If you\u2019re looking to switch staffing models in Workday\u00ae, this article could be a useful guide to help you succeed.<\/p>\n\n\n\n
It\u2019s something we\u2019ve helped a number of HR and Finance teams navigate \u2014 and while every organisation\u2019s journey is different, there are common lessons, watch-outs, and workarounds that can make the process smoother, safer, and ultimately more successful. Based on hands-on experience from the Clientside Workday\u00ae team, we outline what to expect, what to plan for, and the lessons learned from supporting similar transitions.<\/p>\n\n\n\n
Before diving into the practicalities of switching, it\u2019s worth revisiting what a staffing model actually is in Workday\u00ae \u2014 and why it matters.<\/p>\n\n\n\n
A staffing model<\/em> defines how positions and workers are managed within the system \u2014 shaping everything from hiring processes to reporting and security. In simple terms, it dictates how you add, move, and track people<\/strong> within your organisation.<\/p>\n\n\n\n Workday\u00ae offers three primary staffing models<\/strong>, each suited to different levels of organisational control and flexibility:<\/p>\n\n\n\n Changing staffing models isn\u2019t a small decision \u2014 it\u2019s usually driven by broader business or operational goals. Common reasons include:<\/p>\n\n\n\n Switching staffing models touches everything from business processes to integrations, so understanding the \u201cwhy\u201d helps define the \u201chow\u201d.<\/p>\n\n\n\n Clarity at the start is essential. Whether you\u2019re moving from job to position management or vice versa, align stakeholders on what\u2019s driving the change \u2014 compliance, visibility, scalability, or governance. This will guide every configuration and testing decision.<\/p>\n\n\n\n A staffing model change affects processes across recruiting, onboarding, transfers, and terminations. Start with a full process inventory \u2014 identifying every workflow that references positions, jobs, or headcount \u2014 and assess where changes will have downstream impact.<\/p>\n\n\n\n Security roles and integrations often rely on staffing attributes. Mapping these dependencies early helps avoid access or data gaps. Reporting should also be reviewed to ensure dashboards continue to deliver accurate insights post-change.<\/p>\n\n\n\n A staffing model transition is a perfect opportunity to address data inconsistencies. Ensure positions, job profiles, supervisory orgs, and worker records are up to date. Clean data will save significant rework later.<\/p>\n\n\n\n Never build directly in production. Use a sandbox to model the new structure, validate dependencies, and allow functional and technical teams to test end-to-end impacts before any migration.<\/p>\n\n\n\n Testing is critical \u2014 include integration testing, end-to-end scenarios, and parallel run validation. Don\u2019t overlook downstream systems like payroll or finance; even small changes in staffing structure can cause major disruption if left unchecked.<\/p>\n\n\n\n Switching staffing models isn\u2019t just a technical exercise \u2014 it changes how HR users and managers interact with Workday\u00ae. Clear communication, guidance materials, and support post-go-live are key to adoption.<\/p>\n\n\n\n Early, iterative testing and clear documentation help mitigate all of the above.<\/p>\n\n\n\n From projects we\u2019ve supported, a few success factors consistently stand out:<\/p>\n\n\n\n Every staffing model change reveals insights beyond the technical build:<\/p>\n\n\n\n We hope this article has been empowering and insightful. Switching staffing models can be one of the most technically challenging and strategically valuable updates you\u2019ll make in Workday\u00ae. Done right, it sets the foundation for cleaner data, better reporting, and more efficient workforce management – and is worth the investment!<\/p>\n\n\n\n\n
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\n\n\n\nWhy Organisations Switch Staffing Models<\/strong><\/h3>\n\n\n\n
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\n\n\n\nStaffing Model Switch<\/strong><\/h3>\n\n\n\n
1. Define Your Target Model and Business Drivers<\/strong><\/h4>\n\n\n\n
2. Map Your Business Processes<\/strong><\/h4>\n\n\n\n
3. Review Security, Integrations, and Reporting<\/strong><\/h4>\n\n\n\n
4. Clean and Validate Your Data<\/strong><\/h4>\n\n\n\n
5. Design and Configure in a Sandbox<\/strong><\/h4>\n\n\n\n
6. Plan Thorough Testing<\/strong><\/h4>\n\n\n\n
7. Prepare for Change Management<\/strong><\/h4>\n\n\n\n
\n\n\n\nCommon Watch-Outs and Workarounds<\/strong><\/h3>\n\n\n\n
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\n\n\n\nWhat Worked Well<\/strong><\/h3>\n\n\n\n
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\n\n\n\nKey Observations<\/strong><\/h3>\n\n\n\n
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\n\n\n\nFinal Thought<\/strong><\/h2>\n\n\n\n