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workday. EDUCATION

Data Loading for Implementers

Course Manual and Activity Guide
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respective holders. Version 2024R1 (September 2024)
 Data Loading for Implementers

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CONTENTS

Data Loading for lmplementers ................................................................................................12

Description .............................................................................................................................. 12

Goal & Objectives ................................................................................................................... 12

Agenda ....................................................................................................................................12

Before Class ........................................................................................................................ 12

Day 1................................................................................................................................... 12

Day 2 ................................................................................................................................... 12

Day 3 ................................................................................................................................... 13

Chapter 1 - Introduction to Workday Deployment Tenants ................................................... 14

Overview................................................................................................................................. 14

Objectives ............................................................................................................................... 14

Deployment Tenants ............................................................................................................... 14

Tenant Security Basics ............................................................................................................15

Activity 1.1 - Tenant Assignments ........................................................................................ 16

Activity 1.2 - Create Sig non Custom Message.................................................................... 17

Activity 1.3 - Maintain Customer Tenants and Confirm agpbaseload Tenant... ................... 18

Customer Central ....................................................................................................................20

Tenant Health Dashboard ....................................................................................................20

Implementer Accounts ............................................................................................................ 20

Customer Central User Accounts ........................................................................................... 20

Customer Central Security Administrators .............................................................................. 21

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Customer Central Administrators ............................................................................................21

Customer Central Users (Implementers) ................................................................................ 22

Monitoring Customer Central Accounts .................................................................................. 22

All Workday Accounts ..........................................................................................................22

Convert Customer Central User Account... ......................................................................... 22

Password Protect for Advanced Load .....................................................................................22

Activity 1.4 - Configure Default Password for Advanced Load ............................................ 23

Workday UI ............................................................................................................................. 24

Workday Home UI ............................................................................................................... 24

Workday Delivered Cards ....................................................................................................26

Workday Assistant... ............................................................................................................ 27

Activity 1.5 - Customize Home Page ................................................................................... 28

Activity Answer - Customize Home Page ............................................................................ 30

Chapter 2 - Introduction to Deployment and Optimization Tools ......................................... 31

Overview ................................................................................................................................. 31

Objectives ............................................................................................................................... 31

Deployment Tools................................................................................................................... 31

Foundation Recipes ................................................................................................................ 32

Customer Central Task - Foundation Tenant Build .............................................................. 32

Foundation Tenant... ............................................................................................................... 33

Seed Foundation Tenant from Foundry............................................................................... 33

Foundation Tenant Build Components .................................................................................34

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Foundry Tenants .................................................................................................................. 34

Implementation Suites ............................................................................................................ 34

Customer Central Tooling ....................................................................................................... 35

Configuration Catalog ............................................................................................................. 35

Advanced Load ....................................................................................................................... 35

Advanced Load Sets ............................................................................................................36

Configuration Workbook ..........................................................................................................36

Object Transporter.................................................................................................................. 37

Tenant Tools ............................................................................................................................37

EIB .......................................................................................................................................37

iLoad....................................................................................................................................41

Activity 2.1 - Explore Deployment Tools.............................................................................. 45

Meet the Customer................................................................................................................. 47

Toolkit. .....................................................................................................................................47

Workday Deployment Stages ..................................................................................................48

Deployment Stages and Approaches..................................................................................... 49

Activity 2.2 - Deployment Stages, Approaches, and Implementation Tools.........................51

Activity Answer - Deployment Stages, Approaches, and Implementation Tools ..................52

Chapter 3 - Introduction to Data Conversion .......................................................................... 53

Overview................................................................................................................................. 53

Objectives ............................................................................................................................... 53

Data Migration and Data Loading ........................................................................................... 53

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Data Types ..............................................................................................................................53

Factory Default Data ............................................................................................................54

Customer Data .....................................................................................................................55

Data Dependencies ................................................................................................................ 55

Effective Date Considerations .................................................................................................55

Activity 3.1 - Data Types ......................................................................................................56

Activity Answer - Data Types ............................................................................................... 57

Customer Data Security .........................................................................................................58

VCR ........................................................................................................................................ 58

SFTP.......................................................................................................................................58

Guidelines............................................................................................................................59

Create an SFTP Session with WinSCP (Windows)............................................................. 59

Create an SFTP Session with Cyberduck (Mac) ................................................................. 60

SFTP for Advanced Load .................................................................................................... 61

Activity 3.2 - Connect and Create an SFTP Session ........................................................... 63

Activity 3.3 - Configure SFTP Settings for Advanced Load ................................................. 65

Create Advanced Load ........................................................................................................... 66

Download Templates...............................................................................................................66

Working with Excel Advanced Load Templates................................................................... 67

Load Options ....................................................................................................................... 67

Job Data ..................................................................................................................................68

Advanced Load Template ....................................................................................................... 68

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Import Data From File ............................................................................................................. 69

Advanced Load Template Updates......................................................................................... 69

Data Editor.............................................................................................................................. 70

Activity 3.4 - Create. Populate, and Load an Advanced Load Template ..............................71

Entering Data in the iLoad Template ....................................................................................... 74

Entering Data in the EIB template ...........................................................................................75

Chapter 4 - Web Services and IDs ........................................................................................... 76

Overview................................................................................................................................. 76

Objectives ............................................................................................................................... 76

Web Services ..........................................................................................................................76

Web Service That Acts like a Business Process .....................................................................77

Implementation Type ...............................................................................................................77

IDs in Workday........................................................................................................................77

Reference IDs......................................................................................................................77

Maintaining Reference IDs.................................................................................................. 78

Other Reference IDs............................................................................................................78

Workday ID (WID) ................................................................................................................79

Instance ID...........................................................................................................................79

External ID...........................................................................................................................79

Activity 4.1 - View IDs Report.............................................................................................. 80

Activity Answer - View IDs Report ....................................................................................... 81

Activity 4.2 - Search for Reference ID, WID, and Instance ID ............................................. 82

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Activity Answer - Search for Reference ID, WID, and Instance ID...................................... 83

Chapter 5 - Additional Customer Requirements and Data.................................................... 84

Overview.................................................................................................................................84

Objectives ............................................................................................................................... 84

Prepare to Load ...................................................................................................................... 84

Activity 5.1 - Create Location Types .................................................................................... 85

Activity 5.2 - Create Organization Subtypes........................................................................ 87

Load Organizations .................................................................................................................8g

Cost Centers ........................................................................................................................89

Companies ...........................................................................................................................89

Location Hierarchies............................................................................................................ 90

Locations ............................................................................................................................. 90

Supervisory Organizations ...................................................................................................90

Activity 5.3 - Advanced Load - Cost Centers ....................................................................... 91

Activity 5.4 - Phased Advanced Load - Location Hierarchy.................................................92

Load Positions, Pre-Hires, and Hires......................................................................................94

Positions .............................................................................................................................. 94

Pre-Hires ..............................................................................................................................94

Hires.................................................................................................................................... 94

Activity 5.5 -Additional Advanced Loads (Workshop) ......................................................... 95

Loading Payroll with iLoad ...................................................................................................... 98

Payroll Processing Framework............................................................................................98

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Period Schedules .................................................................................................................98

Pay Groups ..........................................................................................................................99

Pay Group Security............................................................................................................100

Pay Group Assignment... ................................................................................................... 100

Activity 5.6 - iload - Payment Types ................................................................................. 101

Load Suppliers ...................................................................................................................... 104

Activity 5.7 - EIB - Suppliers .............................................................................................. 105

Data Purging ......................................................................................................................... 108

Schedule Purge ................................................................................................................. 108

Chapter 6 • Data Management Reports................................................................................. 109

Overview ............................................................................................................................... 109

Objectives ............................................................................................................................. 109

Audit Reports........................................................................................................................ 109

Exception Audit Reports .................................................................................................... 109

Activity 6.1 - Analyze Audit Reports ................................................................................... 112

Copying Reports for Audit... .................................................................................................. 113

Activity 6.2 - Copying Reports for Audit.. ........................................................................... 114

Chapter 7 - Deployment Documents......................................................................................115

Overview............................................................................................................................... 115

Objectives..............................................................................................................................115

Project Scope Document.. .....................................................................................................115

Statement of Work (SOW).....................................................................................................115

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Sales to Services Transition (S2S)........................................................................................115

Deployment Workbooks ........................................................................................................ 116

Configuration Review Templates ...........................................................................................116

Activity 7 .1 - Explore Deployment Tools and Templates .................................................... 117

Appendix A - Troubleshooting Load Errors .......................................................................... 118

Appendix B - Touchpoints Kit. ............................................................................................... 120

Workday Touch points Kit - HCM Core.................................................................................. 120

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DATA LOADING FOR IMPLEMENTERS

DESCRIPTION

The Data Loading for Implementers course is an introduction to the implementation tools
available in Workday. The implementation tools in Workday are designed to build customer
implementation tenants with speed, accuracy, and full visibility into the tenant management
process. This course prepares consultants to use the various tools and recognize Workday's
deployment methodologies. Through a series of demonstrations and interactive activities, you
will apply each of the tools to start building your customer's tenant.

GOAL & OBJECTIVES

The goal is to introduce the fundamentals of the Workday deployment tools, understand object
relationships, and understand Workday deployment methodologies and resources.

By the end of this course, you will be able to:

Build a foundation tenant using the Workday deployment tools.

Interpret deployment documents.
Recognize deployment methodologies.
• Create advanced loads and templates to import and download customer data.
Utilize iLoad and EIB tools to load data.
• Configure user-interface settings to meet customer business requirements.

AGENDA

BEFORE CLASS

Before day 1, you must download the required software for accessing the sFTP.

DAY 1
Introduction to Deployment Tenants
Introduction to Deployment and Optimization Tools
Introduction to Data Conversion

DAY2
• Web Services and IDs
• Additional Customer Requirements and Data

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DAY3

Data Management Reports

Deployment Documents

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CHAPTER 1 - INTRODUCTION TO WORKDAY DEPLOYMENT

TENANTS

OVERVIEW

There are multiple tenants used as part of a deployment. Access needs to be granted to each
consultant individually. Workday navigation and Home page configuration allow consultants to
work successfully in the many tenants that exist for each customer. In this chapter, you will
access and set up your tenants.

OBJECTIVES

By the end of this chapter, you will be able to:

• Differentiate between deployment tenants.

• Identify tenant security basics.
• Customize the user interface (UI).
• Configure Workday-delivered cards.

DEPLOYMENT TENANTS

A tenant is a unique instance of the Workday system. The database securely segregates data
through password-controlled access. Each tenant will have a unique URL, and you can
configure the tenant to meet unique business needs.

There are three types of production tenants: Production, Sandbox, and Sandbox Preview.

1. The Production tenant is the environment in which we manage and store a customer's
live, active data. Since a Production tenant often houses confidential employee
information and other sensitive business information, security is critical.

2. The Sandbox tenant helps administrators and consultants develop and test new
features, customizations, and configurations before deploying into the main production
tenant. Data located in the Sandbox tenant is typically a copy of the data in the
Production tenant.

3. The Sandbox Preview tenant is also a copy of the Production tenant, but it includes
added functionality that will be available in upcoming Workday releases. The purpose of
a Sandbox Preview tenant is to help customers understand both their pre-existing
Workday system and additional functionality that will be available in future releases. This

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allows customers to make strategic decisions about when and how to uptake new
features.

Workday also provides Implementation tenants. Implementation tenants provide a secure space
for testing, prototyping, and training. Customers may have multiple implementation tenants for
testing integrations, loading legacy data, and conducting unit and end-to-end user testing.

Additional tenants are also available depending on the products a customer deploys:

• The Global Modern Services (GMS) tenant is a demonstration tenant containing sample,
prepopulated data for a fictitious customer. You can use this tenant for research,
learning, and testing for Workday HCM and Workday Financial Management
deployments.
• The Alma Mater University (AMU) tenant contains preconfigured demonstration data for
educational customers.
• The Green Oak Valley (GOV) tenant is a demonstration tenant available for government
customers.

TENANT SECURITY BASICS

Your instructor will send you the URLs to three tenants. Once you receive the URLs and
passwords, verify the links are active.

The GMS tenant is a demonstration tenant containing sample prepopulated data for Global
Modern Services. This tenant is used for research, continued learning, and testing. Never load
customer data into GMS.

The agpbaseload, also known as the Implementation tenant, is where you load customer's data
(you may also notice this referred to as the empty or foundation tenant). This tenant has very
little prepopulated data.

The Customer Central tenant is an auto-provisioned tenant that contains access to deployment
tools. It sits over all nonproduction tenants to make deployment more efficient, consistent, and
expedient. Configure settings in the agpbaseload tenant to enable access to the Customer
Central tenant.

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~ ACTIVITY 1.1- TENANT ASS'.GN~E-~-1-~ ----

susiness Case: Sign in to your tenants.

... :
Task #1: Sign in to Your GMS Tenant

1. Select the link to the GMS tenant.

2. Sign in to the GMS tenant using the implementer account (jdoe-impf).

3. In your browser, bookmark the page.

Task #2: Sign in to Your agpbaseload Tenant

1. Select the link to the agpbaseload tenant.

2. Sign in to the agpbaseload tenant using the implementer account (jdoe-impl).

3. In your browser, bookmark the page.

Task #3: Sign in to Your Customer Central Tenant

1. Select the link to the Customer Central tenant.

2. Sign in to the Customer Central tenant using the customer central user account (jdoe-
imp/).

3. In your browser, bookmark the page.

4. Repeat steps 2 and 3 for the Customer Central Security Administrator account (ccs) and
the Customer Central Administrator account (cca).
Note: Do not save the passwords to your browser. Saved passwords could cause errors
when loading.

I0 Activity Complete I

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ACTIVITY 1.2 - CREATE SIGNON CUSTOM MESSAGE

- Business Case: In this activity, you will enter your name in the Signon Custom Message
. section in your tenant setup.

Task #1: Enter a Custom Message

1. Sign in to your agpbaseload tenant using the implementer account Udoe-impl).

2. Search for and select the Edit Tenant Setup - System task.

3. Locate the Signon Custom Message box. Enter your name.

4. Select OK, and then Done.

I0 Activity Complete

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l@n
ACTIVITY 1.3 - MAINTAIN CUSTOMER TENANTS AND
~ CONFIRM AGPBASELOAD TENANT
Business Case: In this activity, you will label your agpbaseload tenant in Customer Central.
You will also confirm that your agpbaseloadoad tenant is visible.

Task #1: Maintain Customer Tenants

1. Sign in to your Customer Central tenant using the Customer Central

Administrator account (cca).

2. Select the Global Navigation menu, and then select Central Administration.

3. Locate the Tenant Admin section, and then select Maintain Customer Tenants.

4. In the Current Tenants grid, verify the agpbaseload tenant displays.

5. For the agpbaseload tenant, in the Central Description field, enter Foundation Tenant.

6. Select OK.

7. For the agpbaseload tenant, verify the Tenant Load Status displays Available.

8. Select Done.

Task #2: Confirm the agpbaseload Tenant is Visible

1. Sign in to your Customer Central tenant using the Customer Central user account /jdoe-
impl).

2. Select the Global Navigation menu, and then select Tenant Dashboard.

3. In the Tenant List section, verify the agpbaseload tenant displays with a status of
available.

4. Select the blue agpbaseload tenant link to access the implementation tenant in a new
window.

5. From the agpbaseload tenant sign in page, select Skip to open the tenant.

6. Verify access to the agpbaseload tenant.

7. Sign out.

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I
@ Activity Complete I

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CUSTOMER CENTRAL

For consultants, Customer Central provides the gateway to access the new tools and to
manage interactions between tenants.

