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Workday Onboarding: A Checklist for Onboarding your Employees

By May 18, 2022August 26th, 2024Blog, Workday11 min read

Workday Onboarding: A Checklist for Onboarding your Employees

Workday onboarding provides cloud-based software solutions for human capital management, enterprise resource management, and financial management. Designed for medium-to-large enterprises, Workday’s all-in-one solution includes payroll management, time tracking, HRM, people management, and data analysis capabilities.

Workday’s comprehensive suite is designed to meet the needs of a wide range of businesses. However, the platform’s intricacy can pose challenges for users. Despite its robust functionality, the onboarding process in Workday can be daunting without proper guidance. This complexity is why many classes, tutorials, and training programs are available to help users master the platform. However, these resources come with their own set of advantages and disadvantages.

An effective onboarding process boosts retention of new hires by 82%. Additionally, it was found that strong onboarding also improved the productivity of new hires by over 70%. Employees who receive effective onboarding feel 18X more committed to their organization. Implementing Workday onboarding can help organizations achieve these impressive results by providing a structured and comprehensive approach to welcoming new employees.

The average cost to train a new employee is approximately $1,678. Investing in a structured onboarding process like Workday onboarding not only improves retention and productivity but also translates to significant cost savings in the long run by reducing turnover and improving employee performance. This demonstrates the critical importance of an efficient and comprehensive onboarding process.

Let’s delve into the modules and onboarding methodology before entering the Workday onboarding checklist.

In this blog, we will cover essential aspects such as the Workday onboarding module, explore the Workday onboarding process, and provide tips for effective Workday employee onboarding.

Modules in Workday HCM  

Workday Human Capital Management (HCM) is designed to manage all aspects of an organization’s workforce. It offers a comprehensive suite of modules that streamline HR processes, improve efficiency, and provide valuable insights into the workforce. Here’s an overview of the key modules in Workday HCM:

  • Human Resource Management  
  • Benefits of administration  
  • Talent management  
  • Workforce planning and Analytics  
  • Project and Work management  
  • Recruiting  
  • Workday Payroll  
  • Time tracking  
  • Big Data Analytics for HCM  

Workday Onboarding Methodology 

An effective Workday onboarding process is essential for ensuring a smooth transition and maximizing the benefits of the Workday system. The methodology is structured into five phases, each designed to streamline the implementation and onboarding process. Here’s a detailed look at each phase:

Phase 1 – Plan 

The planning phase sets the foundation for the entire onboarding process. Key activities include:

  • Review Project Scope: Understand the full extent of the project and what needs to be achieved.
  • Develop Project Plan & Project Charter: Create a detailed plan and charter outlining objectives, timelines, and deliverables.
  • Define Roles & Responsibilities: Assign specific roles and responsibilities to team members to ensure accountability.
  • Initial Prototype (PO) – Project Kick-off: Begin with an initial prototype to kick off the project and provide a tangible starting point.

Phase 2 – Architect  

The architect phase involves designing the system to meet the organization’s needs. This includes:

  • Current Business Practice Discovery: Conduct discovery sessions to understand business practices and prepare a design databook.
  • Conceptual Design Sessions: Hold sessions to conceptualize the system design.
  • Detailed Business Process Design: Further design sessions will be held to detail business processes and prepare a comprehensive design databook.
  • Solution/Gap Analysis: Identify gaps between current practices and the new system and analyze solutions.
  • Update Project Charter & Plan: Adjust the project charter and plan based on new insights and decisions.
  • Document Design Decisions: Record all design decisions thoroughly for future reference.

Phase 3 – Configuration Prototype 

This phase focuses on building and refining the system based on the designs:

  • Configuration Prototype (P1): Develop the first configuration prototype.
  • Develop Reports & Integrations: Create and integrate necessary reports with other systems.
  • Communicate Tenant Strategy: Ensure all stakeholders understand the tenant strategy.
  • Develop Testing & Training Strategy: Plan how the system will be tested and how users will be trained.

Final Configuration Prototype (P2) & Full Data Conversion: Complete the final configuration and perform full data conversion, preparing for Workday employee onboarding and Workday onboarding portal usage.

Phase 4 – Test  

Testing is critical to ensure the system works as intended. Activities include:

  • End-to-end Testing: Conduct thorough end-to-end testing to verify all functionalities.
  • Prototype 3 (P3): Develop and test the third prototype.
  • User Acceptance Testing (UAT): Perform user acceptance testing to ensure the system meets user needs. This includes playback sessions to show clients the test scripts and results.
  • UAT Testing: Create a run book for UAT, which can be complex for many organizations.

That’s where Apty Digital Adoption Platform comes into the picture (More on this later!)

Phase 5 -Deploy/Go live  

The final phase is deploying the system and ensuring it is fully operational:

  • Training and Roll-out: Train users and roll out the system.
  • Gold Tenant: Ensure the gold tenant is ready for production.
  • Production Data Conversion & Configuration: Complete the final data conversion and configuration for production.
  • Go-Live Checklist: Follow a detailed checklist to ensure nothing is missed.
  • Transition to Production Services – Hypercare Support: Provide hypercare support to address immediate post-go-live issues.
  • Project Conclusion: Officially conclude the project and transition to ongoing support.

