How does Workday work?

In the latest times, business organizations are striving hard to meet business requirements. Planning and delivering requirements is one of the vital tasks in every organization. To achieve business needs, business organizations utilize the tools and packages that help improve and develop the business. Many tools have been designed to enhance the deliverables. Among them, Workday is one of the most popular administrative tools used in recent times. In this blog, you will learn or understand the working of Workday, benefits, features, and working of Workday's business processes.

What is Workday?

Workday is the cloud-based software package designed and developed to manage enterprise resource planning, human capital management, and financial management applications. Workday has multiple features used by every type of organization or small, medium, and large businesses. Human Capital Management refers to the functions included in Human Resources management like recruiting, developing, and optimizing human resources.

As every organization includes multiple departments with different functionalities and operations to work on. Hence, the best software is required by them where all the teams can work together and strive to improve the organization's performance and development. Therefore, the planning and implementation of the work strategies to run a successful business can be done using cloud softwares like Workday. Based on the organization's type of organization and its business needs, the business teams have the choice to select the best tool. Let us say that it is a Human Resources related organization, and the Workday tool is the best tool that can be opted to use as Workday is about Human capital management and Resource planning.

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Features and benefits of Workday:

Workday is the software package that is developed with an intention to bring all the people to the center of the enterprise. Workday has come up with multiple features that have brought this tool with higher importance these days. Let us have a quick review of the features and benefits of Workday.

  • Human Resource Management: Human Resource Management refers to the process of managing human resources for an organization. It usually includes hiring aspects that hold crucial importance. Human Resource Management helps in managing and organizing the workforce more effectively. HRM also comes up with self-service functionality, providing managers and employees an opportunity for efficient processing. It also comes up with some additional features like absence management and compensation management.
  • Talent Management: Workday has come up with another feature called Talent management, a suite that includes multiple tools to enhance the management, development, and rewarding of employees. Talent management features consist of the functions that help in performance management, goal management, talent onboarding, career, developmental planning, succession planning, etc. This suite includes all the functionalities related to talent-hiring and the processes.
  • Recruiting: Recruitment refers to the process of identifying, recognizing the talents, and sharing their information, selecting the candidates for the positions available within the organization. Workday helps manage the recruitment processes, a tool that helps control the whole of the life cycle of the recruitment, enabling transparency and collaboration within the hiring team. Workday offers this feature providing the opportunity to analyze the open positions within the organization. It helps in creating and maintaining the recruitment strategies based on the real-time data available.
  • Benefits: Benefits in Workday provide a solution for managing the organization's benefit plans to meet the unique needs. Services offer a pre-built integration catalog that allows many providers to take the employee data from Workday automatically. All the data does not need to be entered manually.
  • Tracking of time: Workday provides the flexibility to the employees to track the time. Monitoring time is available on any device they log in like a tablet, desktop, mobile device, etc. Some of the organizations might require physical clocks. In such scenarios, Workday helps in integration with an Application programming interface, which is excellent to track the time as and when needed.
  • Payroll: Payroll processing in an organization is an essential task that allows the users to perform the payroll calculations as and when required. It provides us with a complete view of the deductions and earnings of the organization's employees. It helps in performing audit analysis and reports. Workday cloud connect for third party payroll also made it simple for the payroll teams to integrate with third-party providers. Workday allows the users to access the payroll data irrespective of the time frames.
  • Big Data Analytics: Workday Big Data Analytics helps in collaborating the non-workday data sources with Workday. This gives a broader picture of the processes running in the organization. Big data analytics comes up with the templates that address the critical issues related to the HR and Finance departments' business, other industry-related topics like workforce planning, payroll cost analysis, retention, etc.

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Workday Architecture:

Workday applications are designed and developed with an architecture that follows a highly object-oriented structure. The flexible architecture of Workday facilitates the continuous and non-disruptive evolution of technology. Let us have a quick review of the architecture of Workday.

The architecture of workday includes the following main components.
1.UI server
2.Object Management Server
3.Integration Server
4.Persistent store

Workday architecture

Let us gain some understanding of each component.

