From the deluge of employee support queries to the complexity of integrating multiple applications with your HR systems, you know that enterprise HR management comes with formidable challenges – from overwhelming employee support requests to hampered HR efficiency to maintaining employee well-being.
That’s why your team depends on Workday to control your countless HR functions and help manage your company’s complex, global talent needs. From recruiting to payroll to performance management, Workday makes it all possible, while giving you critical access to real-time data and insights into your workforce dynamics.
But what if there was a way to supercharge your Workday processes and increase productivity using automation?
Just imagine how automated workflows could streamline your entire employee lifecycle. That’s why we’ll explore:
- What are Workday workflow automations?
- How Moveworks AI copilot supports employees and HR teams
- How does Moveworks enable Workday workflow automations?
- What are the benefits of Workday workflow automations?
- How to automate Workday workflows with Moveworks
When integrated with your HR systems, Moveworks makes it easier to streamline and autonomously handle countless HR processes. Additionally, by using Moveworks to integrate Workday with your other applications (FMS, procurement, collaboration tools, etc) are able to unify your HR operations, minimize the headaches of juggling multiple systems, and help save valuable time and effort.
What are Workday workflow automations?
Workday workflow automations are intelligent processes that streamline HR tasks, reducing manual effort and improving efficiency. Also referred to as business process automations by Workday, these automations can be customized to automate a wide range of functions.
These functions include employee onboarding, time-off requests, expense approvals, and more. By automating repetitive tasks, HR teams can increase productivity to focus on strategic initiatives and provide better support to employees.
How Moveworks Copilot supports employees and HR teams
Moveworks uses generative AI to deeply understand what an employee is asking for and who they are. With this context, our AI-driven Copilot is able to comprehensively understand user queries and individual contexts across HR and other functions such as IT, finance, sales and more to deliver personalized answers entirely autonomously.
Since Moveworks also integrates across multiple applications and systems, this helps to significantly reduce the time your employees spend searching for information or navigating traditional processes. Employees can check remaining PTO balances, inquire about benefits, review company holiday schedules — and get information tailored to their needs, immediately.
How does Moveworks enable Workday workflow automations?
Moveworks Copilot automates employee support, effectively addressing common HR queries and tasks seamlessly through conversations via Slack and Microsoft Teams, the same messaging applications your team already uses.
Even when your HR needs are unique or complex, Moveworks is able to help enable Workday workflow automations by allowing you to build the integrations you need with Creator Studio. Whether you choose one of Moveworks’ numerous native pre-built HR automations or build your own in Creator Studio, where you are able to create automated workflows tailored to your business needs.
By leveraging Moveworks together with Workday, you are able to more easily automate your HR functions, enable your employees to enjoy world-class support in seconds, and help to free your teams to prioritize people-centric work.
Check out our Plugin Library to discover and add Workdays plugins to your Moveworks Copilot.
What are the benefits of Workday workflow automations?
A recent study found that employees spend up to 40 million hours each month researching and completing Human Resource-related tasks such as onboarding, PTO, benefits enrollment, and expenses. These hours could cumulatively add up to $8 billion in lost productivity.
However, by automating Workday with Moveworks and Moveworks Creator Studio, your organization can enable improved employee experience, efficiency, decision-making, operations, cost savings, and compliance.
Here are a number of reasons why HR teams should consider implementing workflow automations:
- Improved employee experience: Workday automations help to provide employees with instant, 24/7 access to HR support and information. This may lead to increased employee satisfaction as common questions and needs are addressed quickly and easily via conversational chat.
- Increased HR efficiency: Automations are able to autonomously handle repetitive, time-consuming HR tasks like answering common FAQs, providing policy information, or collecting employee documents. This helps to save HR staff significant time to refocus on more strategic initiatives.
- Consistent information sharing: Unlike a human HR team, automations have the potential to provide more consistent answers to common questions. This can help to minimize variability and enable employees to receive more consistent, accurate, and up-to-date information.
- Expanded 24/7 HR access: Automations can be accessible anytime, anywhere globally and in multiple languages too. By automating these challenges, this can provide HR services to more employees with previously limited HR access.
- Cost savings: Compared to developing complex HR portals and documentation in house, automating your information gathering may require less investment for some organizations. Automations can also help reduce employee requests handled by HR reps, helping to enable cost reductions.
Automate Workday workflows with Moveworks
To optimize your HR efficiency, you should consider introducing automations that span across the employee lifecycle. Let’s explore how it is possible to automate these nine common HR use cases in Workday in Moveworks that cut across the employee lifecycle.
