Building a Business Case for Workday Optimization Projects

This blog helps HR, Finance, and IT leaders frame andcommunicate the value of Workday optimization initiatives. Whether you'replanning to streamline processes, improve integrations, or roll out newmodules, this guide shows how to get stakeholder buy-in and budget approval.

You know Workday can do more for your organization. Maybeyour team is still running manual processes. Maybe reports take too long. Ormaybe your last rollout never fully landed with users.

Whatever the reason, you’re ready for a Workdayoptimization project — but your leadership team needs more than “it’ll bebetter.”

They need a business case.

One that shows ROI, supports your company’s goals, and makesit easy to say yes.

This blog walks you through how to build that case — withthe right data, story, and strategy.

“Optimization isn’t a luxury — it’s how you protect andgrow your Workday investment.”

Why Workday Optimization Is Worth It

Think of optimization as “getting what you paid for.” Ifyour Workday isn’t fast, accurate, or user-friendly — your teams waste time andyour data loses value.

Optimization can help you:

• Reduce manual tasks
• Improve data quality
• Unlock unused functionality
• Boost user adoption
• Support future growth with scalable processes

It’s not just fixing — it’s enabling.

When to Consider Optimization Projects

Here are signs your org is ready for a Workday tune-up:

• Teams still use spreadsheets outside Workday
• Reporting feels slow or inconsistent
• You’ve had significant org or process changes
• You're about to scale (new markets, acquisitions, hiring pushes)
• You’re not using key features like Talent, Expenses, or Recruiting
• User feedback is lukewarm or negative

If any of these hit home — it's time to plan.

What a Strong Business Case Includes

✅ 1. Problem Statement

Start with the pain: What’s not working today? What’s itcosting in time, risk, or dollars?

✅ 2. Optimization Goals

Tie your project to clear outcomes like faster payrollcycles, higher adoption, or reduced support tickets.

✅ 3. Alignment with CompanyObjectives

Map the initiative to bigger goals — scaling operations,increasing compliance, improving the employee experience.

✅ 4. Metrics and ROI

Show potential savings, efficiency gains, or avoided costs.Bonus: Benchmark against similar companies.

✅ 5. Required Resources

Be upfront about what you’ll need — time, budget, externalexperts (👋 Workwall can help here).

✅ 6. Risks of Not Acting

Don’t just show the benefits of doing it — show the cost of doing nothing.

Example: The Payroll Pain Case

Problem:
Manual adjustments to payroll due to inconsistent time tracking cost 10+hours/month and create compliance risk.

Solution:
Optimize Time Tracking configurations and reporting to automate syncs.

Impact:

• Save 120+ hours annually
• Reduce payroll errors by 40%
• Ensure compliance across 3 new locations

Investment:
$15K for external Workday consultant + 2 internal SME weeks

ROI:
Estimated $50K+ in time savings, avoided penalties, and reduced rework

Tips for Presenting to Leadership

• Lead  with the problem — and its impact
• Use visuals: Before vs. After, time saved, $ gained
• Include testimonials or feedback from users
• Show momentum: “Here’s what we’ve already done / learned”
• Make it easy to say yes: clear scope, timeline, and cost

Where Workwall Fits In

You don’t have to build your business case alone. At Workwall, we help orgs:

• Identify     quick wins and long-term opportunities
• Estimate     costs and expected outcomes
• Connect     with proven Workday experts to plan and execute

Whether you need a 2-hour strategy session or full-blownimplementation support, Workwall gives you clarity and confidence.

“We got buy-in from our CFO after showing real numbersfrom a similar company — all thanks to our Workwall advisor.”
– HR Transformation Lead, SaaS Company

Checklist: Ready to Pitch Your Optimization Project?

✅ I have a clear problem +outcome
✅I tied the project to business goals
✅I estimated the ROI (or at least time savings)
✅I outlined costs and needed resources
✅I included risks of not acting
✅I got stakeholder feedback to strengthen the case
✅I have an expert partner in mind (👋 hi again!)

Conclusion: Make Workday Work for You

You invested in Workday to make things easier, faster, andsmarter. If that’s not what your teams experience today, it’s time to optimize.

But change needs champions. That starts with a strongbusiness case.

So build yours with purpose, numbers, and a little help fromthose who’ve done it before.

Remember: Better Workday, better workday.
Make your case. Unlock the value.

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