Table of Contents
- 10 Workday Implementation Challenges
- Challenge #1: Poorly Defined Scope
- Challenge #2: Limited Collaboration and Communication
- Challenge #3: Lack of Defined Process and Prioritization
- Challenge #4: Choosing the Right Implementation Partner
- Challenge #5: Not Prioritizing Regular Tests and Quality Checks
- Challenge #6: Poor Documentation
- Challenge #7: Budget and Time Constraints
- Challenge #8: Data Migration Issues
- Challenge #9: Inadequate Training Programs
- Challenge #10: Lack of On-Demand Support
- Maximize Your Workday ROI by Driving End-User Adoption with Apty
- FAQs
The world of work is undergoing significant changes, with hybrid models and technological advancements posing new challenges for organizations in managing HR, finance, and planning. Workday leads the way, offering a unified cloud platform that enables businesses to adapt quickly.
Workday has evolved beyond human capital management (HCM) to include enterprise resource planning (ERP) capabilities, offering modules like global compliance, talent management, payroll, and analytics.
Implementations typically take 6-14 months, averaging 8.2 months, with costs ranging from $300K to $800K and annual memberships up to $40-$160 PEPM (per employee per month).
Faster implementation and adoption lead to quicker return on investment (ROI), higher employee engagement, and lower turnover.
However, a smooth implementation isn’t always guaranteed. Organizations often encounter obstacles that can delay timelines, increase costs, and impact user adoption.
In this Apty video, we talk about how long it takes to implement Workday and how Apty can help you accelerate the process.
Now, let’s explore common Workday implementation challenges and how a digital adoption platform (DAP) can drive seamless adoption.
10 Workday Implementation Challenges
Implementing Workday can drive business transformation, but it comes with significant challenges.
A recent Reddit discussion highlights two key obstacles:
From data migration hurdles to user adoption struggles, organizations struggle with many challenges to ensure a smooth rollout, maximize ROI, and accelerate digital transformation.
Addressing these challenges with a structured strategy is crucial for successful Workday deployment.
Apty’s Workday Adoption Guide explores the top Workday implementation issues that organizations face.
Challenge #1: Poorly Defined Scope
A poorly defined project scope often leads organizations to underestimate the extent of changes required for a successful Workday adoption. Without a clear scope from the outset, businesses risk clinging to outdated workflows, preventing them from fully optimizing the Workday platform.
Moreover, when projects are loosely defined, confusion arises during execution, leading to misaligned expectations, rework, and timeline disruptions. This lack of clarity results in inefficiencies, higher costs, and delayed implementation.
Here are key factors that influence the definition of project scope:
| Factor | Description | Potential Impact |
|---|---|---|
| Software Updates | Continuous updates with weekly service changes and biannual major releases occurring mid-implementation | Unplanned adjustments, disrupted workflows, and challenges in managing new feature rollouts during the project |
| Unclear Roadmap | Lack of clearly defined project objectives and a comprehensive plan, often due to insufficient stakeholder involvement | Project delays, difficulty in prioritizing tasks, and misaligned project direction |
| Defining Business Requirements | Difficulty in gathering and translating the diverse needs of all stakeholders into clear, approved requirements | Ambiguities in project deliverables, extended decision-making processes, and potential rework if requirements change or are misinterpreted |
| Cost Overruns | Additional costs arising from scope creep and change requests during implementation | Budget overruns, increased risk of change orders, and potential financial strain on the project |
| Organizational Changes | Adjustments in employee roles, reporting structures, and workflows as new Workday functionalities are implemented | Resistance to change, training challenges, disruption in daily operations, and potential inefficiencies if changes are not managed proactively |
| Delayed Timelines | New requirements or tasks identified later in the project that were not accounted for during initial planning | Extended project duration, resource allocation challenges, and difficulty in meeting deadlines |
| Reduced Quality | Implementation that fails to meet defined requirements or quality benchmarks due to rushed work or mismanagement of tasks and resources | Lower overall project quality, suboptimal performance of the Workday solution, and potential long-term issues with user adoption and system reliability |
Mitigation Strategy
- Align expectations and set clear boundaries to prevent misalignment and scope creep. Establish a detailed implementation plan to ensure smooth execution.
