Setup Considerations: Pricing

Administrator Guide

You can use this topic to help make decisions when planning your configuration and use of Pricing Enablement for Learning. It explains:

Why to set it up.

How it fits into the rest of Workday.

Downstream impacts and cross-product interactions.

Security requirements and business process configurations.

Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What It Is

Workday enables you to configure pricing and price display options, including direct e-commerce capabilities, for learning courses and course offerings. You can configure prices in different currencies and use condition rules to set prices for groups of learners and extended enterprise learners. Workday creates pricing records for each enrollment. You can report on prices or use web services to send them to applications that support billing or payment processing.

Business Benefits

Pricing your learning content and allowing learners to purchase it through a third-party payment processor enables you to:

Communicate the value of your training by displaying prices to users.

Report on prices associated with each course or course offering enrollment.

Monetize your training and create new revenue streams.

Use Cases

This table describes use cases for pricing learning content:

Audience	Use Case
External (Extended Enterprise)	Strategically price learning content according to contracts with customers, partners, and other extended enterprise affiliates.
Internal (Learning)	Track and measure the value of interdepartmental training programs.

Questions to Consider

Questions	Considerations
Who do you want to configure pricing for?	Workday supports pricing enablement for workers and extended enterprise learners. You can enable functionality for workers only, extended enterprise learners only, or both.
Which time zone is most appropriate for enabling new training credit mappings?	New mappings that go into effect can impact currency values and prices for all users. Consider which time zone will minimally impact your users and select it from the Time Zone Credit Mapping prompt in tenant setup. If you don't select a time zone, training credit mappings become effective on pacific time.
Which currencies should I plan to include in my training credit mappings?	You can configure whichever currencies you want to display prices in. The currencies you include in your training credit mappings have no relationship to currency used elsewhere in Workday, nor do they respect the preferred currencies of individual users. Consider the audiences who will consume your learning content and the currencies you need to communicate value to them. Each supervisory organization and extended enterprise affiliation can only have 1 currency.
How many training credit mappings can I create?	You can create as many training credit mappings as you want, but only 1 can be in effect at a time. You can prepare new training credit mappings for the future and set an effective date so they automatically apply when ready. You can't edit or delete training credit mappings that are currently in effect. To change an existing training credit mapping, you must copy it, edit it, then set a new effective date.
Who should be in charge of pricing administration functionality?	Workday secures pricing functionality to different domains than learning administration functionality. Administrators who manage your learning catalog might not understand your pricing strategy or contractual obligations with your affiliates. Similarly, pricing administrators might not understand the details of individual courses. Consider this as you decide: Who gets access to pricing and pricing rule security domains. How you might configure business process definitions to ensure appropriate approvals.
What are the differences between course costs and pricing?	The Costs section on the Create Course task is intended to itemize and display the cost of course-related expenses and materials on the course. The Pricing section is for configuring the enrollment price for a course. You might need to explain these differences to users who can edit courses.
Can I use decimals in pricing configurations?	You can enter up to: 10 digits before the decimal point and 5 digits after the decimal point in training credit mappings and course prices. 12 digits before the decimal point and 4 digits after the decimal point in pricing rules. The final calculated price for a course can have up to 20 digits before the decimal point and 10 digits after. Workday rounds prices for learners who view pricing enabled learning content to the decimal place appropriate for each currency. Example: Prices in USD round to the hundredths decimal place while prices in JPY round to the nearest whole number. In custom reporting, you can use either rounded report fields or unrounded report fields on the Learning Enrollment Pricing Record data source.
How do learners browse and access e-commerce enabled courses?	The Manage Learning Content report allows you to identify purchasable learning content and configure custom sliders that will present this information to learners.

Recommendations

Create pricing rules to change the price of a course for a set of users who meet the conditions you define.

Requirements

To use pricing and e-commerce, you must subscribe to Workday Learning. You can also use pricing and e-commerce with Extended Enterprise Learning.

Workday requires these components to calculate the price for an enrollment:

A training credit mapping with a current effective date.

A payment configuration for the organization the learner belongs to.

A default price, or training credit value, on the course or course offering with pricing enabled.

Limitations

You can't price learning programs or stand-alone lessons.

You can’t use mass enrollment or Enroll My Team methods for e-commerce enabled courses.

Learners can’t purchase multiple courses with a single payment.

You can’t drop enrollments that are in pending payment
state. To do it, you must cancel the associated event.

Tenant Setup

The

Enable Pricing Configuration for Person Types

prompt enables the configuration of prices for workers or extended enterprise learners. If you disable pricing configuration, you can still:

Report on enrollment prices.

Use web services to get pricing data out of Workday.

Use web services to specify training credits and pricing rules for courses.

Security

These domains in the Learning Core functional area:

Domain	Considerations
Manage: E-Commerce for Learning	Secures the tasks related to the learning content payment processor configuration.
Manage: Learning Pricing	Secures most pricing configuration functionality for pricing administrators.
Manage: Learning Pricing Rules	Secures the Create Worker Pricing Rule and Create Extended Enterprise Learner Pricing Rule tasks. You don't need access to this domain to add pricing rules to a course.
Reporting: Learning Pricing	Secures report data sources needed to create custom reports for pricing and pricing records. This domain is for users who need to report on prices, but not configure them. Contextual security applies to learning enrollment pricing records so that managers and affiliation managers can only view records for learners who are in their organization at the time of enrollment. Administrators can view all records.

Business Processes

Business Process	Considerations
Enroll in Content	You must edit the business process definition to allow active workers and Extended Enterprise learners to purchase content. You can configure a step so managers or affiliation managers can approve enrollment prices.
Manage Course	You can configure a step so pricing administrators can approve course prices.
Manage Course Offering	You can configure a step so pricing administrators can approve course offering prices.
Mass Enroll	You can configure a step so managers, affiliation managers, or pricing administrators can approve enrollment prices for each learner.

Reporting

You can create custom reports with the:

Learning Contents

report data source to view pricing by course.

Learning Enrollments

report data source to view pricing records by enrollment.

Integrations

You can use these web services to configure pricing:

Get Training Credit Mappings

Get Learning Organization Payment Configuration

Get Learner Pricing Rules

Put Training Credit Mapping

Put Learning Organization Payment Configuration

Put Learner Pricing Rule

Manage Course Offering

Manage Learning Course

You can use these web services to enable e-commerce in courses and course offerings:

Get Learning Blended Courses

Get Learning Courses

Get Learning Course Offerings

Get Learning Digital Courses

Manage Course Offering

Manage Learning Course

Put Learning Blended Courses

Put Learning Course Offering

Put Learning Digital Course

You can also use the Get Learning Pricing Records
web service to send enrollment pricing records to other third-party applications. The only way to change the

Document Payment Status

field from Unpaid
is with the Put Learning Pricing Record Document Payment Status
.

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.