WORKDAY INTEGRATION

In Workday, Integration is a major part. We need to be 'Agile' to execute demands of the customer. Customer would like to see how the reports get generated as per their needs. 

WD has come up with a solution to reach the demands of customer in the form of reports and calculated field.

Calculated field:

Calculated fields allow users to perform simple arithmetic, date calculations, text concatenation, logical expressions, retrieval of related data, and transformations of their existing data. You can use calculated fields in reporting, business processes, integrations, scheduling recurring processes, and other areas within Workday. 

To generate reports as per the customer specification, WD has come with XSLT. 

Whenever Workday integration takes place,it generates a report in the form of XML. The output would be in Workday format.

• XML was designed to transport and store data (EXtensible Markup Language).

• XML was designed to transport and store data, with the focus on what data is and it is the most common tool for data transmissions between all sorts of applications.

An Example XML Document

XML documents use a self-describing and simple syntax:

<?xml version="1.0" encoding="UTF-8"?>
<note>
  <to>Tove</to>
  <from>Jani</from>
  <heading>Reminder</heading>
  <body>Don't forget me this weekend!</body>
</note>

The first line is the XML declaration. It defines the XML version (1.0).

The next line describes the root element of the document (like saying: "this document is a note"):

<note>

The next 4 lines describe 4 child elements of the root (to, from, heading, and body):

<to>Tove</to>
<from>Jani</from>
<heading>Reminder</heading>
<body>Don't forget me this weekend!</body>

And finally the last line defines the end of the root element:

</note>

You can assume, from this example, that the XML document contains a note to Tove from Jani

EIB & Custom XSLT & Workday Web Services (WWS)

There are times when Workday does not present output in the desired format for simple integration tasks. One example is upper-case and lower-case letter. Workday stores people’s names in mixed-case, but another system might require the last name appear as all upper-case letters. Another example might be Social Security Number. SSN is typically formatted as a 9 digit numeric value (if unmasked). Another system could require that the data be passed but, only the last 4 digits. In this case an Extensible Scripting Language Transformation (XSLT) could be implemented with the EIB.

• Formatting: If Workday data comes out of the system and is incompatible with the external system, XSLT can be used to transform the data. Some common examples are date fields – Many external systems require a different date format from Workday. XSLT can be used to reformat the data to suit the endpoint’s needs.

• Conditional Logic: The standard EIB transformations do not allow for conditional logic. There are times when the output format should be different based upon the value of a particular data element. An example might be a contingent worker vs. a full time employee. Using if/then logic, the output can be tailored to which type of worker the XSLT is attempting to transform.

• Custom Output: Finally,an integration can be scheduled to process based on the scheduling criteria that is defined by the user and the passage of time (for example – the first day of each month). The benefit is that the integration does not need to be manually launched each time. Another example would be to launch a benefit carrier integration each Friday at 6pm.
  Custom XSLT is Implemented in the Configure Integration System step. Remember the Steps to Implementing an EIB system:

1. Create Integration System
2. Configure Integration System
3. Launch Integration System
4. View Process Monitor Event

When you Configure the Integration System you can create a new XSLT Attachment Transformation. Here you upload your XSL or XSLT file into the EIB Configuration Task. It will then use it to execute the transformation. 

Reports...!

WORKDAY STANDARD REPORTS

Before introducing Workday's Report Writer and creating custom reports, it is a good idea to first discuss the Standard Reports that are delivered in Workday.

As of the writing of this guide there are more than 1000 delivered Standard Reports in two distinct ̳flavors‘ or types. The first type is a XpressO report. These reports are NOT able to be copied and then customized but can generally be configured based on the restrictions of the report format. Good examples of a XpressO report are the audit reports delivered for the payroll audit. 

The second type of delivered report is a Report Writer report. Reports are accessible by searching for Workday Standard reports and then further defining your search by category or multi-category.

BUSINESS OBJECTS AND DATA SOURCES

Workday stores your data as business objects- organizations, workers, positions, and so on- which can be thought of as database tables or worksheets in Excel. Just as a database table or worksheet has columns and rows, a Workday business object has fields and instances. A business object is composed of a set of related fields, similar to how a table or spreadsheet is composed of a set of related columns. Instances of a business object in Workday are like rows in a table or spreadsheet, with each instance representing a unique occurrence of that type of object such as an organization or worker. A business object can have no instances, one instance, or many instances. Workday automatically links related business objects together.

The first and most important step in developing a custom report is choosing a Data Source. Data sources are defined and delivered by Workday. A data source has a primary business object. Workday delivers different data sources for the key primary business objects. The same primary business object may be represented by more than one data source depending on filtering and roles required. Each data source associated with a primary business object has its own security.

The access defined for a data source controls whether a user can create or run a custom report based on that data source. Different data sources for a single primary business object may be delivered by Workday to allow reporting on different sets of instances, depending on the security access of the user. Only data sources that are authorized for security groups to which you are assigned are displayed in the prompt list. You should not select data sources in the ―Do Not Use category.

