Workday

Workday

Workday is a leading provider of AI-enabled, cloud-based ERP applications. Workday financial management, human capital management, budgeting, planning and analytics are designed for government departments and their agencies, healthcare and educational institutions and the world’s largest companies. Organisations from medium-sized businesses to Fortune 50 enterprises and beyond run on Workday.

Features

• Human Capital Management
• Financial Management
• UK Payroll or Cloud Connect for Third-Party Payroll
• Time & absence
• Expenses
• Recruiting
• Learning
• Procurement (P2P) and/or Inventory
• Professional Services Automation
• Financial and workforce Analytics

Benefits

• A single system for finance and HR, gives total visibility
• A consistent, engaging, and social experience from anywhere/on any device
• Adapt quickly to policy, organisational and business process changes
• Rigorous safeguards maintain the highest security and maximum uptime
• Every customer is on the latest version of our software
• Better decision-making with real-time analytics and actionable insight
• Improve efficiency and transparency with automation and real-time audits
• Minimise overheads and shift resources to more strategic roles
• Rapid deployment and faster time to value
• Machine learning built into the core of the applications

£19.43 to £775.50 a user a year

• Education pricing available

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at andy.venter@workday.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

332738008670764

Contact

Andy Venter
020 3318 2336
andy.venter@workday.com

Service scope

• Software add-on or extension: Yes, but can also be used as a standalone service
• What software services is the service an extension to: Yes, this service can be an extension of the "Workday" service or used as a standalone service. Two items are available under this service, which can be taken together or individually and added to in the future.
• Cloud deployment model: Public cloud
• Service constraints: - Customer tenants will be unavailable during planned maintenance and unplanned outages. Planned maintenance is scheduled by tenant type and the current schedule is available to customers through Workday's Community website. ; - Additional constraints may be contained in the Workday's contractual terms.
• System requirements: Internet connection and HTML 5 compatible browser

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Workday Response Commitments start from the time the case is logged. Severity 1: 1hour/7 days a week. Severity 2: 6 hours/Monday -Friday. Severity 3: 24 hours/Monday - Friday. Severity 4: 24 hours Monday - Friday. Severity 5: 48 hours/Monday - Friday.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: None or don’t know
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: No
• Onsite support: No
• Support levels: Workday: Workday Support operates 24 x 7 x 365. Workday's Support personnel are based in one of five geographies (USA, Ireland, New Zealand, India & Costa Rica). Customers submit a case via Workday's online tool. Customers assign a severity for each case and may self escalate at any time.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Workday: Workday has a formal Customer On-boarding process, which consists of the following on-boarding activities:; -Welcome to Workday email to the identified Customer Support Contact Enabling the Customer's Named Support Contact Admin, Community Org Admin and Training Coordinator in the Workday Community - which includes access to the Workday Community; -Provisioning and creating the customer’s first tenant (GMS/GOV or AMU) demo tenant); -Tenant delivery emails are sent with login credentials. This is completed within 5 days to meet the revenue recognition deadline; -Segment 1 customers are provided with an opportunity for a 1:1 Welcome to Workday call (all others are directed to W2W video learning series on Community; -Manage ordering of customer welcome gift (Workday mugs)
• Service documentation: Yes
• Documentation formats: HTML
• End-of-contract data extraction: The customer can choose to extract their data on their own via specific reports provided by Workday or the customer can engage Workday Professional Services or a Workday partner to assist in the data extraction process.
• End-of-contract process: Workday Support follows a customer off-boarding process to initiate the deletion of a customer’s tenant. The customer may retrieve their Customer Data from within the service. After obtaining appropriate approvals, the customer instances are disabled and subsequently deleted. Data will be retained according to terms in the contract. Workday permanently deletes the customer tenant. Off-boarding activities are documented and tracked in an online tracking system or support case.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Workday Mobile Apps for iPhone, iPad and Android include some exclusive features to those platforms. As well, Workday Mobile Apps focus on key/common user experiences and transactions and may not contain the full suite of functionality available on the web platform. Our Workday Web UI is a single web platform that is available on approved browsers for both desktop and mobile devices. There may be minor differences in capabilities based on the platform/browser you are using but, largely, the functional capabilities are identical.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: Every type of user should get the most out of their enterprise applications. With Workday, even novice users are able to navigate the intuitive Workday experience with minimal training, while power users and administrators will find all the tools they need at their fingertips.
• Accessibility standards: None or don’t know
• Description of accessibility: Workday assesses accessibility in the Workday Service against the WCAG 2.1 AA standards. Summary of this is the "Accessibility In Workday" document, which describes the areas of the Workday Service that comply with WCAG 2.1 AA, also functionality that partially conforms or does not yet fully conform to those standards. UX enhancements are designed with accessibility criteria and evaluated before general availability to customers. We work closely with users of assistive technology to prioritize enhancements in our remediation queue.
• Accessibility testing: Workday performs multiple types of evaluations, including a combination of automated and manual testing with assistive technology including screen reader software, keyboard, and magnification. We leverage the expertise of users who are intimately familiar with their technology to report where we can enhance the usability of their experience. Workday investment in automation provides validation of code consistency as enhancements are delivered.; Our software delivery model leverages two advantages to incorporate accessibility across our solutions holistically. First, users do not require special configuration to enable their assistive technology to interact with Workday. Second, accessibility features and enhancements are delivered to all customers when service updates are delivered. Users who experience a barrier are encouraged to report issues to Workday for inclusion in our prioritization.
• API: Yes
• What users can and can't do using the API: Users and systems can take full advantage of Workday's API functionality, which is described in detail on Workday's API documentation available to Customers.
• API documentation: Yes
• API documentation formats: HTML
• API sandbox or test environment: Yes
• Customisation available: No

