Workday Tutorial

Workday Tutorial

This Workday Tutorial talks about the basic functionalities,features and offerings of Workday software.

Workday Offerings

Workday is building a complete suite of on-demand products to help you run your business.


Human Capital Management-  Workday’s HCM suite includes Staffing, Absence, Benefits, Performance, Compensation, and Development.

Payroll – Workday is delivering a powerful new payroll product that allows you to group employees, manage payroll calculation rules, and pay employees according to their organizational, policy and reporting needs. We also offer the ability to integrate with leading outsourced payroll providers such as ADP Payforce.

Financial Management – Workday delivers all the core financial management processes including Financial Accounting and reporting, Resource management (procurement, asset management), Supplier accounts, customer accounts, cash management, and revenue accounts.

Worker Spend Management – Worker Spend Management gives you ability to track expenses, spending on contingent labor, and handle desktop procurement.

Workday Benefits Network – Delivers pre-built integrations to over 70 benefits providers.

Workday Architecture

Workday’s applications run entirely in-memory, in a highly object-oriented structure. Persistence is mainly for the sake of data safety …but not entirely. In earlier releases, Workday kept absolutely everything in RAM. However, certain things are kept only on disk, such as:

  • Audit files.
  • Certain documents (notably resumes)


The main components of Workday Architecture include :

UI Server provides the following:

  • Entry point for end users
  • Flash/Flex based
  • Wide Browser Support
  • UIs will be automatically generated for
    • iPhone
    • Mobile HTML
    • PDF export
    • Excel export

Object Management Server(OMS) is responsible for the following :

  • main processing engine
  • services UI and data requests that comes from the UI server and Integration Servers.

Integration Server :

Workday only talks to the outside world via web services.


  • Workday is heavily into SOAP (Simple Object Access Protocol).
  • It translates SOAP into whatever else might be needed for integration, and also does reliable delivery.
  • All that said, Workday sees integration among various SaaS offerings as an area needing significant future attention.
  • It also provides transformation services according to the data formats that it is integrating with.

Persistent Strore :

  • All the workday application changes will be captured in Database.
  • Workday uses GPLed MySQL/InnoDB.
  • This is responsible for data replications and Data backups.

Core concepts and Navigation Basics

Core Concept: Workday Foundation

  • supervisory organization :The Foundation of Workday HCM. This type organization groups worker into a management hierarchy.
  • Staffing Model: Defines how jobs and position are created and filled in a supervisory organization
  • Job Profiles: Defines generic features and characteristics of a job and a position that is built off that profile.
  • Compensation: The umbrella term for compensation packages grades grade profile and plans.
  • Security: A security group is a collection of user or a collection of objects that are related to users. Allowing a security group access to a securable item in a security policy grants access to the users associated with the security groups.
  • Business Process: A sequence of one or more tasks that accomplishes a desired business



  • Data Source: Data sources are defined and delivered by Workday. Workday delivers different data sources for the key primary business objects. Each data source associated with a primary business object has its own security.
  • Business Object :Workday stores your data as business objects – organizations, workers, positions, and so on- which can be thought of as database tables or worksheets in Excel.
  • Fields & Instance: Instances of a business object in Workday are like rows in a table or spreadsheet. A business object is composed of a set of related fields, similar to how a table or spreadsheet is composed of a set of related columns. Workday automatically links related business objects together


Organizations in Workday


  • In the Workday system a location can be created as either a business site or as a business work or work space.
  • Used to account for the physical location of workers, and provides a page to enter time profile, time zone and locale information.
  • Minimum of one location must be entered into the system prior to creating a Supervisory Organization.
  • It represents

Time Profile
Physical Address and contact information

Steps to Create Location

1. Search Create Location Task

2. Enter the Location specific details.



Supervisory Organization:

  • Primary Org Structure in HCM
  • They group workers into a management hierarchy.
  • Supervisory Orgs track workers and enable business process approvals
  • Key characteristics which are unique to Supervisory Organization:

Positions are only created within Supervisory Orgs
Employees must be hired into open positions in a Supervisory Org

Steps to create supervisory organization:

  • Search Create Supervisory Organization task
  • Enter the Reorganization event.
  • Enter the Supervisory Organization details.



