Workday is a popular cloud-based software solution that provides enterprise-level functionalities for human resources, finance, and payroll management. In certain situations, businesses may find the need to migrate their Workday instance from one tenant to another. Whether it is due to mergers, acquisitions, or organizational restructuring, this article will guide you through the process of migrating Workday from one tenant to another.
The Process of Migrating Workday
Migrating Workday from one tenant to another requires careful planning and execution. Here are the steps you need to follow to ensure a successful migration:
1. **Evaluate Your Requirements:** Before initiating the migration process, assess your specific needs and define the scope of the migration. Identify which data, configurations, and customizations need to be transferred to the new tenant.
2. **Engage Workday Implementation Partner:** Workday migration can be complex, and it is recommended to work with an experienced Workday implementation partner to ensure a smooth transition. They will bring expertise and guidance throughout the migration process.
3. **Data Extraction and Validation:** Extract the necessary data from your current tenant and validate its accuracy. This step involves exporting employee records, hierarchies, security policies, and other relevant data.
4. **Prepare and Migrate Configuration:** Transfer all customizations, reports, and integrations from the source tenant to the target tenant. This includes setting up security roles, business processes, time tracking configurations, and any other configured elements.
5. **Test and Verify:** Conduct comprehensive testing to ensure that the migrated data and configurations are functioning as expected. Verify data integrity, perform end-to-end process testing, and confirm that reports and integrations are working correctly.
6. **Perform Parallel Runs:** Run parallel processes on both the source and target tenants to identify any discrepancies and to verify that processes are behaving consistently across both environments. This step helps avoid disruptions during the cutover phase.
7. **Manage Cutover:** Once all the testing and parallel runs are successfully completed, decide on a cutover date and time. During the cutover, migrate any remaining data, synchronize data between the two tenants, and make the new tenant operational.
8. **Validate and Post-Go-Live Support:** After the cutover and go-live, ensure that the migrated tenant is functioning as expected. Provide support to employees, address any post-migration issues, and perform validation checks to confirm a successful migration.
Frequently Asked Questions (FAQs)
1. Can the migration process be performed without a Workday implementation partner?
While it is technically possible to migrate Workday without a partner, it is strongly recommended to engage an experienced implementation partner to mitigate risks and ensure a successful migration.
2. How long does the migration process typically take?
The duration of the migration process varies depending on the complexity and size of the data and configurations being transferred. On average, it can take several weeks to a few months to complete.
3. During the migration, will there be any impact on business operations?
If the migration is properly planned and executed, the impact on day-to-day business operations should be minimal. However, it is crucial to perform thorough testing and parallel runs to avoid any disruptions during cutover.
4. What happens to employee records and data during the migration?
All employee records and relevant data, such as personal information and employment history, are extracted from the source tenant and transferred to the target tenant. It is essential to validate the accuracy of the data during the migration process.
5. Can customizations and configuration settings be retained during the migration?
Yes, customizations and configuration settings can be transferred from the source to the target tenant. This includes security roles, business processes, custom reports, integrations, and any other tailored settings.
6. What if I want to change my Workday configuration during the migration?
If you wish to make changes to your Workday configuration during the migration, it is best to consult with your implementation partner. They will guide you on the feasibility and impact of making configuration changes mid-migration.
7. What kind of support is available during the migration process?
Work closely with your implementation partner who will provide support throughout the migration process. They will assist with data extraction, offer guidance on configuration migration, conduct testing, and address any issues that arise.
8. Can the migration process be automated?
While some aspects of the migration process can be automated, certain tasks require manual intervention, such as data validation, testing, and cutover. Automation tools may be used to expedite the migration process.
9. Is additional training required for employees after the migration?
In most cases, additional training for employees is not necessary after the migration. However, it is essential to communicate any changes in processes or system behavior to ensure a smooth transition.
10. What should be done with the old tenant after the migration?
Once the migration is completed and the new tenant is fully operational, the old tenant can be decommissioned or repurposed. It is recommended to retain a backup of the old tenant’s data for archival purposes.
11. Can the migration process be customized to fit unique business requirements?
Yes, the migration process can be tailored to meet specific business requirements. Work closely with your implementation partner to understand your unique needs and make necessary adjustments to the migration plan.
12. Is it possible to migrate partial data and configurations?
Yes, it is possible to migrate only specific data or configurations based on your requirements. Work with your implementation partner to define the scope and determine which elements need to be migrated.