UI Server: The UI Server is flexible in providing the following aspects.

  • Flash/flex based
  • Wide browser support
  • iPhone
  • Mobile HTML
  • UI’s will be automatically generated
  • The entry point for end-users
  • PDF export
  • Excel export

Object Management Server: The Object Management server is the central processing engine in workday architecture. The object management server is responsible for handling the services UI, and data requests usually come from UI server and integration servers. 

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Integration server: Workday is designed as a web service platform that is heavily into SOAP (Simple Object Access Protocol). The integration server is responsible for translating the SOAP into anything that might need integration and performs, generates reliable delivery.

Persistent store: All the available data or changes and modifications will be captured in the database. The persistent store is responsible for data backups and data replications.

Data source: Data sources are usually defined and delivered by Workday. Workday makes use of and provides multiple different sources for the primary business objects. In short, every data source is linked or associated with the direct business object ensuring security as an aspect too.

Business object: The data is represented in the form of business objects in Workday. The business objects could be workers, organizations, positions, etc. These can be either defined in the form of database tables and sheets in excel.

Fields and instance: The term instances of a business object in Workday refers to the rows in a table or spreadsheet. A business object comprises the sets of related fields and how the table and spreadsheet consist of collecting the set of related columns. Workday links the business objects together automatically.

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How do business processes work with Workday?

Business processes are often called as the heart of the Workday. A business process in Workday refers to collecting tasks that have to be performed as a part of human resource management. The business processes could be hire, propose compensation, termination, create position, etc. In Workday, you can raise all the approval claims, escalations, recognitions, etc.

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The process flow must be built and represented on the paper first, instead of using a system directly. In some situations, it is recommended to use a system, and it purely depends on the process that you would work on.

The requirements have to be gathered before you start building the business process. Considering an example of an ecommerce business, you will need to identify the customers who would help you make a purchase, where the help text is required, etc. Ms word or any basic application can be used to gather the requirements and fill them as per the business needs.

Workday provides flexibility allowing the users to work with all the functionalities related to capital management and resource planning. Workday's functionalities are more automatic and found to be better than Peoplesoft today.

There are some set of business process step types that would give us a clear picture of how it exactly works.

  • Initiation: Initiation is the first or primary step in the business process. This usually means that you would like to start the process or an idea that would come up into your mind.
  • Action: An action refers to the event that occurs within Workday. Propose communication is an example in the Hire business process.
  • Approval: This primary step includes either approval or denial of the business process. In this step, the desired approver will be allowed to approve or deny the business process.
  • Approval chain: An Approval chain usually refers to the set or sequence of approvals, which goes from the first level individual followed by the manager and the higher officials.
  • Service: It is the service provided by the Workday itself.
  • Consolidated approval: The consolidated approval step allows you to combine multiple approvals for the same person into a single task using a single notification for the task.
  • Integration: The integration step refers to the system operation that transfers the required data to and fro from an external application.
  • Report: The reporting step enables us to run a report out of action in a business process.
  • Batch: When the batch step is added, it actually means that the associated business process step will not complete until the job process is completed.
  • To Do: This step helps to understand that there is an activity outside the workday system that the responsible person has to perform.
  • Checklist: A checklist refers to the To do's or the tasks to be performed outside the workday system.

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There is an immense craze for the platforms that deliver the best to the organizations and help the organizations achieve the goals and objectives. One of the best platforms is the Workday Software suite that enhances the business processes and performs the process flow in an efficient way. Hands-on experience and ideas on the software platform would give you exposure to many different opportunities around the globe. It is recommended to get trained and certified to gain an understanding and in-depth knowledge of the software, helping you build the best career soon. Learn more and develop your own way of professionalism with expertise in the IT platforms.

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Research Analyst
As a Senior Writer for HKR Trainings, Sai Manikanth has a great understanding of today’s data-driven environment, which includes key aspects such as Business Intelligence and data management. He manages the task of creating great content in the areas of Digital Marketing, Content Management, Project Management & Methodologies, Product Lifecycle Management Tools. Connect with him on LinkedIn and Twitter.