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BP Optimize Agent

Overview

AI-powered assistant that analyzes business process execution data, identifies bottlenecks and anomalies, and provides tailored optimization recommendations with step-by-step guidance.

Skill: Process Improvement

Setup Prerequisites

  • UMSA (must opt-in if on MSA)
  • Workday Flex Credits and Platform Entitlement Policy (production only)
  • Set Up Agent System of Record
  • Must register and activate in production before using in production sandbox (allow up to 24 hours)
  • Security domains in Agent System of Record functional area: Agent Compliance, Agent Management Hub, Manage: Agents, Reports: Agent Reporting, Reports: AI Agent Security, Setup: Agents
  • Security domains in System functional area: Business Process Administrator, BP Optimize Agent
  • BP Optimize Agent domain inherits from Business Process Administrator; can override inheritance to customize access

Optional: ML Data Contribution feature (BP Optimize Agent) — enabled by default for UMSA customers; opt-out available.

Current Requirements and Limitations

  • Tenant must be in US or EU regions
  • Tenant must average fewer than 2 million transactions/month
  • Supported environments: production or production sandbox only
  • Configuration selections (product lines + lookback period) cannot be changed after submission
  • Language: English only (non-English users default to English)
  • Excludes steps configured after the Completion step
  • Excludes: EIBs, web services, integration loads, transactions with duration = 0

Setup Steps

  1. Agent Management Hub → Unregistered Workday Agent tab → Register BP Optimize Agent → Confirm → OK
  2. Agent Registry tab → click BP Optimize Agent → Configure Agent
  3. Additional Configuration column → click Configure BP Optimize Agent link → select Lookback Period and Product Lines (cannot be changed after submit)
  4. Enable Process Improvement skill via toggle
  5. Available To prompt: select Business Process Administrator domain or BP Optimize Agent domain (if customized)
  6. OK → Activate Agent → Confirm → OK

Result: After data ingestion (up to 48 hours), Business Process Administrator users can access the agent from the dashboard and Workday agent chat bubble.

Process Improvement Skill

Dashboard Defaults

  • Functional Group tab: Licensed product areas (Extend, Spend, Talent, Workforce); default = Workforce
  • Time Period: Last completed calendar quarter (e.g., in April 2026 → Q1 2026)
  • Business Process filter: Top 5 BP definitions by longest completion time
  • Metrics: Time to Completion (Hours) — average hours; can switch to Send Back (% events sent back)

Visualization Formats

  • Bar Chart – average completion time; benchmark line shown if data available
  • Table – execution metrics (Average, Maximum, Minimum, p50, p95) with baseline + benchmark values; export to CSV/Excel
  • Line Chart – trend over time; export to PDF or PNG via Related Actions

Benchmark Data

Generated by averaging execution data across customers sharing same industry, region, and enterprise size. Not displayed when peer cohort is insufficient.

Inspect View Sections

Benchmarking Insights: - Highlights where performance falls behind or exceeds benchmarks - Analyzes step-level executions; identifies up to 5 steps with highest duration - Compares config differences between tenant and best-performing peers - Evaluates only selected quarter; includes Successfully Completed, Rescinded, Canceled, Process Terminated events

Trends: - Compares selected time period vs. preceding time period - Only events that initiate and complete within the selected period - Displays optimization recommendations only when process trends slower - Identifies root causes and step-level percentage contributions

Anomalies: - Highlights unusual executions within specified time period - Includes events completing within period even if started prior - Lists top root causes and key contributing steps - Shows metric measured, specific steps, event count, average time, total occurrences

Optimization Recommendations

  • Dynamically generated in real time (up to 1 minute)
  • Sources: Workday Administrator Guide, Workday Community, expert Workday knowledge
  • Reference links provided under Learn More when available
  • Always review recommendations before making BP configuration changes

Security Considerations

  • Users need Modify permissions on Business Process Administration or BP Optimize Agent security domains
  • PII displayed only for Created By and Last Modified By fields (visible in dashboard and Trends/Anomalies Overview)
  • Individual customer benchmarking data cannot be identified by other customers

Sample Prompts

Use Case Sample Prompts
Analyzing BPs "Show me the 3 best performing BPs by duration in Q1 2026." / "What are the 3 worst-performing Change Job BPs?"
Trend Insights "Can you share trend insights on Request Time Off for Collab Delegation?" / "How are Change Job BPs trending in 2026?"
Benchmark Data "What are the benchmarks for Request Time Off for Financial Services?"
Anomaly Insights "Which BP has the highest anomaly rate in Q4 of 2025?" / "What's the root cause of anomalies on Change Job BPs in Q1 2026?"