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Workday Tutorial

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by Viswanath V S
Last modified: August 23rd 2021

Workday is a cloud-based Financial Management and Human Capital Management software. We use the workday as a Service model. Workday grasps the significance of unified integration and functioning of the organizations. As per Gartner.com, Workday is the leading provider in the ERP industry. With the single system for HR and finance, Workday provides us complete visibility to make decisions according to the data.

Workday will enhance Payroll and HR compliance, decreases risk, and offers the best data for decision-making. Due to its several features and benefits, Workday has become the choice of various organizations and provides many job opportunities.  Therefore, professionals who want to build a career in the HR and Finance domain can get trained and certified in Workday through our Workday training. According to Indeed.com, the average salary for a Workday consultant in the US is around $95k per annum.

Workday Tutorial - Table of Content 
  1. What is Workday
  2. Workday Terminology
  3. Workday Architecture
  4. Benefits of Workday
  5. Workday Products
  6. Configure Worklets
  7. Worklet Menu
  8. How does the business process work with workday?
  9. Define Workday HCM
  10. Professional Services Automation
  11. Workday Studio
    1. When to use Workday Studio
    2. Workday Report Writer
    3.  Workday Integration System
    4. Advanced Workday Studio
  12.  Workday Mobile

So, let us begin with the Workday first, which I am going to talk about in the section below.

What is Workday?

Workday is a cloud-oriented software vendor that specializes in financial management, enterprise resource management, and human capital management applications. It provides a multipurpose package that is useful for companies of all sizes. It is helpful for enterprises with multiple locations due to its features like time tracking, human resource management, data analysis, and time management.

Do you want to get certified and build your career in Workday? Then enroll in "Workday Online Training" this course will help you to achieve excellence in this domain.

Workday Terminology

  • Business Process: In Workday, a business process comprises tasks that you start, complete, act upon to accomplish the required business objective. We create the business process by amalgamating approvals, actions, approval chains, Checklists, and To-Dos. The activity can be a sub-processor of a task, which is also a mixture of the steps. 
  • Life Event: A Benefit event which takes place in our personal life like having a child or getting married.
  • HeadCount: HeadCount represents the workers’ count of an organization.
  • Org Chart: It is the visual representation of the organizational structure. It summarises the responsibilities, roles, and relationships between the individuals of the organization.
  • Staffing Event: A staffing event is an event that modifies our job or position, like a promotion, hire, or transfer. Generally, staffing events trigger the opportunity for editing or altering the benefits elections. 
  • Worker Profile: The worker profile is the page that provides a quick view of our contact information and position.
  • Worklets: Worklets is a compact report that is shown as an icon over the landing page, offering access to information and tasks that we use regularly. Examples: Open oppositions, Anniversaries, etc.
  • Actions and Views: They are the buttons for generally grouped reports and tasks. We can access it through worklets.
  • Add Button: It is a clickable button that allows us to add further information to the task.
  • Alert Message: Alert messages act as soft warning messages that notify you about system restrictions according to the configuration. This message allows us to continue our work without solving the issue.
  • Attachments Icon: It is a clickable icon that allows us to attach .pdf files, excel, word documents to a task.
  • Arrow: It is a clickable icon that opens the page to further areas that we can edit. It is also related to the More icon.
  • Workday Logo: It displays our home page. We can use this icon for navigating back to our home page.
  • Calendar: It is a clickable icon that opens a calendar for selecting the data.
  • Cancel Button: A button that ignores a button known as the Cancel button.
  • Continue Button: The continue button is a clickable button that progresses you to the next step or the next page in our task process.
  • Delete Row: It is a clickable icon that removes the current row from the grid. 

Let's move ahead and learn about Workday architecture.
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Workday Architecture

Workday Architecture

Even though Workday provides various products, Workday architecture for understanding the services:

  • Persistence Services: It contains SQL DB for the business objects and NoSQL DB for the documents. Whenever we modify the things, OMS will upgrade them in the database.
  • Object Management Services: It is the heart of the architecture. It is a bunch of services that work as an in-memory database. We will implement all the business logic to the OMS for the Workday applications.
  • UI Services: It supports different mobile and browser-based clients. We can generate the user interface automatically for iPhone, Flash/FLEX, Mobile HTML, etc.
  • Deployment: It supports data immigrations from the heritage systems into Workday. It also offers support for the available customers for getting more Workday products.
  • Operations: At Workday, the operations team seamlessly supervises the performance and health of all the services. The operations team uses Sensu and Prometheus for collecting the health information, and they will display the data on the Wavefront dashboards. The operations team uses Kafka to organize the event logs and to store them into the HDFS(Hadoop Distributed File System).

