Workday Scheduling Specialist

Role: Workday Scheduling Specialist

Location: Hybrid in St. Paul MN

MUST be LOCAL to St Paul area

Engagement Overview

The client is seeking a seasoned Workday Scheduling Specialist to serve as the Scheduling Workstream Lead for a countywide Workday ERP implementation. This contractor will partner closely with the Workday implementation vendor and internal stakeholders to design configure and deploy scheduling and time-related functionality within Workday HCM.

This role is delivery-focused and requires deep hands-on expertise in translating highly customized Excel-based scheduling processes from a legacy PeopleSoft environment into scalable best-practice Workday solutions.

Project Background

The client is replacing its legacy ERP system PeopleSoft (Aspen and Summit modules)-implemented in 2000-with Workday HCM and Finance. The legacy system includes extensive customizations and manual workarounds particularly in scheduling and time tracking.

Workday was selected through a competitive RFP process following a comprehensive needs assessment. The implementation emphasizes modernization reduction of customizations improved operational efficiency and improved service delivery through standardized cloud-based functionality.

Project Objectives

• Implement a modern cloud-based ERP platform with improved functionality
• Leverage standard Workday capabilities and industry best practices
• Reduce reliance on manual processes and Excel-based scheduling tools
• Improve efficiency accuracy and integration across HR Payroll and Finance

Scope of Work

Scheduling Workstream Leadership

• Lead the Scheduling workstream for the Workday HCM implementation
• Act as the primary internal scheduling subject matter expert
• Partner with the Workday implementation firm to drive design decisions and validate configuration
• Coordinate with HR Payroll Finance IT and operational departments

Current-State Assessment & Excel-to-Workday Transition

• Analyze existing scheduling processes maintained in Excel and PeopleSoft
• Document complex scheduling rules shift patterns premiums rotations and exceptions
• Translate Excel-based logic into Workday Scheduling and Time Tracking configuration
• Recommend process changes to align with Workday best practices and minimize customization

Workday Solution Design & Validation

• Lead requirements definition and functional design for:
• Workday Scheduling
• Time Tracking
• Pay-impacting scheduling rules
• Review and validate configuration completed by the implementation partner
• Ensure scheduling design supports payroll accuracy and downstream finance impacts

Data Conversion & Testing

• Define and support migration of scheduling-related data into Workday including:
• Schedule templates and patterns
• Rule definitions
• Employee assignments
• Lead scheduling-related testing (unit end-to-end and UAT)
• Validate converted data and scheduling outcomes against current-state expectations

Deployment & Go-Live Support

• Support training strategy and readiness efforts for schedulers and managers
• Serve as scheduling SME during go-live and post go-live stabilization
• Support issue resolution related to scheduling and time collection

In-Scope

• Replacement of PeopleSoft scheduling and time-related functionality
• Participation in project-level:
• Communications planning (as needed to support scheduling users)
• Change readiness activities related to scheduling
• Training needs assessments and support

Out-of-Scope

• Workday modules not required to replace existing scheduling or time functionality

Required Experience

• Extensive hands-on experience with Workday Scheduling and Time Tracking
• Prior experience leading a functional workstream on a Workday implementation
• Proven ability to convert Excel-based scheduling processes into Workday solutions
• Experience working directly with a Workday implementation partner
• Strong documentation problem-solving and stakeholder communication skills

Preferred Experience

• Workday Pro certification (Time Tracking and/or Scheduling)
• Public sector or government ERP implementation experience
• Experience in complex scheduling environments (e.g. multi-shift unionized regulated workforces)
• Strong understanding of payroll impacts tied to scheduling