Capabilities include:

Manage centralized user access to both the customer's tenants and the deployment
tools.
Migrate data from one of the Workday foundry tenants into a customer tenant.
Orchestrate data migration from tenant to tenant.
Load data from a customer's legacy system into a staging environment, and then to a
Workday tenant.
Compare data instances between tenants to identify differences (DIFFs) that may
require verification or update.

TENANT HEALTH DASHBOARD

The Tenant Health dashboard is located in Customer Central. It provides an efficient method to
view deployment tool status availability, multi-factor authentication configuration, and
information about user setup across tenants.

IMPLEMENTER ACCOUNTS

An implementer account is required to load and extract data. If you are working in an
Implementation tenant, the tenant owner must create an agpbaseload implementer account for
you.

The Create Implementer task allows you to create an account with the appropriate security
access. For the usemame, Workday recommends using the naming convention of (first initial
and last name]-impl.

You can also add user-based security groups to your implementer account from here.

CUSTOMER CENTRAL USER ACCOUNTS

The engagement manager or project manager assigned to the customer is responsible for
establishing user accounts in both Customer Central and the individual Implementation tenants.

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CUSTOMER CENTRAL SECURITY ADMINISTRATORS

This account type has the following capabilities:

Configure security and authentication policies for the Customer Central tenant to
ensure Customer Central adheres to customer policies.
Unlock Customer Central user accounts, monitor sign-in activity, and convert customer
accounts to implementer accounts or vice versa.
Manage the opt-in features and capabilities available specifically in Customer Central.
Create and manage Customer Central security administrator user IDs.

Only administrators have the ability to establish Customer Central accounts. The Customer
Central security architecture is designed to reduce the number of users who can add and
maintain accounts. This achieves stronger controls. Your engagement manager or project
manager may choose to grant administrator credentials to at least one data conversion
consultant on the team.

Key Points:

• The account type's security architecture is not configurable. Rather, it is maintained as

metadata. Every consultant who is granted access via a specific account type will have
identical capabilities.
• Certain key individuals will require multiple account types (e.g., user IDs) within
Customer Central to gain access to functionality they need to perform their jobs.
• The user IDs associated with Customer Central administrator and Customer Central
user accounts must match the user IDs maintained in each corresponding
Implementation tenant. This match allows you to use the deployment tools against the
corresponding Implementation tenant.

u Note: Workday strongly recommends that you create a backup security

administrator to perform security administration responsibilities in case you need to
make changes to another security administrator account. Customers are
responsible for immediately disabling the accounts of employees or consultants
when they are no longer required. If access to all security administrator accounts is
lost, you must submit a customer care case to provision a new security
administrator in the Customer Central tenant.

CUSTOMER CENTRAL ADMINISTRATORS

This account type has the same capabilities as a Customer Central user, plus the following:

Manage user administration and tenant administration.

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• Set up and maintain Customer Central administrator and Customer Central user
accounts.
Manage which tenants the Customer Central users may use the tools against.
Establish user accounts designated as implementers (only if the Customer Central
administrator is an implementer).
• Authorize which tenants fall under the Customer Central umbrella.
Monitor certain activities performed by Customer Central users.

CUSTOMER CENTRAL USERS (IMPLEMENTERS)

The Customer Central user account type has the following capabilities:

Use the Customer Central-based deployment tools.

• Seed the initial foundation tenant with factory default data.
Load customer-provided data into Workday.
Perform data conversion activities using the new deployment tooling.
Use the Configuration Catalog to migrate predefined configuration sets from WDSetup
into the customer's nonproduction tenant.

MONITORING CUSTOMER CENTRAL ACCOUNTS

The administrator can use the All Workday Accounts report and the Convert Customer Central
User Account task when verifying and managing Customer Central accounts.

ALL WORKDAY ACCOUNTS

This report displays a list of all accounts in Customer Central. The security administrator has
access to run this report.

CONVERT CUSTOMER CENTRAL USER ACCOUNT

If the account type is a Customer Central administrator, Customer Central user, or Customer
Central security administrator, this task displays Customer Central user accounts and details. If
an implementer account is inadvertently set up as a customer account, this task allows you to
convert the account.

PASSWORD PROTECT FOR ADVANCED LOAD

Advanced Load requires password protection on the files it generates. Customer Central users
can establish and maintain a default password for Advanced Load files via the Configure
Implementation Default Password task.

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ACTIVITY 1.4 - CONFIGURE DEFAULT PASSWORD

FOR ADVANCED LOAD
Business Case: In this activity, you will create the default password for Advanced Load.
. ........
Task #1: Create the Default Password

1. Sign in to your Customer Central tenant using the Customer Central administrator
account (cca).

2. Search for and select the Configure Implementation Default Password task.

3. Select OK to initialize and continue.

4. For the New Password and New Password Verify fields, enter 11BUTE11.

5. Select OK, and then Done.

I0 Activity Complete I

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WORKDAY UI

The Workday UI is designed to be flexible and customizable to suit the unique requirements of
each customer. When a new tenant is set up, it may not be fully configured from the outset,
unlike a reference or demonstration tenant such as the GMS (Global Modern Services) tenant,
which often showcases a more comprehensive setup.

This allows customers to tailor their Workday experience according to their specific workflows,
processes, and preferences. The initial configuration serves as a foundation that customers can
build upon by adding or modifying elements such as user interfaces, reports, dashboards, and
more to align with their organizational needs.

WORKDAY HOME UI

The Workday Home page is designed to create a curated experience for all workers, as well as
access to common tasks and timely information. Workday Home offers a personalized lens into
Workday, surfacing suggested tasks, transactions, announcements, reports, and insights. This
includes:

Elements Description
Global Navigation Quick access to a user's Workday applications.
menu
Announcements Displays up to three announcements.

Awaiting Your Displays up to four of the most recent items, which includes:
Action
• The top two items are lnbox items.
• The third item displays journey details, if applicable, otherwise it
displays a card.
• The fourth item displays a card, if applicable.
If there are no journey items or cards to display, then the top three most
recent lnbox items display in this section.
You can expand this section by selecting the View More button.
To enable or disable this section, navigate to the People Experience
Workspace report. In the Home Cards Workspace section, under Home
Page Settings, select the Enable lnbox checkbox. You can also publish
or unpublish the cards in the Home Cards Workspace.
After you select Enable lnbox, Workday displays the Disable Hiding
checkbox that enables you to prevent users from hiding lnbox preview
items.

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Elements Description

The Go to All lnbox Items button in the Awaiting Your Action section
provides you with a direct link to your lnbox, and a view of the total
number of lnbox items from the Home page.

Managers can also select the Quick Review button in the Awaiting Your
Action section to review and approve select transactions.
-Recommended For Displays these two cards by default:
-

You
. Explore Org Chart
. View Your Profile
You can personalize this section by adding one or more relevant cards,
or removing this section by unpublishing the cards.

Quick Tasks Displays three links to internal tasks. This section only displays when
you enable User Experience Machine Leaming on the Innovation
Services anQ Data Selection Ogt-ln report.

Timely Suggestions Displays up to three cards by default with an option to view more cards.
Workday displays an empty section when you have not added cards
that map to this section on the Home Cards Workspace report. This
may include suggestions like keeping updated home and work contact
information, required learning, and upcoming time off.

View All Apps Displays worklets and external links. You can use the Maintain
Dashboards report to configure worklets and external links for the Home
dashboard. Worklets display in the order that users specify when
configuring the Global Navigation menu on the Home page.

Your Top Apps Displays the first four apps or worklets from the View All Apps section
and the Global Navigation menu.
r--
Team Highlights Displays the following for managers:
. Four of their direct reports with the option to view a total of eight.
. Navigate to direct reports' worker profiles .
. Gather relevant insight related to their team .
. Navigate to the Team Org Chart.
You must publish the Required Leaming card to display the required
learning insight on the manager's Home page in the Team Highlights
section.
....._ -
Important Dates Displays the following for managers:
. Time offs, birthdays, and anniversaries for the manager's direct
reports.

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Elements Description
Holidays for the manager.

You can disable any of these events by accessing the Home Page
Settings on the People Experience Workspace report and clearing the
event in the Important dates section.

Workday Assistant Chatbot that allows workers to act on and access information
throughout Workday. This uses natural language processing, so
workers can ask the assistant questions in their own way, and the
assistant will bring back answers and actions.

WORKDAY DELIVERED CARDS

Cards provide context and guidance on what a user may need to do at any given time. There
are two types of cards, including:

• Workday-delivered cards: Over 65 delivered home cards that are available.

Custom cards: Workday Extend allows you to create custom cards with third party data.
This allows you to use real-time data from third-party vendors on the Home page. This
requires a Workday Journeys subscription, with the configured security domain Setup:
Custom Card, as well as additional configuration considerations.

The Home Cards Workspace allows you to configure which cards display for users. Use Add
Card to select which delivered cards display for users, depending on their security. Use the
Create External Card task to create a custom card. After adding a card, it will display in the
Home Cards Workspace as Unpublished. It will not display for users until you publish the card.

Within the Home Cards Workspace, there is direct access to the information in the Administrator
Guide on all delivered Home page cards. Information on each card includes:

Domain
• Tasks and Reports
Description
Section of the Home Page they display within
Display Time Frame

You can edit some aspects of certain Workday-delivered cards, including: Customize Title,
Customize Subtitle, and Display Schedule. When editing a card, the Time Before Event and
Time After Event fields control the Display Time Frame of the card. You can preview editable
Workday-delivered cards before publishing.

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WORKDAY ASSISTANT

Workday Assistant is a digital chatbot designed to help workers retrieve information and
complete tasks. It uses natural language processing, which means workers can interact with
Workday Assistant in a conversational manner. For example, if you want to know your vacation
balance, simply ask, "What is my vacation balance?" or "How much vacation lime do I
have?" Workday can extract an understanding of a worker's input and take the appropriate
action.

Here are examples of what workers can do with Workday Assistant:

View worker information.

• View personal information.
Locate payslips, tax forms, benefits, and compensation details.
Request time off and view balances.
Give feedback to a coworker.
Managers can view direct report information.

Note: Workers can use Workday Assistant directly from Workday and from natural
workspaces {i.e., Microsoft Teams and Slack).
Workday Assistant requires a signed Innovation Services Agreement {ISA).

Resource: For additional information on Workday Home, enroll in the Workday

Home {Subscription) training, or search for "Workday Home" in Workday
Community.
Additionally, for more information about Workday Assistant, search for "Reference:
Edit Tenant - Setup Assistant" in the Administrator Guide.

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00 ACTIVITY 1.5 - CUSTOMIZE HOME PAGE

Business Case: Your client would like to leverage the use of Home Cards to communicate
timely tasks and reports to workers. In this activity, you will enable the People Experience
functional area to allow for Home Cards configurations. Then, you will review, add, and modify
cards for the Home page.

Task #1: Enable People Experience Functional Area

1. Sign in to the agpbaseload tenant using the implementer account (jdoe-impf).

2. Search for and select the Maintain Functional Areas task.

3. Locate the People Experience functional area.

Hint: Select the Functional Area column and filter on People Experience.

4. Notice the People Experience functional area is not enabled. Select the checkbox to
enable it.

5. Select OK.

6. Search for and select Activate Pending Security Policy Changes.

7. Enter a comment about enabling the People Experience functional area and select OK.

8. Select Confirm and then select OK.

Task #2: Review, Add, and Configure Cards

1. Search for and select the People Experience Workspace report.

2. In the panel on the left, within the Home Page section, notice the Cards page displays
automatically.

3. From the All Cards grid, review the cards listed and their statuses. You can sort the list
by selecting the name of a column header.

4. Select the Add Card button.

5. Locate the Add/Update Goal card, and select the checkbox next to the card.

6. Select the Add button to add the card to the Timely Suggestions area of the Home page.

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7. From the All Cards grid, locate the Add/Update Goal card. Notice that the card has a
status of Unpublished.

8. In the Add/Update Goal card row, select the ellipsis. Notice a menu displays with
options to Edit, Preview, Publish, and Remove.

9. Select Preview. Review the card.

10. From the Add/Update Goal settings section, select the ellipsis and then select Edit.
.t!inl The ellipsis is located next to the Publish button.
11. Review the card elements that you can customize, such as Title, Subtitle, Display
Schedule, and Publish on Home. For the Add/Update Goal card, what are the default
display schedules for both Time Before Event and Time After Event?

12. You are ready to publish the card. From the Publish section, select the checkbox for
Publish Card on Home.
~ : You can also publish a card from the ellipsis shortcut menu when selecting a card.

13. Select OK.

14. From the Home Cards Workspace page, notice the status for the Add/Update Goal card
has changed to Published.

I0 Activity Complete I

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ACTIVITY ANSWER - CUSTOMIZE HOME PAGE

Task #2: Review, Add, and Configure Cards

11. Review the card elements that you can customize, such as Title, Subtitle, Display Schedule,
and Publish on Home. For the Add/Update Goal card, what are the default display schedules for
both Time Before Event and Time After Event?

Time Before Event: 6 weeks before

Time After Event: 2 weeks after

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CHAPTER 2 - INTRODUCTION TO DEPLOYMENT AND

OPTIMIZATION TOOLS

OVERVIEW

Consultants use Workday deployment tools to build tenants during deployment projects. This
chapter will introduce you to the deployment tools and the phases of deployment.

OBJECTIVES

By the end of this chapter, you will be able to:

• Review the available deployment tools.

• Define deployment terminology.
• Identify the Workday deployment stages.
• Review customer requirements.
• Determine the best deployment tools to use when designing a customer's tenant.

DEPLOYMENT TOOLS

Workday consultants and partners can use deployment tools to build tenants during deployment
projects. This table defines many of these tools as a quick reference.

Term Definition
WDSetup Source of factory default data for foundation recipes and Configuration
Catalog. Content in WDSetup goes through a vetting and
standardization process to ensure it adds value and minimizes
migration issues.

Foundation Organize the content in WDSetup into configuration packages. We

Recipes consolidate these packages into recipes based on product SKU and
countries. During the Foundation tenant build, implementers can select
factory default data to load based on customer scope of work.
,__
Advanced Load Export, manipulate, and load data using XLSX, CSV, CSV ZIP, and
XML files. Generate customer-facing workbooks and load data into the
Advanced Load staging area. View data in Advanced Load using
faceted search capabilities. Previously known as CloudLoader.

Configuration Migrate specific data sets of factory default data from WDSetup into
Catalog customer non-Production tenants. This includes certain reports and
other sets of configuration.

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Customer Central An Implementation tenant that serves as a central hub to secure access
to data migration tools Use it in deployments and ongoing Workday
Iconfiguration management.
Migration Recipes Migrate setup and configuration data from one customer tenant to the
next. Uses built-in DNU (Do Not Use) functionality to easily filter out
nonrelevant data.
Tenant Compare Compare data from one customer tenant to the next. Useful in
-
reviewing content changes and validating tenant builds and migration.
Object Transporter Migrates setup and configuration data from one customer tenant to the
next. Also migrates data sets from Configuration Catalog to a customer
tenant.
0----
-
iload Legacy implementation tool that manages data migration and data
loading.

