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