Dialogue - Make performance reviews a discussion, not just a one-sided critique. Encourage the employee to share feedback and thoughts on their performance.
Align with Company Goals - Ensure that individual goals and performance assessments align with broader organizational objectives.
Document Achievements Regularly - Keep notes on employee performance throughout the review period to avoid relying solely on recent events (recency bias).
Set Actionable Goals - After the review, set clear, actionable goals and provide resources or guidance to help the employee improve and grow.

Create Training Programs

In Workday, training programs are used to manage and deliver learning and development opportunities within an organization. These programs help employees acquire new skills, improve their performance, and meet organizational goals. Here’s an overview of how training programs work in Workday:

Create Training Programs:

To create training programs in Workday, follow these steps:

Access your Workday instance with your credentials.
On the Workday homepage, locate and click on the Learning worklet. If it’s not visible, use the search bar to find “Create Training Program” or “Learning Administration.”
Click on Create Training Program or Add Training Program to start the process.
Provide essential details for the training program, including:
- Program Name
- Description of the program
- Program Type (e.g., online course, in-person workshop)
- Start Date and End Date (if applicable)
Specify the learning objectives or goals of the program to outline what participants are expected to achieve.
Upload or link to training materials, such as documents, videos, or presentations. Include any necessary resources that participants will need.
Configure enrollment settings, including:
- Enrollment Method (e.g., self-enrollment, manager enrollment)
- Prerequisites (if any)
- Maximum Number of Participants
If the training program involves instructors or trainers, assign them to the program and provide any relevant details.
Define how the training program will be evaluated. This might include assessments, quizzes, or surveys to gauge participant understanding.
Review all entered information and make any necessary adjustments. Ensure that all details are accurate and complete.
Once everything is set, publish the training program to make it available to participants. You may need to submit it for approval depending on your organization’s workflow.
After publishing, use Workday’s tools to monitor participant enrollment, track progress, and manage any updates or changes to the program.

By following these steps, you can create and manage training programs effectively in Workday, helping to ensure that employees have access to the learning and development opportunities they need.

Tips:

Here are some tips for creating effective training programs in Workday:

Define Clear Objectives - Establish specific, measurable learning objectives that align with organizational goals and address the needs of the participants.
Engage Qualified Instructors - Choose instructors or trainers who are knowledgeable and can effectively communicate the material. Consider their experience and ability to engage participants.
Set Realistic Timelines - Define achievable start and end dates for the training program. Ensure that the duration and pace are appropriate for the content and audience.
Include Assessments and Feedback - Implement assessments, quizzes, or surveys to evaluate participant understanding and gather feedback. This helps measure effectiveness and identify areas for improvement.
Monitor Progress and Participation - Use Workday’s tracking tools to monitor participant progress, completion rates, and engagement levels. Address any issues or barriers that arise.
Update and Refresh Content Regularly - Keep training materials current by regularly reviewing and updating them. Incorporate new information and best practices to maintain relevance.
Promote the Training Program - Communicate the benefits and importance of the training program to potential participants. Use internal channels such as emails, newsletters, or meetings to generate interest and encourage participation.
Provide Support and Resources - Offer additional support, such as FAQs, helpdesks, or access to additional resources, to assist participants throughout the training program.

Manage Training Programs

Managing training programs in Workday involves several steps that allow administrators and managers to create, assign, and track learning effectively.

Steps to Manage Training Programs:

To manage training programs in Workday, follow these updated steps:

Log in and open the Global Navigation Menu on the left side of the page.
Select the Learning tab from the menu, then click on the Programs subtab to manage existing programs or create new ones.
In the Learning Admin dashboard, choose to create a new program. Enter details such as the program name, description, and content (courses, lessons, etc.).
Use the "Manage Enrollments" feature to assign the program to individuals or groups. You can also mass-enroll employees in required or recommended learning content.
Use Workday's Learning Reports to track enrollment, completion rates, and progress for your team.

Workday's tools also allow administrators to create custom content, add quizzes, and manage waitlists. These features provide flexibility in delivering both online and blended learning programs efficiently.

Tips:

Here are few tips for managing training programs in Workday:

Create Learning Campaigns - Use the "Create Learning Campaign" feature to assign and track training programs across teams. Customize deadlines and reminders for better engagement.
Assign Learning Courses - Easily assign courses by navigating to "Learning Administration" > "Manage Learning Assignments" and selecting employees or groups.
Track Completion - Monitor course completion status by using the "Learning Reports" feature, which provides insights into progress, overdue courses, and training gaps.
Set Learning Goals - Align training programs with employee development plans by setting learning goals during performance reviews.
Automate Notifications - Enable automated notifications for new assignments, upcoming deadlines, and course completions to keep employees informed.