EIB An integration tool that enables you to build simple inbound and
outbound integrations between Workday and external endpoints.
-
FOUNDATION RECIPES

A foundation recipe is a fixed scope of setup and configuration tasks used to build the
foundation tenant. It is sourced from Workday-owned foundry tenants. The foundation recipe
consists of configuration packages that contain the tasks needed to build the initial tenant. The
recipe determines which configuration packages to use, based on the tags selected when the
recipe is executed. Tag categories include country and Workday SKU options. The foundation
recipe will then orchestrate the process to build the processing activities and processing order,
based on which dimensions are in scope.

In this class, the foundation recipes have already been run in your tenant.

CUSTOMER CENTRAL TASK - FOUNDATION TENANT BUILD

The customer central Foundation Tenant Build task uses foundation recipes to orchestrate the
build process and to help pull in relevant factory default data based on the customer's scope of
work.

We currently offer several recipes. You must run recipes one at a time.

Foundation Tenant Build Order

There are many recipes to select from when using the Foundation Tenant Build task. We
recommend that you run the various recipe types in this order:

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1. Baseline Foundation Recipes: Select the appropriate deployment approach tags (LE,
Launch, LX, Launch Now) in addition to the appropriate scope tags based on the
Statement of Work (SOW). Make sure the tag selections are correct. You should only run
the Baseline Foundation Recipes once into an empty or vacant initial tenant.

2. Industry Recipe: Select the appropriate scope tags for a particular industry. Use the
Commercial industry tags if no other industry is applicable.

3. FIN Country Recipe: Contains country-specific content for Expenses, Financial

Management, and Taxes. You must first select the corresponding scope tags in the
Baseline Foundation Recipes (select Financial Management or Expenses Baseline
Foundation Recipes).

4. HCM Country Recipe: Contains country-specific content for Absence, Benefits, HCM,
and Time Tracking. You must first select the corresponding scope tags in the Baseline
Foundation Recipes.

5. Collective Agreements Recipes: Contains Collective Agreements and Notice Period

and Probation Period Rules for France and Italy. Select only the Collective agreements
applicable to the customer.

FOUNDATION TENANT

Building the Foundation tenant is typically the responsibility of a data conversion consultant and
consists of three primary activities:

• Seeding the customer's tenant with a set of starting configuration or factory default data
from a foundry tenant (WDSetup).
Loading customer-provided data that is representative of their organizations, jobs, and
worker data.
Running through a set of data validation and data transformation steps to ensure the
tenant's contents are actionable.

The next section addresses the activities and the deployment tools associated with populating
the Foundation tenant.

SEED FOUNDATION TENANT FROM FOUNDRY

The process for seeding the Foundation tenant with factory default data includes the following
steps:

1. Identify Customer Scope of Work

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2. Foundation Tenant Build

3. Verify Target Tenant

4. Resolve Errors

Using information from the customer's scope of work and discussions with relevant project team
members, you can identify the product SKUs and countries relevant for the customer's
deployment scope.

In the Customer Central tenant, run the Foundation Tenant Build task and select the correct
recipes based on the scope of work. Run the recipes one at a time, starting with the SKU-based
recipe. Once it is complete, submit the country-based recipe.

After you submit a recipe for processing, you can use the View Tenant Build page to monitor the
status of the build. This page also includes several details related to the process, including the
build parameters, associated tenants, and recipe execution steps. Once the process completes,
View and Diff buttons display next to rows containing errors.

FOUNDATION TENANT BUILD COMPONENTS

Behind the scenes, there are three separate components associated with the seeding of factory
default data:

• The factory default data, which is housed in a Workday foundry tenant called WDSetup
Foundation recipe definitions
• Customer Central's Foundation Tenant Build task

FOUNDRY TENANTS

Foundry tenants are the source of all factory default data. Workday currently manages two
foundry tenants: one for the Workday medium enterprise launch offerings, and WDSetup for
everything else.

At the start of deployment projects, you will pre-configure the customer's Foundation tenant with
factory default data. This data provides a starting point, including a common set of security
groups, security policies, and business process definitions. This content, if configured from
scratch for each customer, would require hours of effort, thus extending project timelines.

IMPLEMENTATION SUITES

Implementation suites are considered factory default data and therefore loaded as part of
foundation recipe processing. The most common implementation suites housed in WDSetup are
loaded as part of the Foundation tenant build. The suites include: Optimized HCM

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Implementation, Optimized Financials Implementation, Optimized Payroll Interface

Implementation, and others.

Implementation suites in Customer Central display tasks by implementation type.

From this centralized view, users can perform certain actions against a specific tenant's
implementation by selecting the suite's Related Actions.

Options include:

Edit a suite's contents.

Bulk configure API versions associated with the implementation components in the suite.
Make a copy of the suite within the same tenant.
• Migrate a copy of the implementation suite into a target tenant.
Delete the implementation suite in the specific tenant.

The grid section of the implementation suite displays the status of each implementation task and
which tool was used to execute the task. The Advanced Load column indicates which
implementation tasks are not yet supported.

CUSTOMER CENTRAL TOOLING

Customer Central is an Implementation tenant that serves as a central hub to secure access to
data migration tools. Use it in deployments and ongoing Workday configuration management. It
is where you access advanced load functionality.

CONFIGURATION CATALOG

The Configuration Catalog contains predefined configuration packages of factory default content
sourced from WDSetup. The configuration packages include country-specific setup data,
custom reports, and custom integrations. Users can then modify the data to align with
the customer's needs. Both implementers and customers can access the Configuration Catalog
from the Tenant dashboard in Customer Central.

Each configuration package description contains information that defines the applicable SKU,
content details. and any required prerequisite data.

' ADVANCED LOAD

Advanced Load primarily supports three use cases:

• Augment setup and configuration data outside of the recipe process.

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Fix errors that occurred as part of recipe processing.

Bring customer-provided legacy data, such as companies, locations, and worker data,
into a customer tenant.

Advanced Load displays data in a tabular representation of a web service (we will discuss web
services later in the course). The representation is normalized, which makes the templates
easier to populate. Advanced Load is also bi-directional. Users can extract data, edit, and load
the revisions back to the target tenant. They do not need to reformat, manipulate, or delete
columns of data.

When bringing data into Workday via Advanced Load, it is initially loaded into a staging
environment. Workday will perform some initial validations based on the schema requirements
and highlight these errors to you.

Once in staging, you can import and export the data. You can also manipulate and update the
data. Workday will perform additional validations when the data is loaded to the tenant. Types of
validations include assessing data dependencies and verifying that conditionally required fields
are populated. If these errors exist, you can correct them in staging or export the data to revise.
Once you correct the errors and pass validation, you can load the data to the target tenant.

Advanced Load currently supports the following file formats: XLSX, zipped CSV, Workday XML,
and iLoad XML.

ADVANCED LOAD SETS

You can perform actions on multiple advanced loads at once by adding them to an advanced
load set. Use the set's Related Actions menu to perform the same actions available on an
individual advanced load: download templates, import from tenant, import files, and load data.

Run the Create Advanced Load Set task to create a set. You can include existing advanced
loads and create new advanced load types to add. New advanced loads generate
automatically after you configure the advanced load set. You can then update the order column
to define the load sequence.

CONFIGURATION WORKBOOK

Use the Configuration Workbooks to gather customer-specific configuration data. Workday

updates the templates with each release where applicable. Download them directly from
Workday Community for each new customer.

The customer completes the relevant Configuration Workbooks during the Architect phase of
the project, after the Discovery Sessions.

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Resource: You can download workbooks from Workday Community by either

searching for "Deployment Workbooks" or navigating to Learn > Services
Basecamp > Deployment Tools > Deployment Workbooks.

OBJECT TRANSPORTER

Object Transporter (OX) enables users to copy objects to an Implementation or Sandbox tenant.
OX migrates associated dependencies and indicates if there are issues with the migration. Both
implementers and customers can use OX.

Example: A consultant needs to migrate multiple custom reports to a different

tenant to use for the next tenant build. You can migrate an individual custom report
or create a configuration package to migrate multiple at once. OX will migrate the
custom reports and any calculated fields they contain.

TENANT TOOLS

EIS

Enterprise Interface Builder, or EIS, is an integration system that enables you to load data into
Workday using a spreadsheet. It is only available for some web services. In some cases, you
could load data either using iload or an EIS if the new tooling does not yet support the
implementation task.

Run the Implementation Types Detail report to identify if the tooling supports the implementation
component.

Inbound EIB Components

For most inbound EIBs, you need to configure two components: an inbound EIS integration
system and a spreadsheet template. The EIS integration system controls how you input data
into Workday, whereas the spreadsheet template contains the data itself.

Create an Inbound or Outbound EIB

Use the guided Create EIS task to configure both inbound and outbound EIBs. The task
provides a simple guide consisting of five sections:

• General Settings
• Get Data
• Transform
Deliver

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Review and Submit

General Settings

The General Settings section includes the EIB's name, ID, and description.

Get Data

For inbound EIBs, the Get Data section includes two subsections: Data Source and Data
Format.

Data Source

In the Data Source section, you can attach the file with the data you want to input in Workday
when you launch the EIB. Alternatively, you can specify an external endpoint where Workday
can retrieve the file from a given transfer protocol, including:

• Amazon Simple Storage

FTP/SSL
• Secure File Transfer Protocol (sFTP)
• Google Drive

To configure a transport protocol, select Use Existing Retrieval Method and then identify the
protocol in the Retrieval Details and File Name fields.

Data Format

The File Type will most often be Web Service Spreadsheet Template, which populates as the
default value. Edit the section to specify how the web service operation template will generate. If
uploading data to a custom object, you should use a Custom Object Spreadsheet Template.

Transform

In the Transform section, you can specify how to transform the data. If you use a spreadsheet
template, select Template Model from Web Service Operation as the Transformation Type.

Deliver

The Deliver section specifies the web service operation or custom object you use to input data.
If you select a web service spreadsheet template in the Get Data section, the web service
operation will default.

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Spreadsheet Templates

When you create an inbound EIS using a web service operation, Workday creates a template
model for the EIS based on the selected web service.

The template model defines what kind of information you can input, and how. You can modify
these templates to simplify data entry, including:

• Overriding column values

Providing labels and cell comments
Reordering worksheets
Hiding unwanted items

Template Versions

You can create multiple versions of a spreadsheet template for different uses. For each version,
you must configure a separate EIS integration system.

Example: You can hide certain columns in a spreadsheet template for base pay
data, but leave them for bonus and allowance plan versions. You can also create
template versions for different compensation plan types.

Template Model Patterns

Template models use patterns to determine the spreadsheet's structure. There are three
template model patterns:

• Business Process: Triggers business processes.

• Data Load: Inputs and modifies data in Workday.
• Web Service Background Process: Inputs and modifies data using Import web
services.

View Template Model

To view an EIS's template model, go to its Related Actions, then select Template Model > View.
The View Template Model task lists all the sheets within the spreadsheet template. If you
expand a sheet's folder, you can review the fields in it, which appear as columns in the
spreadsheet.

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These are the same fields that are in the web service operation's corresponding Workday task.
The template model indicates which fields are required, which correspond to required fields in
the Workday task.

Template Structure

Within the spreadsheet templates, you will use integration IDs to help Workday identify
what each piece of data in the spreadsheet means and how it relates to Workday tasks and
objects. You will most often use reference IDs, but it is helpful to understand the three types of
integration IDs.

Generate Spreadsheet Template

To enter or modify data for an inbound EIB, you use the Generate Spreadsheet Template task,
accessed from an EIB's Related Actions. In most cases, this creates a blank spreadsheet where
you input all data, but some web service operations enable you to generate a spreadsheet with
autopopulated data, like job profile data.

You can generate spreadsheets in XML and XLSX formats, both of which you can open and
modify in Microsoft Excel. Files in XLSX format are 50-60 percent smaller, so Workday
recommends using XLSX files.

Launch a Template-Based Inbound EIB

After creating a new EIB, Workday displays the View Integration System report. Use the
integration system's Related Actions to launch an integration.

From Launch / Schedule Integration, specify when you want to run the integration. You can run
the integration immediately, or configure a schedule.

To find an integration system after its initial creation, use the intsys: prefix in the Search bar.

Launch Parameters

When launching an integration, you can specify certain values, known as launch parameters.

Launch Parameter Definition

Integration Create an attachment object and upload your spreadsheet, or select

Attachment an existing attachment.

Load Error Limit Specify an error limit for the upload process. You can select a value
from 1 to 10,000 or specify Unlimited. The process stops when it
reaches the error limit.

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Launch Parameter Definition

Validate Only Load Validate your input data without performing an actual upload,
providing a trial run so you can correct any data errors.
Add Errors to Generate errors in the spreadsheet attachment, allowing you to
Attachment troubleshoot. You can find the attachment in the Integration Events
report.

Integration Events

Launching an integration system creates a new integration event. The integration background
process performs any required transformations and outputs appropriate files or messages as
part of the event.

When an event completes as part of another, it is called a child event or process. The event it
belongs to is the parent event.

When you launch an integration event the following information displays:

Process status
Integration system
Processing time
Process history, including any child processes
Process details, including involved users
Output files
Messages, including error and warning messages

Ii.Q: You can relaunch an EIB from a previous event's Related Actions. The EIB
uses the same launch parameters as the original event by default, but you can
change them. You can relaunch as long as the event happened in the last 30 days,
still uses a valid EIB, and did not have a critical error.

ILOAD

iLoad is a legacy tool that enables implementers to load data through the use of spreadsheets.
It differs from Advanced Load in that you only manipulate the data outside of the tenant, within
an iLoad spreadsheet. Advanced Load expands upon what iLoad offers by enabling
implementers to edit data directly in the tenant via Data Editor. Implementers can also identify
errors more quickly with Advanced Load and avoid the series of steps required to load
an iLoad template.

Workday introduced the new implementation tools, which include Advanced Load, Migration
Recipes, and Tenant Compare, to build customer tenants faster and with greater accuracy. The

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tools also provide greater visibility into the tenant management process. The development of the
new tooling is part of the overall goal to reduce the cost of implementation. Building tenants and
migrating customer data take a significant amount of time and resources. The new
implementation tools will replace the use of iload in phases. The overall initiative is called the
'Road to Zero iload.'

Until the new tooling supports all implementation areas, you may need to use iload.

Configure iload Password

Since each iload spreadsheet is password protected, you must configure this password before
generating any iload spreadsheets to extract or load data in the tenant. The iload tenant
password applies to all iload templates generated from the tenant. The implementer can
change the password anytime. However, be cautious when multiple consultants are loading.

Note: The consultant should not configure the iload password on a project. The

I t EM or PM configures the iload password.

The Configure iload task allows you to set the iload password for the tenant. Selecting the Use
as Default Password in Load Data checkbox will allow you to load without entering the
password every time. If you do not select this option, you will need to enter the required
template password when you initiate a load. The template password does not have to match the
iload tenant password, but the tenant password rules apply to the iload password.

Create an Implementation Suite for iload

Implementation suites are configurable tables in Workday that contain areas and tasks related
to building a new Workday tenant or deploying additional functionality.

An implementation suite allows you to load or extract data at the task, area, or suite level with
the iload tool. On a deployment, a consultant typically creates the implementation suite based
on the needs of the customer. You may include only applicable implementation tasks to help get
a visual status of the load. This is necessary if you are going to load an entire implementation
area and not all the tasks are in scope.

Keep the following in mind regarding implementation suites:

• The implementation task represents a specific object in the system. Data is most often
loaded or extracted at the task level.
• The implementation area is a grouping of tasks into a functional area. For example,
payroll tasks, such as Pay Group Automatic Assignment Rules, Pay Groups. Pay Run
Groups, and Run Categories, belong to the Run Categories and Pay Groups
implementation area.