Scaling

• Independence of resources: In order to manage tenant performance and availability, Workday performs system capacity planning / analysis as well as monitors / supports the Workday network and systems on a 24 x 7 basis. Workday commits to a Service Response and Availability SLA.

Analytics

• Service usage metrics: Yes
• Metrics types: Workday generates monthly reports that summarize the activity in customer's Production tenant. These reports include metrics on the customer's usage of their Workday Production tenant, tenant availability (uptime), and response time (performance).
• Reporting types: Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: None

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
  • Other locations
• User control over data storage and processing locations: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Other
• Other data at rest protection approach: Workday relies on the Advanced Encryption Standard (AES) algorithm with a key size of 256 bits for encryption at rest.
• Data sanitisation process: Yes
• Data sanitisation type: Explicit overwriting of storage before reallocation
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: The customer can directly export data from the Workday Service through a variety of reports that are made available.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • PDF
  • XLS
  • XML
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • PDF
  • XLS
  • XML

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • Other
• Other protection between networks: The Workday application provides functionality that allows Customers to build simple and secure inbound; and outbound integrations to transmit data.; Insecure transport protocols, including file transport protocol (FTP) and email, require Pretty Good Privacy; (PGP) encryption of files by default unless configured by the Customer’s designated security personnel,; which is systematically enforced.
• Data protection within supplier network: Other
• Other protection within supplier network: Multi-tenancy enables multiple Customers to share one physical instance of the Workday system while isolating each tenant’s (Customer’s) application data. Workday accomplishes this through the Workday Object Management Server. Every Workday account is associated with exactly one tenant, which is then used to access the Workday application. All instances of application objects (such as Organization, Worker, etc.) are tenant-based, every time a new object is created, that object is also irrevocably linked to the user’s tenant. The Workday system maintains these links automatically and restricts access to every object based on the user ID.

Availability and resilience

• Guaranteed availability: Workday’s Service Availability commitment for a given calendar month is 99.9%.
• Approach to resilience: If Workday’s production data center becomes unavailable for any reason, Workday maintains a geographically distant Disaster Recovery (DR) data center with the same design, equipment, and capacity levels as production. All changes made to the production environment are also made in the DR environment to ensure consistency.
• Outage reporting: For wide-spread outages, customers receive notification of outages via a Workday Community alert. If a small number of customer tenants are impacted by an outage, Workday Support will open a proactive support case to work with the impacted customers directly. Historical as well as future scheduled maintenance windows are also communicated via Workday's Community website.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • Username or password
  • Other
• Other user authentication: Customer end users must have valid credentials to access the Workday application. Designated Security Administrators can configure the application to send a username and a randomly generated password in a separate email to an end user, or the Customer’s Security Administrator can manually enter a password for a user and configure the Workday application to require the end user to change the password upon initial login.
• Access restrictions in management interfaces and support channels: Customer end users must verify their identity and access the Workday Service. ; ; Each customer's Security Administrator(s) may configure their authentication settings and set up an authentication policy, which gives the customer more control over how users authenticate to Workday given context and conditions.; ; Authentication policies can be to set up to apply different authentication requirements for different user populations, and to enable access restrictions where applicable. Workday offers a number of standards-based authentication types and factors, as well as PIN and biometric options for our mobile applications.
• Access restriction testing frequency: At least every 6 months
• Management access authentication: 2-factor authentication

