Purpose

The purpose of this KBA is to ensure consistent, transparent, and strategic prioritization of projects across functional areas. By using a standardized 5-point scoring system for both Impact and Effort, stakeholders can:

• Compare and evaluate initiatives consistently.
• Identify “quick wins” that deliver high value with minimal effort.
• Plan strategically for projects that require larger investments of time and resources.
• Communicate prioritization decisions effectively across departments.

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Determine Project Source and Review Workflow

Projects and change requests are identified through multiple intake and planning mechanisms:

• Central Team Requests: Submitted through TeamDynamix (TDX) as tickets from central HR, Payroll, Budget, or related functional teams.
• Meeting Discussions: Arise during discovery, governance, or optimization meetings and are documented by the BPM-HCM team through the ticketing system.
• Roadmap Alignment: Identified by Workday Support Services (System Office) or added to the internal HCM roadmap for review and tracking.

Each ticket or project entry includes dropdown fields for Estimated Impact (1–5) and Estimated Effort (1–5). These initial estimates are provided by the BPM team using the rubric outlined in this KBA.

A Project Prioritization Report pulls these scores from TDX for review. The prioritization process then follows these steps:

This ensures that prioritization decisions are made collaboratively, based on standardized criteria, and align with institutional goals.

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Define Evaluation Criteria

🔹 Impact (X-Axis)

Ask:

• How many users or processes are affected?
• Does it improve compliance, audit, or financial integrity?
• Does it eliminate recurring manual work or delays?
• Will it help achieve a strategic or institutional goal?

Detailed Scoring Guide (1–5):
1️⃣ – Cosmetic or informational only; no functional change.
2️⃣ – Resolves a small issue for a limited audience.
3️⃣ – Provides measurable improvements in efficiency or clarity.
4️⃣ – Enables cross-departmental impact or improves compliance.
5️⃣ – Drives major institutional outcomes, strategy, or compliance.

🔹 Effort (Y-Axis)

Ask:

• Is this a simple update or a large-scale system change?
• Will it require cross-functional collaboration or external approval?
• Does it involve integrations, testing, or new roles/security?
• How long will it take to complete and deploy?

Detailed Scoring Guide (1–5):
1️⃣ – Simple text or routing fix; minimal testing.
2️⃣ – Minor change requiring basic stakeholder review.
3️⃣ – Requires testing and moderate coordination between teams.
4️⃣ – Involves design changes, security review, or large data updates.
5️⃣ – Large-scale implementation, integration, or multi-month project.

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Assign Scores

Using the detailed guides above, the BPM team assigns initial Impact and Effort scores (1–5). These scores are then reviewed collaboratively with directors and validated through the prioritization process described in Section 1.

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Plot the Project on the 5×5 Priority Matrix

Once Impact and Effort have been scored (1–5), place each project on the 5×5 matrix. Each color-coded zone reflects the intersection of how valuable the change is (Impact) and how resource-intensive it will be (Effort).

🎯 5×5 Priority Matrix (Impact vs Effort)

X-Axis → Impact (1–5) 1 = Minimal • 2 = Low • 3 = Moderate • 4 = High • 5 = Transformational
Y-Axis → Effort (1–5) 1 = Effortless • 2 = Manageable • 3 = Moderate • 4 = Complex • 5 = Extensive

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Interpret and Categorize Results

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Document and Tag

In TeamDynamix and Power BI reporting:

• Record the validated Impact and Effort scores.
• Include the Matrix Category (e.g., “Quick Win,” “Strategic Initiative”).
• Use these fields to drive prioritization dashboards and leadership discussions.
• Re-evaluate scoring quarterly or after major implementations.

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