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• An implementation suite is a collection of implementation areas and implementation

tasks.

The Create Implementation Suite task gives you the option of creating a new suite or creating a
suite from a template. Typically, a consultant creates the implementation suite from a template
and renames the suite.

The Implementation Suites report allows you to view all the suites in your tenant.

You can also edit an implementation suite from this report. Select the implementation suite's
Related Actions icon, and then select Implementation Suite > Edit.

Template Structure

The iload template structure consists of columns and rows that require specific information. The
iload template organizes the columns into sections that help you understand what type of
information you need to enter. The template includes sections for almost anything that appears
within the Workday user interface.

For example, if you view the required fields when creating a company in the user interface, you
will notice the fields: Name, Code, Include Code in Name, Subtype, Visibility, External URL, and
Company Currency.

Now, view the template structure for Companies. The task the template represents is at the top
of the sheet - in this case, Companies. The color-coded pieces of the spreadsheet are there to
help you differentiate the sections of a template. For example, there is a section called
Company_Reference. This section is where you can establish a reference ID for the company
that you are creating. The Company Data section follows this section.

If you scroll to the right in the template, you will notice a section called Organization Data. This
area is within the section called Company Data. This area has columns for the Organization
Name, Organization Code, and a Yes/No column for whether or not to Include Organization
Code in Name. Each column corresponds to a field within the Workday user interface.

In addition, there are often columns for fields included elsewhere in the system. For example, if
you scroll to the right, you will notice the section, Tax ID. You can find Tax ID from the company
object's Related Actions when using the user interface.

Object Relationships

Objects in Workday are related to one another. For example, an organization will relate to an
Organization subtype and an Organization visibility. The organization will also have assignable
roles and might be an included organization in a hierarchy, and a hierarchy might be
subordinate to another hierarchy. You need to understand the objects that are related to other
objects in order to populate iload templates.

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In the create organization example: When you create an organization, the options for Subtype
and Visibility must already exist in Workday before you can select them from the prompt within
the user interface. In the iload spreadsheet, the same rules apply, but you must define this
relationship from within the spreadsheet. In the iload spreadsheet, you relate objects using a
variety of object IDs.

IDs in iload Templates

Each time you have to designate an object's relationship to another object, you will use an ID.
These IDs will come in a set of three fields: the ID Type, ID Descriptor, and the actual ID itself.
The iload template requires the ID Type and ID, but the ID Descriptor, while helpful, is optional.

The ID types that are available display in a pull-down menu in the cell of the ID Type column. In
some cases, you will have an option of the WID, the object reference ID, and possibly an
integration ID. In other cases, you will only have one of these options.

You will also need to know the IDs of existing objects to associate them to related objects. For
example, in order to set the company's visibility, you will need to know the ID of the appropriate
visibility. You can use the Integration IDs report to find the business object, Organization
Visibility.

We recommend that if you have the option to select a reference ID, you should choose to use
the reference ID. Then, if you load tenants from the same spreadsheet templates or WDSetup,
the reference IDs will stay the same in each tenant.

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~ ACTIVITY 2.1 - EXPLORE DEPLOYMENT TOOLS

Business Case: In this activity, you will view the Implementation Suites report and explore
Customer Central tools.

Task #1: View the Implementation Suites Report

1. Sign in to your agpbaseload tenant using the implementer account (jdoe-imp{).

2. Search for and select the Implementation Suites report.

3. Select Optimized Financials Implementation.

4. Notice the implementation areas and implementation tasks with API versions.

Task #2: Customer Central Tools

1. Sign in to your Customer Central tenant using the Customer Central user account (jdoe-
imp{).

2. Select the Global Navigation menu.

3. Select Tenant Dashboard.

4. From the Tenant Tasks section, select Configuration Catalog.

5. Notice the source tenant is WDSETUP and that you can indicate a target tenant.

6. Select Cancel.

7. Select the Global Navigation menu.

8. Select Advanced Load Dashboard.

9. Notice the Advanced Load Sets and Advanced Load sections. This is where you can
create and manage Advanced Loads.

10. Select the Global Navigation menu.

11. Select Object Transporter (OX 2.0).

12. From Migration Tasks, select Migrate with Object Transporter 2.0.

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13. Notice the Source Tenant and Target Tenant fields. These fields identify which tenanted
data you want to migrate.

14. Select Cancel.

15. Select the Workday icon to return to the Home page.

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MEET THE CUSTOMER

In this course, we will have a fictitious client called EcoEdge Technologies (ET). EcoEdge
Technologies (ET) specializes in delivering cutting-edge green smart home technology. Their
mission is to provide state-of-the-art solutions that seamlessly integrate environmental
sustainability with advanced home automation, enhancing the overall living experience for their
customers.

For this project, your client utilizes Workday Human Capital Management (HCM), Financial
Management (FIN), and Payroll. As the appointed consultant, your role involves adapting their
Foundation tenant based on the specific design and data requirements they provide. This
process will entail using an array of deployment tools and engaging in system configuration. The
final phase will involve validating the modified tenant to ensure alignment with the customer's
specified requirements.

TOOLKIT

There are many deployment tools and some of them overlap in their functional use. Here is an
outline of what the tools are and if they are for non-implementers or implementers.

Tool Description Audience

Enterprise Interface Used to build simple inbound and outbound Implementers &
Builder (EIB) integrations between Workday and external Non-Implementers
endpoints.
Advanced Load Used to export, manipulate, and load data using Implementers
XLSX, CSV, CSV ZIP, and XML files.
,- -
Change Tracker Returns changes made to configuration data Implementers
within the selected timeframe and for selected
Iusers.
1
Configuration Used to migrate specific data sets of factory Implementers &
Catalog default data from WDSetup into customer non- Non-Implementers
Production tenants. This includes certain reports
and other sets of configuration.
Customer Central An Implementation tenant that serves as a central Implementers &
hub to secure access to data migration tools. Non-Implementers
- ,- -
Foundation Recipes Used to organize the content in WDSetup into Implementers
configuration packages. We consolidate these
packages into recipes based on product SKU and
countries.

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Tool Description Audience

iload Legacy implementation tool used to manage data Implementers

migration and data loading.

Implementation Centralized access to view relevant Implementers

Suites Summary Implementation suites within customer
Implementation tenants.

Migration Recipes Used to migrate setup and configuration data Implementers

from one customer tenant to the next. Uses built-
in DNU (Do Not Use) functionality to easily filter
out nonrelevant data.

Object Transporter Used to migrate setup and configuration data Implementers &
(OX 2.0) from one customer tenant to the next. Also Non-Implementers
migrates data sets from Configuration Catalog to
a customer tenant

Tenant Compare Used to compare data from one customer tenant Implementers
to the next. Useful in reviewing content changes
and validating tenant builds and migration.

WDSetup Source of factory default data for foundation Implementers &

recipes and Configuration Catalog. Non-Implementers
PACMAN (Phase X The PACMAN suite of integrations should be Implementers
Tool) used to jumpstart all Phase X projects. This easy-
to-use tool will extract preconfiguration from
WDSetup and provide a curated, established
starting point for Phase X configuration.

WORKDAY DEPLOYMENT STAGES

You will follow the four Workday deployment stages for each customer deployment. The
following table defines each stage.

Establish project management and Engagement Manager or Project

administration based on an agreed Manager provides customer with data
upon scope. workbooks to complete. Load setup
data.

Architect & Collaborate with customer on Customer provides data workbooks.

Configure business requirements and deploy Load the remaining data types one at a
the Workday design using time over the course of the stage.

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Stage Definition Data Timeline

prototypes to advance the
configurations.
Test Validate configuration decisions and Evaluate data accuracy and track
customer readiness. changes for the next tenant build.
-Deploy Move to production, stabilize, and
-
Migrate all data to Gold tenant.
transition to customer operations.

DEPLOYMENT STAGES AND APPROACHES

The deployment approach differs between medium enterprise customers (Workday Launch) and
large enterprise, education, or government customers (Workday Your Way). The following
graphics outline the tenant types and testing during each stage of the project for both customer
types.

Workday Your Way tenants:

Workday Methodology

Plan

---- ---
--- --
Architect & Con~gure

.. ............
- ...... ....--- ---
--
...... Onip,C. . . . .

~·~
...,. ........ ,...
THl
, .... bl---.
.._
__
Deploy
J[M--
.....,
~ ............
---
.....,v._ .._ _
c-- . ...... J .......

_.__
, ....... CltallDOlf

·--
c---

[Link] A S ~
( .... (

PROJECI [Link][Jil
c--
[Link].-J-- -

[Link] TRAMS!'

The Workday Your Way approach outlining the four stages: Plan, Architect & Configure, Test, and Deploy.

Workday Launch tenants:

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Workday Methodology I Launch

...-- ·-- ... --- --- -.........-·-

Atchllect & Configu,. [Link]

__ --·- -..
Deploy

"
,--
-·-
..._,,....
... .....,u~u..
--- -·-
. . . . . . . . . . . . . . ildlelll

--
,.......,,.......,_
~c...----•
............
. . . . . . lNft"lll ....-
l.-a«-11. . .

c:-.-
c.u.i,.......-.
_,..._,__
J ,...,...._Olltl

..,, ,_~~
.J--

, ,....... ......
"''----~
IMU.y_....,-
tN,_.,._
(Jlf.a..,.......

The Workday Launch approach outlining the four stages: Plan, Architect & Configure, Test, and Oeploy.

Note: Workday Your Way customers use more tenant builds and testing periods.
The following factors impact the number of tenant builds:

The size of the company

The complexity of their data
How many products they deploy

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ACTIVITY 2.2 - DEPLOYMENT STAGES, APPROACHES,

AND IMPLEMENTATION TOOLS
Business Case: Familiarize yourself with the implementation tools and deployment stages.

Task #1: Which Term, Tool, or Phase?

A. Foundation Recipe

B. Plan

C. Architect & Configure

D. WDSetup

E. Object Transporter

F. Customer Central

1. Source of factory default data for Foundation Recipes and Configuration Catalog.

2. An Implementation tenant that serves as a central hub to secure access to data

migration tools.

3. The last deployment stage for loading data types.

4. The first deployment stage and initialization of the Foundation tenant.

5. A tool that migrates selected data between tenants.

6. A tool that moves data from WDSetup en mass to a new Implementation tenant.

I@ Activity Complete I

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ACTIVITY ANSWER - DEPLOYMENT STAGES, APPROACHES, AND IMPLEMENTATION

TOOLS

Which Term, Tool, or Phase?

1. Source of factory default data for Foundation Recipes and Configuration Catalog. D.
WDSetup

2. An Implementation tenant that serves as a central hub to secure access to data

migration tools. F. Customer Central

3. The last deployment stage for loading data types. C. Architect & Configure

4. The first deployment stage and initialization of the Foundation tenant. B. Plan

5. A tool that migrates selected data between tenants. E. Object Transporter

6. A tool that moves data from WDSetup in mass to a new Implementation tenant. A.
Foundation Recipe

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CHAPTER 3 - INTRODUCTION TO DATA CONVERSION

OVERVIEW

Over the course of a deployment, you will build multiple tenants. In our class, we focus on the
initial customer tenant. Each tenant iteration contains more accurate data than the preceding
build. Your goal is to provide a production-ready tenant with accurate data by the last tenant
iteration.

In this chapter, you will learn how to securely store and transfer customer data. We will discuss
deployment methodology and differentiate the various data types.

OBJECTIVES

By the end of this chapter, you will be able to:

• Explore deployment methodology.

• Differentiate data migration from data loading.
• Differentiate Workday-delivered data from customer data.
• Demonstrate how to secure and transfer customers' data.
• Examine customer data templates.
• Create an Advanced Load template.

DATA MIGRATION AND DATA LOADING

Data migration is the process of loading and modifying data through a series of tenants to build
a final, production-ready tenant.

Data loading refers to loading data to a specific tenant and is part of the data migration process.
Both use many of the same tools.

DATA TYPES

You will load and modify different types of data to build customer tenants. The table below
outlines the data types.

Defines the structure of Genders, address types, or

Workday; follows common government IDs

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Type of Data Source Description Examples

standards and is generic for all
customers.

Configuration Data Workday Defines behavior in Workday; Business processes,

changes based on customer security, integrations, or
requirements. tenant setup
Operational Data Customer Similar to setup data but is Organizations, suppliers,
specific to the customer; customers, or locations
commonly used in transaction
data.

Transaction Data Customer Represents past events. Workers, worker history,

accounting journals, or
unpaid supplier invoices
~
-
FACTORY DEFAULT DATA

Factory Default Data is a cohesive set of standard configuration values based on product
design. The WDSetup tenant houses Factory Default Data. Consultants use the tenant as
foundational content for reference within most customer deployments. Factory Default Data
includes Workday-delivered settings and localized data values (provided by outside sources)
integrated together to reflect a sample starting configuration for most customers.
Implementation Strategy & Enablement (ISE) regularly defines and updates the content.
However, you need to keep in mind that not every task will have Factory Default Data created
for it.

It is a common starting point for customer deployments that include configurations for:

• Security domains
Business processes
• Setup and reference values
• Audit and custom reports
DAX reports (Delivery Assurance)
Calculated fields
Localized values and plans
User experience (desktop and mobile)
Units of measure

There is also some preseeded data in your tenant that you will not need to bring in via Factory
Defaults from the WDSetup tenant. Examples include:

Currencies

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• Countries

The connection to WDSetup establishes upon creation of the agpbaseload, so there is nothing a
consultant needs to configure.

CUSTOMER DATA

Customer data is specific to each customer. The customer typically provides this data in a
functional area workbook. While this workbook is generally an Excel spreadsheet, it is not a
loadable sheet. It is the consultant's responsibility to convert the data from workbook to the
appropriate and applicable loadable sheet.

DATA DEPENDENCIES

The way different objects relate to one another can significantly influence the order in which you
load them. Certain objects have dependencies on each other.

For instance, you might need to load a location first because other components, like supervisory
organizations, rely on this foundational information. Without a defined location, Workday cannot
load the supervisory organization.

You must load in a logical sequence that respects any dependencies that exist.

EFFECTIVE DATE CONSIDERATIONS

Implementers need the ability to overwrite effective dates for effective dated implementation
types during a migration. Web services typically default the current date as the effective date
when you generate an extract, but in some cases, the data should exist "from the beginning."
The easiest way to ensure the data does not supersede other effective dates is to assign an
effective date of 01/01/1900. Excel and Workday consider 01/01/1900 the start of time.

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~ ACTIVITY 3.1 - DATA TYPES

Business Case: Familiarize yourself with data types.

Task #1: Which Term?

A. Operational Data

B. Transaction Data

C. Configuration Data

D. Setup Data

E. Factory Default Data

1. Defines the structure of Workday; follows common standards and is generic for all
customers.

2. Defines behavior in Workday; changes based on customer requirements.

3. Similar to setup data but is specific to the customer; commonly used in transaction data.

4. Represents past events.

5. A cohesive set of standard configuration values based on product design.

I@ Activity Complete I

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ACTIVITY ANSWER - DATA TYPES

Answer Key

1. Defines the structure of Workday; follows common standards and is generic for all
customers. D. Setup Data

2. Defines behavior in Workday; changes based on customer requirements. C.

Configuration Data

3. Similar to setup data but is specific to the customer; commonly used in transaction data.
A. Operational Data

4. Represents past events. B. Transaction Data

5. A cohesive set of standard configuration values based on product design. E. Factory

Default Data

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CUSTOMER DATA SECURITY

The deployment phase poses heightened risks in the customer lifecycle, with data vulnerability
during editing, loading, and testing, especially in the unfamiliar on-demand environment. Time
pressures may lead to errors. Our information classification includes Public, Internal,
Confidential, Restricted, and Customer categories. The Services team handles a substantial
amount of confidential and restricted data, necessitating strict adherence to key rules: encrypt
internet transmissions, avoid email, refrain from mobile storage, and eliminate fax usage. These
measures are essential for safeguarding sensitive information.