Following these phases, organizations can effectively manage the Workday onboarding process and ensure a successful implementation. Each phase is crucial for minimizing disruption and maximizing the benefits of Workday onboarding.

Workday Onboarding Checklist 

Onboarding is the process of integrating a new team member into your organization. It’s essential but overwhelming, especially if you’re simultaneously doing it for many people. 

But don’t worry—we’ve got you covered with this checklist, which will help ensure you don’t forget anything about the Workday onboarding process. 

Stage 1: Before Onboarding (Pre-boarding) 

  • New hire paperwork: Prepare all the necessary paperwork for the new hire. The paperwork will include a hard copy offer letter, new employment form, handbook, and a copy of compensation and benefits.
  • Create a training program: Employers must create a Workday training program that includes training methodology and information about the company’s culture and goals. The table of contents for the Workday training must include the necessary training schedule for the first week and the skill set they need to develop along the way.

Stage 2: 30-60 Day Plan 

  • Welcome email: Send a welcome email to the new employees. Share the new hire’s background and their position in the company with co-workers.
  • Create a schedule: Employers should create a schedule that outlines when each employee is expected to complete assigned tasks. This schedule should be created so that it’s easy for both the employer and employee to follow, as well as easy for other employees to know when each employee will be available to help with projects or answer questions.

Stage 3: Going forward 

  • Assign a mentor: Introduce your new hire to a departmental colleague who can act as a mentor during their first few weeks. The mentor can answer questions, introduce the employee to others in the department, and train them on specific Workday tasks. Having a mentor can help new hires feel less alone as they navigate their work setting.
  • Gather feedback: Employers and business leaders must ask for and analyze employee feedback about the entire experience. The feedback process must be comprehensive and open-minded.
  • Create a checklist of duties and responsibilities: Create a checklist of all the various tasks your employees will be responsible for. This checklist must include the roles and responsibilities specific to each job. In addition, you must include the company’s expectations from each employee.

The above Workday onboarding checklist can help companies determine what they need to do to prepare their employees for success.

Enhancing the Workday Onboarding Experience with Apty’s Digital Adoption Platform

To give your employees the best possible Workday onboarding experience, boost their productivity, and increase engagement, leverage the Digital Adoption Platform (DAP).

A DAP like Apty can provide hands-on Workday training experience with the help of interactive software walkthroughs. Apty ensures faster onboarding Workday, training, and Workday adoption. With Apty, you can identify employee pain points and address them by creating in-app help content. This is crucial for a seamless Workday onboarding process.

Apty offers several features that enhance the Workday onboarding journey:

Interactive Software Walkthroughs: Interactive walkthroughs guide new hires through the Workday onboarding module, ensuring they understand each step of the process. These walkthroughs can be tailored to your organization’s specific needs, making the Workday onboarding checklist more effective.

In-App Contextual guidance: Apty allows organizations to create in-app help content that instantly supports users. This helps address any issues during the Workday employee onboarding process. Employees can access help content directly within the Workday onboarding portal, reducing frustration and improving efficiency.

Training Content Creation: With Apty, L&D professionals can create and record training content in various formats, including videos, PPTs, and PDFs. This flexibility ensures that all learning styles are catered to, enhancing the overall Workday training experience. These resources can be used in a Workday onboarding demo to show new hires how to use the system effectively.

Faster Onboarding: Apty accelerates the onboarding Workday process by providing structured guidance and support. This reduces the time it takes for new hires to become productive team members. The platform’s ability to streamline the Workday onboarding process ensures that employees are up to speed quickly and efficiently.

Identifying Pain Points: One key benefit of using Apty is its ability to identify employee pain points. By analyzing user interactions, Apty can highlight areas where employees struggle and suggest improvements. This continuous feedback loop is vital for refining the Workday onboarding experience.

Comprehensive Support: Apty offers comprehensive support throughout the Workday onboarding process. From the initial setup of the Workday onboarding module to the final stages of onboarding, Apty provides the tools and resources needed to ensure a smooth transition.

Boosting Employee Productivity: By providing structured and interactive training, Apty significantly boosts employee productivity. New hires can quickly learn how to navigate Workday, perform their tasks efficiently, and become valuable organizational contributors, leading to faster integration and higher overall productivity.

Enhancing Operational Efficiency: A streamlined Workday onboarding process facilitated by Apty enhances operational efficiency. Automated and interactive training reduces the time and resources needed for onboarding, allowing HR teams to focus on more strategic tasks. This efficiency translates into smoother operations and better resource allocation.

Improving ROI: Investing in Apty’s DAP improves the onboarding experience and delivers a strong return on investment (ROI). Efficient onboarding processes reduce turnover rates, increase employee satisfaction, and enhance productivity, all contributing to a higher ROI. The long-term benefits of using Apty ensure that organizations get the most value from their Workday onboarding efforts.

Organizations leveraging Apty’s DAP can significantly enhance their Workday onboarding process. The platform’s features improve the efficiency and effectiveness of onboarding and ensure that new hires feel supported and engaged from day one. This leads to increased employee productivity, enhanced operational efficiency, and a higher ROI.

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