Maintaining Supervisory Organization

Workday facilitates easy changes to the supervisory orgs

Changes include:

  • Adding a subordinate org
  • Dividing an org
  • Changing a superior org
  • Moved the entire structure, including all positions or headcount groups and workers plus all subordinate orgs
  • Inactivating an organization
  • Move Workers
  • Allows workers to be moved in or out of the Supervisory org
  • Not a business process
  • Not a staffing activity, but rather as part of reorganization

Custom Organization:

  • Company
  • Cost center
  • Region
  • Supervisory Organization Hierarchy
  • Cost Center Hierarchy
  • Location Hierarchy
  • Region Hierarchy
  • Company Hierarchy
  • Custom Org [Type and Sub type]


  • Primary organization type used by Workday Financials
  • Base currency can be specified for each Company

Steps to create Company:

1. Search Create Company  task

2. Enter the Reorganization event

3. Enter the Company details


Cost Center Organization

  • An organization used for financial reporting, such as a financial department, to track revenue and expenses.

Steps to create Cost Center

1. Search Create Cost Center task

2. Enter Reorganization details

3. Enter Cost Center details


Matrix Organization

  • Allows and manage the dotted-line relationships between workers and managers
  • Is assigned to the workers who are working in more than one group

Steps to create Matrix Organization

1. Search Create Matrix Organization task

2. Enter Matrix Organization details



  • Reflect the area of responsibility for a worker instead of work location

Steps to create Region:

1. Search Create Region task

2. Enter Reorganization event

3. Enter Region specific details


Company Hierarchy

  • Allows for multiple relationships of companies for reporting purposes.

Steps to create Company Hierarchy:

1. Search Create Company Hierarchy task

2. Enter Reorganization event

3. Enter organization specific details


Cost Center Hierarchy

  • Allows for multiple relationships of cost centers for reporting purposes.

Steps to create Cost Center Hierarchy:

1. Search Create Cost Center Hierarchy task

2. Enter Reorganization event

3. Enter organization specific details


Region Hierarchy

  • Allows for multiple relationships of regions for reporting purposes.

Steps to create Region Hierarchy:

1. Search Create Region Hierarchy task

2. Enter Reorganization event

3. Enter organization specific details


Location Hierarchy

  • Used to assign Locations and Organizational Roles that support them. Allows for multiple relationships of Locations for reporting purposes.
  • Note: Locations are not organizations.

Steps to create Location Hierarchy:

1. Search Location Hierarchy task

2. Enter Reorganization event

3. Enter organization specific details


Custom Organization

  • Used to group workers into logical constructs that are not defined by Workday-provided organization types

Steps to create Region Hierarchy:

1. Search Create Custom Organization task

2. Enter Custom Organization Type

3. Enter Reorganization event

4. Enter organization specific details



Custom Organization Sub-Type

  • Used to define type of the Custom Organization

Steps to create Region Hierarchy:

1. Search Maintain Organization Subtypes task

2. Click on +/- to add/delete Sub-type


Jobs and Position in Workday

Position Management:

  • Provides the greatest control over hiring
  • Provides ability to define separate hiring rules and restrictions for each position

Key Features

  • You must specify the number of positions to fill
  • An open, approved position is required before you can hire, promote, transfer, or demote workers
  • Each position you create can have its own definition and hiring restrictions
  • Specific positions can be closed if no longer needed
  • Approve multiple positions at once
  • Report on both open and filled positions
  • Track overall position history

Job Management:

  • Provides the least control over the definition of individual positions
  • The hiring restrictions you define apply to all jobs in the supervisory organization, and you can define only one set of hiring restrictions per organization
  • Specific limits on the number of jobs that can be filled are not required
  • Useful for organizations that prefer to define broad job requirements and rely on staffing workflow and approvals to control the number of workers in a supervisory organization

Key Features

  • Hiring isn’t limited to a predefined number of openings
  • You don’t need to create a separate, open position for each job you want to fill
  • Any hiring restrictions you define apply equally to all jobs in the organization
  • No ability to report on unfilled positions

Hiring Restrictions:

  • Hiring restrictions define the rules and conditions for holding a job in a position, headcount, or job management organization and enable you to:
  • Limit staffing to specific job families and job profiles
  • Restrict the locations where a job or position can be filled
  • Define the required qualifications, experience, and skill levels of workers hired into a job or position (position management organizations only)
  • Limit staffing for a job or position to a specific worker type (employees or contingent workers)
  • Limit staffing for a job or position to a specific time type (full or part-time workers)

Maintain Staffing Models:

Assign a staffing model to a new parent organization:

  • Access the Create Supervisory Organizationtask
  • On the Staffing Model tab, select either Position Management Enabled, Headcount Management Enabled, or Job Management Enabled
  • When you attach subordinate organizations to this organization using the Create Subordinate Organization task, the subordinate organizations automatically inherit the staffing model of the parent organization.

Update the staffing model of the organization:

  • Search for the organization
  • As a related action on the organization, select OrganizationEdit Staffing Model
  • Specify either Position Management Enabled, Headcount Management Enabled, or Job Management Enabled
  • Changing the staffing model of a parent organization does not automatically change the staffing model of existing subordinate organizations

Creating Position (Position Management):

  • Set the staffing model of the supervisory organization as Position Management
  • Go to the related action of the supervisory organization
  • Go to the staffing menu and click on Create Position
  • Enter Position related information such as hiring restrictions and qualification details for the positions



Creating Job (Job Management):

  • Navigate to the related action of the supervisory organization (Make sure that organization has Job Management staffing Model)
  • Under the organization menu click on Set Hiring Restriction
  • Enter hiring restriction for the jobs




  • About Compensation
  • Compensation Elements
  • Compensation Structure
  • Compensation Review
  • Eligibility Rule
  • Compensation Plans
  • Compensation Grade
  • Compensation Package

About Compensation:

  • Compensation in Workday tracks compensation at both the enterprise-wide and the individual worker level
  • The compensation structure is comprised of grades and plans which are grouped together into a package
  • Compensation Grades provide guidance with reference pay ranges, Grade Profiles allow localization, and Compensation Plans provide various types of pay components
  • Compensation can be changed for an individual employee or as part of a mass event such as a Merit or Bonus event
  • When a Merit event is launched, for example, any employee with the merit plan in their compensation will be included in the event
  • This could apply to one person or thousands of workers

Compensation Structure:

To establish a compensation structure in Workday you should:

o Define compensation elements to make the link between compensation and payroll earnings

o Define guidelines (grades, grade profiles and steps) associated with compensation elements

o Define compensation plans

o Add the plans and guidelines that you want to bundle together into compensation packages

o Create compensation eligibility rules to determine the groups of employees who are eligible for the different compensation plans

o Assign those rules to compensation components (packages, grades, grade profiles and plans) to control which employees are eligible for them

Compensation Review:


  • There are four main compensation components: Compensation Packages, Compensation Plans, Compensation Eligibility Rules, and Compensation Grades
  • The Compensation Package is a container that holds the compensation grades, eligibility rules and plans
  • The eligibility rules can be assigned to packages, plans, and grades
  • If you are using compensation eligibility rules and defaulting compensation from a position, the default compensation will override the eligibility rules
  • Remember, “pay grades provide ranges not a specific salary”


Eligibility Rules:

Allow Employees to be eligible for specific compensation elements:

o They are really just criteria. Example, people in this organization can have access, or people at a particular management level can have access

o If you create an eligibility rule on a package or plan, it doesn’t automatically create eligibility, so you have to create the rule and then add it onto the package later

o Determines the employee’s eligibility for compensation during staffing events

o Can be overridden

o Eligibility rules are needed on each compensation component

  • All Packages
  • All Grades
  • All Grade Profiles
  • All Plans

Compensation Plan:

o Salary.

o Hourly.

o Allowance.

o Merit.

o Bonus.

o Future Payment.

o Commission.

o Stock.

o One-Time Payment.