- Use a DAP like Apty, which offers in-app announcements and alerts to keep your team informed, guaranteeing smooth adaptation to new features without disrupting the overall timeline.
- Develop a comprehensive change management plan that includes training, clear communication about the benefits, and support structure.
- Set up checkpoints to validate deliverables, test workflows, and resolve issues early. Adopting agile project management allows for flexibility, while ongoing quality control measures help maintain high implementation standards.
Challenge #2: Limited Collaboration and Communication
A Workday implementation can struggle when organizations focus solely on core teams like HR, finance, and IT. Overlooking other critical functional groups can lead to gaps in adoption and efficiency. This can result in the system not being tailored to meet the full range of operational and analytical needs, limiting platform effectiveness.
Mitigation Strategy
- Involve mid-level managers, end-users, and downstream data users to meet operational and analytical needs.
- Assign clear roles to ensure availability and accountability. Establish the level of involvement for each participant to avoid delays and ensure smooth execution.
| Project Roles | Description |
|---|---|
| Project Sponsor | A senior executive who provides overall direction, secures funding, and resolves high-level issues |
| Project Manager | Responsible for day-to-day project management, including planning, scheduling, and coordinating tasks. Ensures the project stays on track and within budget |
| HR and Finance Leads | Subject matter experts from HR and finance departments who provide insights into business processes and requirements |
| IT Lead | Oversees technical aspects, including system integration, data migration, and infrastructure readiness |
| Change Management Lead | Manages organizational change, communication, and training to ensure smooth user adoption |
| Workday Consultant | Assists with Workday configuration, customization, and best practices; often an external expert with deep knowledge |
- Prevent communication gaps with consultants and service partners by involving them early and maintaining transparent communication.
Challenge #3: Lack of Defined Process and Prioritization
Implementation of any new software requires business process compliance. Workday implementation projects with vaguely defined processes and a lack of prioritization can fail easily.
For example, a leading healthcare organization, ChenMed, implemented Workday, and Apty helped them establish standards and consistent processes for managing new hire onboarding and employee engagement. This streamlined the onboarding experience, ensuring that employees had the necessary guidance and resources to quickly adapt and excel in their roles
| Factor | Description | Potential Impact |
|---|---|---|
| Undefined Problem | Omitting a thorough analysis of the specific problem Workday is solving, including symptoms and root causes | Leads to vague goals, creating a misaligned implementation that does not address the organization’s needs effectively |
| Lack of Process Ownership | Not assigning a dedicated process owner at each implementation stage | Creates a lack of accountability, leading to confusion, delays, and poor communication between teams |
| Misaligned Business Processes | Failing to update business processes to align with Workday’s capabilities and the organization’s transformation goals | Results in inefficiencies, the system not being fully optimized, and failure to meet long-term goals |
| Unaccounted Third-Party Integrations | Overlooking third-party applications to integrate with Workday before implementation | Causes integration issues, unexpected costs, and operational disruptions later in the project |
| Inadequate Training Strategy | Lacking a comprehensive training plan that includes in-app guidance, self-help features, and in-person sessions | Leads to onboarding difficulties, low user adoption, and underutilization of Workday features |
| No Regular Scope and Feedback Reviews | Skipping scheduling regular scope reviews, feedback loops, quality checkpoints, and reassessments throughout the project | Causes project scope creep, misalignment with business goals, and the need for costly rework |
| Unrealistic Timeline | Setting a timeline that is too short without factoring in resources, costs, and potential roadblocks | Results in budget overruns, rushed execution, and potential for missed deadlines or low-quality outcomes |
| Inflexibility in Execution | Failing to allot time to address unforeseen issues and changes | Leads to delayed resolutions of problems and increases the risk of project disruption |
| Lack of Beta Testing | Neglecting beta tests with a select group of users before a full rollout | Results in last-minute issues, lower user confidence, and a rough system launch |
| Failure to Monitor Post-Launch | Disregarding follow-up monitoring after the launch | Makes it difficult to measure ROI, identify areas for improvement, and track long-term digital adoption |
Mitigation Strategy
- Revisit and align existing processes with Workday features and enterprise requirements to ensure system optimization.
