Setup Considerations: Recall Management

You can use this topic to help make decisions when planning your configuration and use of Recall Management. 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 manage and track item recalls. You can coordinate response actions to recalled items and easily locate impacted:

Sites

Stocking Locations

Par Locations

Purchase Orders

Issue Transactions

Business Benefits

You can customize areas in Workday to recall industry-specific items by defining:

Recall Categories: Add and describe the different types of recall scenarios for your industry, such as materials recalls, food, or clinical laboratory supplies.

Recall Severities: Add the various levels of severity for the recall.

Recall Sources: Add sources where your item recalls could originate from, such as the FDA or other governing agencies.

Use Cases

You have a contaminated or bad biological component of a purchase item.

A manufacture issues a recall for defective components for one of your purchase items.

Industry safety or usage standards change.

Questions to Consider

Question	Considerations
Do you have items that moved between multiple departments or organizations of an entity?	When you enter the manufacturer part number on recall lines, Workday matches that to the number on the purchase item. The search only matches the manufacturer part number. If Workday finds more than 1 match, review the Item field to select the correct item match. The recall process starts at the tenant level and isn't associated with a company or inventory location. Workday secures reactions and responses by inventory locations, par locations, and transactions at the company level. On the Create Recall task in the Recall Details section, you can enter more line level detail. Workday doesn't match these fields to any data in Workday: Lot Serial Number UPN GTIN National Drug Code
How do I make sure that the appropriate workers get information about the recall?	On the recall reaction, you can add instructions to the Task Details for the responder. You can give specific instructions for whether the item is: In your general inventory. On a par location. On a purchase order. On and issue transaction. You can also select for no action needed and still add comments to support the reason. You can set up roles like Recall Coordinators or Recall Responders as per your business needs.
Do you use third party software to manage recalls?	We offer a ECRI Inbound Package Solution that you can use to apply the INT Studio ECRI Inbound option to your third party integration system for recalls. Once you enable the package solution, you gain access to the Recall Workbench task that you can use to: Review and take action on recall alerts created both in Workday and your third party integration, eliminating the need to manually find new recall notifications from multiple sources to determine if they're relevant Access the Review Recall Line Details task to take action on specific recall lines and the items associated with them. You must create and modify your own cloud archive file (CLAR) for the package solution and secure the instance of the integration.

Recommendations

None

Requirements

None

Limitations

You can only set one Recall Severity as high priority.

Workday can only match the manufacturer part number on item recalls.

Tenant Setup

On the

Edit Tenant Setup - Financials

task, set up ID generators for recalls, recall reactions, and recall responses. You can use the fields to generate tenant-level default sequence ID for inventory recalls, recall reactions, and their responses.

Security

Set up these security domains in the Inventory and Procurement functional areas:

Domain	Considerations
Setup: Recall	Enables you to configure the various aspects of item recalls, such as, your recall categories, severity, and sources.
Process: Recall	Grants access to the creation and management of item recalls.
Process: Recall Reaction	This domain provides access to create and manage recall reactions.
Process: Recall Response	This domain provides access to create and manage recall responses and any corresponding actions that you can take on items.
Reports: Recall	This domain provides access to view and manage recall reports.

Business Processes

Business Process	Considerations
Recall Event	This process enables you to create and edit recalls in Workday. Use this process to evaluate and route recalls to appropriate responders.
Recall Reaction	This process enables you to create and track reactions to a recall that affects your business.
Recall Response Event	This process enables you to route response actions for recalled items to the appropriate worker and area of your business. You can create custom responses for general inventory, par inventory, issue transactions, and purchase orders.

Reporting

Report	Considerations
Find Recall	Use this report to locate and view the details of recalls. You can search for recalls based on external IDs from the: FDA Manufacturer Third Party Integrations
View Recall Impact	Provides a grid view of each recalled item, and which areas of Workday are impacted by the recall. You can also drill down into each aspect of the grid to view specifics of these aspects of the recall: Inventory locations Inventory sites Par locations Purchase order lines Issue lines
Recall Dashboards	Use these worklets to view recalls that are past due, and view how long it took your workers to address the recall. Past Due Recalls by Severity Recall Turn Around Time
Recall Audit	This report enables you to track the details of every aspect of the recall process, including reactions and responses. You can view the details on: Summary Recall Dates Impact Dates Each aspect of the recall process has a tab with a data grid for your analytics.

Integrations

Web Service	Considerations
Get / Submit Recall	An initiating action for the Recall business process. Creates, retrieves, or updates your item recall information.
Get / Put Recall Categories	Adds, retrieves, or updates your recall categories.
Get / Submit Recall Reactions	An initiating action on the Recall Reaction business process. Creates, retrieves, or updates your recall reactions and configure appropriate responses.
Get / Put Recall Severities	Adds, retrieves, or updates your recall severities.
Get / Put Recall Sources	Adds, retrieves, or updates your recall sources.
Submit Recall Response - Ad Hoc	Initiating action on the Recall Response business process. Creates, retrieves, or updates your recall responses, outside of a recall reaction.

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.

Touchpoint	Considerations
Procurement	You can use recall management to view and direct response efforts to specific purchase orders.

2020R2 What's New Post: Recall Management