Business Process Change Request Details

This article outlines the information required to document a Workday business process change request and the additional future-state details required after a project is approved. Using a consistent format helps ensure requests are complete, reviewable, and ready for analysis and implementation.

Initial Request Information

Provide the information below to document the current state and the requested change. This supports initial assessment and determines whether Discovery and/or a project is needed.

Business Process to be Changed

Field Required Information
Process HCM Grouping [Enter grouping]
Current Business Process Name [Enter business process name]
Description of Current Process Provide a high-level summary of the current business process. Include whether this process is within Workday, outside Workday, or hybrid. If outside or hybrid, specify whether the goal is to move the process into Workday.
Requested Change to Business Process Describe the specific change requested (e.g., change order of approvals, update receiving security role, add a review step). Include why the change is needed and any associated goals or outcomes.
Desired Tasks Note if there is a desire for a document attachment, questionnaire, or use of the request framework within the BP. This will be reviewed during the initial assessment.

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After Project Approval: Future State Information

After the request is approved as a project, provide the future-state details below to support solution design and configuration work.

Business Process Definition (Future State): Provide the sequence of steps in the review process, including conditional routing, action type for each step, security roles, and other required details. Complete the Change Log - Business Processes to outline this process.

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Business Process Definition Field Guide

Use the definitions below when completing the future-state business process definition and change log.

Field Definition / Guidance
Order Specifies step sequence in alphabetical order, starting with a and moving through the alphabet. If a role has multiple steps, the same letter repeats for each assigned step.
  • a, b, c, d = step routing sequence
  • n, n, n = role receives three steps in sequence
  • n, n1 = two roles receive the same step in sequence
Parallel Step Order Specifies the sequence among steps set to run in parallel.
  • 1, 2, 3 = role(s) receive the same step simultaneously
If Defines conditions that must be met for a step to execute.
Type Specifies step type, such as approval, review, or task. Common options include:
  • Action – user executes a task in Workday; advances automatically after completion
  • Approval – requires approver review before continuing
  • Approval Chain – sequential approval series by multiple authorities
  • Checklist – assigns parallel tasks for completion
  • Consolidated Approval – bundles multiple approvals into one
  • Consolidated Approval Chain – combines approvals from multiple levels
  • Edit Additional Data – allows users to add/update information
  • Initiation – starting point of the BP
  • Review Documents – step requiring document review
  • Shared Participation – multiple users can complete the same task
  • Tasks – action-based tasks required to advance
  • To Do – reminder for tasks outside Workday
Specify Defines parameters for each step (e.g., roles, attributes, or task name).
Step Label Override Customizes step label for clarity.
Supporting Information Adds contextual details for participants (documents, instructions, comments, links, task details).
Group Categorizes the step for reporting or management.
Due Date Specifies completion deadline for timely process advancement.

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Example BP Definition

Order Parallel Step Order If Type Specify Step Label Override Supporting Information Group Due Date
a     Initiation     Yes    
b   Is a Faculty Position Action Review Create Job Requisition     Academic HR Lead 2 days
c 1   Edit Additional Data Additional Information Additional Information for Job Requisition   Employment Coordinator 2 days
c 2   Action Review Create Job Requisition        
d   Proposed compensation is greater than Budget Approval   Position Budget Specialist      

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Security Roles Involved in the Process

Current Security Roles

List security roles currently involved in the process and describe each role briefly.

Role Name Responsibilities Authority Level
Example: Manager Review & Approve Full approval
Example: HR Partner Data Entry Submit for approval

Requested Changes to Security Roles

New Security Role Creation

Specify any new role needed for the future process.

Proposed New Role Name Role Definition BP Responsibilities BP Action Justification for Addition
HR Coordinator Constrained: The HR Coordinator is hierarchically under the HR Partner and serves as a transaction liaison for departments. The HR Coordinator is responsible for initiating business process transactions. Receiving information from departments to be able to successfully and correctly initiate the related business process in Workday.

This role will become a reviewer when lower support roles initiate transactions (Employment Support and/or Employment Coordinator). The HR Coordinator will be able to edit transactions initiated by other security roles and send back for corrections.		 Initiation, Review UAF has reviewed business processes and created a hierarchy for the HR support model related to transactional support. The HR Coordinator role is a central role that supports transactions, allowing the HR Partner role to become more strategic.
Employment Support The Employment Support role is held by department administrative staff with entry-level training in initiating HCM business processes to support timely transaction entry. Receiving information from departments to be able to successfully and correctly initiate the related business process in Workday. Initiation UAF has reviewed business processes and created a hierarchy for the HR support model related to transactional support. The Employment Support role supports better timeliness and distributes transaction support without broad Workday access to employee data.

Security Role Changes

List any existing security roles that need to be added to the process. Define responsibilities and authority for each role.

Role Name BP Responsibilities BP Action Justification for Addition
Asst/Assoc Dean Department review and determination of COI/COC forms Add Approver In scenarios where the initiator did not indicate a conflict, but there is a conflict, the role is not in the approval process due to initiator selections. To avoid restarting the process, the Asst/Assoc Dean role needs to be added to the add approver list so Research Compliance can route the transaction appropriately.

Security Role Removal

List any security roles that should be removed from the process and provide justification.

Role Name Responsibilities in Current Process Reason for Removal
Dean/AVC Approval There are currently three department approvals for the initial step, delaying approval time. For efficiency, the initial step only requires Manager approval; the Dean/AVC is listed in subsequent final steps.

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Documents to be Attached

List any documents that must be attached or created as part of the process. If a questionnaire or form is required, specify whether it is available or needs to be built. Questionnaires and attachments are not available on all business processes; when indicated during initial request, the business process will be reviewed to confirm availability. If available, the detailed information below must be provided during the project phase.

Required Documents (Outside Workday)

These are PDFs, Excel files, and other documents stored outside of Workday and attached to a business process or questionnaire. Identify the form name and provide a link to the storage location.

  • Business Case
  • Budget Report
  • Other: ________________________

Questionnaire to Build or Attach

For examples and guidance, review Considerations for Creating Questionnaires.

  • New Questionnaire
  • Existing Questionnaire: [Provide link or reference]

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Additional Considerations

Question Response
Is there any impact on other processes or systems due to this change? Yes / No — If yes, describe: __________________________________________
Are there any dependencies with other business processes? Yes / No — If yes, describe: __________________________________________

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Related Materials

  • Policy: List related policies with hyperlinks and identify whether they are UAF/System/State/Federal.
  • Forms for Attachments: List forms with descriptions, audience, and links.
  • Reports: List relevant reports with descriptions, audience, and links.
  • Training Materials: List training materials (name should denote the type of material, e.g., QRG, KBA, Video) with descriptions, audience, and links.

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