Benefits of Workday 

  • Through a cloud-based solution, we can use it anywhere at any time.
  • It provides 24/7 data access with a secure network.
  • It offers an agile system for Finance, HR, and Planning.
  • It does not require programming knowledge.
  • It enhances process efficiency.
  • Using Workday, we can audit every transaction of every object.
  • It has a user-friendly GUL, and it assists the companies in accommodating the changes.
  • It gives access to reports in the real world, even on mobile devices.
Explore - Workday Interview Questions

Workday Products

Workday has various products that are suitable for large and medium enterprise requirements. Following are the different Workday products:

#1. Financial Management

Workday offers financial efficiency with the command over the functions like procurement, reporting, projects, accounting through cloud ERP software. Without disrupting the business, we can make changes to reporting and process.

#2. Enterprise Planning

Workday allows executing, planning, and analyzing the process through Workday Adaptive Planning. It essentially raises the business performance. It mainly depends on the Workforce planning, Financial planning, and Elastic Hypercube technology of the Workday ERP.

#3. Analytics

The analytics solution of Workday transforms the data into understanding and can apply for making data-driven decisions. Prism Analytics and People Analytics are the characteristics of Workday Analytics solutions.

#4. Human Capital Management

For handling HR functions such as recruiting, planning, and providing visibility to our workforce, we use the HCM(Human Capital Management) module of Workday. It assists us in handling the lifecycle of our workers. 

Configuring Worklets

We can add extra workouts to our home page.

On our home page:

1. Press the “settings” icon in the upper-right corner. After clicking the “settings” icon, we can see the Configure Worklets page.

Configuring Worklets

2. Press the “Add Row” icon for adding a new worklet.

3. Press the “Prompt Icon” for selecting the icon from the existing worklets list.

4. Press the “Remove Row” icon for removing the Worklet from the dashboard.

5. Press the “Move Row Up” arrow or “Move Row Down” arrow to record the worklets over the page. For moving a Worklet to the last or first position, we use the “Move Row to Button” or “Move Row to Top” arrows.

6. Press “Done” and “OK”.

After choosing a worklet, we can view the page layout that is identical layout to the following screenshot:

In the page layout, we can see the actions and view sections comprising buttons. The buttons present in the actions section are connected to the tasks we can carry out. Buttons are present in the view section related to the reports we can view.

How does the business process work with the Workday?

Business processes are the heart of the Workday. In Workday, the business process relates to gathering tasks that have to be carried out in the context of human resource management. Business processes can be a proposal, compensation, hire, create position, termination, etc.  In Workday, we can increase the escalations, approval claims, recognitions, etc.

The process flow should be represented and built over the paper first to use the system directly. It is appropriate to use a system in some circumstances, and it solely depends on the process you shall work on. We have to gather the requirements before we start developing the business process. Following are the set of  business process step types that give a clear picture of how it actually works:

  • Initiation: It is the main or the first step of the business process. Generally, initiation indicates starting the process or idea that comes to our mind.
  • Action: It applies to the events which take place in the Workday. Propose communication is an example of the Hire business process.
  • Approval: This foremost step contains either denial or permission of the business process. The required approver can approve or deny the business process.
  • Approval Chain: Generally, an approval chain relates to a group or series of approvals that goes from the first level person followed by higher officials and managers.
  • Service: Workday provides this service.
  • Integration: This step relates to system operation, which transfers the necessary data to and fro from the external application.
  • Batch: When we add the batch step, the related business process is not complete until completing the Job process.
  • Consolidated Approval: This step enables us to merge multiple approvals for the same individual into one task through one notification of the task.
  • Report: This step allows us to execute a report out of action in the business process.
  • Checklist: The Checklist relates to the tasks or do’s or the functions that we must accomplish outside the workday system.
  • To Do: This step enables us to grasp that we have an activity outside the workday system that an accountable individual has to accomplish.

What is Workday HCM?