- Designate a process owner for each implementation stage to ensure accountability, consistency, and smooth execution.
- List all third-party applications that need to integrate with Workday to facilitate a smooth transition.
- Incorporate a DAP to provide in-app guidance and real-time support, maintaining business process compliance and helping users adapt to the system without disruption.
Challenge #4: Choosing the Right Implementation Partner
Many organizations find it challenging to manage the complex nature of Workday implementation and allocate the necessary internal resources for a successful transformation.Workday works with a carefully selected group of partners who are equipped to handle the entire implementation journey for businesses. These four types of Workday partners are crucial in helping businesses get the most out of the platform:
| Partner Type | Description |
|---|---|
| Advisory Partners | Provide strategic guidance and support to align Workday solutions with business goals |
| Global Payroll Partners | Assist with payroll management and ensure smooth integration across multiple regions |
| Services Partners | Offer expertise in configuration, customization, and system optimization to ensure successful implementation |
| Software Partners | Deliver third-party applications and tools that complement and enhance Workday’s capabilities |
Mitigation Strategy
- List the features and services you need from a Workday partner. Determine if they offer valuable consulting or just basic services. Then, narrow down options based on who can meet your requirements.
- Compare the pricing models. Most Workday partners charge either monthly or annually. Make sure their pricing fits your budget.
- Check out each partner’s credentials and talk to businesses that have worked with them before to learn about their experience.
- Look for unbiased reviews on third-party sites or forums to better understand the partner’s reputation and how they handle issues.
- Ask your shortlisted partners for a proposal. Don’t forget to request a demo to see how well they handle Workday.
Challenge #5: Not Prioritizing Regular Tests and Quality Checks
Workday’s platform is pre-built and tested by engineers, but system configurations must be adapted to meet your company’s evolving needs. Relying solely on manual testing can lead to human error and inefficiencies.Automated testing, however, ensures compatibility, prevents issues, and facilitates seamless integrations with internal and third-party systems.Here are some key testing and quality checks that need to be considered:
| Standard Tests | Description |
|---|---|
| Security Testing | Ensures data security and alignment of role-based/user permissions with company needs |
| Integration Testing | Validates the compatibility and data exchange between Workday and third-party systems |
| User Acceptance Testing (UAT) | Allows end users to validate that the system meets business requirements and works correctly |
| Payroll Parallel Testing | Tests integration and compatibility between Workday Payroll and legacy systems |
| Continuous Testing | Ensures processes remain optimized throughout the employee lifecycle through ongoing testing |
Mitigation Strategy
- Prioritize testing to ensure smooth functionality, improving employee engagement, performance, and productivity.
- Always create test scripts when new features are added to ensure optimal performance and alignment with business needs.
- Implement regular testing to simplify the integration of updates and new releases, keeping your system and processes competitive and seamless over time.
Challenge #6: Poor Documentation
General Workday documentation often lacks the specificity needed to address the unique aspects of your legacy systems, company culture, and departmental goals. It might require additional integrations to function effectively within your organization’s processes.A common issue for large organizations is the failure to log changes during the execution phase. A decision log is crucial for tracking decisions, their rationale, and the individuals involved. It helps identify the root cause of problems, making it easier to resolve issues by addressing their source rather than just the symptoms. Another key barrier to effective documentation is ensuring its accessibility.All of these can lead to poor business process compliance.
