Independent Energy Company
Streamlining Offer Management in Workday® with Automation and Thoughtful Process Design
SERVICES:
- Application Managed Services (AMS)
- Implementation Assistance (LEAP)
The Situation
Growing Hiring Complexity
Following its Workday® deployment, Vital Energy began refining its recruiting operations. While the system was live, key offer management processes were still highly manual.
Offer letters were created outside of Workday, approvals were routed through email, and workflows varied depending on role or circumstance. In some cases, approvals required up to eleven steps, slowing decision-making and creating frustration for recruiters and candidates alike.
Documentation was not always stored consistently, and compensation data was difficult to report on in a centralized way.
As hiring volumes increased, these inefficiencies became more apparent. Vital needed to simplify offer approvals, improve consistency, and ensure that critical data and documentation lived inside Workday.
The goal was to create a sustainable process that reduced friction today and supported future growth.
Services Logistics
Vital Energy’s engagement with Syssero began through the LEAP (Launch Enhancement Assistance Program), providing post–Workday® go-live optimization and advisory support. The partnership then transitioned into Application Managed Services (AMS).
Through AMS, Syssero provided:
- Ongoing optimization of recruiting and offer workflows
- Advisory support aligned to evolving hiring needs
- Issue resolution and continuous improvement
- Practical guidance focused on sustainability and ownership
This model allowed Vital to improve processes while maintaining flexibility as needs evolved.
The Outcome
A Streamlined Offer Process Built in Workday®
Syssero began by redesigning the offer letter and approval workflow directly within Workday®. Unnecessary steps were eliminated, reducing the approval path while maintaining appropriate oversight and controls.
Offer letters, relocation agreements, and remote work documents were automated using Workday data. This ensured consistency across documents, reduced errors, and eliminated the need for recruiters to manually recreate paperwork for each candidate.
Automated routing and reminders helped keep approvals moving and reduced delays.
Signed documents were automatically stored in employee profiles, creating a complete, auditable record within the system.
Improved Visibility and Reporting
By centralizing offer and compensation data within Workday®, Vital gained clearer insight into hiring decisions.
Compensation details became fully reportable, supporting leadership visibility and audit readiness.
This shift reduced reliance on external tracking tools and improved confidence in data accuracy across recruiting and HR teams.
Adoption Without Heavy Training
Rather than relying on extensive training programs, Syssero supported adoption through targeted Job Aids and lightweight change management.
These resources were tailored to Vital’s recruiters and focused on real workflows and daily tasks.
As a result, recruiters were able to adopt the new process quickly and confidently, spending less time on administrative work and more time focused on candidates.
Conclusion
Vital Energy’s Workday® journey demonstrates the impact of thoughtful process design paired with practical automation.
By simplifying offer approvals, standardizing documentation, and embedding workflows directly into Workday®, the organization created a hiring process that is faster, more transparent, and easier to manage.
Today, Vital operates a scalable offer management process that supports recruiters, improves the candidate experience, and provides leadership with clear visibility into compensation decisions.
The improvements made through Syssero’s partnership continue to support hiring efficiency and compliance as the organization grows.
At Syssero, success means building systems and processes clients can trust and sustain. Vital Energy’s streamlined offer management process reflects that philosophy—showing how Workday®, when configured with intention, can support both growth and governance.
Overview
Simplifying Hiring Through Thoughtful Workday® Design
Vital Energy is an independent energy company focused on growth and operational efficiency. With Workday® in place as its core system, the organization aimed to ensure recruiting and offer management processes were not only functional, but efficient, consistent, and scalable.
As hiring activity increased, Vital recognized that its offer letter and approval process relied heavily on manual steps and email-based coordination.
Recruiters spent significant time managing approvals and rebuilding documents, while compensation data and signed documentation were not consistently centralized in Workday.
Vital partnered with Syssero to redesign and automate its offer management process—creating a faster, more transparent hiring experience that could scale without adding administrative burden or sacrificing governance.
Impact
- Reduced offer approval workflow from 11 steps to 6, accelerating hiring timelines
- Automated offer letters and supporting documents directly in Workday®
- Centralized compensation data to improve reporting and audit readiness
- Standardized document storage within employee profiles
- Reduced manual effort for recruiters and HR teams
- Created a scalable, compliant offer process that supports continued growth
The redesigned process improved speed and consistency while giving hiring leaders clearer visibility into approvals and compensation decisions.
With Syssero’s configuration and advisory expertise, Vital has laid the foundation for a modern, responsive Workday process that supports both business growth and compliance.