The HCM(Human Capital Management) module exists on the foundation of cloud services and is designed for providing bottom-up tasks. HCM is one of the global business applications that manage human resources. The essential functions of human capital management include payrolls, human resource management, time, talent management system, recruitment, payroll, and benefits. 

Advantages of Human Capital Management

  • Through the HCM tool, we can improve the workforce picture ultimately.
  • HCM allows us to grasp the knowledge of people’s contingent laborers and pricing.
  • The self-service system of HCM assists us to enable leadership and people quality.
  • The decision-making feature of HCM allows us to take corrective action against the workforce.
  • We can easily configure the system for further requirements.

Workday HCM Modules

#1. Human Resource Management

The Human Resource Management module of Workday HCM provides intuitive and self-service functionalities for staffing, payment, and organizing related things. When any modification occurs, like business roles, reporting priorities, work assignments, and we can modernize the organizational structure instantly in the workday.

Features of Human Resource Management
  • It provides organization management.
  • It offers compensation and absence management.

#2. Talent Management

In this module, attaining our goals depends on the quality of our organization’s team members. The talent management tool of HCM helps us enhance the system’s adaptability and developments, alignments, management systems, and rewards to employees. Talent management decreases the complete administration and reduces the cost of assisting recent employees in absorbing rapidly into the organization. The goal management of Workday assists us in defining, creating, and managing the essential goals. 

The performance management of the workday offers accurate performance, real-world workforce understandings, and skill development requirements. 

Features of Talent Management
  • It provides onboarding provisions.
  • It has goal management services and succession planning methods.
  • It offers series of panning methods.

#3. Workforce Planning and Analytics

The Workforce planning and analytics module of Workday offers complete dynamic and actionable pictures of the talent demand and supply. This module enables the businessman to make the best decisions. The workday analytic tool also divides the positions, roles, capacity, and talent pools.

Features are Workforce Planning and Analytics
  • It offers operational headcount planning.
  • It assists us in demand and supply analytics.
  • It contains workforce analytical methods.

#4. Project and Work Management

The Project and Work management module of Workday enables the enterprises to concentrate on the essential or on any complex components they develop for making a company prosperous. Project and Work management includes several elements like people, availability of the business resources, and work nature. By combining all these elements, management can take the decisions over the team members. We can use this tool easily for finding ways for improving the efficiency maintained inside the organization.

Features of Project and Work Management
  • It offers non-project and project work management systems.
  • It assists us in reaching milestones and provides practical tasks.
  • It advises over the project analytical training.

#5. Recruiting

The recruitment module of Workday assists the business enterprises in achieving job-management visibility in the talent-acquisition process. One more essential thing is that the recruiting module also helps in managing adaptive workflow and candidature experiences. The recruiting module of Workday assists the organizations in having control over company recruitment and provides the capability to define the company’s individual recruitment rules and restrictions. 

Features of Recruiting
  • It offers pipeline, headcount, screening, and sourcing analytics.
  • It includes Job position and Candidate Managements.
  • It also contains referral employee structure and social media interactions.

#6. Payroll

The payroll module of Workday handles the complete range of requirements. The application methods enable us to get full control of the pricing, payroll, and data processes. We can consider the Workday payroll as the best calculative engine associated with the unrestricted pay runs and pay teams. Companies can get the payroll data as often as required.

Features of Workday Payroll
  • The Workday payroll does payroll processing for various international companies.
  • It provides robust calculation engines and self-service methods.
  • It provides tax updates, auditing, and reporting.
  • It provides third-party vendor cloud-connect payroll.

#7. Time Tracking

The time tracking module of Workday works continuously with the project, work, and payroll management for providing an easy user experience that we can access through the internet and mobile devices. The time tracking module of Workday allows the users to track workers, and users type the time from any web browser and mobile devices applications. 

Features of Time Tracking 
  • It allows the users to type the global time.
  • It has web time and mobile device clocks.
  • It has time approval management and calculation of global time.

#8. Big Data Analytics

Many enterprises use this module for inserting the workday data with the multiple non-workday data from various resources. We can include the data that is unstructured data and a massive volume of data that provides extensive workforce understandings for assisting in decision-making skills integrated workday data.

Features of Big Data Analytics
  • Non-Workday and Workday data sources integrated may be huge volumes and unstructured data.
  • It provides single-platform security and user interface applications.
  • It offers various in-built HR templates.