Mitigation Strategy
- Develop accurate and concise logs to meet the needs of end-users, developers, and admins.
- Ensure logs provide accountability, clarity, and transparency in the process.
- Conduct regular reviews of documentation and procedures to ensure they are up to date.
- Track user interactions with documentation with Apty to offer real-time guidance and identify areas for improvement.
- Leverage Apty’s knowledge base feature to access a continuously updated repository of critical information directly within your Workday dashboard. It provides easy access to helpful resources without disrupting users’ current workflows, enhancing the overall adoption experience.
Challenge #7: Budget and Time Constraints
On average, IT projects, regardless of size—exceeded their budgets by 75% and overrun their schedules by 46%. With large budgets come high expectations, especially during economic downturns, mergers, or budget reviews.CIOs and leaders often feel pressure to minimize Workday implementation costs and timelines to demonstrate ROI. However, budgets and schedules are sometimes based on sales discussions rather than the organization’s unique needs. And sales teams may lack insight into internal processes, leading to unrealistic expectations.
Mitigation Strategy
- Plan resources and goals accurately to prevent underestimating scope, time, or budget.
- Engage internal and external experts early to assess fluctuating costs during pre-implementation planning.
- Involve project management consultants to ensure the plan is feasible and aligns with business needs.
- Streamline onboarding, reduce extra costs, and improve user adoption efficiency with a digital adoption platform.
Challenge #8: Data Migration Issues
The biggest challenge for any enterprise is data migration and report management. Though organizations usually prioritize digital implementation, the problem arises when migrating your current data to the new application.
| Data Migration Issues | Potential Impact |
|---|---|
| Data Quality | Inaccurate or incomplete migration can cause data integrity issues, leading to errors and inefficiencies. |
| Data Mapping | Differences between legacy and Workday data structures may cause errors, requiring extensive corrections. |
| Data Volume | Large-scale migrations become time-consuming and require significant resources. |
| Data Redundancy | Excessive duplication leads to storage inefficiencies but may help detect and correct data corruption. |
| Mismatch of Data | Inconsistent data representation can result in incorrect conclusions and poor decision-making. |
| Loss of Data Points | Missing data leads to biased results, system errors, and compliance risks. |
| Data Format Issues | Upload errors, such as file incompatibility or missing records, disrupt migration and delay business processes. |
Mitigation Strategy
- Conduct thorough data validation, cleansing, and deduplication before migration to prevent data integrity issues and mismatches.
- Work with Workday implementation partners to align legacy system data structures, standardize formats, and test mapping before migration.
- Use phased migration, prioritize critical data, and leverage automation tools to streamline processing.
- Implement backup plans and validation checks to protect against data loss and ensure system reliability.
- Pre-test data uploads, use Workday-supported formats, and ensure correct file structures before migration.
Challenge #9: Inadequate Training Programs
A Reddit thread mentions Workday as a platform that one can’t casually explore—it’s a closed ecosystem with no trial access. Employees struggle to navigate its complex features without structured training, leading to inefficiencies and poor adoption.The cost of training employees on Workday can vary depending on the size and complexity of your organization. And, the time to learn Workday depends on your training program. With the assistance of free tutorials, you can learn the Workday basics in two to three days, but additional training is required to understand the core concepts.Workday implementation is only considered complete when the end-user appropriately adopts it. Additionally, quantitative and qualitative metrics must be established to prove ROI and successful implementation.So why do training programs fail? Here are a few key reasons:
| Key Factors | Potential Impact |
|---|---|
| Limited User Involvement | Misalignment with user needs, which reduces system adoption and effectiveness. |
| Insufficient Training Time | Employees may struggle to use Workday effectively, leading to inefficiencies and errors. |
| Inadequate Training Materials | Poorly designed or outdated materials hinder learning and proper system utilization. |
| One-size-fits-all Approach | Ignoring different learning styles makes training ineffective for some users. |
| Siloed Approach | Limits cross-functional understanding, resulting in inefficiencies across departments. |
| Scarce Resources | Budget constraints reduce training effectiveness and limit access to essential tools. |
| Shortage of Skilled Trainers | Training may not be tailored to business needs, reducing effectiveness. |
| Low Motivation | Employees may disengage, leading to poor adoption of Workday features. |
| Unclear Objectives | Training programs may be unfocused, failing to address key business needs. |
| Lack of Feedback | Reduces continuous improvement and refinement of training effectiveness. |
Mitigation Strategy
Apty makes it easy for organizations to accelerate their Workday adoption rate and increase software ROI in record time. It can:
- Notify employees of updates or changes via in-app announcements, videos, and guided walkthroughs.