Create a Job Opening

Creating a job opening in Workday involves several steps to ensure that the position is accurately defined and appropriately advertised. Here’s a brief overview of the process:

Steps to Create a Job Opening:

To create a job opening in Workday:

Go to the Workday home page and click on the Create Job Requisition worklet or navigate to the Recruitment section.
Choose Create Job Requisition to start a new job opening.
Fill in the required job details, including job title, department, location, and position type (e.g., full-time, part-time).
Specify the qualifications, skills, and experience required for the role.
Choose where and how to post the job (e.g., internal, external job boards).
Review the job requisition details and submit it for approval.
Monitor the status of the job requisition through Workday’s dashboard or notifications.

Examples:

Creating a Marketing Manager Position - Enter details for a Marketing Manager role, specify qualifications like a degree in marketing, and set the job to post on both internal and external job boards.
Opening a Customer Support Specialist Role - Fill in the job title and department, define requirements such as strong communication skills, and select posting options for the company website.

Post Job Openings

Posting job openings in Workday can streamline your recruitment process. This process ensures that your job opening is visible to potential candidates through the selected external websites.

Steps to Post Job Openings:

To post a job opening in Workday, follow these steps:

Go to Recruiting Worklet by accessing the Recruiting module from your Workday home page.
Navigate to the Job Requisitions section.
Choose the job opening you want to post.
Click the Post to External Websites button to post the job externally.
Choose where you want to post the job.
Review the requisition, get necessary approvals, and post the job.
Finalize by clicking the Post button.

Make sure to regularly check the job posting’s performance and make updates as needed!

Tips:

Here are some tips for posting job openings effectively:

Use Clear Job Titles - Ensure the job title is specific and accurately reflects the role. This helps attract the right candidates and makes it easier for them to find the job listing.
Include Detailed Job Descriptions - Provide a comprehensive overview of the responsibilities, qualifications, and skills required. This helps candidates understand what’s expected and whether they’re a good fit.
Set Up Proper Job Requisition Approvals - Before posting, ensure the job requisition has the necessary approvals. This avoids any delays or issues with posting.
Leverage Workday’s Job Posting Templates - Utilize Workday’s predefined templates for consistency and efficiency. Templates can be customized to match your organization’s branding and requirements.
Monitor and Update Listings Regularly - Keep an eye on your posted jobs and update them as needed. Remove or archive listings for positions that have been filled or are no longer open to keep the job board current.

Review and Manage Job Applications

Job applications in Workday are managed through its Recruiting module, which streamlines the entire hiring process from posting jobs to reviewing and managing applications. Workday provides an end-to-end solution for recruitment, including application tracking, candidate evaluation, and interview scheduling.

Steps to Review and Manage Job Applications:

Navigate to the Workday home page, then click on the Recruiting worklet.
Click on Job Requisitions to view a list of open job postings. Select the requisition for which you want to review applications.
Under the Candidates tab, you’ll find all applicants for the selected job requisition. You can filter candidates by status, such as new applicants, reviewed, or interviewed.
Click on a candidate's name to view their application details, including their resume, cover letter, and any other documents they’ve submitted.
- Evaluate the candidate’s qualifications and experience.
Use the buttons or options provided to advance candidates through various stages, such as Screen, Interview, Offer, or Reject.
After reviewing, you can add comments or feedback on the candidate’s profile. Collaborators or hiring managers may also leave feedback.
If moving a candidate forward, use Workday to schedule interviews directly within the system. It integrates with calendar tools to streamline this process.
Once a candidate reaches the offer stage, you can generate and send offer letters from Workday, including salary and benefits details.

Tips:

Use Filters - To streamline the review process, use filters such as experience level or qualifications to prioritize candidates.
Collaborate with Teams - Workday allows multiple stakeholders (e.g., hiring managers, recruiters) to collaborate by sharing feedback and updates within the platform.
Automate Candidate Status Updates - Take advantage of automated workflows to update candidates on their application status, ensuring timely communication.
Ensure Compliance - Keep track of equal opportunity and compliance metrics through Workday’s reporting features, ensuring a fair hiring process.
Leverage Workday Reports - Generate reports to analyze recruitment metrics, such as time to hire and candidate sources, to optimize your hiring strategy.

