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Workday &SafeGuard World International
A Certified Integration for Global PayrollMarch, 2014
Prepared by SafeGuard World International in Partnership with Workday
DATA SHEET
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To build the integration, SGWI and Workday worked together to determine what in-country data items would be required in order to provide a consistent way of importing global payroll data into SGWI’s system and then, following the payroll processing, exporting the data back into Workday’s system.
The Certified Integration uses a Data Dictionary to map Workday data items to their corresponding value in SGWI’s system, so the data can be maintained in synch–using Workday as the System of Record.
The “organization” structures in Workday are replicated into SGWI’s global payroll technology system, enabling clients to obtain the same view of their data from a payroll standpoint, as they do with Workday. The solution provides clients with real time visibility of payroll results, which can then be used to “drive” other business processes.
“The really powerful element of the Certified Integration is that it removes the pain of integration build and maintenance for our mutual clients. This is a highly complex area and the integration with Workday means clients don’t have to become experts in building country-specific integrations to their local payroll solutions.”
− Bjorn Reynolds Founder & CEO SafeGuard World International
A Certified Integration SolutionThis Data Sheet has been produced to enable prospective clients and partners to understand the certified integration between Workday and SafeGuard World International’s global technology system.
In May, 2010, SGWI became the first global payroll provider to establish a formal partnership with Workday and developed a Certified Integration, a pre-configured global payroll interface, between Workday’s Cloud Connect for Third-party Payroll and SGWI’s Software-as-a-Service global payroll technology system. SGWI started processing live client payrolls in early 2011 and today, enjoys 30 shared clients with Workday.
Together, SafeGuard World International and Workday help clients achieve integration between their global HR system of record and their payroll systems.
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Figure 1 - Certified Integration of Workday & SafeGuardWorld International
WorkdayWorkday is a leading provider of enterprise cloud-based applications for human capital management (HCM), payroll, financial management, time tracking, procurement and employee expense management. Workday applications are designed for global enterprises to manage complex and dynamic operating environments.
Workday provides customers highly adaptable, accessible and reliable applications to manage critical business functions that enable them to optimize their financial and human capital resources.
Workday’s Cloud Connect for Third-Party Payroll Global companies often have different requirements—and consequently different payroll providers—for different countries. Workday supports organizations that use Workday as their Human Resource (HR) system of record but choose to utilize a non-Workday payroll system.
Workday’s Cloud Connect for Third Party Payroll provides a way for clients to integrate bi-directionally (import and export data) to any third-party payroll system, providing a comprehensive view of payroll data across the global workforce. The Payroll Connector offers web services that identify and transfer only the Workday HCM events that affect payroll.
SafeGuard World International SafeGuard World International (SGWI) is the premium provider of Global Managed Payroll and Global Employment Outsourcing solutions. SGWI currently serve over 165 countries, providing world-class service to companies of all sizes, with small or large employee populations, in mature and emerging international markets.
SGWI provides a “fully managed,” outsourced payroll service which includes receipt and loading of data, pushing payroll instructions for local processing, gross-to-net payroll calculations, validating the integrity and reconciliation of the payrolls, pay slip distribution, local tax filings and payments, accountability for in-country compliance, production of bank and G/L files, fully consolidated reporting and year-end filings.
With this unique model, SGWI becomes the virtual payroll department for our clients, is responsible for the management of the full scope of the payroll and associated processes and becomes accountable for clients’ in-country compliance.
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Workday Integration DetailsThe integration ensures that the relevant fields required for processing employee pay in countries around the world are designed so that they can be exported from Workday’s system into SGWI’s system.
Operationally, a file of data is generated and sent from Workday securely to SGWI, typically via SFTP. SGWI then loads this data straight into its technology system for every country in scope. The benefit this delivers to joint clients is the ability to have a single Global HCM system combined with a single global payroll management system.
SGWI’s technology system contains rule sets that define the specific data items that SGWI needs to process payroll in any country: accurately and compliantly. The integration:
creates a mirror copy of relevant data from Workday to initiate payroll processes, including “organization” structures e.g., Cost Centers, etc.
is built, maintained and continually tested by SGWI, including upgrades and the implementation of new features
includes all Master Data changes e.g., New Hires, Terms, Changes, Special Pay Transaction, etc.
can be scheduled to run automatically or ad-hoc, which can be used for Emergency updates, New Hire registrations, etc.
allows “Single Sign On” from Workday
incorporates actual earnings into Workday’s system
provides actual earnings data as a basis for CFO reporting, data mining, etc.
enables a comprehensive view of payroll data across the client’s global footprint, based on the same groupings e.g., organizations, etc., that are established in Workday
Narrative of the Workday Payroll Integration Process Workflow 1. Local client office enters master file changes into Workday HCM.
