Proxy Access - Non Production Tenants

Proxy Access to Non-Production Tenants

What is Proxy?

The authority to represent someone else. For example if your Manager went on leave for 10 days, and there are multiple approvals pending on his/her side which are very important or urgent. In an ideal scenario your manager can delegate his/her work items to one of his peer or manager, so that they can complete the tasks on this behalf. This is called as Delegation, which happens in the Production tenants. 

But in Non-Production tenants as they are mostly your development and testing tenants, you don't need to really setup delegations, you can do the tasks with the help of Proxy. 

Only in the non- Production tenants we have the provision to work as Proxy.

Start Proxy:

This is the task to Start Proxy as another user.

Stop Proxy:

This is a task to stop Proxy and come back to the original login what you were.

You can view details about users starting and stopping a proxy session on the Signons and Attempted Signons report.

A proxy session excludes access to certain Workday functionality as well as functionality that requires connecting to another service, including:

• Access to documents on My Reports.
• Background conversions.
• Business form printing.
• Email.
• Integrations (including Reports as a Service, REST API, and Workday Studio).
• Mobile Push Notifications.
• Notifications received through the user interface.
• Scheduled reports.
• Solutions.
• Workday Drive.

Additional Reads:
Delegation in Workday
Reassign Task

Workday Tenant Policies and Pricing

Tenant Policy and Pricing

Customers initially deploying the workday product for the first time will get below number of Initial tenants depending up on the size of the organization. Workers include both Employees and Contingent Workers (Contractors).

Core HR:

1. 3,501 - 20,000 Workers (4 Tenants)
2. 20,001 - 40,000 Workers  (5 Tenants)
3. Over 40,000 Workers  (5 Tenants)

Core Financials:

1. 3,501 - 20,000 Workers (5 Tenants)
2. 20,001 - 40,000 Workers  (5 Tenants)
3. Over 40,000 Workers  (6 Tenants)

Core HCM + Core Financials:

1. 3,501 - 20,000 Workers (7 Tenants)
2. 20,001 - 40,000 Workers  (7 Tenants)
3. Over 40,000 Workers  (8 Tenants)

Student Records or Admissions + Student Recruiting:

1. Less than 3000 Students (3 Tenants)
2. 3,501 - 9,999 Students (4 Tenants)
3. 10,000 - 19,999 Students (5 Tenants)
4. Over 20,000 Students (5 Tenants)

Adding other products like Payroll (1 Tenant) or Prism Analytics(2 Tenants) or Expense or Procurement (1 Tenant) will add the tenant count in addition to the above said.

Pricing:

It's not wise on my part to put the pricing, if you are interested please check the Community portal. 

All the pricing is dealt per month per tenant basis and categorized below number have different price attached to it.

# of Workers: <3,500

# of Workers: 3,501 - 10,000

# of Workers: 10,001 - 40,000

# of Workers: 40,001+

Points to Ponder:

• The additional tenants have a 3-month minimum duration.
• Customers can request to purchase a tenant by entering a purchase / renew tenant management request.
• Customers can purchase additional Implementation tenants at any time on a subscription basis, which can be used for training, implementing new functionality, testing changes to existing functionality, and more.
• The Initial HCM, Financials, and Student Implementation tenants expire 60 days after the customer’s Gold tenant is moved to Production. 
• The minimum duration for a purchased tenant is 3 consecutive months.
• The maximum duration for a purchased tenant is 1 year. A new order form will need to be processed after 1 year.
• At the end of the initial term, the tenant auto-renews on a 3 consecutive month bases for 1 year.
• Prism Analytics on additional tenant gives you 1 TB Storage with Published Rows up to 100,000,000

Additional Reads:

Workday Tenants

Workday Tenant - Maintenance Windows

Maintenance Windows

As we know we need to enter a Tenant Management Request in the Workday Customer Center to create, refresh or delete a Implementation tenant, there you will be asked to select a Maintenance Window. You may also select to refresh your Sandbox Preview tenant during the described maintenance windows. Workday currently allows only Implementation tenant maintenance to occur.

Here is a quick view of Community Calendar which shows the filtered events - Operations on - Implementation, Production, Sandbox and Sandbox Preview. This provides the view of scheduled events.

Other events that you can check out in the filter are Training Class, User Group Meeting, and Webinar

Workday Maintenance Window

Daily we have 4 maintenance Windows. All 'time' represented is in Pacific Standard Time. Below are the Standard timings in a given day represents when the tenant request will begin processing.

1.   2am
2. 10am
3.   6pm
4. 10pm

All Week days except Friday 6pm, Friday 10pm, and Saturday 2am, because of the Weekly Maintenance.

You need to submit your maintenance request by 2pm PT on the day prior to your preferred maintenance window. This is the deadline set by Workday.

Workday Data Centers

Data Centers [Check Update Below]

There are 5 different data centers for Workday. Below is the list.

1. Ashburn
2. Dublin
3. Portland
4. AWS Columbus
5. AWS Montreal

Below shown are the sample URLs as how you login to the prod and non-prod Workday Tenants

Non-Production:          impl.workday.com

Production        :         www.myworkday.com

To check which data center you customer / organization is at, you can verify by logging into Workday Community or Workday Customer Center or Using Your Tenant URL Prefix.

Via Workday Community: 

1. Click your profile image and select View Profile.
2. Click your Organization (Company) name.
3. View the Production / Non- Production Data Center value.

Here is the 30 Days View for one of the Workday Data Center

24 hour View of one of the Workday Data Center

 

This shows 4 statuses:

• Available
• Maintenance
• Degraded
• Disruption

This provides details of upcoming scheduled maintenance, Historical view of the past 24 hours or past 30 days.