Make Offers

Making Offers in Workday involves a structured process to extend job offers to candidates efficiently and professionally. Here's an overview: Workday's offer management functionality allows HR teams and hiring managers to streamline the offer process, ensuring that job offers are made accurately and in a timely manner. This process includes creating, approving, and sending offer letters, as well as tracking the status of offers.

Steps to Make Offers in Workday:

To Make an Offer in Workday, Follow These Steps:

Log in to your Workday account and navigate to the home page.
In the Global Navigation Menu, click on the Recruiting tab.
Search for and select the job requisition for which you want to make an offer.
Locate the candidate you wish to extend an offer to and click on their name to access their details.
Click on Actions (usually represented by an ellipsis or a dropdown menu) and select Make Offer or a similar option from the menu.
Enter the required offer details, including:
- Offer Type: (e.g., Full-Time, Part-Time, Contract)
- Position Details: (e.g., Job Title, Department)
- Compensation Information: (e.g., Salary, Bonus)
- Start Date: (e.g., Proposed Start Date)
Review the offer letter template and customize it as needed to reflect the specific terms of the offer.
If applicable, submit the offer for approval by the relevant stakeholders or approvers in your organization.
Once the offer has been approved (if required), click Send Offer to deliver the offer letter to the candidate.
Monitor the status of the offer through Workday to see if it has been accepted, declined, or if further action is needed.
If the candidate accepts the offer, update the offer status in Workday to reflect acceptance and proceed with the onboarding process.

By following these steps, you can efficiently manage the offer process in Workday, ensuring that candidates receive timely and accurate offers and that the process is well-documented.

Tips:

Some tips for making offers in Workday effectively:

Double-Check Offer Details - Verify all details such as compensation, job title, and start date before sending the offer to avoid errors and ensure accuracy.
Customize the Offer Letter - Tailor the offer letter template to match the specific terms of the offer and company policies, making it clear and professional.
Ensure Approvals - Follow your organization’s approval process to ensure that the offer is reviewed and approved by necessary stakeholders before sending it to the candidate.
Track Offer Status - Monitor the status of the offer within Workday to stay updated on whether it has been accepted, declined, or needs further action.
Communicate Clearly - Use Workday’s communication tools to keep candidates informed about the status of their offer and next steps, ensuring they have all necessary information.

Customize Your Notifications

Customizing your notifications in Workday helps you tailor the alerts and updates you receive according to your preferences. This customization ensures that you stay informed about important events and actions while avoiding unnecessary notifications. Here’s how you can customize your notifications in Workday:

Steps to Customize Workday Notifications:

To customize notifications in Workday, follow these steps:

Access your Workday instance with your credentials.
Click on your profile icon or the Personalize icon in the upper-right corner of the screen.
- Select My Account or My Notifications from the dropdown menu.
In the settings menu, choose Notification Preferences or Notification Settings.
Review the list of current notifications and their settings. This may include notifications related to tasks, approvals, updates, and more.
To modify a notification, click on the specific notification type you wish to change. You may see options to adjust:
- Delivery Method (e.g., email, Workday inbox, mobile push notifications)
- Frequency (e.g., immediately, daily summary, weekly summary)
- Content (e.g., what information is included in the notification)
Modify the settings according to your preferences. For example:
- Turn notifications on or off
- Change the delivery method or frequency
- Update notification content or details
After making adjustments, ensure you save your changes by clicking Save or Apply.
You may want to test notifications to ensure they are working as expected and that you receive them in the preferred manner.
Periodically review your notification settings to ensure they still align with your needs and adjust as necessary.

Customizing notifications in Workday allows you to tailor the alerts and updates you receive to better fit your workflow and preferences.

Step to Customize Your Workday Notifications for Specific Business Processes:

To customize notifications for specific business processes:

Click the Workday logo in the top-left corner of the Workday page.
Search for the business process you want to customize notifications for.
Click on the business process name to access its details.
Select the Notifications tab.
For each notification type:
- Choose the events you want to be notified about.
- Set the frequency for these notifications.
Click Save to apply your changes.

Steps to Override Default Notification Settings for Specific Tasks:

To override default notification settings for specific tasks:

Open the task you want to customize notifications for.
Click the Notifications tab within the task details.
For each notification type:
- Select the events you want to be notified about.
- Set the frequency of notifications.
Click Save to apply your changes.

Don’t take our word for it. See for yourself.