Struggling to get buy-in for Workday improvements? This blog shows how to build a compelling business case for Workday optimization projects that drive measurable ROI and strategic value.

So, you’ve identified the gaps in your Workday environment—manual payroll workarounds, outdated business processes, messy org charts, or underused dashboards. You know that optimizing Workday could save time, boost compliance, and reduce errors. But here's the problem: getting leadership to approve the budget feels like trying to unlock a door with a spoon.

If that sounds familiar, you’re not alone. Optimization projects often compete with flashier initiatives, and unless you make a rock-solid business case, they get shelved. The good news? A strong business case isn’t about padding a PowerPoint with buzzwords—it’s about aligning your Workday improvements with business goals, KPIs, and ROI.

“The best optimization projects don’t just improve systems—they reduce headaches.” — Anjali Grover, Digital Operations Leader

In this blog, we’ll walk you through how to structure a winning business case for Workday optimization. We’ll cover what to include, how to quantify benefits, and how to anticipate leadership objections. You’ll also meet Proso, a marketplace that can match you with Workday specialists to validate, scope, and deliver those optimization wins. Ready to turn your Workday ideas into executive-approved action?

Core Content

Why Workday Optimization Needs a Business Case

Unlike full implementations, optimization is often seen as “nice to have.” But poor configuration can be just as costly as no system at all. Missed automation, bad data, and clunky approvals create:

• Extra headcount demand
• Low user satisfaction
• Compliance risks
• Decision delays

A well-built business case flips optimization from optional to essential.

What Your Business Case Should Include

1. Executive Summary

• Short, jargon-free pitch that highlights the why
• Example: “This proposal outlines how optimizing our Workday security roles and approval chains can save 500+ work hours annually and reduce compliance gaps.”

2. Problem Statement

• Clearly define the pain points (e.g., delays, risks, user frustration)
• Use real examples: “Managers wait 5 days on average for expense approval due to redundant steps in our business process.”

3. Optimization Proposal

• What exactly will be fixed, streamlined, or reconfigured?
• Include: impacted modules (e.g., HCM, Financials, Recruiting), systems involved, and user roles affected

4. Benefits & Outcomes

Break into 3 categories:

• Operational efficiency: Fewer manual steps, fewer errors
• Strategic value: Faster decisions, better workforce insights
• Compliance and risk: Cleaner audits, better data security

5. Cost Estimate

Include:

• Internal time/resources
• External consultants (use Proso to scope)
• Licensing or integration changes (if applicable)

6. ROI and Timeline

• Estimate cost savings (time, headcount, reduction in rework)
• Define a clear 30/60/90-day plan
• Highlight quick wins in Phase 1

7. Risks & Mitigation

• Acknowledge concerns like system downtime or learning curve
• Show mitigation: “Sandbox testing” or “training videos embedded in Worklets”

Real-World ROI Metrics to Include

• 42% faster business process cycle time after reconfiguring Workday approvals
• 55% fewer support tickets related to security/access with a role redesign
• 65% time reduction in payroll cycle after automating retro pay calculations
• 3x increase in dashboard usage post manager reporting training
• 48% lower audit adjustments with optimized finance configuration

Sample Use Cases for Optimization Projects

ProblemOptimization ProjectEstimated PayoffManual headcount planningEnable Adaptive Planning60+ hours saved per monthDelayed onboardingRebuild hire-to-onboard workflow2-day reduction in onboarding timeMisaligned approval routingRedesign Business Process Framework35% faster HR transaction cyclesManagers not using Workday dashboardsDeliver manager-focused dashboard training3x increase in data-driven decisionsData access errorsRole audit and cleanupFewer support tickets, stronger security

Common Mistakes When Pitching Workday Projects

• ❌ Talking only about tech—not the business impact
• ❌ Skipping real data—leaving it “too vague”
• ❌ Underestimating the complexity of internal processes
• ❌ Assuming execs understand Workday lingo

Always tie your pitch to dollars, risks, and outcomes. It’s not about features—it’s about results.

Proso: Your Optimization Wingman

Let’s say you’ve scoped the problem, drafted your business case… but now you need numbers, timelines, or expert validation. That’s where Proso comes in.

Proso is a marketplace that connects you with certified Workday experts who specialize in post-implementation optimization. From process redesign to analytics enhancement, these pros can help you:

• Estimate savings
• Scope realistic timelines
• Prepare proof-of-concept demos
• Deliver on budget with clean handoffs

Why use Proso during business case development?

• Post your idea (e.g., “Need to optimize onboarding and approval workflows”)
• Get matched with real consultants in 24 hours
• Collaborate in a built-in PM dashboard—no email chaos
• Use their insights in your pitch, or even invite them to help present

💡 Example: A nonprofit needed to justify Adaptive Planning rollout. They used a Proso expert to simulate planning models in a sandbox, then demoed it live to finance leaders—project approved in one meeting.

Optimization isn’t a solo act. Proso helps you pitch smarter and deliver faster.

Conclusion: Turning Approval into Action

Your Workday system was built to evolve—but optimization doesn’t happen by accident. A clear business case is the bridge between “we should fix this” and “it’s already done.” As leadership expectations grow, and operational inefficiencies get more expensive, optimization becomes mission-critical.

And the future? Even more dynamic:

• AI-assisted planning will need clean configurations to work well
• Cross-module automations will reward well-integrated setups
• Real-time reporting and ESG compliance will depend on solid governance

Take action now:

• Audit your top 3 Workday pain points
• Align your project with business goals (faster time-to-hire, better retention, lower cost-per-payroll)
• Draft your business case using the structure above
• Visit Proso to validate, scope, or staff your project with experts

Remember: Workday optimization isn’t “extra”—it’s how you keep your system useful, trusted, and future-ready. The ROI is there—you just need to frame it, back it, and sell it well.

We’ll keep this blog updated with real-life business case templates, before-and-after benchmarks, and success stories. Bookmark it, share it with your HRIS or finance leads, and get ready to optimize with confidence.

“If you don’t build the case, you’ll never get the fix.”

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