Workday-primed projects require the use of a Virtual Clean Room (VCR) for additional
security. Consultants assigned to Workday-primed deployments perform their customer tenant
implementation activities through the secure VCR solution. The intent of this VCR usage is to
protect customer data by limiting the persistence of customer data outside of the data center.

The VCR environment is housed on servers located in a Workday-controlled environment.

Access to customer tenants through the VCR requires two-factor authentication. In addition, the
VCR:

• Allows access only to approved URLs and third-party applications that are required for
the implementation.
Limits the ability to email or print from within the VCR.
• Only permits one-way drive mapping (from laptop to VCR only).
Prohibits clipboard redirection to the local laptop.

Workday deploys controls to wipe the VCR environment weekly, thus limiting data from
persisting within the environment for longer than seven days.

For non-Workday primed projects, it is best practice to set up an authentication policy with multi-
factor authentication in Customer Central to prevent unauthorized activity. Typically, the
engagemen t manager, project manager, or data conversion consultant is responsible for
configuring the authentication policy.

SFTP

You will use SSH File Transfer Protocol (sFTP) to store customer sensitive data that you should
not store on your laptop or in email.

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GUIDELINES

• The sFTP is required for this class.

• You must store all files for this class on the sFTP.

CREATE AN SFTP SESSION WITH WINSCP (WINDOWS)

Note: The images below are generic. Your host name may not match exactly.
Please follow all instructions.

1. Launch WinSCP. If you do not have WinSCP, select here to download the free software.

2. Select New Site.

~ [Link]

file p<otocol:
~ 7

J,lsername: faSSNOfd:

L ~ :El

3. Enter the following information:

Field Name Entry Value

File Protocol SFTP

Host Name [Link]

Port Number 22

User Name Details provided by instructor

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Password

4. Select Save.

5. Select Login.

6. Ensure that the following pop-up appears on your screen.

PfflWOfd-PractJC:alEVffl
~arch ng for host-
Conntetong to host-
Authtnl<al ng_
Using usemamt "CJass007e".

7. If the screen above does not display, verify that you typed the settings correctly. If you
did, and the password screen still does not display, contact your IT department, and ask
them to open port 22.

CREATE AN SFTP SESSION WITH CYBERDUCK (MAC)

1. Launch Cyberduck. If you do not have Cyberduck, select here to download the free
software.

2. Select the Open Connection button.

3. Change the FTP (File Transfer Protocol) to SFTP (SSH File Transfer Protocol) and
enter the following information:
Field Name Entry Value

Server [Link]

Port 22

Username Details provided by instructor

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Password

4. Select Connect.

5. Select Allow, if asked.

6. If your connection is successful, then the configuration is complete.

7. If your connection fails, try these troubleshooting steps:

A. Verify that you entered the settings correctly.

B. If the Cyberduck connection times out, change the timeout to 90 seconds. To do

this, use the menu bar to select Edit > Preferences. Set the Timeout for
Opening Connection to 90 seconds.

C. If the above steps do not solve the issue, contact your IT department, and ask
them to open port 22.

SFTP FOR ADVANCED LOAD

The secure file transport protocol (SFTP) functionality within Advanced Load provides a way to
configure the connection details of an SFTP server. You can then import Advanced Load
templates from that server into the Advanced Load staging area.

SFTP benefits:

• The SFTP functionality provides a secure transport from an SFTP server into your
Customer Central tenant.
• You can set up saved configurations for ease of use on multiple imports.

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Name
* I Advanced Load SFTP Settm_g_s_ _ _ _..JI
SFTP Server URL * I s[Link] I
SFTP Directory I /home/Ol_John Doe/Student-Advanced L< l
SFTP User ID *I classXXXX I
_ _-_-_-_-_-_-_-_-_-_-_-_-_-_-_-_-_-_-__-_ _
_. . .J
....

SFTP Password * E · _ _ _ _ _ _ _ _ _ _ ___,]

PGP Private Key Pair I_______________

... :=__,]

SFTP Settings for Advanced load

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ACTIVITY 3.2 - CONNECT AND CREATE AN SFTP

SESSION
Business Case: For training, we will be connecting to an SFTP specific for our class. Your
instructor will provide you with a username and password.

Task #1: Create Connection to SFTP

1. Open the SFTP software (e.g., WinSCP or Cyberduck).

2. Open the connection and verify that the connection states SFTP.
Tur For Cyberduck, select the drop down menu at the top of the connection window to
change FTP to SFTP. For WinSCP, locate File Protocol to verify SFTP displays.

3. In the Host or Server field, enter [Link].

Ii.Q: Manually enter the server URL if you receive an error.
4. For the Port number, enter 3022 or 22.
Note: Both port numbers are acceptable.

5. Enter the username and password that your instructor provided.

6. If you are using WinSCP, please follow the directions below. If you are using Cyberduck,
continue to step 7.

A. Select Save.

B. Select the Save password (not recommended) checkbox, and then select
OK.
!iQle.: You are saving the password for class purposes only. It is best practice to
enter the password each time when connecting to SFTP.

7. Select Login or Connect (depends on the software) to sign in to the SFTP.

8. Select OK or Allow (depends on the software).

Note: For WinSCP, when the password is not saved, you will receive a prompt to enter
the password.

9. Once connected, confirm that there is a folder with your name.

10. Select the folder with your name.

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11. Confirm that you have access to the following folders: Advanced Load and lload Pre-
Populated Templates and Deployment Tools and Templates.

Task #2: Update SFTP Settings for WinSCP (Not Required for Cyberduck)

To set the double-click option to Open:

1. From the menu bar, select Options.

2. Select Preferences.

3. Select Panels.

4. Change the Operation to perform on double-click to Open.

I0 Activity Complete I

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ACTIVITY 3.3 - CONFIGURE SFTP SETTINGS FOR

ADVANCED LOAD
Business Case: Configure SFTP settings for advanced load. Your instructor will provide you
with the SFTP user ID and password. You will configure SFTP settings for iload in a later
activity.

Task #1: Configure SFTP Settings for Advanced Load

1. Sign in to your Customer Central tenant using the Customer Central user account Udoe-
imp/).

2. Search for and select the Create SFTP Settings task.

3. Enter the following:

Field Name Entry Value

Name Advanced Load SFTP Settings

SFTP Server URL~://education -[Link].n et:3022

SFTP Directory Your directory name

~ : For WinSCP, the directory name is located in the file

banner. Right-select the directory name to copy path.

For Cyberduck, Select any file name {e.g., Job Profiles). Right-
select on the file name, and then select Info. From Where, copy
the directory pathway name.
,...._
SFTP User ID Provided by your instructor
,__
SFTP Password Provided by your instructor
rPGP Private Key Pair (clear)
4. Select OK, then Done. These are now your default SFTP settings.
Note: To edit the SFTP settings, navigate to the Edit SFTP Settings task. You cannot
modify the name.

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CREATE ADVANCED LOAD

Creating an Advanced Load builds the container for all other Advanced Load activities. It
creates a schema based on the web service version and implementation type.

There are a few key navigation routes to create an Advanced Load:

In an implementation suite, select the implementation type's Related Actions.

• Search for the Create Advanced Load task.
Navigate to the Advanced Load dashboard and select Create Advanced Load.

The inputs required to build this container include: Implementation type and API / web service
version. Enter the implementation type in the Type field and the other field values will default.

The output of the Create Advanced Load task is a set of grids. Grids align to tabs in an Excel
workbook. Each grid is a flattened representation of the data that includes all fields from the web
service. You can find activities associated with the Advanced Load in the Activity tab.

Once the Advanced Load generates, there are several actions available:

• Download templates: Generate an XLSX file that you can provide to the customer to
complete and load their legacy data. You can also use it for error triage or to augment
and adjust data, if applicable. Users designate which grids in the template to include in
the file. Most customer-facing workbooks will not include all grids.
• Edit Advanced Load: Edit the name of the Advanced Load.
• Import data from file: Pull values into staging from XLSX, CSV, zipped CSV, Workday
XML, and iLoad XML.
• Import data from tenant: Pull values into staging from a source tenant. You can use
this to update data before migrating to the next tenant or to populate a file with sample
data.
Load data: Load data from staging into the customer's target tenant. Users can run the
load data process in validation mode to find data errors before running the load process.
This is typically the last step in the Advanced Load process.
• Archive: Remove the Advanced Load from view. Run the Maintain Archived
Implementation Activities task to restore the Advanced Load.

DOWNLOAD TEMPLATES

Once you create the advanced load, you can select the Download Templates button or use the
advanced load's Related Actions to generate an Excel workbook. Once generated, you can
access the template (workbook) from the Activity tab on the View Advanced Load page.
The following table lists the options available when downloading templates:

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Options Description
Create empty Select this to generate an Excel template without data. If this option is
template? clear, the template will populate with the latest data available
l in Advanced Load staging.
Selected Grid(s) An advanced load will have one or more grids. Each grid represents a
normalized element of the record. You can opt to generate a template
with select grids to make it easier to populate.
Password Each template is password protected. You can define a password that
is specific to the template you are working on, or simply use the
l implementation default password.
Use Implementation Select this option to assign the implementation default password to
Default Password the template. If a default password has not been configured, you will
have to assign a password to your template or use the Configure
I Implementation Default Password task to create a default.
WORKING WITH EXCEL ADVANCED LOAD TEMPLATES

Here are several tips and tricks when working the Advanced Load templates:

Row 1 contains information detailing where the header row and data start row begin. It
also includes the name of the Advanced Load.
Each grid has a primary key that serves as the unique identifier for the record. If you
have a multi-grid workbook, secondary keys will also be available on each tab to relate
the data to the primary record.
• You can change the order of the columns without impacting the ability to load the file.
• You can add columns to the spreadsheet to store notes or comments. These columns
will be imported into Advanced Load staging, but will not be loaded to the target tenant.
• You cannot change the FullSheetName or the column names.

, ' 1 ', ]JQ: Use the reference ID that you assign to each record as your key value. This
-Q- will help you organize your data, especially when working with multiple grids.

'¥/'
LOAD OPTIONS

Once you populate the Advanced Load template with customer data, you are now ready to load
the template into the Customer Central tenant. You can load customer data using all of the
available fields within the Workday-supported web services. All Workday web services can run
in validate mode.

The following table describes the available load options:

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Options Description
Validate Only Runs the web service in validate mode. Does not load data.
Validate and Load Runs the web service in both validate and load modes. If the validate web
service encounters any errors, the load web service will not run.
Load Only Runs the load web service. This options loads data when there are no
records in error.

JOB DATA

The customer provides job profiles. They enable you to describe general characteristics of a
position and identify special skills, training, or other qualifications. If the sequence generator is
configured, the system automatically generates the job codes.

Use Advanced Load to load the type of customer data.

In this section, we will use the job profiles object as our example to perform all steps of
advanced loading. We will cover each step in the process to load data from a workbook:

• Create advanced load.

Download template.
Populate data into template or workbook and load into staging.
Review and update data in staging.
Load data into target tenant.

ADVANCED LOAD TEMPLATE

Once generated, access the template (workbook) from the Activity tab on the View Advanced
Load page. You can double-click the file to open it. Files are password protected. The password
was previously set up via the Configure Implementation Default Password task. For this class,
we set up the default password.

The activity page displays a chronological list of activities performed on the template. The list of
activities will grow over time. You can open the workbook to augment and update the relevant
data. Save the file, then load it by using the [Link] Data from File task.

IJ
Note: The name of the grid is listed in the header row on the sheet and the sheet
name. Excel has a limitation where sheet names cannot exceed 32 characters. In
this case, the tab will instead use the name "Grid-#". You can look at the header
name in the sheet to identify the corresponding name of the grid.

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The Excel workbook displays the job profiles data in a normalized format. Using the primary key,
secondary key, etc., you can view the data in an easily consumable and understandable format.

IMPORT DATA FROM FILE

Once an advanced load template has been populated with data, you can import the data into
staging. You can import a file in one of two ways:

• My Computer (local)
• sFTP

My Computer (local) allows you to manually upload an attachment. You can select the file from
a location where you have it stored or drag the file for uploading.

Workday recommends using sFTP for storing and transferring customer data. When you select
sFTP, you can create specific sFTP settings for the advanced load you are currently working on.
Alternately, use the Create SFTP Settings task to configure the default sFTP settings.

Advanced load template passwords are always required before importing files from your local
drive and from the sFTP server.

ADVANCED LOAD TEMPLATE UPDATES

Once you successfully populate the template, you may want to run through a set of preliminary
data quality reviews before loading the data into staging. When prepping the data to load.
consider the best place to make data updates. Options could include:

Fix at the source, reload the workbook, and re-import the data.
Fix in the advanced load template and re-import the data.
Fix in staging via the data editor tool.

' i1\' , Tur Fixing the data at the source is the preferred approach. This helps to eliminate
-
, ...- the same errors in future loads and reduces manual clean-up later.

During the download template process, select the set of grids relevant to the customer's data
loading requirements.

If grids are not included in the template, but contain records in staging, those records will not be
impacted or overwritten when you upload the data from the template into staging.

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You can archive advanced loads that you no longer need. From the advanced load's Related
Actions, select Archive > Archive. If you wish to restore an advanced load after archiving, run
the Maintain Archived Implementation Activities task and clear the checkbox.

DATA EDITOR

Data editor allows you to view and edit data in staging. It also displays validation errors based
on the implementation type web services schema. Validation includes formatting issues, missing
fields, etc. During the data load process, any outstanding validations that have not been
resolved will cause the row to fail. Data editor does not currently validate for conditionally
required or referential integrity. Therefore, correcting these validations does not guarantee the
data will successfully load.

If any grids contain data that failed the validation, a Validation Issues Count column will display,
and the grid containing the validation errors will include a count. Select View/Edit to go to the
data editor.

Select the grid to display a tabular view of the rows. The rows containing errors will be prefixed
with a red error notification icon. Selecting the icon displays a list of errors found within the row.
Once you fix the errors, the red icon disappears, indicating the row passes validations.

The Data Editor page is divided into two sections. The right side provides a view of the data in a
tabular format. The left side allows you to perform a faceted search by column and invoke Data
Editor commands to systematically update data.

To make single field updates, you can select the field and update the data. You can also
execute logic-based updates. Users will write update commands using a set of available
functions. Select the question mark to the right of the command field to navigate to a Workday
Community page function reference, which provides a list of all the available data editing
functions that you can apply. The question mark in the top-right comer links to the Workday
Community Data Editor overview page.

The column on the left side of the data editor page displays three small icons. Each icon
displays different functionality within the data editor.

Selecting the pencil provides the ability to create a faceted search. Use this to filter data
associated with certain scenarios. It also provides access to the data editor command tool.

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@ ACTIVITY 3.4 - CREATE, POPULATE, AND LOAD AN

~ ADVANCED LOAD TEMPLATE
Business Case: Advanced load templates are used to import and load customer-specific data.
In this activity, you will create, import, and load an advanced load template for job profiles.

