Workday Renewal Advisory

Workday Contract Renewal Checklist

Comprehensive preparation for Workday subscription renewals. Covers FSE pricing, module optimisation, benchmarking, and negotiation strategy. 30+ items.

30+
Action Items
5
Phases
20-35%
Typical Savings
Your Progress
0/27 (0%)
📅
Discovery & Baseline
6 items
0/6
▾
Confirm your Workday renewal date and auto-renewal provisions
Workday contracts typically auto-renew. Know your opt-out window and renewal timeline.
Critical
Document total annual Workday spend by module
Break down: HCM, Financials, Payroll, Learning, Recruiting, Prism Analytics, Adaptive Planning.
Important
Verify your FSE (Full-Service Employee) definition and count
The FSE definition determines your licensing base. Review exactly who is included: FTEs, contractors, retirees, contingent workers.
Critical
Compare your current FSE count to contract baseline
If headcount has changed significantly, your per-FSE economics may have shifted.
Identify your per-FSE cost across all modules
Calculate total spend divided by FSE count. This is your key benchmarking metric.
Engage independent Workday renewal advisory
Workday account teams optimise for Workday revenue. Independent advisors optimise for your outcomes.
Critical
📊
Module & Usage Optimisation
6 items
0/6
▾
Assess adoption rates for each Workday module
Modules with low adoption (under 50%) should be candidates for removal or renegotiation.
Important
Evaluate Workday Learning utilisation vs alternative LMS
Many organisations run a parallel LMS alongside Workday Learning. Consolidate or remove one.
Assess Workday Recruiting adoption vs ATS alternatives
If you use a different ATS (Greenhouse, Lever, iCIMS), challenge whether Workday Recruiting is needed.
Review Prism Analytics and Adaptive Planning usage
Premium modules with low adoption are expensive shelfware. Evaluate ROI critically.
Important
Identify FSE populations that only need core HCM
Frontline workers, contractors, and seasonal staff may only need core HCM, not the full suite. Negotiate tiered pricing.
Critical
Calculate potential savings from module rationalisation
Quantify the cost of each underutilised module and build your reduction proposal.
💰
Pricing & Benchmarking
5 items
0/5
▾
Commission independent Workday pricing benchmark
Compare your per-FSE pricing against market data from similar-sized organisations.
Critical
Challenge annual uplift rates
Workday uplifts of 5-7% compound aggressively. Target 3% or less.
Important
Negotiate volume-based pricing for FSE growth
If your headcount has grown, demand volume discounts that reflect your increased scale.
Evaluate total cost including AMS and implementation partners
Workday TCO includes substantial AMS costs. Factor these into your renewal evaluation.
Benchmark against SAP SuccessFactors, Oracle HCM, and UKG
Competitive pricing comparison creates negotiation leverage.
Important
📜
Contract Terms
5 items
0/5
▾
Negotiate FSE definition refinement
Narrowing the FSE definition (excluding contractors, retirees, or seasonal staff) directly reduces your licensing cost.
Critical
Require annual reduction rights tied to headcount changes
If your workforce shrinks, your Workday cost should shrink proportionally.
Important
Cap annual price uplifts at 3% or less
Compounding uplifts above 3% add 10-22% over a 3-year term. Cap them.
Negotiate favourable terms for future module additions
Agree pricing for potential future modules now, at current rates, not future list price.
Tip
Review data export and portability terms
Ensure you can export all HR, payroll, and financial data in standard formats.
🤝
Negotiation & Close
5 items
0/5
▾
Present your optimised renewal position with supporting data
Lead with right-sized modules, refined FSE definition, and benchmark-supported pricing.
Critical
Leverage competitive evaluation for negotiation pressure
Even if switching is unlikely, formal evaluation of alternatives creates real leverage.
Align negotiation with Workday fiscal calendar
Workday FY ends January 31. Q4 (Nov-Jan) creates maximum quota pressure.
Tip
Verify every module, FSE count, and price in the final contract
Errors in Workday contracts affect multi-year costs. Verify everything.
Critical
Calendar the next renewal and implement ongoing module reviews
Start preparation for the next renewal immediately.
Recommended

Get Your Personalised Report

Enter your details to unlock your downloadable checklist and receive expert follow-up guidance from our advisory team.

Please use your company email address.
Your details are shared only with Redress Compliance.

Need Workday Renewal Support?

Redress Compliance provides independent Workday renewal advisory. We help enterprises optimise FSE pricing, right-size modules, and negotiate market-competitive terms.

Book a Free Consultation