From 36a34876d7475c6eafa9a97e97bcd231cfc0e471 Mon Sep 17 00:00:00 2001 From: nathan Date: Fri, 3 Apr 2026 12:39:45 -0400 Subject: [PATCH] feat(Workday): add cross-team access request draft and conversation playbook for AD sync initiative --- ...workday-cross-team-access-request-draft.md | 49 +++++ ...orkday-cross-team-conversation-playbook.md | 206 ++++++++++++++++++ 2 files changed, 255 insertions(+) create mode 100644 Workday/Planning/workday-cross-team-access-request-draft.md create mode 100644 Workday/Planning/workday-cross-team-conversation-playbook.md diff --git a/Workday/Planning/workday-cross-team-access-request-draft.md b/Workday/Planning/workday-cross-team-access-request-draft.md new file mode 100644 index 0000000..25e93cf --- /dev/null +++ b/Workday/Planning/workday-cross-team-access-request-draft.md @@ -0,0 +1,49 @@ +--- +title: "Workday to AD sync — cross-team access request draft" +description: "Draft message to align Workday, Security, IT Ops, and Compliance stakeholders on non-prod access and governance prerequisites." +type: "Draft Communication" +version: "v1" +author: "N. Castaldi" +date: "2026-04-03" +status: "DRAFT" +--- + +## Subject + +Request to align on Workday-to-AD automation access and data requirements + +## Draft message + +Hi team, + +I am leading an initiative to reduce manual onboarding and identity reconciliation work by connecting Workday worker status data to our identity operations workflow (AD/Entra), starting in non-production. The objective is to improve speed, reduce manual errors, and provide a repeatable view of identity mismatches before any remediation actions are considered. + +To move this forward safely, I need alignment and approvals across teams on the following: + +- Confirm the right Workday data fields we are approved to use. +- Provision non-prod API access and integration credentials. +- Approve auth/token and least-privilege scope. +- Confirm secrets handling and runtime connectivity path. +- Validate privacy/compliance guardrails on allowed vs restricted attributes. + +What I need from each group: + +- HRIS/Workday owner: confirm required business fields, source-of-truth definitions, and authoritative business rules. +- Workday integration admin: provide non-prod API endpoint details and create integration account/client credentials. +- Security/IAM: approve authentication approach, token lifecycle expectations, and least-privilege scopes. +- Platform/IT operations: confirm approved secret storage mechanism and runtime connectivity path. +- Compliance/privacy (if required): validate allowed versus restricted attributes and retention/logging constraints. + +Proposed next step: + +I am requesting a 30-minute working session next week to confirm owners, decisions, and timeline. Once these dependencies are closed, we can begin non-prod validation and provide a clear readiness update. + +Thank you for partnering on this. The outcome is a lower-risk, more reliable identity process with stronger operational visibility. + +## Notes for sender + +- Keep this message as-is for broad audience send. +- Customize the timeline sentence after checking stakeholder availability. +- Attach supporting docs: +- [workday-ad-identity-sync-next-steps.md](workday-ad-identity-sync-next-steps.md) +- [workday-ad-identity-sync-sprint-board.md](workday-ad-identity-sync-sprint-board.md) diff --git a/Workday/Planning/workday-cross-team-conversation-playbook.md b/Workday/Planning/workday-cross-team-conversation-playbook.md new file mode 100644 index 0000000..b6d1635 --- /dev/null +++ b/Workday/Planning/workday-cross-team-conversation-playbook.md @@ -0,0 +1,206 @@ +--- +title: "Workday to AD sync — cross-team conversation playbook" +description: "Detailed prep and conversation guide for closing Workday access, security, connectivity, and compliance prerequisites." +type: "Execution Playbook" +version: "v1" +author: "N. Castaldi" +date: "2026-04-03" +status: "DRAFT" +--- + +## Purpose + +Use this playbook to run focused conversations with each stakeholder group so prerequisites are closed quickly and in the right sequence. + +## Core outcomes to close + +- Confirm the right Workday data fields we are approved to use. +- Provision non-prod API access and integration credentials. +- Approve auth/token and least-privilege scope. +- Confirm secrets handling and runtime connectivity path. +- Validate privacy/compliance guardrails on allowed vs restricted attributes. + +## Recommended sequence + +1. HRIS/Workday owner (field and business-rule alignment) +2. Workday integration admin (API enablement and credentials) +3. Security/IAM (auth and access approval) +4. Platform/IT operations (secrets and runtime path) +5. Compliance/privacy (data handling validation) + +## Global prep package (have ready before any meeting) + +- Project one-liner: what problem is being solved and expected operational value. +- Scope boundaries: read-only non-prod pilot first; no write/remediation in initial phase. +- High-level workflow: Workday source data -> MCP read tools -> mismatch reporting. +- Target timeline: requested decision date and target pilot start date. +- Draft field list: requested attributes and intended usage for each. +- Architecture summary: where code runs, how credentials are stored, who can access logs. +- Risk controls summary: least privilege, redaction, audit logging, approval gates. +- Decision log template: owner, decision, date, follow-up tasks. + +## Team-by-team conversation guide + +## HRIS / Workday functional owner + +### Objective + +Confirm business semantics and approved fields so downstream technical setup is based on correct policy and definitions. + +### You need to have ready + +- Draft list of required worker attributes and why each is needed. +- Proposed source-of-truth