Project Management Process

Summary

This article explains how BPM manages Workday change requests and projects from intake through closure using a standardized 11-phase lifecycle. It outlines what happens in each phase, provides a quick workflow summary, and links to related process articles and templates.

Body

Overview of the BPM Project & Change Request Lifecycle

The BPM Project & Change Request Lifecycle governs how Workday-related projects and change requests are initiated, evaluated, developed, deployed, stabilized, and formally closed within the Business Process Management (BPM) framework.

All requests—regardless of size or complexity—follow the same eleven-phase structure to ensure governance consistency, documentation integrity, leadership visibility, and institutional alignment.

Purpose

This article provides a high-level overview of the official BPM lifecycle used to manage Workday-related projects and change requests. It outlines how work progresses from Intake through Closure, ensuring structured governance, transparent prioritization, controlled deployment, and documented outcomes.

Lifecycle Phases (1–11)

Phase Description
1 – Intake Validate, categorize, and assign incoming requests.
2 – Discovery Analyze business problem, gather requirements, assess current state.
3 – Prioritization Evaluate impact, effort, risk, and sequencing.
4 – Planning Define scope, stakeholders, milestones, and timeline.
5 – Solution Design Document future state and configuration requirements.
6 – Ticket Submission Submit finalized requirements to WSS via Jira.
7 – Testing Conduct BPM testing and coordinate UAT.
8 – Testing Completed Confirm sign-off and readiness for deployment.
9 – Deployment Migrate to Production and validate go-live success.
10 – Stabilization Monitor post go-live performance and resolve issues.
11 – Closure Finalize documentation, capture lessons learned, close ticket.

Quick Workflow Summary

  1. Submit request via TDX.
  2. Validate and assign (Intake).
  3. Conduct Discovery.
  4. Prioritize.
  5. Plan.
  6. Design solution.
  7. Submit Jira ticket.
  8. Test & UAT.
  9. Confirm testing completion.
  10. Deploy to Production.
  11. Stabilize and Close.

Project Management Process Articles

Phase Article Title Description Link
1 Phase 1 – Intake Captures, reviews, and appropriately routes incoming Workday-related requests through the official intake channel. Ensures requests are complete, categorized correctly (Project, Change Request, or Service), assigned an owner, and structured appropriately (Parent vs Child) in TeamDynamix. View Article
2 Phase 2 – Discovery Develops a clear understanding of the business problem before defining solutions. Includes stakeholder engagement, current-state review, fit/gap analysis, documentation of pain points, success criteria, and the Discovery Summary outcome used for downstream planning and prioritization. View Article
3 Phase 3 – Prioritization Determines if and when the request should be worked based on impact, effort, risk, and capacity. Includes scoring, portfolio review, leadership decision coordination, and formal documentation of the prioritization outcome and next steps. View Article
4 Phase 4 – Planning Translates an approved request into a structured, actionable plan. Confirms scope boundaries, stakeholder engagement readiness, sequencing, high-level timeline, dependencies, and whether the work will proceed as a Project or Change Request. Includes planning outcome documentation and readiness confirmation for Solution Design. View Article
5 Phase 5 – Solution Design Defines the detailed functional approach before configuration work begins. Documents future-state process changes, Workday configuration requirements, security/reporting/downstream impacts, and obtains stakeholder validation. Prepares final design artifacts required for Ticket Submission to Workday Support Services. View Article
6 Phase 6 – Ticket Submission Initiates Workday configuration work through Workday Support Services (WSS). Includes readiness checks, Jira creation and submission, documentation attachment, recording Jira references in TeamDynamix, and ongoing clarification coordination and progress tracking. View Article
7 Phase 7 – Testing Validates that configuration meets business and functional requirements. Covers test planning, BPM functional testing, User Acceptance Testing (UAT) coordination, defect tracking and resolution, retesting, and readiness confirmation for Testing Completed. View Article
8 Phase 8 – Testing Completed Formally confirms that all testing and approvals are complete, including UAT sign-off and defect closure validation. Confirms deployment readiness, coordinates training/communications handoffs if needed, and documents readiness to proceed to Deployment. View Article
9 Phase 9 – Deployment Moves approved changes into the Production environment. Coordinates deployment timing and prerequisites with WSS, confirms go-live readiness, monitors deployment, performs initial production validation, and communicates deployment status and outcomes to stakeholders. View Article
10 Phase 10 – Stabilization Ensures the solution functions as expected after go-live. Includes monitoring, issue triage, remediation coordination (including WSS involvement as needed), retesting, user clarification support, and documentation updates until closure readiness is confirmed. View Article
11 Phase 11 – Closure Formally closes the request and captures completion artifacts. Confirms stabilization completion, compiles final documentation, captures metrics and lessons learned, archives artifacts for audit/reporting, and closes the TeamDynamix ticket with final stakeholder communication. View Article

Resources

Resource Description Link
BPM Project Request Form Submit a new project or change request to the BPM team through TeamDynamix. Access Form
Default Milestones Framework Download standard templates for milestones for change requests and projects Download Template
Discovery Templates Download standard templates for process mapping, stakeholder interviews, and fit/gap analysis. Download Templates
Project Plan Templates Download standard templates for project plans at various stages of the process. Download Templates
Project Meeting Agenda Template Use this standardized agenda template for discovery or project status meetings. Download Template
Business Process and Security Role Change Request Form Download the standard template for documenting change request for submission to WSS Download Template
UAT Tracker Template Spreadsheet used to document tester feedback and track testing progress. Access Tracker
Lessons Learned Template Template for conducting post-implementation lessons learned discussions. Download Template
Decision Document Template Download standard template for decision documents related to projects Download Template
Project Closure Template Download standard template for project closures Download Template

BPM-HCM Portfolio & Ticket Operations Dashboard

The BPM-HCM Portfolio Dashboard provides real-time visibility into project status, prioritization, lifecycle phase progression, and workload distribution.

Details

Details

Article ID: 1537
Created
Sun 2/8/26 9:51 PM
Modified
Mon 6/1/26 10:24 AM