- Deliver role-specific learning content through customized walkthroughs to save time and enhance learning efficiency.
- Create customized task lists and walkthroughs for seamless onboarding and task completion.
- Offer detailed user and application analytics to make informed decisions, track engagement, and optimize processes.
Challenge #10: Lack of On-Demand Support
On-demand support is a significant challenge during Workday implementation. Factors contributing to this include inadequate support staff training, insufficient support resources, and underestimation of the volume of user queries.Timely support is critical as employees and stakeholders learn to navigate the new system. User issues may go unresolved without readily available, knowledgeable support teams, leading to frustration, delays, and decreased productivity during the transition to Workday.
Mitigation Strategy
- Set up a dedicated support team for Workday issues. Creating a tiered support system, allowing basic issues to be resolved quickly while complex problems escalate to experts, can save time and resources.
- Provide continuous training for users and support staff to ensure they can address issues quickly.
- Implement in-app guidance, FAQs, and knowledge bases for users to resolve common issues independently.
- Use analytics to track support requests and identify recurring issues, optimizing resources for better response times.
Maximize Your Workday ROI by Driving End-User Adoption with Apty
Workday implementation challenges can be overwhelming, but integrating a cloud-based DAP like Apty streamlines the transition. It tracks employee behavior throughout the application and identifies roadblocks, ensuring a smooth transition and higher productivity.
Empower your Workday HCM users with Apty’s intelligent, in-the-moment support, offering contextual guidance, streamlined communication, and responsive assistance. With customizable workflows, in-app guidance, and data-driven insights, Apty reduces errors, accelerates adoption, and minimizes post-implementation costs.
The result? Increased efficiency, improved security, and a more substantial ROI from your Workday investment.
Book a demo to see why 12 million users rely on Apty for seamless digital adoption and productivity.
FAQs
What is the life cycle of Workday implementation?
The Workday implementation life cycle follows a structured approach, typically consisting of these key phases:
- Planning: Defining project scope, objectives, timelines, and assembling the implementation team.
- Design: Configuring Workday to align with business processes and requirements.
- Build and Testing: Setting up Workday modules, running system integrations, and conducting user acceptance testing.
- Deployment: Migrating data, training users, and going live with the system.
- Post-Go-Live Support: Monitoring performance, resolving issues, and optimizing workflows.
How long is the average Workday implementation?
The average Workday implementation timeline varies based on the organization’s size, complexity, and required modules. Small to mid-sized companies typically take 4 to 6 months, while large enterprises with multiple integrations and customizations may take 9 to 18 months.What are three major benefits of implementing Workday?These are the three major benefits of implementing Workday:
- Unified System: Combines HR, payroll, finance, and analytics in one platform, improving data accuracy and efficiency.
- Scalability and Flexibility: Adapts to evolving business needs, allowing seamless updates and configurations.
- Advanced Analytics and Reporting: Provides real-time insights to support data-driven decision-making.
Is Workday implementation hard?
Workday implementation can be complex, but with the right strategy and experienced partners, the process becomes manageable. The challenges typically include data migration, user adoption, and system integrations. Proper planning, stakeholder involvement, and a structured rollout ensure a smoother implementation.