assumptions (status, manager, effective dates). +- Examples of mismatch scenarios the process needs to detect. +- Definition of out-of-scope fields for phase 1. + +### You need to ask them + +- Which exact fields are approved for this use case? +- Which fields are restricted or require additional approvals? +- What are the authoritative business rules for worker status transitions? +- Are there known edge cases (contractors, leaves, future hires) we must handle? +- Who is final approver for field-level usage decisions? + +### Expected outputs + +- Approved field allowlist. +- Explicit denylist/restricted-field list. +- Confirmed business-rule references and data definitions. +- Named functional approver. + +## Workday integration administrator + +### Objective + +Enable non-prod API connectivity and provide integration credentials aligned to approved field scope. + +### You need to have ready + +- Approved field allowlist from HRIS discussion. +- Required endpoint list mapped to planned tools. +- Environment details for where integration will run. +- Requested timeline for first non-prod connectivity test. + +### You need to ask them + +- Which non-prod endpoint base URLs should be used? +- What auth mechanism is supported for this integration pattern? +- What integration client/account needs to be created? +- What scopes/permissions are required to support approved fields only? +- What are token TTL, refresh behavior, rate limits, and expected error patterns? +- Who owns credential rotation and break-glass procedures? + +### Expected outputs + +- Non-prod API endpoint details. +- Integration account/client provisioned. +- Initial credentials or secure retrieval path. +- API constraints documented (timeouts, throttling, limits). + +## Security / IAM + +### Objective + +Approve authentication model, token lifecycle, and least-privilege access boundaries before runtime connection is enabled. + +### You need to have ready + +- Proposed auth flow and token lifecycle design. +- Requested scopes and rationale tied to allowlisted fields. +- Role and access matrix (who can access secrets/logs/runtime). +- Incident handling approach for auth failures. + +### You need to ask them + +- Does the proposed auth/token approach meet policy? +- Are requested scopes minimal and compliant? +- What are mandatory controls for token rotation and revocation? +- What logging or audit evidence is required for periodic review? +- What security sign-off is required before pilot launch? + +### Expected outputs + +- Auth model approved or revised with clear action items. +- Scope approvals documented. +- Token governance requirements confirmed. +- Security sign-off owner identified. + +## Platform / IT operations + +### Objective + +Confirm where and how secrets are managed and verify runtime network/connectivity path for non-prod calls. + +### You need to have ready + +- Proposed runtime host/environment details. +- Secret storage options and preferred approach. +- Connectivity requirements (egress destinations, DNS, firewall needs). +- Operational support expectations (monitoring, alerting, on-call routing). + +### You need to ask them + +- Which secret manager/process is approved for this workload? +- How should credentials be injected at runtime? +- What network rules are required to reach non-prod Workday endpoints? +- What observability minimums are required for production readiness? +- What is the escalation path for connectivity or runtime failures? + +### Expected outputs + +- Approved secret handling pattern. +- Confirmed runtime connectivity path and network changes. +- Logging/monitoring baseline requirements. +- Platform support owner and escalation model. + +## Compliance / privacy + +### Objective + +Validate that data usage, storage, logging, and retention patterns meet privacy and compliance requirements. + +### You need to have ready + +- Approved allowlist and denylist. +- Data flow summary showing where attributes are read, transformed, and stored. +- Logging and redaction plan. +- Retention and deletion approach for reports/log artifacts. + +### You need to ask them + +- Are approved attributes compliant for this use case? +- Are any attributes subject to heightened controls? +- What retention period and deletion controls are required? +- What masking/redaction standards are required in logs and reports? +- Is a formal privacy review or exception request required? + +### Expected outputs + +- Compliance disposition for field usage. +- Required privacy controls documented. +- Retention requirements confirmed. +- Named compliance approver and any follow-up tasks. + +## Meeting cadence and format + +- Format: 30-minute focused decision sessions. +- Cadence: run in sequence within one week. +- Artifacts: update decision log immediately after each session. +- Escalation: unresolved decision over 3 business days escalates to project sponsor. + +## Suggested tracking table + +| Workstream | Owner | Decision due | Current status | Blocker | Next action | +| --- | --- | --- | --- | --- | --- | +| Field allowlist/denylist | Unassigned | TBD | READY | None | Schedule HRIS review | +| Non-prod API credentials | Unassigned | TBD | READY | None | Confirm integration admin owner | +| Auth/token and scope approval | Unassigned | TBD | READY | None | Schedule IAM review | +| Secrets and connectivity path | Unassigned | TBD | READY | None | Confirm platform review participants | +| Privacy/compliance validation | Unassigned | TBD | READY | None | Share data-flow summary | + +## References + +- [workday-ad-identity-sync-next-steps.md](workday-ad-identity-sync-next-steps.md) +- [workday-ad-identity-sync-sprint-board.md](workday-ad-identity-sync-sprint-board.md) +- [workday-mcp-implementation-plan.md](workday-mcp-implementation-plan.md)