Professional Services Automation

Through Workday’s PSA, we can trace the project feedback, history, and cost for optimizing the staffing. We will use Machine learning for predicting attrition. It also offers a contextual chart for accelerating collaboration.

  • Cloud Platform: The Cloud Platform portfolio of Workday assists us in developing new extensions and applications. It offers a single security model for protecting data and maintaining governance. 
  • Student: The Workday student enables us to handle the tasks of students, staff, and faculty. We can study student admissions, creating and maintaining courses, fee management, financial aids, etc.
  • Data-as-a-Service: The Data-as-a-Service benchmarking of Workday compares our business performance against our peers. We can refine through the peers’ benchmarks by company size, location, and industry. It helps us in enhancing our business by allocating our resources wherever we require improvement.

Workday Studio

Workday Studio is a development tool allowing partners and customers to develop integrations to and from Workday. We deploy these integrations and run them on our side over integration servers in the data center of the Workday.

Workday Studio is the integrated Eclipse-based environment that allows third-party vendors and Workday clients to convey, create, bolster, and troubleshoot their particular mixes executing on the Workday cloud. Workday is a cloud-based application that assists time tracking, human resources, financial, and payroll requirements of the organizations. Many organizations are using workday due to the adaptability the system offers, concentrating on providing the functionality to further learning and merging the essence of the functional design process.

When to use Workday Studio

  • If the integration we want to build has any one of the below characteristics, we can use Workday Studio. 
  • Different data sources and delivery requirements.
  • Efficient and Scalable Processing of large data sets.
  • Complicated looping logic according to the external variables or dynamic data.
  • Progressive change detection needs.
  • Complicated error scenarios and the equivalent requirement for reacting diversely to error conditions.

Workday Report Writer

In Workday Report Writer, we will learn how Workday data sources and business objects access to report data. We will also study how to develop custom reports for satisfying the business requirements from various functional areas. Custom reports enable us to analyze real-world data, and we can use it as the data source for outward integrations.

Workday is helpful for functional users and easy to use. It provides an easy-to-use interface. Thus users can take the necessary actions on the report output from the Report UI.

Workday Integration System

Workday Integration system tools help us to develop and preserve workday integration systems. Various technologies can integrate with Workday, and it helps us to understand the restrictions and advantages of every technology and how to use those technologies. It also tells us how to use XML concepts in Workday integration. 

Advanced Workday Studio

We can deploy, develop, debug, and support essential integrations through the advanced Workday studio. In Workday studio, we can acquire a complete understanding of business objects, web services, reports, etc. The workday studio has tools like sequence generator, debugger, route component, integration maps, etc.

Workday Mobile

We require the following information while configuring our Workday mobile application.

  • Company ID
  • Web Address

Installing Workday on Mobile Devices

1. Android 

For installing workday in our android device

  • First, we navigate to “Google Play Store”.
  • Press “Search” and type “Workday”.
  • Click “Install”.
  • Click “Open” for launching the Workday app.
  • Click the “Let’s get started” button.
  • Finish the installation process.

2. iPhone and IPAD

For installing workday on our iPhone and IPAD device:

  • On our machine, We navigate to the “App Store”.
  • Type Workday in the search field and choose “Workday” from the search results.
  • Click “Get” and “Install”.
  •  Press “Open”, When the app has been downloaded.
  • Press “Settings”  and type our tenant name of the company.
  • Type your company Workday web address and press “save”.
  • Type your netid and password 

Conclusion

Workday is a SaaS software system for human capital management(HCM), finance, project management, and professional services automation. The advanced interface of the Workday helps organizations prepare the latest analytical and reporting functionalities that satisfy their client requirements. This workday tutorial answers all the fundamental questions on what workday is and what products it offers.

If you have any queries, let us know by commenting in the below section. 

List of Related Workday Certification Courses:

 Workday HCM  Workday Integration
 Workday Payroll  Workday Studio

 

About Author

author
NameViswanath V S
Author Bio

Viswanath is a passionate content writer of Mindmajix. He has expertise in Trending Domains like Data Science, Artificial Intelligence, Machine Learning, Blockchain, etc. His articles help the learners to get insights about the Domain. You can reach him on Linkedin