Create Compensation Plan:

  • Enter Create Salary Plan into the search box
  • Navigate to Create Salary Plan task
  • Enter today’s date as the Effective as of date.

o Enter Plan Name.

o Turn on check box for Apply FTE%

o Select Compensation Element

  • Click OK to save.
  • Click Close.
  • Enter Create Allowance Plan into search box
  • Navigate to Create Allowance Plan task
  • Enter today’s date as the Effective as of date
  • Select Amount Based Plan
  • Click OK to continue.

o Complete Plan Name.

o Complete eligibility rules

o Complete compensation element.

o Complete amount

o Select currency

o Select frequency

o Turn on the check box for No Override.

  • In the Allowance Plan Profiles area click on the plus to add a row.

o Select the amount.

o Select currency.

o For eligibility rules select the correct location.

  • Click OK to save.
  • Click Close.

Create Compensation Grade:

  • Enter Create Compensation Grade into the search box.
  • Select the Create Compensation Grade task
  • Enter today’s date as the Effective as of date
  • Leave 4 as the Pay Range Segments unless told otherwise
  • Click OK to continue

Enter the following:

o Grade Name

o Base pay element (standard base pay).

o Minimum salary.

o Segment 4 top salary.

o Select the appropriate currency.

o Select the frequency.

o Turn on the check box to calculate the segments

  • Select the Compensation Grade Profiles tab
  • Enter the values and click OK to Save.
  • Click Close

Create Compensation Package:

  • Enter Create Compensation Package into the search box.
  • Select the Create Compensation Package task.
  • Enter today’s date as the Effective as of date.

o Select the package name.

o Select the compensation grade.

o Select the compensation plan.

  • Click OK to save.
  • Click Close.

Assign Compensation components to rule:

  • Enter Assign Compensation Components into the search box.
  • Select the Assign Compensation Components to Rule task.
  • Enter the following:

o Effective as of date

o Eligibility rule

  • Click OK to continue.

o Select compensation package

o Select compensation grade

o Select compensation plans.

  • Click OK to save.
  • Click Close.



What is Business Process

Business Process Framework

Business Process Step Types

Business Process Columns

Business Process and Security.

Business Process Elements

Business Process :Hire

What is Business Process

  • A business process in Workday is a set of tasks that people initiate, act upon, and complete in order to accomplish a desired business objective.
  • When a business process is initiated, Workday routes the tasks to the responsible roles.
  • Any user with the appropriate role can initiate a business process.
  • Once initiated, the business process at each step notifies users in the responsible roles and receives feedback when each step is complete.

Business Process Framework:

Business Process determines:-


  • Business processes are created using a combination of Actions, Approval Chains, Checklists or To Do’s.
  • An action is a single task or it can be a sub process which further is a combination of Actions, Approval Chains, To Do’s etc.
  • Business Process Framework uses roles to control who performs the activities that make up a business process.

