Prioritization

The Prioritization phase ensures that all incoming BPM requests are reviewed, analyzed, and prioritized consistently. This process balances both strategic impact and level of effort, ensuring BPM resources are directed to initiatives that provide the highest institutional value.

Projects move through structured review, documentation, and analysis—including Fit/Gap Analysis, Workday data review, Process Mapping, and Impact/Effort Scoring.

Purpose

The purpose of this article is to outline how BPM evaluates and prioritizes project requests using a consistent, transparent, and data-driven approach. Each section provides guidance for performing analysis, gathering evidence, and documenting results that feed into campus-wide prioritization.

Part 1: Project Request Review and Prioritization Phases

Phase Responsible Role Key Activities
1. Initial Project Request Review and Ticket Conversion Business Analyst • Reviews new TDX submissions to confirm whether the request qualifies as a Project or Change Request.
• Completes internal fields, assigns preliminary categories, and ensures completeness.
2. Functional Review and Request Cleanup Business Analyst • Validates request content for clarity and completeness.
• Adds missing details, corrects inconsistencies, and gathers supporting materials.
• Contacts requestors for clarification if needed.
• Prepares the finalized request for review by the Project Lead.
3. Business Process Impact Assessment Project Lead & Business Analyst • Identifies impacted Workday business processes and dependencies.
• Conducts a Fit/Gap Analysis.
• Gathers Workday Transactional Data to support analysis.
• Builds a Visio Process Map in Excel.
• Documents risks, constraints, and assumptions.
• Drafts initial project plan with milestones and dependencies.
• Scores the project using the Prioritization Matrix to determine impact and effort.
4. Functional Team Review and Prioritization (Monthly) Project Lead & Functional Directors • Reviews requests during the monthly HCM prioritization meeting.
• Evaluates based on impact, effort, dependencies, and strategic alignment.
• Functional Directors provide recommendations for their area.
5. Senior Leadership Review and Campus Prioritization (Quarterly) Senior Leadership (HCM & User Solutions) • Reviews recommendations from functional teams.
• Confirms strategic alignment with institutional goals.
• Finalizes the Campus Project Prioritization List and shares with stakeholders.

Part 2: Fit/Gap Analysis

Fit/Gap Analysis compares the current (“as-is”) Workday process with the desired (“to-be”) future state to identify gaps, redundancies, and opportunities for improvement.

Purpose

The purpose of Fit/Gap Analysis is to ensure alignment between existing configurations and future requirements, enabling informed decision-making before implementation.

Steps

Step Description
1 Document Current Process
Use stakeholder interviews, existing documentation, and Workday reports to map the current state.
2 Compare to Future Requirements
Evaluate alignment with new policies or business needs.
3 Categorize Gaps
Identify System, Process, and Training Gaps to pinpoint necessary changes.
4 Develop Recommendations
Provide redesign and training recommendations with timelines and dependencies.

Part 3: Gathering Workday Transactional Data

Workday reports provide factual evidence used in Fit/Gap Analysis and prioritization scoring.

Task / Report Purpose Instructions
Run Business Process Definition Identify steps, conditions, and roles. Search bp: + process name; download Excel definition.
View Business Process Security Policy Review security access for each role. Run report and note functional area names.
Domain Security Policies for Functional Area Identify domain access and gaps. Access via related actions in previous report.
Business Process Security Policies for Functional Area Determine who can approve or deny. Review role-specific access levels.
Business Process Configuration Options Identify attachments, questionnaires, and related subprocesses. Confirm which elements affect the BP.
Business Process Security Policy History Review update history and recent changes. Note UAF-specific edits and update timing.

Part 4: Business Process Mapping in Excel

Business Process Visio Mapping visually represents Workday business processes using Microsoft Excel with the Visio add-on. This helps stakeholders visualize each workflow step, identify inefficiencies, and improve clarity.

Purpose

The purpose of this section is to standardize documentation of Workday processes using the Visio add-on for Excel to create clear, accurate flow diagrams that support configuration and training decisions.

Pre-Requisites

  • Microsoft Visio Plan 2 license (required).
  • To verify or request a license:
    1. Go to microsoft365.com and sign in with UARK credentials.
    2. Select Install and more → Apps & Devices.
    3. If Visio is not listed, submit a request using Worktag DS80148 for BPM.

