Body
Business Process Working Groups are structured teams assembled to evaluate, enhance, or redesign business processes and/or security roles within the Workday system. These groups bring together key stakeholders and subject matter experts to ensure that updates to university systems are well-informed, compliant, and meet institutional needs.
Purpose
The purpose of this article is to provide an overview of Business Process Working Groups, including their role in Workday optimization efforts, the types of individuals who should participate, and the distinction between internal and external facilitation. This article also outlines best practices for communication and coordination, especially for those new to participating in or leading a working group.
What Is a Business Process Working Group?
A Business Process Working Group is a collaborative team formed to review, assess, and implement enhancements to Workday business processes or related security roles. These groups are responsible for ensuring that process changes align with university policies, regulatory standards, and operational needs.
Working groups are typically created in response to a project request, audit requirement, compliance update, or system improvement initiative. They are tasked with reviewing current processes, identifying improvement opportunities, validating proposed changes, and supporting implementation activities such as User Acceptance Testing (UAT).
Internal vs. External Working Groups
-
Internal Working Groups are led and managed by the University of Arkansas Fayetteville (UAF) Business Process Management Team. These groups are typically formed for campus-specific improvements and are guided closely by the internal project lead and business analyst.
-
External Working Groups are led by the Workday Support Services (WSS) Team, usually involving system-wide changes or updates that originate from the University of Arkansas System Office. In these cases, the UAF Business Process Management Team often provides support by identifying appropriate participants, tracking feedback, and coordinating internal communication.
Key Roles in a Working Group
-
Functional Lead: The primary decision-maker for the business area being impacted. This individual provides approvals, guides direction, and ensures alignment with operational goals.
-
Subject Matter Experts (SMEs): Individuals with detailed functional knowledge who can speak to how the process currently works and what is needed to improve it.
-
Business Process Management Team or WSS Support: Facilitates meetings, documents changes, coordinates testing, and ensures deliverables are met.
-
Business Analyst (if assigned): Supports documentation of current/future state mapping, gathers requirements, and assists with testing coordination and validation.
Importance of Participant Selection
It is critical to involve individuals who have:
-
Functional knowledge of how the current process operates
-
Authority to make decisions on behalf of their department or area
-
Awareness of policy, compliance, or regulatory requirements
Including the right people ensures decisions are well-informed, timely, and effective.
Communication and Stakeholder Engagement
Working groups should maintain regular communication with key stakeholders throughout the lifecycle of the project. This may include:
-
Progress updates to affected departments
-
Sharing key decisions or outcomes
-
Gathering broader feedback during testing
-
Preparing communication for campus-wide changes
Microsoft Teams Channels are often used as the primary hub for collaboration, and a Microsoft Bookings link may be used to coordinate meetings.
What to Expect as a Participant
Participants in a Business Process Working Group should expect to:
-
Attend regularly scheduled meetings (in person or virtually)
-
Complete action items or homework between meetings
-
Participate in UAT and provide feedback on proposed changes
-
Collaborate respectfully and constructively with colleagues
-
Support communication efforts for any upcoming changes
Conclusion
Business Process Working Groups are vital to the success of process improvement and system enhancement efforts in Workday. Their collaborative structure ensures changes are thoughtfully reviewed, thoroughly tested, and aligned with the university’s goals. Whether internal or external, a well-organized working group relies on strong leadership, appropriate participants, and clear communication.