2. The client and SGWI create an agreed upon schedule with detailed client timelines and cut off dates. Upon established transmission date, Workday transmits the data files via SFTP to SGWI. The data file contains New Hires, Changes, Terminations, Earnings and Deductions. As the files are processed, they are validated for accuracy and completeness for each country, identifying and mitigating the risk of “bad” or “incomplete” data reaching the system.
3. SGWI uploads the integration file into its technology system.
SafeGuard World International has provided a great solution for our customers with global payroll needs. We appreciate SafeGuard World’s dedication to quality and ensuring customer success.
− Jeff Pulver Vice President Business Development Workday International
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4. SGWI uploads any variable pay data such as evaluated time coming from a time and labor solution, commissions, bonuses, expense reimbursement files, etc.
5. SGWI initiates the payroll process.
6. SGWI validates and reconciles the payroll and sends the results to the local client office for review.
7. Local client office reviews, revises and approves the payroll. Questions or changes are sent back to SGWI for resolution. Changes initiate new validation and reconciliation from SGWI and approvals from the local client office.
8. SGWI receives approval of the payroll from the local office and confirms the payroll for the period.
9. Client may choose one of two payment processes.
a. ENTITY GROUP A: SGWI, in conjunction with its Foreign Exchange partners, determines the total USD, GBP or EUR funding value to be provided to SGWI by the client for payment. The client then funds SGWI, and SGWI executes the Employee Payments and relevant in-country statutory payments.
b. ENTITY GROUP B: SGWI creates a bank file which is sent via SFTP to the client or the client’s bank (with relevant authority) for approval and payment.
10. SGWI “outputs” the payroll data and integrates into Workday’s HCM.
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Figure 2 - Process Flow
Delivery ModelSGWI accepts the data from Workday and utilizes a network of in-country partners to process the gross-to-net payroll calculations, manage pay slip distribution, local tax filings and payments, and year-end reporting.
Following the completion of the bi-directional integration into Workday’s HCM, clients will enjoy a comprehensive view of payroll data across their global footprint, based on the same groupings, e.g., organizations, etc., as established in Workday
Less risk and improved accuracy
No need to map individual data items
No need for duplicate keying of data
Full, global visibility into global payroll data
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Figure 3 - Delivery Model
Customer ValueEffective Decision MakingHaving a new level of insight allows users to analyze data in support of more effective decision making activities, such as: Improving cash forecasting Comparing actual to budget Optimizing pay ranges Managing allowances and overtime policies Better understanding the true cost of the global workforce
Client Implementation Ease of integration–difficult and complex work has been completed and
tested Lower cost solution–pre-built integration reduces short- and long-term costs Single vendor solution integrated across North America & international
payroll
Risk Mitigation Creates a mirror copy of relevant data from Workday to SGWI’s system
which ensures data is accurately captured at point of entry including all Master Data e.g., New Hires, etc. Scheduled to run automatically or ad-hoc e.g. Emergency Terms, New Hires Maintenance managed by SGWI including regression testing as well as
centralized upgrades and updates
Reporting & Visibility Global visibility into payroll actuals Self-Service view of actual earnings in Workday’s system Actual earnings data as a basis for reporting and data mining Visibility into the true cost of the client’s global workforce
“Pre-built integrations are the way forward for companies to leverage commercial value from technology without the need to build bespoke interfaces across their organization.”
− Bjorn Reynolds Founder & CEO SafeGuard World International
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Workday &SafeGuard World International
A Certified Integration for Global PayrollMarch, 2014
Prepared by SafeGuard World International in Partnership with Workday
DATA SHEET
Email: [email protected]
EMEAUnited Kingdom+ 44 (0) 1270 758020
ASIA-PACIFICIndia+ 91 124 480 1100
NORTH AMERICAUnited States1 (919) 797 1112
LATIN AMERICAMexico+ 52 55 5395 6657
SafeGuard World International is the premium provider of Global Managed Payroll and Global Employment Outsourcing solutions and other HR services. We currently serve over 165 countries, providing world-class service and support to companies of all sizes, in mature and emerging international markets.
Workday, Inc. | 6230 Stoneridge Mail Road | Pleasanton, CA 94588 | USA1.925.951.9000 | 1.877.WORKDAY (1.877.967.5329) | www.workday.com
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© 2014. Workday, Inc. All rights reserved. Workday and the Workday logo are registered trademarks of Workday, Inc. All other brand and product names are trademarks or registered trademarks of their respective holders.
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