Key Fields for Process Mapping

Field Name Description
Process Step ID Step order from Workday; use sub-labels for conditions (e.g., 1.c1, 1.c2).
Process Step Description Combine Step ID + task or entry condition.
Next Step ID Identifies next step in workflow.
Connector Label Describes transition condition (e.g., “Yes”, “No”).
Shape Type Process type (Decision, Process, End, etc.).
Function Security group responsible for step.
Phase Process stage or functional grouping.

Creating a Visio Process Map

Step Action
1 Prepare the Excel File
Create a table with the key fields above; each row represents one step.
2 Launch the Visio Add-On
In Excel → Home → Add-ins → Visio Add-in to open the Visio panel.
3 Create a Cross-Functional Flowchart
Choose Cross-Functional Flowchart → Horizontal Layout → Create.
4 Connect the Visio Add-On to Your Table
Link the Excel columns to diagram fields (step, shape, next step).
5 Generate the Diagram
Select Create Diagram to auto-generate the flowchart, then review layout and connectors.

Managing Large Process Maps

If the process exceeds 100 steps, Excel may display a refresh error.
Workaround: Open the Visio desktop app, load the diagram from Excel, and use manual refresh.

Part 5: Project Prioritization Matrix Scoring Guide

Projects are scored on Impact (benefit/value) and Effort (complexity/resources) using a standardized 1–5 scale to ensure consistent prioritization across all BPM-HCM initiatives.

How Priority Scoring Works (General + Power BI)

Impact and Effort are each scored 1–5. BPM combines these into a two-digit Combined Score where:

  • First digit = Impact score (1–5)
  • Second digit = Effort score (1–5)

Example: Impact 2 + Effort 1 = Combined Score 21.

In Power BI: The model uses the Combined Score (often labeled Risk Temp or Combined Score) to look up the correct Priority Category and Color Hex from the Priority Status reference table.

Scoring Dimensions

Dimension Questions Range Meaning
Impact How significant is the benefit? How many users or processes are affected? Does it improve compliance, reduce manual work, or advance strategic goals? 1–5
1 Minimal
2 Low
3 Moderate
4 High
5 Transformational		 Measures the value and institutional benefit gained if the project is implemented.
Effort How complex is the change? Does it require cross-functional collaboration, configuration, testing, or System Office approval? 1–5
1 Effortless
2 Manageable
3 Moderate
4 Complex
5 Extensive		 Measures the resources, coordination, and time required to complete the project.

BPM Priority Categories (Zones), Scoring Combinations, and Colors

Once the Combined Score is determined, BPM assigns the request to a Priority Category. These categories are used consistently for monthly prioritization meetings and in the Power BI prioritization visuals.

Category Meaning Combined Score(s) Hex
Quick Win High impact, low effort. These are prioritized for near-term delivery when capacity allows. 11, 12, 21 #FFB900
Strategic Initiative High impact, high effort. Requires planning, coordination, and often cross-functional involvement. 13, 14, 22, 23, 31, 32, 41 #107C10
Incremental Improvement Small-scale optimization or enhancement work that improves efficiency or experience. 15, 24, 33, 42, 51 #FF8C00
Maintenance / Operational Low impact, high effort. Typically deferred, bundled, or scheduled when required for compliance/operations. 25, 34, 35, 43, 44, 52, 53 #D13438
Transformational Initiative Executive-level strategic project with significant scope, governance, and change management needs. 45, 54, 55 #0078D4
Default Fallback/unclassified. Used only when a Combined Score is missing or invalid. N/A #A6A6A6

Quality checks for BPM staff:

  • Only valid Combined Scores are 11–55 where both digits are 1–5.
  • If you see values like 0, 6, 10, 60, 99, or blanks, the score is not valid and should map to Default (#A6A6A6).
  • If Power BI shows unexpected category colors, verify the ticket has an Impact and Effort score and that the combined score is correctly formed (Impact first, Effort second).
  • The Priority Status reference table (25 rows) is the source of truth for category and color mapping in Power BI.

For detailed instructions on how to assess for Prioritization, view Steps to Determine Project Prioritization Matrix Placement.

Part 6: Outputs

Following this process produces:

  • ✅ A prioritized project list
  • ✅ Documented gaps, dependencies, and process maps
  • ✅ Transparent impact/effort scores
  • ✅ Alignment with institutional strategy and HCM priorities
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