Each custom report has exactly 1 Data Source. Each Data Source has exactly 1 Primary Business Object. The Primary Business Object is important because it dictates the list of Related Business Objects that are available to include in that report. The Related Business Objects have a 1:1 or 1:M relationship to the Primary Business Object. Since many reports and integrations focus on Workers (a superset of Employees and Contingent Workers), we will focus on the Worker business object Data Sources.

There are two types of data sources--- Standard and Indexed.Within standard data sources you will find that many data sources all reference the same business object.For example, there are about 35 data sources that all reference worker/employee. Indexed Data Sources have filters that allow us to have one data source for a business object. Multiple filters can then be associated with that business object. Only Indexed data sources can have filters.

A data source can be designed to return all instances of the primary business object (All Workers), or it can have built-in filtering logic defined by Workday. If it has built-in filtering, the filter comparison value(s) can either be built into the data source (All Active Employees) or designed so the user is prompted for the comparison value when running the report (Employees by Organization, which always prompts the user for an Organization).

For Reports pertaining to a Worker that focus on a Worker‘s current data or their data in a point in time:

WORKER (Primary Business Object) o ALL WORKERS

ALL ACTIVE AND TERMINATED WORKERS (applies effective dated behavior)  EMPLOYEE (Primary Business Object)

ALL ACTIVE EMPLOYEES (will not contain contingent Workers) --- CONTINGENT WORKER

ALL CONTINGENT WORKERS

Every Data Source has a Primary Business Object. The result is that when you report against a particular Data Source the output will yield 1 instance (row) for every instance of the Primary Business Object.

Example: The ALL ACTIVE EMPLOYEES Data Source will yield one instance of data for every employee that is active. The number of instances could be reduced by adding a filter to the report definition.

The Standard Report called Data Sources lists all data sources grouped by their primary business object. This report is a valuable resource when you are determining which data source to use in your report. It gives a description of each data source, lists built-in prompts and as well as which security groups have access to it. 

Steps to Create a Custom Report :
Access the Create Custom Report. 

Enter a unique Report Name

  Select the Advanced Report Type we are giving example of an advanced report as in
most of the cases, we build advanced reports
  Select a Data Source
  Select the Temporary Report option if you want the report to be deleted automatically after 7 days.
  Click OK to confirm your selections and continue to the report definition.
  Define Columns for Advanced Report – In this section, we have to select all the fields which should be included in the report.
  Define Sort Options for Advanced Report – This is used to sort data. Example we can sort the data alphabetically so that when we run the report, we can see the sorted data.
  Define Filters- Filters are very important to a custom report. We can filter data based on fields present on the primary business object.
  Define Sub Filters- Sub filters are defined when we want to filter based on a field on related business object.
  Define Prompt fields under Prompt Tab.
  Define Output options like Table. Chart etc. 
 Define sharing options. 

Business Process

• It is a sequence of one or more steps that accomplishes a business objective.
• 
  
• Workday provides optimized business processes which can be used as a starting point for configuring processes according to one’s needs. The definitions provided by Workday will have Default Definition in bracket (Highlighted in red). The one which is configured for the supervisory org will appear like BP Name for Sup Org name (Highlighted in blue). 

0. All the subordinates will follow it’s superior’s business process definitions if not configured separately. 
   

• BP determines who approves or denies something that happened, who needs to do additional tasks, who needs to be notified and what events needs to be initiated. 
  

• Business Process can be copied from Supervisory Org actions using path SO-- Business Process---Create, Copy or link definitions 
  

Also, BP can be copied from Business Process Actions. E.g. 

• 
  
  • Edit Definition option is used to edit the existing definition of BP. 
    
• 
  
• 
  
  • Add Notification option is used for setting up the notifications for Business Process.
    
• 
  
  • View diagram option will display the BP definition as Visio diagram. 
    

BP columns – step, order, If, type, specify, optional, group, All, Run as, Due date, Due date is based on effective date, Complete.

• Order will specify the order of the step. The same alphabet mentioned against the step signifies that both of them can be executed in parallel. Dictionary order is followed for determining which step will be executed first. So, aa will be executed before ab.
• 
  
• If specifies the condition which should be satisfied for the execution of the step. The condition can be added by going to the Step Actions---Maintain Step Conditions 

• Condition within BP will determine whether the step will be executed or not.
• 
  
• Type will specify the type of BP step – Initiation, Approval, Action, Approval Chain,
• Batch, Checklist, Consolidated Approval, Integration, Report, Service, To do 

• Specify will specify the type of step e.g. If Action-What action? 
  

• Group specifies the group of people who are responsible for the step.
• 
  
• BP is created using the combination of various type of steps e.g. actions, approvals, To
• do, checklists etc. 

Organization types in Workday !

• Organizations enable you to group together resources, workers, costs, and other organizations for business process routing, security, analytical, and reporting purposes.
  
• 
  
• Generally, organizations have members and roles that support a specific business function. Workday delivers a number of different organization types for different functional purposes that are independent from one another.
  
