Master the Workday Year-End Rollover: Your Checklist for a Seamless Transition

When we are approaching the end of the year, it’s time for organizations with the Workday HR platform to prepare for the year-end rollover. To simplify your Workday's year-end process, Jade Global, as a Workday partner, has crafted a year-end rollover checklist. We hope this will help you prepare for a smooth transition from this year to the next and avoid any impact on any BAU activities.

In this blog, we shall explore the critical items to address during the year-end rollover and provide best practices for a smooth transition.

1. Period Schedule Extension

   One of the first tasks in the year-end rollover is to extend the period schedules. Period schedules may be used for workday absence plans, time tracking, or payroll. Extending the periods in the period schedules ensures that there is no impact on absence requests, time entries, and payroll processing. The upcoming periods need to be reviewed and extended accordingly.

2. Integration Scheduling Extension

   Similar to the period schedule, it’s crucial to extend integration schedules. This will help maintain the flow of data between Workday and other integrated 3rd party systems. Verify that all integrations are correctly configured for the new year to avoid interruptions in data exchange.

3. Encryption Key Recertification

   Performing an encryption key recertification is essential to protect sensitive data. Ensure that all encryption keys are up to date and that the necessary security protocols are in place to prevent unauthorized access. Missing this item may also result in authorized parties losing access to the intended data.

4. Report and Alert Scheduling Extension

   Reviewing and extending the scheduled reports and alerts ensures that critical reports continue to run without interruption. This is particularly important for compliance and regulatory reporting.

5. Holiday Calendar Upload

   As part of the rollover process, updating the holiday calendars / Holiday events for the upcoming year is crucial. Also, this ensures that employee time-off requests are accurately tracked and that payroll reflects any holiday premium pay accurately.

6. Validate Accrual and Balance Adjustments

   Validating accruals and balances and adjusting them as needed, mainly through the EIB (Enterprise Interface Builder) is one of the tasks to be taken care of during the year's end. This step is crucial to ensure that all employee balances, such as PTO and sick leave, are accurate before the year-end close.

7. Notify Managers of Pending Absence Requests

   Reminding managers to review and approve any pending absence requests helps to ensure that all time-off records are accurate and up to date before transitioning to the new year.

8. Notify Actionable Security group members on Long-Awaiting Business Processes

   Communicating with relevant teams regarding any long-awaiting business processes that need attention to clear out any bottlenecks and ensures a smoother start to the new year.

9. Auditing Security Assignments

   Performing an audit to check user-based group assignments ensures that users have the appropriate access and permissions for the upcoming year. Any discrepancies should be addressed to maintain compliance and security.

10. Report Audits for Exception Identification

    Conducting audits on reports to check for exceptions, ownership issues, and identification of obsolete reports helps to streamline reporting processes and ensure that the reporting landscape is efficient and effective.

Conclusion

As a Workday Partner, Jade Global is offering Workday HR solutions for more than five years, and we understand the Workday year-end rollover is a vital process that requires careful planning and execution. ;

You can ensure a smooth year-end rollover by reviewing and initiating the checklist at the start of the final quarter. This will help you finalize the list of the current year's activities, submit any essential tickets or requests, and obtain approvals to perform them from relevant contacts right on time. . Also, you will be able to complete the on-time user-input activities, validate data-loading tasks in the Sandbox, and set intermediate milestones to track progress. Finally, you can be holiday season-ready by completing all approvals, sign-offs, and post-migration validations right on schedule.

If you have any questions or need any support for the Workday Year-End Rollover, please contact our Workday Experts.