1. Recruiting
2. Onboarding
3. Benefits administration
4. Time and absence
5. Expense management and payroll queries
6. Employee record profile updates
7. Learning and development
8. Performance management
9. Workplace culture
By automating tasks like benefits enrollment and time-off requests in Workday, organizations can streamline processes, eliminate data inconsistencies, and provide a more seamless employee experience. This not only boosts productivity but also empowers HR with real-time data and analytics for informed decision-making.
1. Recruiting
By integrating Workday and Moveworks into recruiting, HR leaders are able to significantly streamline employee referrals, interviews, and hiring process logistics, effectively helping to reduce the workload on managers and recruiters.
This transition to automation not only helps to improve coordination and communication across the board but may also empower organizations to refine their hiring processes, making them more effective and aligned with organizational goals.
This suite of automated functions not only streamlines the coordination of hiring process logistics but also helps to enable automated interview management, instant visibility into the hiring funnel performance, access to candidate details, easier submission of interview feedback, and streamlined access to key organizational HCM metrics.
2. Onboarding
Moveworks helps to enable new hires to seamlessly navigate their onboarding process. With our AI copilot, we are able to automate tasks like updating employee addresses or direct deposit information creating accounts in Azure, Jira, and OKTA. This means less juggling multiple systems or forgetting crucial steps.
With Creator studio, Movework makes it easy to build dynamic workflows, collect necessary information, and automatically complete tasks across various systems. This saves time for both HR and IT teams, while helping to ensure that employees have all the access they need from day one.
3. Benefits administration
Automating your benefits enrollment not only streamlines the processes but may also significantly enhance your retirement planning, foster a more effective benefits management system, and increase benefits program adoption and organizational impact.
Pairing Workday and Moveworks can assist employees effortlessly with inquiries regarding their benefits, helping to provide responses about your programs and benefits, and ensuring they are directed to the most relevant resources. Setting up automations in Creator Studio can be invaluable for sending out targeted reminders about open enrollment periods, helping to encourage timely participation and allowing for immediate follow-up to any questions that may arise.
Even better, they may be able to use Moveworks Copilot to kickstart actions that make the programs more accessible, such as submitting different program claims, making changes to accounts, and more. In these ways, automations is able to make benefits management more employee friendly, while helping to simplify benefit administration management by helping to enable greater awareness, education, and communication of sponsored programs.
4. Time and absence
Incorporating automation into time-off and absence management processes may help to significantly enhance the efficiency and compliance of HR workflows, making it easier for organizations to manage employee absences and time-off requests.
By building plugins with Moveworks Creator Studio for Workday, employees gain the capability to check their remaining Paid Time Off (PTO) balances and request time off through a streamlined, conversational interface. This approach not only simplifies the process for employees but also aids managers in efficiently routing and approving timesheets and leave requests using natural language, thereby helping to reduce administrative burden and improving response times.
Beyond simplifying processes for both employees and managers, Moveworks Workday automations help to streamline time-off and timesheet management, maintain systematic HRIS data accuracy, and enforce policy-adhering leave administration. These automated processes not only help to optimize time and absence management, but also to enable employees to remain aligned with organizational policies and procedures, ensuring more smooth, efficient, and compliant operations that benefit the entire organization.
5. Expense management and payroll queries
Introducing Moveworks to your Workday payroll management can help to simplify the handling of payroll issues and different tax questions, moving these processes into conversational interfaces and making them potentially much less time-consuming. This approach helps to allow employees to more swiftly submit payroll inquiries and receive quicker solutions to their common expense and payroll questions, which potentially helps your team to save time and organizational resources too.
Moveworks Creator studio with Workday helps unlock the productivity potential within payroll management. Employees are able to effortlessly view their direct deposit information, access payslips, view their tax forms, and understand their total rewards breakdown.
Essentially, your Workday payroll management can potentially become more straightforward with the implementation of Moveworks, transforming the typically complex, time-consuming payroll process into a manageable and efficient aspect of organizational operations.
6. Employee record profile updates
Having Moveworks available in Microsoft Teams or Slack where your employees already work helps enable a centralized, accessible space for updating personal data and greater efficiency for both employees and HR teams. When used in conjunction with Workday, it is able to facilitate the speedy update of personal information such as legal names and mailing addresses, making updates a straightforward task for employees, reducing manual workload and enhancing the overall experience for everyone involved.
