Implementing Workday Financials: Lessons Learned, Key Considerations, and Financial Implications

Workday Financials is a powerful cloud-based financial management system that provides organizations with comprehensive tools to streamline financial operations. While it offers significant benefits such as enhanced visibility, efficiency, and control, its implementation can be a complex process. Understanding key lessons learned, financial implications, and potential challenges can help organizations navigate the process more effectively.

Lessons Learned from Workday Financials Implementations

Successful implementations of Workday Financials provide valuable insights into best practices and common pitfalls. Here are key lessons from organizations that have successfully deployed the system:

Leadership and Strategy

• Engage Leadership Early – Digital transformation initiatives require strong leadership buy-in. Securing commitment from key decision-makers ensures alignment with business goals and facilitates smoother execution.
• User Engagement Matters – Adoption hinges on user engagement. Workday’s integrated experience across finance and HR fosters higher user acceptance, making training and communication essential. It is imperative to identify key stakeholders across the organization that will take responsibility for the tools successful deployment.

Planning and Preparation

• Start Early – Preparation should begin well before the official implementation kickoff. Define business processes, data needs, and workflow structures in advance to avoid delays.
• Adopt a Phased Approach – Workday offers extensive functionality. Instead of deploying everything at once, prioritize essential features first and gradually introduce additional capabilities.

Implementation and Support

• Data Migration is Critical – Cleansing and migrating data into Workday should start as early as possible. Poor data quality can lead to significant issues post-implementation.
• You Don’t Need to Be a Workday Expert – Workday is designed to be intuitive. Internal teams should focus on finance and HR knowledge while working with experienced Workday partners.
• Allocate Sufficient Resources – Implementation often requires more time, personnel, and budget than initially anticipated. Plan accordingly to prevent resource shortages.
• Define Clear Objectives – Establish end goals before getting into technical specifics. A clear vision ensures alignment between business needs and system capabilities.
• Build a Diverse Implementation Team – Include IT, finance, and operational stakeholders to provide a comprehensive perspective.
• Learn from Others – Engage with organizations that have implemented Workday Financials, preferably those in similar industries.
• Choose the Right Implementation Partner – Find a partner who offers ongoing support and shares a vision of continuous improvement. Reach to Cogleus for a free consultation!
• Leverage Automation and Integration – Workday automates financial processes, reducing manual work and increasing efficiency.

Key Considerations for Implementing Workday Financials

Data Migration – Data migration is often one of the most challenging aspects. Organizations should:

• Develop a comprehensive migration strategy.
• Identify and eliminate redundant data from legacy systems.
• Ensure accurate and complete data transfer to Workday.

Configuration – Workday is highly configurable, requiring organizations to:

• Set up business processes tailored to specific needs.
• Define appropriate security roles.
• Develop and test financial reporting structures.

Change Management – Transitioning to Workday requires structured change management:

• Establish a clear communication plan.
• Provide comprehensive training for users.
• Set measurable adoption metrics to track progress.

Testing – Robust testing ensures smooth system functionality:

• Validate all business processes.
• Test system integrations with other enterprise applications.
• Perform user acceptance testing before go-live.

Training – User training is crucial for maximizing Workday’s benefits:

• Offer hands-on training sessions.
• Provide ongoing support resources, such as FAQs and user guides.

Cost

While upfront costs exist, Workday’s integrated system can enhance efficiency, reduce manual tasks, and improve financial oversight. Below is an example of the overall cost breakdown from past clients

• Licensing Fees – Workday operates on a subscription model. Cost varies based on the number of users and modules implemented.
• Implementation Services – Most organizations hire Workday partners for implementation. Costs depend on project scope and partner expertise.
• Ongoing Maintenance – Maintenance and support continue post-implementation. Includes software updates, bug fixes, further enhancements and user assistance.

Avoiding Common Pitfalls in Workday Financials Implementations

Organizations can avoid costly mistakes by adhering to best practices:

• Plan Thoroughly – Develop a detailed project plan outlining scope, timeline, and budget.
• Prioritize Testing – Allocate ample time for testing all workflows and integrations.
• Ensure Comprehensive User Training – Provide tailored training programs to improve user adoption.
• Avoid Over-Customization – While Workday is flexible, excessive customization can increase costs and complexity.
• Engage Stakeholders – Maintain continuous engagement with finance, HR, and IT teams throughout the process.

Case Studies: Workday Financials in Action

KeyBank, a major financial institution, successfully implemented Workday Financials to modernize its financial management. The transformation included:

• Implementing an accounting rules engine.
• Streamlining data models and reporting structures.
• Reducing the number of financial reports for greater efficiency.

Werner Enterprises, a leading transportation company, adopted Workday Financials to enhance reporting and general ledger integration, resulting in:

• Real-time financial reporting.
• Increased process automation.
• Significant time savings.