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Leveraging Workday BP Definitions

Sep 28, 2024 | Change Mangement

Woman in white suit is Leveraging Workday BP Definitions for Impact Assessment Analysis

Impact Assessment Analysis – A Comprehensive Guide. 

Workday is a powerful tool for organizations looking to streamline their business processes. One of its key features is the use of Business Process Definitions (BP definitions), which serve as the backbone of its framework. This article will delve into the intricacies of Workday BP Definitions, how they are structured, and their importance in the implementation of Workday systems, particularly for the city of Charlotte.

What are Workday BP Definitions?

Workday BP Definitions, or business process definitions, are structured records that outline the various configuration elements inputted into the Workday system. These definitions can be viewed as blueprints or modular building blocks that detail the steps, approvals, and conditions required to execute business processes within Workday.

The Structure of BP Definitions

The BP definitions for the city of Charlotte’s Workday implementation are indexed by departmental working areas. This indexing allows users to focus on specific departments, simplifying the navigation through complex data sets. However, to fully leverage this feature, it is crucial to organize the data in a manner that reflects the operational workflows of each department.
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Organizing BP Definitions

To avoid being overwhelmed by the vast amount of data contained within BP definitions, the JB and business readiness team created a structured representation of what these definitions could look like. This organization aids in clarity and usability, especially for end users who must interact with the system regularly.
Example of Structured Representation

On December 12, Amy P. from the Accenture team provided BP definitions for nine business process areas that constitute the Human Capital Management (HCM) implementation footprint for Charlotte. These definitions were based on a code freeze that occurred on December 4 and included 72 columns of data specific to each business process area.

Key Components of BP Definitions

BP definitions contain crucial information grouped into five main categories:

  • Steps: The sequence of tasks that need to be performed, such as submitting forms and obtaining approvals.
  • Approvals: Details about who has the authority to approve each step and the order of approvals.
  • Conditions: Rules that dictate the flow of processes, such as additional approvals for significant changes.
  • Notifications: Alerts and communications integrated into various stages of the process.
  • Integrations: Connections to external systems or actions triggered outside of Workday.
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Instructional Design Framework

To effectively present the information contained in BP definitions to end users, an instructional design framework was employed. This framework organizes the data into five hierarchical levels, creating a taxonomy that enhances understanding and usability.
Hierarchical Levels
  • Level 5: Organizational Function – The overarching purpose of the department.
  • Level 4: Business Processes – Guidance on how work should flow to meet functional objectives.
  • Level 3: Supervisory Roles – Information on who supervises the workflow.
  • Level 2: Functional Roles – Roles needed to execute tasks.
  • Level 1: Tasks – Specific tasks that must be completed to advance processes.

Creating a Comprehensive Workflow Profile

By utilizing the instructional design framework, the team developed a complete profile of the absence workflow in Workday. This profile includes all tasks related to absence management, the roles responsible for executing them, and the organizational objectives they aim to achieve.

Implementing the Change Footprint

The absence BP operations architecture visually represents the structured data. It starts with tasks at the bottom level, grouped according to the nine absence processes. This structure ensures that no task exists without being part of a defined process.

Identifying Absence Tasks

Through careful curation of the absence BP definitions, the team identified 41 absence tasks. Each task was linked to at least one of the nine absence processes, ensuring alignment and reducing discrepancies.
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Workbook Reports Creation

The curation process led to the creation of nine workbook reports encompassing a total of 9,637 individual process steps within Workday. These reports assigned tasks to 242 different roles, facilitating the execution of 1,241 transactions that support 42 functional objectives.

Details of the Workbook Report

The workbook report consists of a cover sheet and several tabs, each serving a specific purpose:

  • Summary Tab: Provides an overview of key transactions related to the absence business process area.
  • Unique Step Types Tab: Lists the different types of steps involved in the transactions.
  • BP Summary Tab: Focuses on the intricacy and cross-functionality of the absence processes.
  • Business Readiness Auditor: Assesses alignment between future state maps and configured processes.
  • Role Auditor Tab: Lists all roles involved and their activity levels.
  • Discrepancy Log Tab: Catalogs elements that could not be aligned, identifying potential misalignments.

Importance of Workbook Reports

Workbook reports play a crucial role in managing the complexity of ERP programs. They offer structured insights into business processes, enabling organizations to understand changes and their impacts. This is particularly important for the city of Charlotte, which lacks a dedicated organizational change management capability.

Conclusion: The Role of Workbook BP Definitions in Business Transformation

In summary, Workday BP Definitions are essential for navigating the complexities of business process management. They provide a structured approach to understanding workflows, roles, and the changes that impact end users. As organizations like the city of Charlotte implement Workday, the creation and utilization of workbook reports will be critical in ensuring successful adoption and transformation.

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