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Data Migration for Workday System Implementation

Alteryx
Alteryx
Created on
2018 Excellence Awards Entry: Data Migration for Workday System Implementation

Name: Liz Pittoni (on behalf of Cynthia Eckles)
Title: Workday Data Migration review
Company: Alteryx 

Alteryx_thrill_logo-crop.png

 

 

 

Overview of Use Case:

Workday is the HCM system target for enterprise deployment 4Q2018. During the multiple rounds of data loading and cleansing, Alteryx was used to confirm the data in the current system matches what is in Workday.

 

Describe the business challenge or problem you needed to solve:

 

One of the biggest challenges with any project is moving data and ensuring that it is done quickly and correctly.

 

1. The first step is to populate the data into the new system from various sources (Newton, ADP, WD DGW). Alteryx was used to pull data extracts from each of the systems, combine the data and populate the template to be loaded into Workday. Seamlessly!

 

 2. Once the data was loaded, then we needed to validate that the information was correct. The Alteryx workflow removed the manual process suggested by the implementation consultant. This process would have taken weeks and not been as thorough. Alteryx allowed us to check all data and diagnose discrepancies within a few seconds once the workflow was built. With subsequent data loads for this project, this workflow will automate all the data validation. It's HUGE!!!

 

Describe your working solution:

 

The workflows were completed in designer. the workflow takes data extracts from ADP WorkforceNow and Newton to populate the Workday DataGathering Workbook (DGW) in the format required by Workday.

ADP-Workday Benefits data validation.jpg

 

 

 

Describe the benefits you have achieved:

 

By using an Alteryx workflow, we were able to eliminate manual review of spot checking data. Secondly, we saved an enormous amount of time populating the same template over and over (i.e. once the workflow was created it was used to populate all the DGWs for wave 1 and will be used for wave 2). Rather than using vlookups to combine various data sources, Alteryx was able to combine all the source data into an output which was digestible by Workday. Lastly, and most importantly, Alteryx saved the sanity of the team since this data checking would have been performed manually.

Comments
Atom

Sounds like an amazing success!....Congratulations on being able to leverage the tool for this. 

Atom

Wow! looks amazing success for everyone involved. Just wanted to check if you're aware if there's way to connect to Workday to source date. would you also mind posting broader checks, validation etc involved. we're looking to initiate similar initiative hence the query.

Alteryx
Alteryx

@Sudeshna adding Cynthia Eckles @CynthiaE who is the mastermind about Workday + Alteryx solution to assist.

Alteryx
Alteryx

Hi @Sudeshna!

 

We used static sources for the examples above (Excel spreadsheets) and used *a lot* of joins to compare one system to another. It made comparing the multiple data sources, finding duplicates, etc. *so* much easier than if we had to do it by (yuck) eye.

 

However, if you want a live/real-time connection to Workday from Designer, I would suggest checking out Shane Conklin's XML Parsing tool on Alteryx Gallery: https://gallery.alteryx.com/#!app/Workday-XML-Download-Macro/5c34f9cc826fd30988ed9e79

 

In order for the solution to work, you need a few things:

  • If your organization has SSO enabled, you will need to either:

    • Have your Workday security admin allow you to sign into Workday using a username and password. This is managed in the "Manage Authentication Policies" task, OR
    • Create an Integration Security Group and add the group to the "Web Services" Authentication Whitelist.
      • This ISG needs to have access to the data sources that a custom report will use, e.g. "All Workers"
      • Create an Integration System User (ISU) account and add it to the above ISG.
  • Regardless of the method above, you will need to enter the ISU's credentials in the username and password section of the macro.
  • Once that is completed, create a custom report with Web Services enabled in Workday. 
    • Make sure the custom report you create is an Advanced Report from a single data source with no Group Column Headings (e.g. all from the "Workers" business object).
  • Copy and paste the "Simple XML" link from the Web Service URL.
  • You can create and add as many of these single data source reports with additional tools on Designer's canvas as needed and use Designer's Join tool to match them (no Workday calculated fields needed!)
    • For example, I have joined a Positions report <-> Requisitions report <-> Candidate report linking the Req # and Position.
  • Proceed as you would with any additional downstream tools you would use.

I hope this helps!

 

Cyn

 

 

Atom

Thanks Cynthia for very detailed response. yes, i'm looking for ways to download outputs of the reports scheduled in Workday. i feel ( not aware exactly but need to dig in further) the report i'm looking to pull in automated way .. may be querying more than one source etc.. in short violating the criteria you've outlined here.

is there an option to pull data/report via API?

while all this still in nascent stage, will get back to you with more detailed queries. 

Thanks a ton Liz.

 

Regards,

Sudeshna

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