Workday Integration: Connecting Functionality through Technology!
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 HR Tech
  by Team Azilen   October 18, 2022

Workday Integration: Connecting Functionality through Technology

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The HR Tech environment is rapidly changing & connecting HR Tech systems together is the need of the hour in this integrated world!

There are many players in the market that are helping organizations to manage their business data seamlessly. Workday is a clear leader in the industry with a market share of 24.68% in the Human Capital Management category & a substantial customer base of more than 26K. 

Workday integrations boost the functionality of the system by allowing automation, & complete a wide range of tasks to enhance the business functions as a whole. Not only does this help with enhanced productivity, but in an era of digital transformation & near-endless technology solutions, Workday integrations are a way of centralizing the data & respective business needs for making informed decisions.

Workday Integration: A Comprehensive Overview

The data architecture of many businesses is being replaced & rebuilt for the cloud. Most HR systems now account for this change. Moreover, best-of-breed WorkTech solutions are replacing monolithic legacy ones. This is especially true when it comes to Workday.

Workday Integration is essential for successful HR digital transformation initiatives that can deliver the business insights, process automation, & cost efficiency that companies need to flourish in the era. How you approach the future of HR data through Workday integration can make or break this success.

For instance, you might use Workday for financial management & need to integrate it with your eCommerce, & customer relationship management (CRM) systems — or an HR application, if you don’t use Workday HCM. Similarly, if you use Workday HCM, you might need to connect with other applications or service providers for payroll, benefits, administration, recruitment – or a non-Workday financial management platform such as Oracle, SAP, or others.

Hence, it becomes even more critical to comprehend why Workday Integrations are the preferable route. The below diagram summarizes what you must know before devoting time & resources to Workday Integrations:

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Whether you’re a mid-sized organization or a large enterprise, Workday Integrations can serve multiple purposes for you. Depending on the type of integration chosen, it can address your customer needs quickly & efficiently, allowing you to access all the information in a connected way.

Now that more apps & data sources need to connect, creating a future-proof integration strategy is more complex. Nevertheless, having a variety of Workday Integration choices available makes it much simpler. Being an integration Platform as a Service (PaaS), Workday Integration Cloud is a foundational element of the Workday technology stack, driven by a deep-rooted enterprise service bus (ESB) at its core.

However, developing an understanding of the Workday Integration cloud within in-house teams can be cumbersome. This will necessitate intense work in designating & distributing a separate team altogether for exploring Workday Integration. Following this approach can be a sure-shot way of deteriorating monetary resources, energy, & most importantly time. Hence, the need for a Workday Integration consultant arises.

As Workday has various methodologies that an enterprise can use, Workday Integration consultants & their experience can help you in navigating through the accurate path of developing & deploying Workday integrations that meet your needs & help you achieve the envisioned business goals.

Workday Integration Options & their Management

Workday provides a comprehensive array of hundreds of SOAP & REST APIs to use when building with Workday Integration Cloud. These open APIs help to access the core reporting features, integration monitoring, & business processes across all of Workday's functional areas. The following offerings can speed up the overall integration process for any organization:

  1. Packaged Integrations & Configurable Connectors: These are prebuilt integrations to non-Workday systems. These are built, implemented, & supported by Workday & its partners. They are adaptable & configurable, dramatically reducing the time needed to implement integrations by providing everything required to integrate 3rd-party systems with Workday, such as processing logic, data transformation, & error-handling routines.
  2. Workday provides multiple development tools for building complex & custom integrations with their products. Majorly it consists of two tools, i.e., EIB & Workday Studio:
  • Enterprise interface builder (EIB): Workday provides EIB – Enterprise Interface Builder which enables you to create Integrations without programming & that’s why it’s called no-code Integration. Businesses can send/ receive data from/ to external systems using very simple steps:
  • Get Data: Selection of Data format (for receiving Endpoint) to get data from the source
  • Transformation: Upload data that needs to be transformed
  • Delivery: Define target Endpoint – Data can be encrypted & compressed
  • Workday Studio:
  • A unified Eclipse-based environment that allows 3rd parties & users to develop, deploy, debug & support complex integrations running in the Workday cloud. It helps with a rich functionality of a graphical integration design environment. You can handle the plumbing aspects of building integrations using drag and drop functionality.
  • Workday Studio is not limited to a single data source, single transformation, or a single destination. It can create sophisticated integrations using multiple reports, various transformations, & Workday Web Services (WWS), & then deliver results to several destinations. These Integrations can be deployed & run on the Workday cloud infrastructure to utilize them in the following situations:
  • When data sources & delivery requirements are multiple 
  • When the data size is huge in nature
  • When source control is required (develop; deploy; debug; support) 
  • When the requirements keep changing 
  • When a scalable integration is necessary, etc.