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: Less than 1 month
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: EY CertifyPoint
• ISO/IEC 27001 accreditation date: 21/05/2023
• What the ISO/IEC 27001 doesn’t cover: Please refer to the scope of the Workday's ISO 27001 Certification: https://www.workday.com/content/dam/web/en-us/documents/workday-iso-certificate-27001-2023.pdf
• ISO 28000:2007 certification: No
• CSA STAR certification: Yes
• CSA STAR accreditation date: 26/02/2024
• CSA STAR certification level: Level 1: CSA STAR Self-Assessment
• What the CSA STAR doesn’t cover: The CSA STAR and CSA CAIQ includes all Workday services/products. Scoping of the CAIQ Questionnaire includes Workday Core Services, Adaptive Planning, Peakon.
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications:
  • SOC 1
  • SOC 2
  • ISO 27017
  • ISO 27018
  • ISO 27701
  • EU Cloud Code of Conduct
  • TISAX
  • IRAP

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Workday Management is responsible for directing and controlling operations, as well as establishing, communicating, and monitoring company-wide policies and procedures. Workday’s People and Purpose, Cybersecurity and Trust, and Privacy teams, together with Management, are responsible for developing, maintaining, and communicating company policies and procedures that promote Workday’s core values. Policies are published on the Company intranet for employees to view. Workday management reviews policies and documents any policy revisions and approvals. Significant changes to policies are communicated as necessary through team meetings, security awareness emails, the Company Intranet, and/or company-wide email communications.

Operational security

• Configuration and change management standard: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Configuration and change management approach: Workday has implemented formal, documented change management processes to govern application, environment and infrastructure changes. Where applicable, all changes require documentation, tracking ticket, approvals, and testing prior to deployment into production.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: On an annual basis, Workday engages a third party firm to perform a network penetration test. ; On a semi-annual basis, third party firms are engaged to conduct external system and application assessments to identify potential weaknesses. External vulnerability assessments scan all internet-facing assets including firewalls, routers, and web servers for potential security weaknesses. Critical and high rated issues and corresponding remediation actions taken are documented. ; Weekly external vulnerability scans are performed by the security team. to identify vulnerabilities which are actively worked to resolution and documented.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: Workday uses third party software tools to support and monitor the network and production systems on a 24 x 7 basis. Network Intrusion Prevention Systems (IPS) and Intrusion Detection Systems (IDS) monitor the network for atypical network patterns. System generated alerts are sent to the Security Operations Center if suspicious network activity is detected, for further investigation, analysis, and resolution. Workday employs endpoint tools to provide advanced threat protection, anti-virus protection and to monitor for anomalous behavior.
• Incident management type: Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
• Incident management approach: Workday uses monitoring tools and incident response protocols to ensure services are available and that problems are identified, investigated, and resolved. Workday uses third party software tools to support and monitor the network and production systems on a 24 x 7 basis.; A Security Incidents Policy and Incident Response Plan have been implemented to ensure the organization is prepared to respond quickly, properly, and completely if a security incident occurs. The Incident Response plan covers roles and responsibilities, risk analysis, communication, and recordkeeping requirements.

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Workday is a leader in sustainability. In 2023 we were named the top-performing company for the environment in Just Capital’s list of America’s Most Just companies. We’ve already achieved net-zero emissions across offices, data centres, and business travel and have reached our 100% renewable electricity goal. Workday was one the first large, global companies to reach a lifetime net carbon footprint of zero by mitigating our carbon legacy through the purchase of high-quality, third-party verified emissions reductions or carbon credits. Consequently, Workday can provide carbon-neutral cloud-based HR and Finance Systems.; In 2022, we announced that we have developed Science-Based emissions reduction targets across our entire value chain that are aligned with a 1.5°C pathway. Specifically, our SBTs commit Workday to:; •continue annually sourcing 100% renewable electricity through our fiscal year 2030. ; •reduce absolute scope 3 business travel emissions by 25% by fiscal 2026 from a fiscal 2020 base. ; •achieve the goal that 70% of our suppliers (by spend) will have SBTs by our fiscal year 2026. ; ; In addition to our SBTs, we continue innovate to reduce our environmental impact, including :; •The use of 100% Renewable Energy across our offices and datacentres.; •New models for purchasing renewable energy, including the first ever small-buyer aggregate renewable energy project, to create a blueprint for other smaller buyers.; •Infrastructure Optimisation, to reduce the power consumption of our private and public cloud infrastructure.; •Pioneering Sustainable Air Travel, by stimulating the market for Sustainable Aviation Fuel.; •Pioneering Permanent Carbon Removal, by stimulating the market for permanent carbon removal.; •Responsible policies for the disposal of e-Waste.; •Driving sustainability throughout our supply chain.; •Transparency on our Sustainability Activities, reporting metrics about our energy and water usage, waste disposal, emissions and offsets, in our Global Impact Report. ; •Encouraging employee engagement through our network of volunteer “Green Teams”.