• 
  
• For example, your supervisory organization reflects the reporting structure, and this may be completely different from your costing structure for which cost centers and regions are used. 
  

Organization type:

Company:The primary organization type used by Workday Financial Management. All financial transactions are for a company, and most financial reports are run in the context of a company, such as balance sheets and income statements.

Note: Workday recommends that you create a separate company for each internal entity with a separate tax ID. 

Cost Center: Used to track financial transactions and HCM transactions with a financial impact, such as hiring or terminations. Employees and contingent workers are assigned to a cost center when hired. You can roll up cost centers into cost center hierarchies, which can only store cost centers for reporting purposes. You cannot associate transactions with a cost center hierarchy.

Location: Locations are an attribute associated with a worker in a position, and can also be used for assets. Locations reflect a worker's work location rather than an area of responsibility. Locations can be structured as a hierarchy whereby Location A can be the superior of Location B. Location hierarchies have organizational roles and can include locations for grouping purposes. Location hierarchies can also be structured as a hierarchy whereby Location Hierarchy X can be the superior of Location Hierarchy Y. 

Create Location is used for creating a location. Location should be created before creating Supervisory organization. 

Region: Reflects the area of responsibility for a worker instead of the work location. For example, a sales person might work from a Miami location, which rolls up to North America, but might be responsible for sales to the Latin American region.

Business Object

                                                   Business Objects 

Workday stores your data as business objects—organizations, workers, positions, and so on—which can be thought of as database tables or worksheets in Excel. Just as a database table or worksheet has columns and rows, a Workday business object 

has fields and instances. 

A business object is composed of a set of related fields, similar to how a table or 

spreadsheet is composed of a set of related columns. 

Instances of a business object in Workday are like rows in a table or spreadsheet, with each instance representing a unique occurrence of that type of object such as an organization or 

worker. 

A business object can have no instances, one instance, or many instances. 

Workday automatically links related business objects together. For example, purchase 
order lines are linked to a purchase order header, the purchase order header is linked to a 
supplier, the supplier is linked to a company, and so on. 

Business Object Details can be found out by searching bo: business object name and then 
navigating to the same. 

Business object details can be seen with the help of workday delivered standard report i.e. Business Object Details Report which takes business object name as input. 

  
There will be 4 tabs on the Business Objects Details page: 

a) Fields---List of all fields which are part of a business object will be shown. 

b) Related Business Objects--- List of all business objects which are directly or indirectly 
    related to a business object will be shown. 

c) Data Sources – List of data sources of which the business object will be a part will be 
    shown. 

d) Reports – List of reports which uses the current business object will be shown. 


The Power of Objects: When you see something in Workday, you can perform an action on it.

Core Concepts of Workday...

• Supervisory Organizations: The foundation of Workday HCM. This type of organization groups workers into a management hierarchy.

Ex:An organization for a group of Workers that report directly to one Manager.

Department;7554xxxx,ABC Company!

• Staffind Models: They define how jobs and positions are created and filled in a supervisory organization.

• Job Profiles: They are generic features and characteristics of a job and of a position that is built off that profile.

Ex.: An employer creates a job profile for many reasons. On the organizational side, the employer must analyze the job that a person will perform, including essential duties, which are performed often, and nonessential duties. These duties will be used to calculate the amount of pay, the job title, the salary or hourly designation and the position on the organizational chart. Managers assist the HR department with updating job profiles when positions must be advertised and filled. Each duty is written as a statement of what outputs a candidate must produce.

• Job Family: Abroad grouping of jobs that perform similar functions.                      Ex:Job families include information services, nursing,library/museum,services, accounting/finance.

• Compensation: The umbrella term for compensation packages,grades,grade profiles and plans.

• Compensation Plan:A component of pay that you use to assign monetary amounts to a worker’s pay.
• Compensation Package :A grouping of compensation guidelines and Compensation Plans that comprise all of the elements of Worker compensation. Ex:All Workers are assigned the ABC Company Compensation Package.
• Compensation Grade/Profile: Compensation Grade is assigned to a job profile based on the level of responsibilities  performed by an incumbent of the job profile. Pay ranges are defined in compensation grade profile.

• Security: A security group is a collection of users or a collection of objects that are related to users. Allowing a security group access to a securable item in a security policy grants access to the users associated with the security group.

• Business process: A series of activities when linked together achieve a desired business objective.Activities include tasks, To Do’s, approvals and upload of documents.Business Process Conditional Rule - A condition that defines routing of a business process.

The above stated are the core concepts of Workday...






<script type="text/javascript">
    google_ad_client = "ca-pub-6588418725854977";
    google_ad_slot = "1370202649";
    google_ad_width = 300;
    google_ad_height = 250;
</script>
<!-- workdayhcm_main_Blog1_300x250_as -->
<script type="text/javascript"
src="//pagead2.googlesyndication.com/pagead/show_ads.js">

</script>

Introducing Workday Recruiting

Introducing Workday Recruiting