Task #1: Create an Advanced Load for Job Profiles

1. Sign in to your Customer Central tenant using the Customer Central user account Udoe-
imp{).

2. Select the Global Navigation menu.

3. Select the Advanced Load Dashboard.

4. From the Advanced Load section, select Create Advanced Load.

5. In the Type field, enter job profiles.

6. Press the Enter key on your keyboard to confirm the Name and Version fields are
populated.

7. Select Create.

Task #2: Download Templates

1. From the Advanced Loads grid, select the Job Profiles link to navigate to the View
Advanced Load page.

2. From the View Advanced Load page for Job Profiles, select the Download Templates
button.

3. On the Download Templates for Advanced Load page, enter the following:
Field Name Entry Value

Create empty template (select)

--
Use Implementation Default Password (select)
,_

Selected Grid(s) (select) and then select the Job Profile

checkbox
-
4. Select OK.

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5. Once the template generation completes, access the Activity tab and select the Job
[Link] file.

6. Once downloaded, use the implementation default password (11BUTE11) to open it.

7. Save the file to your local drive. Notice the file content is empty. Normally, this template
would need to be populated. We will use a pre-populated file in this class.

8. Verify that there is a populated Job [Link] file in your SFTP folder.

Task #3: Import Job Profile Data into Staging

1. Ensure you are on the View Advanced Load page for Job Profiles.

2. Select Import Data From File.

3. On the Import Data from File for Advanced Load page, enter the following:
Field Name Entry Value

Name SFTP
r--
Use Implementation Default Password (select)
-
Attachment Password NA
-
Use Existing SFTP Settings (select)
-
-
4. Verify your default SFTP settings.

5. Select OK. Notice the background process has started.

6. On the View Advanced Load page, access the Activity tab to monitor the import status.

7. Select Refresh and return to the Activity tab.

8. Once the Import Data from File event is completed, return to the Grids tab to verify the
record count.

Task #4: Load Updated Job Profiles Data

1. Ensure you are on the View Advanced Load page for Job Profiles.

2. Select Load Data.

3. In the Target Tenant field, select agpbaseloadxx.

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4. In the Load Options section, select Validate & Load.

5. Verify the Stop after maximum number of load errors field is set to 10000.

6. Select OK.

7. Verify that the Load Data to Tenant event is completed on the Activity tab.
Note: Refresh the page to display the status update. (If the status is 'Completed with
Errors,' you can find the details of the errors in the Process Monitor report in your
agpbaseload tenant. Find more information on how to run this report and decipher errors
in the Appendix.)

8. On the Load History tab, verify the Total Records Uploaded value is as expected. The
Load History tab allows you to view errors.

Task #5: Verify Job Profiles Loaded Successfully

1. Sign in to your agpbaseload tenant using the implementer account (jdoe-impf).

2. Search for and select the Job Profile report.

3. Change the default date to 1/1/1900.

4. In the Job Profile field, select Job Profiles.

5. If the job ran successfully, you will notice all the values listed. View Job Profiles as of
January 1, 1900.

6. If the job did not run successfully, run the Process Monitor report. (Refer to Appendix A
for troubleshooting guidance.)

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ENTERING DATA IN THE ILOAD TEMPLATE

Entering data in an Advanced Load template is similar to entering data in an iload template.

Workday stores data as business objects. A Workday business object has fields and instances,
represented in the data loading templates as columns and rows.

The iLoad template structure consists of columns and rows that require specific information
about the data.

>

~ ~1••·· ,.,_...........
: t.- • Cl ... , , O,G.,1

..".
Term Definition
Format One of the following types: Text, Date, Y/N, Look-Up (object type fields).

Field The name of the field, which may differ from the online page.

Row# The row# in a spreadsheet can be anything, numeric or text, as long as it is

unique to differentiate subsequent records. Sometimes it is easier to use the
IDs, such as employee ID or benefit plan ID, since they are unique. Even if
you use numbers, they do not have to be in sequential order.

ID Types There are four types of IDs: Reference ID, Workday ID (WID), Integration ID,
and Instance ID. You will be able to tell what types are acceptable in the
respective data columns by selecting the pull-down menu.

ID Uniquely identifies an object in Workday based on the ID types.

Effective Dates The Effective Date column populates with the current date if you leave it
blank. This can cause issues downstream. Use the standard date of
01/01/1900 for most date fields, unless the customer specifically requests a
different effective date. If you plan to use the exported files for any reloading,
do not assume that the effective dates exported are correct. Always verify the
exact content of the files by opening the files and validating the data and
dates. Some spreadsheets export with blank effective dates, current dates,
or the latest transaction date. These may not be the effective date that you
intend to use. I
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A "notes" column used by the conversion consultant. Notes do not load.

ENTERING DATA IN THE EIB TEMPLATE

Once you generate the EIB template, enter the client data correctly to load into Workday. Like
the iload template, the EIB template consists of columns and rows that require specific
information.

8 r D

Example of an EIB spreadsheet.

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CHAPTER 4 - WEB SERVICES AND IDS

OVERVIEW

A web service is a method of communication between two electronic devices over the web.
Workday Web Services (WWS) are one of the central components of the Workday architecture.
They also provide the core enablement tool to integrate with Workday. Workday Web Services
provide a programmatic API and are versioned. This allows for possible backward compatibility.

There are four types of identifiers (IDs) in Workday. In this chapter, you will explore Workday
web services and IDs.

OBJECTIVES

By the end of this chapter, you will be able to:

Identify the different web services.

Examine Identifiers (IDs) used in Workday.
• Analyze the Reference ID report.

WEB SERVICES

A web service is a method of communication between two electronic devices over the web.
Workday Web Services (WWS) are one of the central components of the Workday architecture
and provides the core enablement tool for integration with Workday. Workday Web Services
provide a programmatic public API for our On-Demand Workday Business Management
Services. WWS use industry standards. These standards encompass WSDL, SOAP, REST, and
thews-• standards. In addition, we version WWS to ensure stability and backwards
compatibility.

Each implementation task or type contains a web service.

There are several types of web services Workday uses.

Term Definition

Put You can reload and update existing data or add new data. Some only
allow you to add new data and not update existing data.
--
Add/Update You can reload and update existing data or add new data.
-
Add Only You can only add new data.
- ------<---
You can only update existing data.
Update Only

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Term Definition
Business Process Triggers a business process.
Get You can extract data from the tenant.

WEB SERVICE THAT ACTS LIKE A BUSINESS PROCESS

Business processes control some tasks that are loadable. The web services that access these
tasks use the business process design pattern. This pattern uses the tasks and security of the
business process definition. It also allows you to load data from any configured subprocesses.

The various templates contain the columns for all the subprocesses that launch via the web
service. Selecting the subprocess to use depends on the business process definition for that
row's supervisory organization. If the subprocess is not allowed for that supervisory
organization, the supervisory organization ignores any additional data the subprocess supplies.

IMPLEMENTATION TYPE

The implementation type represents a specific object in the system. Data is most often loaded
or extracted at the type level.

IDS IN WORKDAY

There are four types of identifier (IDs) in Workday:

Reference ID
• Workday ID (WID)
• External ID
instance ID

In class, you will use reference IDs as unique identifiers for implementation types.

REFERENCE IDS

Reference IDs uniquely identify specific instances of a business object in Workday. The primary
purpose of reference IDs is for integration use cases. This includes the high-volume data upload
capabilities within the Enterprise Interface Builder (EIB) and migrating object instances with
Object Transporter (OX).

Reference IDs are typically functional in nature and have two components:

• The type is the attribute that distinguishes the business object. For example,
organization_lD is the reference ID type for the organization business object.

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• The value is the identifier of a business object instance. For example, ORG-SALES is
the reference ID value for the sales instance of the organization business object.

Reference IDs enable a data load to set a unique identifier for a Workday object. Unlike WIDs,
this identifier remains constant across all Workday environments, including the Production,
Sandbox, and Implementation tenants. It is highly recommended that the reference ID is loaded
or set whenever possible during deployment.

To find the reference ID for a business object, access the Integration IDs report. Since reference
IDs are optional in Workday, the Integration IDs report could contain instances of data that do
not have reference ID values.

If you encounter a blank reference ID, resulting from either manual creation or not loading the
reference ID, you can repopulate it by using the Maintain Reference IDs feature.

MAINTAINING REFERENCE IDS

You may add a reference ID to a single business object that currently does not have a reference
ID. Workday provides a 'put' reference web service operation to perform bulk reference ID loads
and overwrites. You can use this web service operation in two ways:

• Create an external application that accesses Workday using the web services API and
the 'put' reference web service operation.
• Create an inbound EIB based on the 'put' reference web service operation.

~ Resource: Refer to the Workday Community Administrator Guide • Set up

W Reference IDs for additional information.

OTHER REFERENCE IDS

The Employee ID is associated with the Employee business object. Other examples include:
applicant ID with applicant or position ID with position. The reference IDs of these objects are
their respective IDs. For example, employee ID is the reference ID for an employee. They
display in the user interface (UI) and are searchable.

Note: Use caution when editing reference ID values. After the ID values have been
set, changes to those values can break integrations that use the current ID values.

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WORKDAY ID (WID)

Workday ID is a globally unique identifier (GUID) that Workday automatically generates on all
customer data. Workday IDs consist of a 32-character, nonchanging string. For example,
b0685b69d8ac412582c0a44d7973f707.

WIDs are unique within each Workday environment. Thus, the same Workday object has
different WIDs in the Production, Sandbox, and Implementation tenants. In class, you will rarely
use the WID except for organization visibility. This is a Global WID and is the same for all
tenants.

INSTANCE ID

Instance ID is an internal integration ID that Workday generates (e.g., 216$1 ). The first numbers
identify object class or type (e.g., organizations). The last numbers indicate instance count.

EXTERNAL ID

External ID is a two-part unique identifier that is controlled by an external system and can
change. External IDs consist of:

• A system ID, which identifies an integration system in Workday. For example, ADP is a
system ID for a tenanted integration system between Workday and ADP payroll system.
• A value, which identifies a business object instance. For example, W-001 is the external
ID value for the western region instance of the sales organization.

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~ ACTIVITY 4.1 - VIEW IDS REPORT

Business Case: Run the View Reference_JQ_s and Integrations IDs reports for marital status
and currency.

Task #1: View the Reference ID Report

1. Sign in to your agpbaseload tenant using the implementer account (jdoe-imp{).

2. Search for and select the View Reference IDs report.

3. In the Business Object field, search for and select Marital Status and select OK.

4. Review the contents of the report.

Task #2: View the Integration IDs Report

1. Search for and select the Integration IDs report.

2. In the Business Object field, search for and select Marital Status and Currency.

3. Select OK. How is this report different from the Reference IDs report?

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ACTIVITY ANSWER - VIEW IDS REPORT

Task #2: View the Integration IDs Report

3. How is this report different from the Reference IDs report?

The View Reference IDs report only contains the reference IDs. The Integration ID report gives
reference IDs and other ID types (i.e. WIDl.

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@ ACTIVITY 4.2 - SEARCH FOR REFERENCE ID, WID,

~ AND INSTANCE ID
Business Case: In this activity, you will search for the reference ID, WID, and instance ID for
the HR Operations department.

Task #1: Identify Specific IDs

1. Sign in to your unified tenant using the implementer account Udoe-imp/).

2. In the Search box, enter sup: hr aper. and then select the HR Operations Department
supervisory organization.

3. From the supervisory organization's Related Actions, select Integration IDs > View
IDs.

A. What is the Reference ID?

B. What is the Workday ID?

4. Access the supervisory organization's Relation Actions icon again, and select Instance
> View to view the instance ID.

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ACTIVITY ANSWER - SEARCH FOR REFERENCE ID, WID, AND INSTANCE ID

Task #1: Identify Specific IDs

3A. What is the Reference ID? SUPERVISORY HR Operations Department

3B. What is the Workday ID? dd782b74c51344dda5f4975404e8217f

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CHAPTER 5 - ADDITIONAL CUSTOMER REQUIREMENTS AND

DATA

OVERVIEW

There are multiple tools for loading data. In this chapter, you will use Advanced Load, iLoad,
and EIB to load multiple objects into your customer's tenant.

OBJECTIVES

By the end of this chapter, you will be able to:

• Analyze additional customer data.

• Create an iLoad template.
• Create an Enterprise Interface Builder (EIB) template.

PREPARE TO LOAD

Prior to loading using load tools like Advanced Load templates, you may need to prepare in the
target tenant. For example, sometimes an advanced load will reference existing instances in
your target tenant. The cost centers advanced load, for example, references organization
subtype. In this example, you would need to verify that organization subtypes exist and if not,
create them. You would also need to update the reference ID for the subtype to a meaningful
value.

You may also need to manage the tenant settings. Some loads could give error messages if you
leave certain settings in the tenant as delivered. For example, Workday has a setting to validate
and format valid phone numbers. If the phone number is invalid, Workday displays an error
message. You would need to either ensure the advanced load adheres to the setting's standard
or change the setting.

In the next three activities, you will be working in your agpbaseload tenant to prepare to load.

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~ ACTIVITY 5.1 - CREATE LOCATION TYPES

: Business Case: Your customer would like to create two location types. First, you will create
: new location types for local office and headquarters. Then, you will modify the reference IDs
: for both. Finally, you will view the integration IDs for the location types.

Task #1: Create Location Types

1. Sign in to your agpbaseload tenant using the implementer account Udoe-impl).

2. Search for and select the Maintain Location Types task.

3. In the grid, select the Add Row icon and enter Local Office.

4. Select the Add Row icon again and enter Headquarters.

5. Select OK. Do not select Done.

Task #2: Modify Reference IDs

1. On the Headquarters row, in the Location Type column, select the Related Actions icon.

2. Navigate to Integration IDs > Maintain Reference IDs.

3. In the Business Object field, search for and select Location Type.

4. Leave None of the above selected and select OK.

5. Leave the Request page default and select OK.

6. On the Headquarters row, remove the system generated reference ID from the
Reference ID Value field and enter Headquarters.

7. Repeat step 6 for the Local Office location type using the Reference ID value Local
Office.

8. Select OK.

Task #3: View Integration IDs

1. Search for and select the Integration IDs report.

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2. In the Business Object field, search for and select Location Type.

3. Select OK. Notice the WID, Reference ID Type, and Reference ID.

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ACTIVITY 5.2 - CREATE ORGANIZATION SUBTYPES

Business Case: In this activity, you will create the organization subtypes your customer
requires. Then, you will update each subtype's reference ID to a meaningful value.
................. .!
Task #1: Create Organization Subtypes

1. Sign in to your agpbaseload tenant using the implementer account (jdoe-impl).

2. Search for and select the Maintain Organization Subtypes task.

3. In the grid, add four rows, then enter the following:

Row Number Organization Subtype Name Organization Type(s)

I1 Company
I
1. Company
2. Supervisory
2 Cost Center Cost Center
3 Department Supervisory
4 Location Location Hierarchy

4. Select OK.

5. To update the reference ID, in the Organization Subtype column, select the Related
Actions icon for Company.

6. Select Integration IDs > Edit Reference ID.

7. Remove the system generated reference ID from the Reference ID Value field and enter
Company.

8. Select OK and Done.

9. Repeat this process to update the remaining reference IDs as follows:

Organization Subtype Name Reference ID

Cost Center Cost_Center

Department Department

Location Location

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LOAD ORGANIZATIONS

Organizations are used cross functionally throughout Workday. In this section, we will load
organizations that our customer, EcoEdge Technologies, uses in Financial Services.