  Tackling economic inequality

  This Social Value theme centres on creating new businesses, jobs and skills. Workday’s UK headcount has grown significantly in recent years, providing a platform for programmes like our new apprenticeship scheme, and support for a range of social enterprises and charities. We help tackle economic inequality through: ; Apprentice Schemes – we recently launched a range of new apprenticeship schemes, including a three-year degree apprentice programme with Middlesex University for career changers or returners who would like to move into a technology sales role, as well as bachelor’s and master’s degree apprenticeship programmes in partnership with Henley Business School, which help existing employees to build their management and leadership skills and progress into higher-paying roles. We actively seek to transfer our unused levy funds to non-levy-paying organisations, in particular in the NHS, to help them create apprenticeship places.; The Workday Foundation; The Workday Foundation was established with a stock grant to make a difference in our communities and provides support to organisations that prepare people of all ages for careers in technology, with a particular focus on those that are breaking the cycle of poverty. The Foundation conducts its work through two main programmes: ; Impact grants. Through which the Foundation invests in organisations that prepare people of all ages for careers in technology. An example is our work with Ada College, the UK’s National College for Digital Skills. In addition to funding, we work with the college on their curriculum design and through employee volunteering with their learners. ; Opportunity Onramps. Programmes which connect talent with opportunity, breaking down barriers to employment. In the UK, we work with partners like Generation, who are transforming education to employment systems to place people into life-changing careers. With our most recent donation, Generation will develop interventions to help 45+ unemployed people enter life-changing careers.

  Equal opportunity

  At Workday, we believe an equitable, and inclusive workplace, where everyone feels valued and included is the key to great products and happy customers. We rally our employees around our strategy to Value Inclusion, Belonging, and Equity, a programme we refer to as VIBE. Our VIBE commitments are an indicator of the steps Workday is taking to support equal opportunity.; Hiring and developing diverse talent - We strive for an inclusive culture that encourages each of us to bring our best selves to work. Workday recognises that as a society, we’ve created barriers that make it difficult for individuals with non-traditional backgrounds to secure well-paying jobs, such as those in companies like ours. To create opportunities for all, Workday runs programmes to provide training, apprenticeships, internships, and job opportunities, including partnering with organisations like Ada College and Generation, to support the next generation of diverse tech talent.; Employee Belonging Councils – Our Employee Belonging Councils (EBCs) help us support a more diverse population and advance the professional development of their members. EBCs help strengthen an inclusive workplace and provide new perspectives that enhance collaboration and communication across our company. EBC participants, as advocates, help us cultivate more diverse talent pipeline.; Strengthening our communities - We give back to our communities through volunteering, including with educational institutions to develop curricula to develop the next generation of talent. Our charitable arm, the Workday Foundation supports our community goals, for example, by supporting More in Common’s Defusing Hate project to combat hate-based violence in a number of European countries, including the UK. ; Building inclusive products and technology. We offer tools, such as our VIBE Index and Heatmap, to help customers manage their journey towards a more inclusive and diverse workforce, and recently introduced masked candidate screening, which helps reduce unconscious bias during hiring.

  Wellbeing

  Workday operates according to six core values: employees, customer service, innovation, integrity, profitability, and fun. Putting employees first is a conscious choice. Our founders believed that happy employees lead to happy customers. We take a holistic approach to wellbeing, combining physical, mental and financial wellbeing, and work-life balance. ; Physical Wellbeing - We help Workmates maintain a healthy quality of life and get the most out of their daily activities, from supporting comfortable workspaces, providing great snacks in the office and access to programs that help colleagues navigate health-related situations. Every employee is entitled to a wellbeing subsidy, covering costs associated with mental health support, membership fees or exercise and sporting equipment.; Mental Wellbeing - We recognise the role work plays in employees’ mental wellbeing. We help employees build resilience through learning to manage stress, recognise their strengths and continue to grow. Workmates and their families have access to 24/7 medical support through our online doctor network. We also have clinics at our global and European headquarters that provide comprehensive healthcare services, from preventative care to Employee Assistance Programme services.; Financial Wellbeing - We know that compensation is critical to ensuring Workmates feel valued and motivated. Every Workmate is a Workday shareholder, invested in the success of our company. We provide employees with free access to Financial Advisors and tools to help them manage their money and have recently launched a range of investment programmes for employees into which Workday will match up to £50/month.; Work/Life Balance - We foster workplaces that help Workmates experience our culture, build relationships, and increase collaboration. Flexible working enables Workmates build routines that support productivity and find a healthy work/life balance. We encourage Workmates to take time to prioritise what’s most important to them, whether caring for loved ones, resting, honouring traditions or community work.

Pricing

• Price: £19.43 to £775.50 a user a year
• Discount for educational organisations: Yes
• Free trial available: No

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at andy.venter@workday.com. Tell them what format you need. It will help if you say what assistive technology you use.