For many organizations, tracking configuration changes in Workday is still a fragmented and inconsistent process. Security updates, integration adjustments, business process modifications, custom report, calculated field changes, and other types of configuration updates are often logged in multiple places—emails, instant messages, spreadsheets, or external ticketing systems. Sometimes, they aren’t formally tracked at all.
This lack of centralization creates significant challenges. Without a single source of truth, it becomes difficult to know who made a change, when it was made, or why it was made. Over time, this makes long-term system maintenance harder, especially as new employees join or when key team members leave. Institutional knowledge is lost, and the lack of traceability increases risk across HRIS, Financial systems, Student systems, Security, and Integration functions.
The Impact on Organizations
When changes aren’t consistently tracked, the consequences ripple across the business:
- Rework and inefficiencies: Without clear records, teams often duplicate efforts or spend unnecessary time trying to identify what’s been changed and why.
- Audit and compliance challenges: Missing or incomplete documentation makes it harder to demonstrate compliance, adding stress during audits.
- Employee frustration: End users suffer when they request a change but can’t easily see the status, understand its impact, or trace the reasoning behind it. This lack of transparency creates delays, erodes trust, and complicates collaboration across teams.
The end result is a less efficient organization and a negative employee experience: two outcomes that no company can afford.
Why We Built Change Control Manager
At The Groove, we know these challenges firsthand. As both a Workday Services Partner and a Workday customer ourselves, we’ve experienced the pain of managing change requests across scattered tools and informal processes. That’s why we decided to build Change Control Manager Powered by The Groove, a Built on Workday application designed to centralize the entire change management process.
With Change Control Manager, users can request, approve, update, and finalize changes directly within Workday, the system they already use every day. The application leverages Workday’s native business process framework and security model, so organizations can route approvals to the right people while maintaining consistent governance. A centralized hub gives administrators visibility into all in-progress and completed requests, while comprehensive audit trails capture the who, what, when, and why of every change.
And because we use the app ourselves, we’ve designed it with real-world needs in mind.
The Benefits of Centralization
By moving change management into one centralized, Workday-native application, organizations gain:
- Consistency – Every change follows the same standardized, auditable workflow.
- Transparency – Real-time visibility into requests, approvals, and releases improves coordination across teams.
- Efficiency – Less time wasted chasing emails or digging through spreadsheets.
- Compliance – A permanent, exportable audit trail reduces risk and simplifies audits.
- Employee Experience – End users and administrators alike enjoy a more seamless, transparent process.
Change Control Manager Powered by The Groove empowers organizations to manage Workday changes with confidence. By centralizing requests, approvals, and records, it not only strengthens compliance and governance—it also improves the day-to-day experience for employees and administrators alike.
.png)