COST CENTERS

Use cost centers to hold financial transactions, budgets, and workers. Often, cost centers are
departments within a legacy system. As a general guideline to defining cost centers, they should
have:

• A manager
• A financial impact
• A budget

Use cost centers to track financial transactions from both spend and revenue, as well as
Workday HCM transactions with a financial impact, such as hiring or terminations. Assign
employees and contingent workers to a cost center when hired. You can roll up cost centers into
cost center hierarchies, which can only store cost centers for reporting purposes.

COMPANIES

Companies are organizations within Workday that represent the internal business entities within
your enterprise. In Workday Financial Management, companies are the primary organization for
all business processes. Companies are also used across applications.

For each company created in Workday, you will be able to:

Record business transactions.

• Produce financial statements.
• Create other statutory reports.

u Note: For Organization Name, Workday recommends using the official legal name.
You can configure a phonetic name for a company or business entity in both a local
language and in English to comply with local government regulations. For example,
in Japan, Company Name must be in Kanji for government documents. Workday
will display the Japanese company's phonetic name and Kanji name.

You can also specify a base currency for each company, which enables you to use multiple
currencies across your Workday deployment. Companies can post transactions in a foreign
currency, which Workday also records in their base currency at the rate stored in Workday. It is
important to use the correct currency. After you enter the first transaction for a company, you

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cannot change the base currency. If you enter an incorrect currency, you will need to inactivate
your company and create a new one with the correct currency.

LOCATION HIERARCHIES

In Workday, you can create location hierarchies. Location hierarchies enable you to define a
location with a multilevel structure.

For example, to track business assets, you could create a location hierarchy such as:
Country > State or Region > City > Site > Building > Storage Room > Storage Bin

For workspaces, the location hierarchy could be:

Business Site > Building > Floor > Department > Cubicle > Workstation

LOCATIONS

Locations represent the physical locations of a worker or business asset. You can use locations
anywhere in Workday, but they are best suited for accurately tracking workspace locations of
workers and business assets.

A location with a Business Site usage type must have a Time Profile Reference as well as an
address. A location with a Work Space usage type must have a superior location specified, and
the superior may be a Business Site or Work Space.

If you are using a multitiered workspace configuration (e.g., Building - Floor - Room), you will
need to load the workspaces in several passes, from the top down (e.g., buildings first, then
floors, then rooms). Defining the level of granularity of locations is important, as all product lines
use locations. For application deployments, all functional areas should reach consensus as to
the level of location granularity. Workday recommends that a single resource owns (defines,
builds, and moves) locations. This resource will obtain requirements from all product areas.

SUPERVISORY ORGANIZATIONS

As the foundation of Workday HCM, supervisory organizations group workers into a reporting
structure. Supervisory organizations house all positions and job restrictions, so every worker
you hire belongs to a supervisory organization. You can specify individual supervisory
organizations as particular subtypes (e.g., department, division, group) to distinguish between
multiple instances of that supervisory organization. You can also associate supervisory
organizations with certain compensation, security, and business processes. For example, you
can configure a business process definition for a supervisory organization hierarchy, with
variations of that definition for particular organizations within that hierarchy.

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ACTIVITY 5.3 - ADVANCED LOAD - COST CENTERS

Business Case: In this activity, you will use Advanced Load to load cost centers. Reference
earlier activities for step-by-step guidance for loading with Advanced Load.

Task #1: Create an Advanced Load for Cost Centers

1. Sign in to your Customer Central tenant using the Customer Central user account (jdoe-
imp/).

2. Select the Global Navigation menu.

3. Select the Advanced Load Dashboard.

4. From the Advanced Load section, select Create Advanced Load.

5. In the Type field, enter cost centers.

6. Press the Enter key on your keyboard to confirm the Name and Version fields are
populated.

7. Select Create.

Task #2: Load Cost Centers

1. Load the pre-populated template for cost centers. Use Activity 3.4 for step-by-step
instructions. In class, advanced loads in this activity and any later activity can be loaded
locally instead of via SFTP.

Note: There is no need to download empty templates because we are using

pre-populated templates in class. However, you may download templates
for extra practice. For reference, the grid to use for this load is "Cost
Center."

2. Sign in to your agpbaseload tenant using the implementer account (jdoe-imp/).

3. Use the Organization Summary report to confirm successful upload.

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r@n
ACTIVITY 5.4 - PHASED ADVANCED LOAD - LOCATION
~ HIERARCHY
Business Case: In this activity, you will use Advanced Load to load location hierarchies. Due
to the structure of location hierarchies, you need to load them twice in different phases. The
first load will build them in your agpbaseload tenant. The second load will put them into a
hierarchy structure.

Task #1: Create an Advanced Load for Location Hierarchy

1. Sign in to your Customer Central tenant using the Customer Central user account (jdoe-
impl).

2. Select the Global Navigation menu.

3. Select the Advanced Load Dashboard.

4. From the Advanced Load section, select Create Advanced Load.

5. In the Type field, enter location hierarchies.

6. Press the Enter key on your keyboard to confirm the Name and Version fields are
populated.

7. Select Create.

8. Navigate to the new Location Hierarchies advanced load page you just created.

9. Select Import Data From File and import the pre-populated file from SFTP.

Task #2: Load First Phase

1. Navigate to the View Advanced Load page for Location Hierarchies.

2. Select Load Data.

3. In the phase prompt, select Location Hierarchies without Dependencies.

4. In the target tenant prompt, select agpbaseloadxx.

5. Select Validate & Load as the load option.

6. Select OK.

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7. Be sure the load successfully completes before moving on to load the second phase in
the next task.

Task #3: Load Second Phase

1. Navigate to the View Advanced Load page for Location Hierarchies.

2. Select Load Data.

3. In the phase prompt, select Location Hierarchies.

4. In the target tenant prompt, select agpbaseloadxx.

5. Select Validate & Load as the load option.

6. Select OK.

7. Once loaded, sign in to your agpbaseload tenant using the implementer account (jdoe-
imp/).

8. Use the Organization Summary report to confirm successful upload.

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LOAD POSITIONS, PRE-HIRES, AND HIRES

In this section, you will load positions, pre-hires, and hires. These objects have a major footprint
in Workday HCM, but touch other functional areas as well.

POSITIONS

A position consolidates key job information, such as job family, job profile, worker type, and
location. It also determines whether the worker is full-time or part-time. Positions are created for
supervisory organizations with the staffing model of position management.

Note: If you incorrectly loaded positions, you have two options to correct them:

• The Mass Rescind Business Process task is an option to back out events
that have been initiated online or through Advanced Load. The status must
be successfully completed.
• The Mass Cancel Business Process task allows you to pull back an event
that has been initiated manually or through Advanced Load. The status
must be in progress. You might use this option if you load your positions
and they result in an unassigned task. Perform a mass cancel and cancel
all the in-progress business processes. Create an organization-specific
business process with an initiation only step (step 'a'), then reload your
positions.

PRE-HIRES

All active employees, contingent workers, and terminated employees must have a pre-hire
record. In practice, you would create a pre-hire record for both your active and converted
terminated employees for your customer. In class, we will use a prepopulated template
consisting of only active employees.

HIRES

You will load all active employees via Advanced Load. The Hire advanced load will reference
many objects that already exist in the tenant (e.g., supervisory organization, location, and
position).

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ACTIVITY 5.5 - ADDITIONAL ADVANCED LOADS

(WORKSHOP)
Business Case: In this activity, you will load additional business objects using Advanced Load.

Task #1: Creating Additional Advanced Loads

Use the following table to load additional business objects to your agpbaseload tenant. You
must follow the order of the table to avoid errors. Most loads do not require phased loads,
unless otherwise noted below.

Implementation Implementation Grid(s) Phase 1 Phase 2 File

Type Component
Locations NA I
Location,
Location
Locations NA Locations
Pre-
Usage Populated
Reference,
Location
Type
Reference,
Address
Data,
Address
Line Data,
Phone Data,
Location
Hierarchy
Reference
Company Company Company NA NA Company
Organizations Organizations Organization Organizations
Pre-
Populated
Supervisory Supervisory
-
Supervisory Supervisory Supervisory Supervisory
Organizations Organizations Organization Organizations Organizations Organizations
without Pre-
I Dependencies Populated
-

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Important: As outlined earlier, some web services trigger a business process. The
Create Positions web service triggers the Create Position business process.

Prior to proceeding with loading positions, you must complete the following steps:

1. Navigate to the EcoEdge Technologies supervisory organization. Use the

View Supervisory Organization task. Select Supervisory Organization >
EcoEdge Technologies.

2. Select EcoEdge Technologies's Related Actions > Business Process >

Create, Copy, or Link Definition.

3. For the Business Process Type field, select Create Position and select
None of the Above.

4. Select OK.

5. Select OK again.

Implementation Implementation Grid(s) Phase Phase File

Type Component 1 2

Create Positions NA Create Position NA NA Create

Positions Pre-
Populated
Pre-Hires NA Applicant,
Applicant-Address
NA NA IPre-
Pre-Hires

Data, Populated
Applicant-Address
Data - Address Line
Data,
Applicant-Phone
Data,
Applicant-Email
Address Data
...._
Hire Employees NA Implementation NA NA Hire
Employee Data, Employees
Company Pre-
Assignments Populated
Reference,
Cost Center
Assignments
Reference

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Task #2: Verifying Additional Advanced Loads

Once you have completed your advanced loads, sign in to your agpbaseload tenant with the
implementer account (jdoe-impl). Verify that the loads completed successfully. Use the following
reports to verify:

• Location Directory (locations)

• Organization Summary (Company)
Extract Supervisory Organization or View Supervisory Organization (Supervisory
Organization)
Integration IDs (Create Positions)
Use the business object Position Restrictions.
Integrations IDs (Pre-hires)
• Use the business object Applicant.
Integrations IDs (Hire Employees)
• Use the business object Position.
• Current Worker Detail Report
• Use EcoEdge Technologies and select Include Subordinate Organizations.

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LOADING PAYROLL WITH ILOAD

Certain objects in Workday are not yet enabled for Advanced Load. In some cases, iLoad is still
the available load tool. For example, Workday Payroll still largely uses iload. Thus, it is
important to know how to use this tool. In this section, we will review a few key points for these
objects before loading with the iLoad tool.

PAYROLL PROCESSING FRAMEWORK

The payroll processing framework includes period schedules, run categories, and pay
[Link] association between these three elements identifies when to process payroll, what
to process, and who to process.

When What Who

®
Period Schedule

Processing .
@
Run Category
@
Pay Group

Type of payroll Who to process

frequency run (Regular, (must share the
. Period start
Bonus,
Adjustment, etc.)
same period
schedule and
and end dates
be in the same
Define eligibility country)
Payment dates
criteria
• Forward Allow for specific,
accruals granular eligibility

PERIOD SCHEDULES

Period schedules control the employee pay cadence. They have start dates, end dates, and
payment dates.

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Start Date End Date Pay Date

Period schedules define consecutive periods for payroll processing and time tracking. If
configured, Workday Payroll, Workday Absence, and Workday Time Tracking can share period
schedules. Shared schedules are appropriate only if time and pay period dates match. You can
build period schedules in Workday or import them using Enterprise Interface Builder (EIB).

After you create pay period schedules, you assign them to pay groups. Pay groups with the
same frequency can use the same period schedule, if all dates match (start, end, and payment
dates).

Resource: Search Workday Community for more information about period

schedules.

PAY GROUPS

Workday uses pay groups to group workers for payroll processing. Consider the following:

Pay groups are an organization type that is unique to Workday Payroll.

Each pay group is associated with one country.
Members of the same pay group can belong to different divisions, departments,
companies, and supervisory organizations.
Members share period schedules and run categories.
• You can only assign a worker to one pay group, unless the customer is using multiple job
functionality.

Pay groups can also govern what payments workers can receive. You can make earnings,
deductions, and other components of pay available to workers based on their pay group.

Note: You can only have one run category per pay group defined as Regular.

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Example: Although Workday runs tax filing by company, it processes workers by

pay group. You may divide workers into pay groups by criteria, such as: shared
period schedules, shared work schedule, and exempt and nonexempt status.

PAY GROUP SECURITY

A pay group is a type of organization, like a company or supervisory organization. You can
secure it to organization roles to control who can set up and run the payroll process and which
employees the role can access.

The Payroll Partner role manages and oversees the payroll process. There can be more than
one Payroll Partner per pay group. One Payroll Partner can have responsibility for multiple pay
groups.

Typically, Payroll Partners have authority only over the specific pay groups to which they are
assigned. Other roles, such as Owner, have access to their organization and all subordinates.

PAY GROUP ASSIGNMENT

You can assign workers to pay groups using several methods.

Manual pay group assignment: Assign Pay Group is a standalone business process
that allows you to manually assign the pay group to a worker. You can also use this
process to assign the pay group to worker and position, if using Multiple Job
functionality.
• Subprocess of a staffing transaction: In this method, the Assign Pay Group business
process is a subprocess of a staffing transaction.
• Automatic pay group assignment: Note that you can assign one active pay group rule
per pay group. In other words, five pay groups require five rules. A best practice is to
define a pay group automatic assignment rule when you create the pay group. For
details, refer to Workday Community.
Mass load pay group assignments: You can assign or change pay groups for multiple
workers in cases such as promotions, reorganizations, or mergers and acquisitions
using the EIB Assign Pay Group web s ervice .

Important: You can only assign a worker to a pay group after you assign the worker
to a company. The company is the primary organization for Workday Financial
Management and plays an important role for payroll, as this is the location of the
tax identification number.

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ACTIVITY 5.6 - ILOAD - PAYMENT TYPES

' Business Case: In this activity, you will use the iload tool to load payment types.

Task #1: Setup ILoad Password

1. Sign in to your agpbaseload tenant with the implementer account Udoe-imp{).

2. Find the Configure lload task.

3. Select OK.

4. Enter the following information:

Field Name Entry Value

New Password 55Y4zEqrx# I

_______
New Password Verify Ji_5_5Y4zEqrx#

~se as Default Password in Load Data (select) _J

5. Select OK.

Task #2: Create Implementation Suite

1. Run the Create Implementation Suite task.

2. Select the Create from Implementation Suite Template option. In the prompt, select
the Payroll Implementation suite.

3. Select OK.

4. Accept the default implementation areas and select OK.

Task #3: Configure Implementation Suite User Settings for SFTP

1. From the Payroll Implementation suite's Related Actions icon, select Implementation
Suite > Edit User Settings.

2. Enter the following information:

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Field Name Entry Value

1
FTP Server URL s[Link] I
FTP Directory Your directory name
FTP User ID Provided by your instructor

FTP Password Provided by your instructor

PGP Private Key Pair {clear)

3. Configure the following settings to save time when running the loads:
Field Name Entry Value

Add Errors to Attachment (select)

Bulk Load Disabled (select)

Use Current Tenant name as Suffix for Data load files (select)

4. Select OK and Done.

Task #4: Load Data

1. Navigate to and select the Implementation Suites report.

2. Select the Payroll Implementation suite.

3. In the Implementation Task (API Version) column, select the Payment Types
implementation task.
Hint: Filter this column on payment types.

4. From the View Implementation Task page for Payment Types, select the Related
Actions > Implementation Task > Load Data.

