Extending Workday’s Business Process Framework

 

07.19.2021 | Managed Services, Technical Articles

 

Workday Human Capital Management (HCM) is a cloud-based human resource management software system that offers companies the ability to seamlessly manage their workforce. Along with an HCM subscription, Workday delivers Request Framework which allows customers to configure requests, route for approvals, and close with requested actions. Workday administrators can weave together a request type business process, request types, and questionnaire configurations to take the appropriate action. Typical business cases for Workday Request Framework are:

• Request for special leave types
• Tuition reimbursements
• Security change requests
• Job description changes
• Student changes
• Report requests

The framework is secured like any other business process using business process policies, and users can control who initiates, approves, and closes requests. Workday also delivers dashboard worklets and reports for administrators to track requests. The requests do not change anything on their own, however, custom integrations can be written based on request data.
Let’s walk through a sample configuration for tuition reimbursement to see Workday Request Framework in action.

Step 1: Questionnaire Configuration

Let’s start by listing out all the questions that HR would normally ask an employee before a request for reimbursement could be considered. For example:

• What amount of reimbursement is being requested?
• What grade did the employee receive?
• Did the employee pass or fail the course?
• What amount of reimbursement is being requested?

Next, using this list of questions, configure the questionnaire using “Request Initiation” for the “Questionnaire Types”.

Before moving on to the next step, preview the questionnaire to ensure everything is correct.

Step 2: Creating a Business Process

After configuring the questionnaire, it’s time to move on to creating the business process. Start by selecting “Request” as the business process type to create a default definition.

The step is important to security and should not be overlooked. Relevant security groups need to be configured under business process policies before a new request type can be created. Next, edit the business process policies using related actions, and configure “who can initiate”, “who can approve”, etc. Finally, configure the business process steps that this request will need to be routed through before it can be closed.

After creating the business process, use the “Create Request Type” task to configure the request. Extract the questionnaire configured at the start of the process and associate it with the security configured in this step.

Step 3: Business Process Rules

Since this process can be used for many other request types, it’s necessary to ensure that the business process is configured on the right rules. To complete this process, use the “Rule Based Business Process Configuration” task off the business process related actions to configure condition rules and the business process.

Requests in Action

With this simple setup, employees can request tuition reimbursements in an efficient manner and administrators can track and answer employee inquiries. Workday delivers the “Request” as a dashboard item on the homepage and this worklet comes with several reports out of the box for users to track requests.

Ready to maximize your Workday investment and extend your Workday platform? Agilysis is your Workday solutions expert. Get in touch with us today to get started.

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