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UPDATE:

WD1 - US Region

WD3 - EU Region

WD5 - US Region

WD10 - AWS ca-central-1

WD12 - AWS us-east-2

WD102 - AWS ap-southeast-1

WD103 - AWS eu-central-1

WD104 - AWS us-east-2

WD105 - AWS ap-southeast-2

Below are the URL prefixes you can make out based on the tenant you are logged in.

Workday Tenants

Tenants

It is important to get familiar to the term ‘Tenant’. Here I will discuss about Tenant and its management in Workday. 

Tenant is a unique environment which holds different data set maintained by Workday. (logically separated in the database)

To my knowledge, the term Tenant was coined based on the Owner – Tenant, Example if you are renting a property from a land lord, then you are called as Tenant and the person who rent it out is the Owner. Here, Workday is allowing its customers to use the product in the cloud space, in-turn Workday charges its customer in the agreed frequency. (Annually / Quarterly).

In relation to other ERP's like PeopleSoft, SAP, Oracle Apps etc. You can relate Tenant to Instance (or) Environment (or) Application (or) App. 

Each Tenant has a unique URL.

We can categorize Tenants broadly into two:

1. Production Tenant Types

• Production
• Sandbox
• Sandbox Preview

2. Customer Provisioned Implementation tenants:

• GMS / AMU / GOV
• Prototype
• Design
• Full Data Load
• Testing
• Gold

    Below I will describe each of these tenants

1. Production

         

         Production is your organization's system of record. This is the live tenant. All day-to-day transactions are captured here. Your business users will access it usually.

2. Sandbox

          

       Often called as copy of PROD. Sandboxes gets a refresh every week with the Production data as of Friday at 6:00 pm PT during Weekly Service Updates which is a scheduled one. You can log a Tenant management request to skip the refresh, you can skip refresh for a maximum of 2 consecutive weeks.

Ad-hoc basis refresh is not possible for Sandbox. If you plan to do so, consider Implementation Tenants.

Usage: Testing configuration changes, loads, replicate Production defects etc.,

3. Sandbox Preview 

           

         Sandbox Preview also holds the copy of the Production data, additionally it contains new functionality that may be available in a future Feature Release.

           Sandbox preview is refreshed every week during the Scheduled Friday Service update. One exception is - It is not refreshed 4 weeks prior to a Feature release.

Example: If you are currently on Version 33 in Production, then In Sandbox Preview you will get Version 34 (the next version #) prior to 45 days of Expected go-live. This duration allows you to test your objects, integrations and reports.

Workday doesn’t recommend you using the Sandbox Preview tenant for deployment work because –

• Sandbox Preview contains new features where other non-preview parallel tenants would not have. 
• Migration – Solutions doesn’t support object movement from Preview tenant to a Non-Preview tenant.
• We will not be sure when the new features in Sandbox preview will be available in PROD. 

Tip:

What's new in Workday – Use this report to compare and see the upcoming functionality with existing versions. 

4. Implementation 

           

      Implementation tenant gives more flexibility with respect to refreshes. Workday recommends using Implementation tenant if you are configuring new features which you think would take more than 3 weeks to complete the project.

The Implementation tenants are not refreshed with a copy of Production unlike your sandbox tenant. There are no mandatory refreshes but on ad-hoc basis.

Based on Subscription and Size of the company, your company will have additional implementation tenants. 

Empty Implementation tenant will be used for prototyping after initial discovery phase.

Used by: Developers, Implementation Consultants, Integration Consultants, Report Writing Specialists etc.,

5. Implementation Preview

            

              This is another preview tenant like Sandbox preview. Workday recommends Implementation Preview tenant if you are testing future features and you do not have a Sandbox Preview tenant. The Implementation Preview tenants are subject to weekly Service Updates, but the tenants are not refreshed unless you specifically request to do so.   

           The creation of your Implementation Preview tenant must be requested using the Workday Customer Center or the Workday Partner Center.   You must refresh the data in the Implementation tenant to transform it into an Implementation Preview tenant.

 Training Tenants:

    New customers are provided with either

• Global Modern Services (GMS) - Used by most of the customers 
• Green Oak Valley (GOV) or – Used by Universities and Colleges
• Alma Mater University (AMU) – Used by Education and Government Customers

The GMS, GOV or AMU tenant gives you an opportunity to see configured features and custom reports using fictitious organizations and workers. 

These Tenants are pre-configured with demonstration data.  

No customer or testing data should be loaded into the GMS, GOV and AMU tenants. 

Gold Tenant: 

        This Tenant is used to create the Production Tenant while you go-live initial deployment. A gold tenant is created empty and is used to load customer's data. It will eventually be used to create the Production tenant for a customer's initial deployment into production. You can request the Gold Tenant 6 Weeks prior to go-live.

         The term deployment tenant refers to the Implementation tenants used to implement the Workday solution, such as for loading employees, configuring features, testing, and building integration. The term deployment tenant does not refer to a customer's Production, Sandbox, or Sandbox Preview tenants.

 How is the initial Production Tenant Built when your Organization goes live?

• Build Gold Tenant from Scratch
• System testing and validation
• Move Gold Tenant to Production
• Production Tenant

Prototype Tenant: 

         These tenants are oftenly called with names P0 (called as P-Not), P1, P2 and P3. These are used during the implementation Phase where you Build, Test and Deploy you Organization data. These are Implementation tenants too.

Tenants are created, refreshed and deleted during the Tenant Maintenance Window.

How to request Workday Tenant Refreshes?

        Through Workday Customer Center (or) Workday Partner Center

All tenant requests like refresh, migration from one tenant to other are done though Tenant request and in-turn taken care by internal Workday JIRA tool.

How to identify the tenants?

Production --> www.myworkday.com 

Non-Production --> impl.workday.com ( Including Sandbox )