Business Process Step Types:

1. Initiation :- Initiation is the first step in the business  process

2. Action :- An action or event that occurs within Workday.For eg. Propose Compensation is an action or sub process in Hire Business Process

3. Approval :- An approval step gives the designated approver the opportunity to approve or deny the entire business process

4. Approval Chain :- An Approval Chain is a sequence of approvals, which goes from an individual to manager and to  further higher level

5. Service :- A service provided by the Workday itself.

6. Consolidated Approval :- This enables you to combine multiple approvals for the same person into a single approval task notification

7. Integration :- It is a Workday system operation that transfers data to or from an external application.

8. Report :- It enables to run a report out of a step in a business process

9. Batch :- When we add this as a step, it simply means that the associated business process step will not complete until the job process completes

10. To Do :- It is an activity that the responsible person must do outside the Workday System.

11. Checklist :- A Checklist is a collection of To Do’s.

Business Process Columns:


1. Step : The related action icon which contains the available actions for a specific step in bp.

2. Order : This determines the order of execution of the steps in bp.Use letters instead of numbers. The initiation step is always ‘a’.

3. If : It is a condition we can apply at each step for our bp. If the condition is not satisfied, the step will not occur.

4. Type : This is where you identify the type of step.

5. Specify : This is where you specify the type of step.

6. Optional : It is an optional step not have to be completed.

7. Group : Specify one or more security groups responsible for the step

8. All : Checking this column requires all persons in the role to approve the request. Otherwise, if one person approves, the notification disappears for everyone else

9. Run As : Used to identify the user for integration step type

10. Due Date : This is the elapsed time from the process is initiated until the process should be complete. But it has no meaning until you run a task alert

11. Due Date Is Based On Effective Date : It refers to the effective date that the initiator specifies when starting an instance of business process

12. Routing Restrictions : It enables you to configure individual step so that selected individuals are excluded from the workflow routing based on your selection.

13. Complete : When a completion step is completed, the business process is listed as completed even if there are more steps to do. If there is no completion step, the bp is considered as complete when the last step finishes.

Business Process And Security:

  • Each step within a business process definition is associated with a security group that defines who is responsible for that step.
  • A business process security policy that determines who can:-
  1. Start the business process.
  2. Perform action steps within the business process.
  3. Perform actions on the entire business process.
  4. Approve, correct, cancel, and rescind steps.
  5. Reassign tasks.

Business Process Elements:

1. Create Condition Rule

  • A condition rule is a method of checking specified values with logical comparison operators to test whether some action should run or continue.
  • It consists of one or more logical statements, separated by the logical operators AND or OR.
  • You can use condition rules to decide when to:

o Perform a business process step.

o Send an alert notification.

o Delegate a business process and so on.


2. Maintain Advanced Routing:

  • You can optionally define routing restrictions, alternate routings, and organization role-based routing for certain business process step types.
  • Routing restrictions enable you to configure business process steps so that selected individuals are excluded from the workflow
  • Alternate routings enable you to identify alternate security groups for routing the transaction
  • Organization role-based routing enables you to select which roles per organization must take action before the business process can proceed to the next step


3. Maintain Step Condition:

  • A condition is part of a business process step and consists of one or more rules. If the condition consists of more than one rule and any of them are false, the entire condition is false.
  • You can optionally define Entry conditions for any steps, except Initiationsteps.
  • If the condition is true, the step runs. If the condition is false, the step is skipped.


4. Maintain Step delay:

  • This is useful for certain steps that frequently require a lengthy period (perhaps weeks) to complete.
  • For Eg. If step b has a delay of 20 days, then step c will not run for at least 20 days, the earliest point at which step b can be completed.


Business Process : Hire


Human Capital Management

  • Human Capital Management
  • Management of Organization’s most valued assets (the people)
  • Processes to better manage its resources, to yield more benefits
  • Spans the period of pre-hire to termination
  • HCM can be seen as divided into 4 categories

o Organization and Skills

o Recruitment

o Workforce Management and Development

o Performance Evaluation

Organization & Skills:

  • Setting up the different departments and components of the organization
  • Setting up different Jobs & Positions
  • Skills required for different Jobs & Positions
  • Hiring Restrictions
  • Other processes which are organization specific


  • Hiring people into the Organization
  • Meeting the criteria set w.r.t. Hiring Restrictions, skills etc.
  • Meeting business objectives

Workforce Management & Development:

  • Managing information – Personal, Banking, Benefits, Compensation, Qualifications and Skills,
  • Developing Workforce to perform new jobs
  • Modifying Skills required to perform old jobs
  • Creating new jobs which require existing skill sets
  • Develop skillset to be competitive in the business market
  • Develop skills that help an employee perform his/her job better

Performance Evaluation:

  • Setting deliverables for each and every job
  • Roles and responsibilities for the job
  • Evaluate employee’s performance
  • What can be done to improve performance for the future?
  • What new skills can the employee gain to be competitive in the future

HCM Summary:

Activities that are included under HCM

  • Organizational Needs
  • Recruitment & Employee Maintenance activities
  • HR activities
  • Basic support functions
  • Basics required to carry out role and responsibilities
  • Strategic planning regarding Organization, skills and Employees

Does not include

  • Financial activities
  • Monitoring products or services, which are the primary objectives of the organization

Modules under HCM:

A typical ERP technology will have the following modules to satisfy its HCM requirements

  • Recruitment
  • Core HR
  • Benefits
  • Timesheets
  • Absence
  • Payroll
  • Setup


  • Storing the information regarding the applicants
  • Tracking the various stage of the interview process
  • Conducting the interviews and recording the scores and outcomes

Output Integration Points

  • Core HR

Core HR:

  • Hiring Employee
  • Assigning employees to particular organization and jobs/positions
  • Managing information – Personal, Banking, Compensation
  • Performing basic HR tasks like – Termination, Transfer, Promotion etc.
  • Storing country specific information

Input Integration Points

  • Recruitment
  • Setup

Output Integration Points

  • Benefits
  • Payroll
  • Absence
  • Timesheets


  • Storing employee’s benefit plans – Disability, Pension, Unemployement, Medical etc.
  • Performing benefit calculations

Input Integration Points

  • Core HR
  • Setup

Output Integration Points

  • Payroll


  • Entering absence information for employee – sick leave, vacations, maternity, etc.
  • Performing absence calculations

Input Integration Points

  • Core HR
  • Setup

Output Integration Points

  • Payroll
  • Timesheets


  • Entering time information for employee – hours worked
  • Performing calculations based on time entered.
  • Entering allowances allowed

Input Integration Points

  • Core HR
  • Absence
  • Setup

Output Integration Points

  • Payroll
  • Absence


  • Capturing allowance and payroll information
  • Performing payroll calculations

Input Integration Points

  • Core HR
  • Absence
  • Setup

Output Integration Points

  • General Ledger
  • Banking


Core HR Setup

  • Creating organizations, jobs & positions
  • Creating job profiles
  • Creating Compensation Plans and Packages
  • Setting up the rules for the various processes

Benefits Setup

  • Creating the various benefit plans
  • Setting up the rules for the plans
  • Setting up the eligibility criteria

Absence Setup

  • Creating various types of absences
  • Creating absence calculation rules
  • Creating accrual rules
  • Creating eligibility criteria
  • Mapping with Timesheets and Payroll

Timesheet Setup

  • Setting up the rules for entering data
  • Setting up calculation rules
  • Eligibility criteria
  • Mapping with Payroll and absences

Payroll Setup

  • Creating paygroups
  • Creating Earnings and Deductions
  • Creating rules and eligibility criteria
  • Mapping with absences, benefits & timesheets
  • Mapping with General Ledger
  • Mapping with Banking process

Job Profile

  • Job Profile is a generic definition that can be used by any organization in the system.
  • Enables you to describe general characteristics of a position and identify special skills, training or other qualifications.
  • Can be used as eligibility condition
  • Job profiles can be used to create multiple positions.
  • Job profiles can be attached with the compensation grades directly

Job Family and Job Family Group

  • Job profile can belong to one or more job families and a job family belongs to a job family group
  • The use of Job Families and Job Family Groups is optional, but they can help to organize and group your job profiles and allow you to use these groupings as criteria in a condition rule or compensation eligibility rule.


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