3. Management & monitoring tools: Within the Workday User Interface, organizations can manage & monitor all Workday integrations, regardless of their type. The same Workday UI enables both nontechnical stakeholders & integration administrators to:

  • Launch & schedule integrations 
  • View & manage past, running, & scheduled integrations 
  • Create, route, & maintain email notifications based on the integration events
  • Configure integration security to control launch, build, & view integrations for associated data

Overcoming obstacles while implementing Workday Integrations

Utilizing the mentioned offerings, you can easily maintain & manage different products that are talking to Workday. However, there are certain areas that might be challenging while integrating different systems:

  1. Choosing between Integration Experts & In-House development: Being the application that ties all the different business functions together, Workday holds consistent & iterative updates. Picking the right service partner for handling & managing your Workday Integration is key to ensuring zero gaps. 
  2. Data Migration & Conversion: It is crucial to maximizing the use of existing data as we transition to a data-driven environment. The challenge in a successful transfer is converting existing data into Workday's format. You might have to deal with redundant, inaccurate, or non-existent data entities. Keeping a close eye on these points & leveraging techniques to counter these points with standard practices will help in a seamless migration process.
  3. Juggling through Dynamic Requirements: Constant changes in the setup raise concerns when taking into account a real-time data sync between Workday & other services. This process might consume time, cause a halt & lead to unprecedented gaps in the business workflow. Hence, it requires Integration consultants who can act rapidly & ensure a smooth workflow.
  4. Prioritizing Regular Tests & Quality Checks: If you wait until the end to run quality checks & find an issue, it will take longer to fix as you’ll have to modify the entire system. The waterfall approach to Workday Integration can delay implementations because it doesn’t allow the required flexibility. Teams will have a successful project using an agile methodology.
  5. Proper Documentation: Much overlooked but ‘the’ most important factor. Workday Integration may need several adjustments & be a challenging procedure. Hence, it is vital to back the integration process with an extensive documentation process. This introduces transparency & proper distribution of documents among stakeholders.

The challenges associated with Workday Implementation are no doubt overwhelming. These issues can be swiftly resolved if an appropriate strategy is employed & there are enough Workday Integration Experts onboarded. 

Workday Integration: Critical Success Criteria & impacts 

Implementing Workday Integration is where design meets reality, where the theoretical meets practical. Considering the needs & requirements in today’s digital world, it is implicit to have a well-defined success criterion for implementing Workday modules in your business.

The digital world is moving fast & to match its pace, you need to have clarity on what you have implemented, why you have done it, & most importantly how to measure the success of this implementation.

As a result, here are important success criteria of a successful Workday Integration and by attending to them, you may help yourself avoid problems:

  1. Make sure you have good data quality: Any data integration job can be compromised by poor data quality. To put it bluntly, if you put garbage on one end, you will get the same at the other end. Therefore, dedicated data quality management can be taken into account while progressing toward any Workday Integration.
  2. Adopt a consolidated strategy: When multiple sources are involved, creating a multitude of point-to-point custom integration scripts without a common direction can be fatal. While adopting the approach, you must ensure that the data sets must be synchronized in a reliable manner across all the platforms for you to have the same version of the truth.
  3. Consider future versions: Your Workday integration should be future-proof & keep being used when the Workday integration constellation upgrades itself. Upgrades are difficult because custom interfaces typically require development, where maintenance is less flexible & more expensive. Pre-built connectors make sure that you can add new data integration processes as your business scales.

Along with these points, there are a plethora of other critical aspects that require proper attention while going into the development phase. It's ironic that businesses don't consider these criticalities until something goes wrong.

Hence, a successful Workday integration depends on selecting the right partner for your journey & overall product strategy. Taking into consideration the aforementioned success criteria & other critical aspects specific to your needs, you can ensure whether the implementation is working right or not. 

We are all ears for listening to your thoughts, & requirements by identifying potential collaboration areas! Look forward to connecting & exploring Workday Integration opportunities with you!

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