5. Select Load Data from FTP Server.

6. Select the Validate Only checkbox.

7. Select Override Tenant Suffix for Data Load files with this Value and enter
agpbase/oad01 to match the file suffix.

8. Select Use Configure iLoad Password.

9. Select OK two times and then Done.

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10. Repeat steps 4-9. This time, leave the Validate Only checkbox clear.

11. From the View Implementation Task page for Payment Types, select Maintain
Payment Types.

12. Notice your loaded payment types along with other pre-existing payment types.

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LOAD SUPPLIERS

To demonstrate using Enterprise Interface Builder (EIS), you will load the supplier object.

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~ ACTIVITY 5.7- EIB- SUPPLIERS

Business Case: In this activity, you will load suppliers into the agpbaseload tenant using an
EIB. Your instructor will provide a populated EIB template. You will create the inbound EIB and
then launch the integration system. In order to load successfully, you will create a new
supplier category and update the reference ID before loading.

Task #1: Create EIB

1. Sign in to your agpbaseload tenant as implementer John Doe (jdoe-impf).

2. Run the Create EIB task.

3. In the Name field, enter Agpbase/oad EIB Create Suppliers Inbound.

4. Select the Inbound option and select OK.

5. Select Next to advance to the Get Data step.

6. In the Data Format section, in the Web Service Operation field, select Submit Supplier
(Web Service).

7. Select Next until the OK button appears.

8. Select OK to save.

Task #2: Generate the Spreadsheet Template

1. Run the View Integration System report.

2. For the Integration System, select Agpbaseload EIB Create Suppliers Inbound, and
then select OK.

3. Select the El B's Related Actions icon, and then select Template Model> Generate
Spreadsheet Template.

4. Select Submit.

5. Select Refresh until the status is completed. Select the Output Files tab. Select the
Submit_Supplier_v42.[Link] file to download it. Save it to your desktop.

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6. Open the file with Microsoft Excel and view the template. Notice that the template is
empty.

Task #3: Create New Supplier Category and Update Reference ID

1. Search for and select the Maintain Supplier Categories task.

2. In the grid, add one row, and in the Supplier Category Name field, enter Other.

3. Select OK.

4. To update the reference ID, select the Related Actions > Integration IDs > Edit
Reference ID.

5. Remove the system-generated reference ID from the Reference ID Value field and in
that field, enter Other.

6. Select OK.

Task #4: Launch Integration

1. Run the Launch / Schedule Integration task.

2. Select the Agpbaseload EIB Create Suppliers Inbound integration that you created.

3. Make sure that the Run Frequency is set to Run Now.

4. Select OK.

5. In the Value field of the Integration Attachment row, select the prompt and then Create
Integration Attachment.

6. Select Select Files and locate the populated EIB spreadsheet from your instructor.
TIQ: Download the file from your SFTP to your local drive. Note that it is best practice to
keep all files and file sharing to the SFTP.

7. Select OK.

8. In the Value field of the Validate Only Load row, select the checkbox. Leave the Specify
Value setting in the Value Type field.

9. Leave the other default settings and select OK to launch integration validation.

10. Select Refresh until the Status displays Completed.

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11. Review the Background Process page details and note the number of records that
validated successfully.

12. Select the Agpbaseload EIB Create Suppliers Inbound integration background process's
Related Actions > Integration Event> Relaunch Integration Event.

13. Review the Integration Criteria settings and clear the Validate Only Load checkbox.
Select OK.

14. Review the Background Process details and note the number of records loads
successfully.

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DATA PURGING
I

Data purging in Workday enables you to delete certain personally identifiable information (PII)
permanently from your tenant. The data purging feature helps you comply with privacy
regulations and data protection laws. You can purge data for selected groups of users on an ad
hoc basis. Or, you can periodically purge well-defined sets of user data after a predefined time
period.

You cannot purge all data. Purgeable Data Types (PDTs) are related to these entities in
Workday:

• Active Workers
• Candidates
• Cases
Former Workers
• Job Applications
• Questionnaire and Survey Responses
• Student Documents
• Terminees

SCHEDULE PURGE

You can schedule a privacy purge to run periodically. After setting up the appropriate segment-
based security, and creating a privacy purge report, you can set up a mass operation. Using the
Mass Operation Management task, you can select the options, including run frequency, for your
data purge. There are limitations on what entities you can purge using a scheduled privacy
purge operation.

Resource: For more details on scheduled purges and data purging in general,
please visit the data privacy section of the Authentication and Security book on
Community.

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CHAPTER 6 - DATA MANAGEMENT REPORTS

OVERVIEW

Once the loads are complete, it is important to validate the customer's tenant. You will review
and analyze audit reports in this chapter.

OBJECTIVES

By the end of this chapter, you will be able to:

• Analyze various data management and audit reports.

• Compare tenant data with customer requirements.
Explore custom audit reports.
• Validate tenant data.

AUDIT REPORTS

Workday enables you to view audits of transactions within your tenant. For some data, Workday
uses effective dating to track transaction history. Auditors can view audit history in reports, but
cannot make changes to these audit records.

Workday uses nondestructive updates to retain data and prevent data overwriting. Workday
provides a complete audit trail for every change made within our business services. When you
update data, the Workday business service records these changes in the secure Workday
database. Only users in the Auditor security group can access this data. Workday records the
details of every user-made change, including the:

New value
• Old value
Person who submits the change
• Time stamp

Workday adds these details to the audit report. An auditor can then retrace the history of that
value back to the original data entry. This process helps you enact tight controls over your data
integrity for compliance requirements.

EXCEPTION AUDIT REPORTS

Workday provides a number of exception audit reports that identify problem areas and explain
the problem and solution for each exception.

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Business Process Exception Audit

Workday recommends that you test changes to business processes in a preproduction tenant
before migrating them to your Production tenant. After you update a business process, run the
Business Process Exception Audit report to find all business process definitions with critical
errors.

When you initiate a business process event, Workday checks the business process definition to
determine if a persisted exception exists on the definition.

When you update a business process definition such that you create an error on the definition,
Workday:

Persists the exception immediately.

Prevents the business process from running.

To provide an extra layer of safety, Workday runs a background process every hour to identify
and persist all exceptions on business process definitions. These exceptions include exceptions
caused by changes outside of the business process definition itself.

Example: You remove a security group from a business process security policy without
removing the group from the corresponding business process definition, causing an exception. If
you do not edit the business process definition or run the Business Process Exception Audit
report to identify the exception, the background process:

• Persists the exception.

Prevents you from initiating the business process until you fix the problem.

If a business process is broken, Workday automatically sends a Fix Business Process task to
business process administrators and provides a link to correct the business process definition.

Additional Exception Audit Reports

Exception audit reports help identify problems and typically provide solutions. In this class, we
will use the following reports:

Organization Exception Audit: Allows you to view organizations for which there are errors
or warnings. It then displays the business object that has the problem and a description
of the problem or solution.
Organization Type Exception Audit: Allows you to view organization types for which
there are errors or warnings. It then displays the organization type, such as Supervisory
or Company, that has the problem and a description of the problem or solution.
Audit Locations for Membership in Organizations: Allows you to view each organization
hierarchy that allows business sites and shows each business site that has a
membership problem. You can use this report to set up and correct business site

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hierarchies. It displays business sites that are included in the hierarchy more than once
or are not included in the hierarchy at all.

~ Resource: For a complete list of audit reports, refer to the Auditing section of the
~ Administrator Guide in Workday Community.

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00 ACTIVITY 6.1 - ANALYZE AUDIT REPORTS

: Business Case: Before meeting with your customer, you must validate your tenant. In this
' activity, you will view exception audit reports to begin to validate your customer's tenant.

Task #1: Run the Business Process Exception Audit Report

1. Sign in to your agpbaseload tenant using the user account (jdoe-imp().

2. Search for and open the Business Process Exception Audit report.

3. Select OK.

4. Review the Severity and Problem/Solution columns. Note that the system indicates that
there is a critical issue and how you might fix it.
Note: We will not fix the critical errors in this class. On a project, you would likely fix at
least those business processes with critical errors that are in scope.

Task #2: Run the Organization Exception Audit Report

1. Search for and open the Organization Exception Audit report.

2. Notice that this report is empty, indicating that no organizations have warnings or errors.

Task #3: Run the Organization Type Exception Audit Report

1. Search for and open the Organization Type Exception Audit report.

2. Notice that this report is empty, indicating that no organizations have warnings or errors.

Task #4: Run the Audit Locations for Membership in Organizations Report

1. Search for and open the Audit Locations for Membership in Organizations report.

2. Notice that this report shows only the top level location hierarchy ET All Locations.

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COPYING REPORTS FOR AUDIT

Workday has built-in functionality for creating reports. However, you can also copy many of the
hundreds of delivered standard reports. For tenant validation, it can save time to copy a
standard report and add and remove columns as needed.

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el ACTIVITY 6.2 - COPYING REPORTS FOR AUDIT

Business Case: In this activity, you will copy the All Active Employees report and modify it.

Task #1: Copy the All Active Employees Report

1. Sign in to your agpbaseload tenant as implementer John Doe (jdoe-impl).

2. Search for and open the All Active Employees report.

3. When prompted, leave the prompts blank.

4. Select OK.

5. To copy the report, select the Related Actions icon > Custom Report> Copy.

6. Rename the report Data Loading for Implementers and select OK.

Task #2: Modify the All Active Employees Report

1. Scroll to the last row and select the add row icon twice.

2. In the Field column for the first new row, enter Location Hierarchy.

3. In the Field column for the second new row, enter Has Workday Account.

4. Select OK.

5. Select Run.

6. Select OK.

7. Notice the two new columns you added at the far right of the report.

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CHAPTER 7 - DEPLOYMENT DOCUMENTS

OVERVIEW

In this chapter, you will review and analyze the various deployment documents.

OBJECTIVES

By the end of this chapter, you will be able to:

• Explore project scope document.

• Analyze the components of a Statement of Work (SOW).
• Define a Sales to Service (S2S) document.
• Review a requirements document.
• Analyze an issues log.
Review a configuration review template.

PROJECT SCOPE DOCUMENT

The Project Scope template includes the project's scope and the work required to complete the
deliverables. Its purpose is to provide a baseline understanding of the project's boundaries and
ensure a common understanding of the project's scope for all stakeholders. The Project Scope
document is required for Launch deployments. At the discretion of the Delivery Assurance
Manager (DAM) / Deployment Review & Assessment Manager (ORM), the Partner's Statement
of Work may be used instead of the Project Scope document.

The Project Scope document is used in the planning stage of your deployment.

STATEMENT OF WORK (SOW)

A Statement of Work (SOW) typically consists of a formal document that outlines the specific
tasks, deliverables, timelines, and other key details of a project or engagement. Organizations
using Workday may use SOW templates or follow industry best practices to create
comprehensive and mutually agreed-upon documents for their projects.

SALES TO SERVICES TRANSITION (S2S)

The Sales to Service (S2S) transition involves two crucial meetings that set the groundwork for
a successful engagement:

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1. Sales to Services (S2S): A 60-minute internal meeting that occurs after the signing of
the software subscription and statement of work, but before the Customer Intro to
Services call. During this session, the Sales team shares crucial customer information
with the Services team. The meeting will cover product gaps, unique requirements, key
assumptions, customer culture, expectations, pain points, and other pertinent details.

2. Customer Intro to Services: A customer-facing, 60-minute call jointly hosted by our

Sales and Services teams. This meeting signals to the customer that they are
transitioning from the Sales team to the Professional Services team. It serves as an
opportunity to align expectations, validate scope, and discuss resource requirements
with the customer's executive sponsor and project manager.

DEPLOYMENT WORKBOOKS
I

The deployment workbooks simplify the data collection process for customers, validate the data
for errors, and automate much of the work to make that data loadable. Workbooks include
instructions, FAQs, macros that can generate advanced loads, and decision guide videos for
some objects.

You can find blank and demo workbooks in Workday Community for Payroll, Financial
Management, HCM, and more.

CONFIGURATION REVIEW TEMPLATES

The Delivery Assurance team provides a template to use during the configuration review
checkpoints for all product areas. You should be sure to review and complete all tasks on the
template.

Resource: You can find the Delivery Assurance templates on Workday Community
> Learn > Services Basecamp > Delivery Assurance. Search: Delivery Assurance
Dashboard.

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l@f1
ACTIVITY 7.1 - EXPLORE DEPLOYMENT TOOLS AND
~ TEMPLATES
•••• ............ ••••• ....... ...... ..................... .......... ·······
' Business Case: In this activity, you will explore several useful deployment tools and templates. !
Task #1: Review Deployment Tools and Templates

1. Access your directory on the SFTP.

2. Locate the Deployment Tools and Templates folder.

3. Follow along as your instructor reviews these resources.

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APPENDIX A - TROUBLESHOOTING LOAD ERRORS

Finding error reports in agpbaseload Tenant:

1. Sign in to your agpbaseload tenant using your implementer account (e.g., jdoe-impl).

2. In the Search box, enter process monitor and select the Process Monitor report.

3. In the Process Type prompt, enter and select iLoad (you may need to adjust the date
range as well)

4. Select OK.

5. From the Process Monitor report, in the Request column, select the blue implementation
process instance that has an error.

6. Once on the view implementation process instance page, find the dataload error reports
section that lists your error report as an .xml file.

7. Open the .xml file. Interpret and fix the error.

Issue Truncated .xml Error Example

Date formatting <wd:errorMessage>lnvalid format for date text=01-01-1900 on attr Effective
error Date</wd:errorMessage>
Resolution: The system will not accept the month-day-year format and you
would need to change to the year-month-day format, import again, and
I V~lidate & Load again.
Assign ~:errorMessage>lnvalid ID value. 'POS_E115' is not a valid ID value for
Organization type= 'Position_lD'</wd:errorMessage>
Roles error
Resolution: This is a referential error having to do with incorrect reference
ID. In this example, the Role-based Security Group Assignments Advanced
load template, Role Assignee Reference grid, ID Column had a Position
Reference ID of 'POS_E115.' The issue is, there is no position in this tenant
with a reference ID of 'POS_E115.' The system does not find this position
you are referencing and trying to assign to a role through this load.

Pre-Hires <wd:errorMessage>85022 is not a valid postal code for Texas</

postal code wd:errorMessage>
error
Resolution: On the Create Pre-Hires Advanced load template, Applicant-
Address Data grid, there is a mis match. The applicant has a country region
reference ID for the state of Texas. That same applicant is given a post
code in the state of Arizona. The system catches that the state and postal

118 Data Loading for Implementers

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 Data Loading for Implementers

Issue Truncated .xml Error Example

code do not match due to the tenant system setting for 'Enable Postal code
Validation'.
Depending on requirements, fix the applicant so that the postal code is
in
the referenced state(country region reference ID) on the advanced load
template. Import again. Validate & Load again.

Note: Not all of these errors will be encountered in class since we use pre-
populated templates.

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Data Loading for Implementers

APPENDIX B - TOUCHPOINTS KIT

WORKDAY TOUCHPOINTS KIT - HCM CORE

-- ,

=
120 Data Loading for Implementers
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 Data Loading for Implementers

......
LEGEND

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Workday is a unified solution, which means it is important to consider the cross-functional

impact of design decisions during deployment, ongoing change management, or the adoption of
new products.

The Workday Touchpoints Kit is a full-suite visual display of all data flows and configuration
relationships within Workday. Using the Touchpoints Kit, consultants and customers can make
informed design decisions, minimize testing, and optimize Workday functionality. The
Touchpoints Kit diagram above shows the relevant product area for this course.

Learn more at [Link]

Data Loading for Implementers 121

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