Furthermore, Moveworks automations can play a critical role in potentially expediting employment verification processes, a win for employees needing verification letters for personal milestones like purchasing a home or applying for visas. The ability to use native Moveworks abilities to quickly generate employment verification letters using company templates or to create HR cases for changes in work details exemplifies this employee records simplification.
Employees are able to easily update their information, check the status of e-signature requests, and much more. This can not only help to accelerate change requests, but also provides easier access to people directories and personnel details, which can help to improve the accuracy of HRIS data too. Through using Moveworks with Workday systems, organizations are able to achieve a more seamless, efficient process for managing employee records, enabling enhanced compliance and convenience.
7. Learning and development
Moveworks integration into Workday learning and development (L&D) processes presents an innovative way to enhance how employees engage with training initiatives. Leveraging automation, Moveworks enables employees to effortlessly discover and ask questions about training courses through the work tools they already use like Slack or Teams, to find courses that are a strong fit and removing barriers to access training, encouraging greater participation and personalized learning experiences.
Moveworks with Workday is able to also help streamline L&D administrative tasks. For instance, HR teams are able to automate notifications for pending training and courses, send notifications about training deadlines, and as well as approving or rejecting requests for paid course enrollments. Moveworks may also help to improve the completion for regulatory courses and certifications, including OSHA, HIPAA, and security-related training.
8. Performance management
Incorporating Workday workflow automations into your performance management processes can help transform the way your organization handles role changes, sets goals, and conducts performance reviews. Using Moveworks together with Workday enables employees and managers to easily create and update goals each quarter, view previous goals, and draft performance reviews from one-on-one meeting notes. It also is able to provide visibility into active goal status directly from the HR Information System (HRIS), ensuring that performance-related information is centralized and accessible.
Moreover, Moveworks enhances communication around performance management by notifying employees about upcoming performance reviews and answering common performance review FAQs through HR answers. Employees are able to even submit corrections to their performance reviews through an HR case, ensuring that their performance records accurately reflect their achievements and areas for improvement.
These integrations can result in clearer tracking of projects, goals, Objectives and Key Results (OKRs), and other program progressions. It helps to automate the enforcement of performance reviews and simplifies the process of updating goals and milestones across different Human Capital Management (HCM) and Talent Management Systems (TMS) tools. This approach not only aims to maximize efficiency, but also to support a more engaged and motivated workforce.
9. Workplace culture
Moveworks helps to enhance workplace culture by answering employee queries and proactively disseminating relevant information efficiently. The system is able to notify employees about company Employee Resource Groups (ERGs), send out anonymous feedback surveys to gauge workplace satisfaction, and create polls to understand team preferences for events. Additionally, Moveworks automations can be used to coordinate team outings, report, communicate and answer questions about company policies.
By utilizing automations in these ways, organizations are able to improve communication with global employees, and provide concierge-like answers to a wide array of policy, conduct, and other employee-related questions.
Furthermore, it may help to accelerate payroll cases, helping to swiftly address workplace issues for a more inclusive environment. Through such streamlined processes, Moveworks and Workday are able to significantly facilitate management of your workplace culture, helping to foster a more engaged and satisfied workforce.
Maximize your Workday investment with Moveworks
As an owner or administrator of the Workday tool, it is crucial to leverage automations to stay ahead of repetitive manual tasks, potentially enabling your team to improve your employee experience and operational efficiency. With Moveworks, you are able to give your employees an AI copilot that empowers them in the moments that matter most.
By utilizing Moveworks and Creator Studio, you are able to help enhance processes, improve employee satisfaction, and cultivate a more efficient workplace too. Creator Studio is Moveworks' robust solution that enables Workday owners to build workflows that integrate seamlessly with various HR processes.
Extend the Moveworks platform with Moveworks Creator Studio
Building custom Workday functions and automations empowers you to tailor your HR systems to your unique needs and processes. Creating custom automations and workflows can help address your company’s specific pain points, such as improving data accuracy, streamlining onboarding processes, or enhancing employee self-service capabilities.
Creator Studio is Moveworks' robust solution that enables Workday owners to build workflows that integrate seamlessly with various HR processes, empowering organizations to extend the Moveworks platform to create custom conversational Al workflows that suit your specific needs, all of which is covered in our webinar on building Workday use cases in Creator Studio.
By utilizing Moveworks and Creator Studio, you are able to customize your Workday workflow automations to align seamlessly with your company's goals and culture, helping to streamline HR efficiency and drive better business outcomes.
Schedule a demo to learn how Moveworks can help to maximize your Workday investment.
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