Industry Snapshot

Buyer’s Checklist for Replacing Your Legacy Workforce Management Systems

Twelve essential workforce management capabilities to look for when moving off your legacy frontline worker technologies.

Replacing your current workforce management solution—a system so closely tied to your critical business operations—can be unnerving. It doesn’t matter if you have been planning to upgrade for some time or are being forced to replace the system before you’re ready because of an impending end-of-life deadline. Transitioning to a new system can feel overwhelming. But rest assured—there are workforce management solution options in the wider market that will meet your unique needs and help transform your operations and worker experience.

When evaluating workforce management solution vendors, look for a unified solution that delivers these essential capabilities:

Frontline worker experience.

Mobile access to employee information,

communication, and schedules

Ability to swap shifts, request time off, and more from

a mobile device

Personalized frontline experiences with worker-led

scheduling preferences

Universal device access with native support for iOS

and Android devices

Responsive HTML design for non-mobile devices

A natural language digital assistant (chatbot)

Frontline manager experience.

Mobile frontline manager experience

Manager dashboards with insights into direct reports

and well-being

Single data view to review and approve time off,

monitor operational analytics, compare scheduled

hours to actuals, understand coverage gaps, and

optimize labor costs

Open shift board, self-service shift swapping, and

automated communications

Reporting and alerts for check-in conversations, gig

matching, mentors, learning, skills development,

and connections

Buyer’s Checklist for Replacing Your Legacy Workforce Management Systems | 2

Workforce management.

A single data foundation for time, absence, scheduling,

payroll, and HR

Worker-first scheduling and automated workflows to

improve productivity and flexibility

AI- and ML-powered scheduling that assigns best-fit

workers across all roles and store locations

Proactive workforce insights to control labor costs and

align workforce decisions to business goals

Personalized, curated, and self-service content to

empower associate- and manager-level decision- making

Time tracking.

Frictionless time tracking deployed on a unified system

Time data that pushes to payroll automatically

Clear visibility into time data and attestations, lowering

compliance risks

Global mobile and web-based time clocks and self- service

time entry, eliminating manual entry processes

Real-time insight into key performance indicators such

as overtime, PTO, and more

AI- and machine-learning-driven workflows, automating

mass approvals and time-off requests while flagging

anomalies that require manager attention

Absence management.

Time, absence, scheduling, and payroll data seamlessly

integrated with HCM

Clear management views of team absences and

time- off balances

Manager insight into key workforce metrics and

benchmarks, such as accruals and time off

Global mobile and web experiences to easily create,

view, and correct absence and time-off requests

Automated absence approval flows, notifications,

and reminders

Scheduling.

Intelligent scheduling based on worker-defined

preferences, such as shifts, store locations, and

job roles

Personalized worker and mobile-first experiences and

schedule views

AI-driven insights for measuring labor costs, employee

productivity, and schedule quality

Labor cost transparency via seamless connections to

unified time, absence, HCM, and workforce data

Labor optimization.

Intelligent labor and demand matching that aligns

worker skills, preferences, and availability to changing

labor needs

Forecast business demand based on external data,

such as sales and foot traffic history, to optimize

scheduling and worker productivity

AI-driven capabilities such as shift shaping, shift

assignments, scheduling scores, and more

Labor cost transparency via a seamless connection to

unified time, absence, HCM, and workforce data

Buyer’s Checklist for Replacing Your Legacy Workforce Management Systems | 3

Unified data core.

A consistent, accurate data source for HR, payroll,

finance, and operations

All applications based on a single source of data,

bringing in third-party data, such as POS sales and

customer satisfaction scores

Transactions are immediately reflected in all areas of

the business with no need for data reconciliation

Augmented analytics highlighting business anomalies

and analysis trends

Prescriptive analytics that proactively identify key

improvement areas

Upgrade frequency and experience.

Nondisruptive, scheduled, and vendor-managed

software updates

Unlimited access to new innovations without investing

in additional services or software

Security and data privacy.

Single sign-on

Multi-factor authentication support

Always-on auditing

Encryption of data at rest and in transit

Recurring, applicable third-party audits and

certifications with reports made available to customers

Deployment and support model.

Proven vendor track record demonstrating on-time

and on-budget deployments

Customer ROI examples and references

Proven deployment methodology for

successful go- lives

Business-owned tools, flexibility, and governance

Service-level agreement (SLA) with

consistent outperformance

Customer community and feedback.

Active customer community to network, share, and

adopt best practices

Opportunity to recommend and vote for new features

Customer-submitted requests delivered in every

major update

Design partner groups and early adopter programs to

design, develop, and test new product features

Global ecosystem of advisory, services, software,

payroll, and channel partners

What can your organization achieve with a unified workforce management solution? These are just a few of the benefits

that organizations like yours have realized with the workforce management solution from Workday:

45%

reduction in employee turnover

99.9%

increase in time entry compliance

95%

mobile adoption rate

87%

decrease in overtime spend

7%

higher sales

Download our “Workforce Management Buyer’s Guide” for five steps to identifying the right workforce management

solution, critical deployment considerations, and key questions to ask potential vendors. You can also visit workday.com:

Workday vs. legacy workforce management systems.

+1-925-951-9000 +1-877-WORKDAY (+1-877-967-5329) Fax: +1-925-951-9001 workday.com

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