Client:

Our client is a global leader in the financial and asset management industry, managing a vast and diverse portfolio across various sectors. With a large workforce and complex operational needs, efficiency in HR processes is essential to their continued success.

Challenge

The client is a sophisticated user of Workday HCM, but found that standard processes were not ideally suited to their needs, especially for processes involving employee terminations and job changes. These critical HR transactions were largely manual, leading to:

• Inefficiency and Delays: Manual tasks created bottlenecks, slowing down the entire process.
• Increased Workload: HR teams were burdened with repetitive administrative duties.
• Potential for Errors: Manual data entry and multiple handoffs increased the risk of mistakes.
• Lack of Visibility: Tracking the status of transactions across different systems was difficult.
• Poor Employee Experiences: Delays and errors resulted in less-than-ideal employee experiences during these critical periods in their career.

These issues directly impacted the HR department’s ability to operate efficiently and meet the service levels expected by the rest of the organization.

Solution

Dispatch partnered with the client to design and implement an innovative Extend Application, seamlessly integrated with their existing Workday system. This solution focused on automating and simplifying the existing Termination and Job Change processes.

Developing Workday Extend applications requires a product management mindset, with considerations for user experience, data model design, scalability and supportability. We leveraged our DELIVER application development methodology to design, build, and deploy this solution. This methodology enables our clients to experience, learn and evolve the solution throughout the design and build process, which improves quality and overall project velocity.

Key components of the solution included:

• Intuitive User Interface: A “Home Hub” landing page provides users with easy access to HR transactions and visual data insights.
• Streamlined Request Forms: Dedicated micro-pages and Wizards automate the collection of necessary data, pre-populating information from Workday where possible. These were customized for different employee populations, including hourly, salaried and contingent workers.
• Comprehensive Data Capture: Three key model objects were designed to store all relevant data, including employee information, termination reasons, dates, and uploaded documents.
• Automated Business Process Orchestration: Robust orchestrations were configured to automatically trigger Workday web services and update business processes upon submission and approval, eliminating manual intervention.
• Enhanced Security: A clearly defined security domain ensures that only authorized HR personnel can access and manage termination requests.
• Rigorous Testing Strategy: A multi-stage testing approach, including unit testing in development and implementation tenants, followed by User Acceptance Testing (UAT) in a sandbox environment, ensured the application’s functionality, data integrity, and user experience.

Value Delivered

The implementation of the Extend Application delivered substantial benefits to the client:

• Significant Time Savings: Automation of manual tasks dramatically reduced the time required to process terminations and job changes.
• Improved Accuracy: Reduced manual intervention led to fewer errors and increased data integrity.
• Enhanced Efficiency: The streamlined workflow freed up HR personnel to focus on more strategic initiatives.
• Increased Transparency: The Home Hub and transaction grid provide clear visibility into the status of all initiated transactions.
• Seamless Integration: The application seamlessly integrated with Workday, leveraging existing infrastructure and data.
• Scalability: The robust architecture can easily adapt to future HR process automation needs.

Summary

This case study highlights how a tailored Workday experience powered by a custom Extend application can deliver value. This solution helped automate employee lifecycle event workflows, and improved quality, efficiency and employee experience.