Streamlining HR and IT Processes: ServiceNow Workday Integration Solutions for Enterprises

ServiceNow and Workday are titans in their respective domains – one in IT service management, the other in managing human capital.

Integrating these two platforms enables seamless data flow, process automation, and countless other benefits.

But what does this integration look like under the practice?

In this blog, we’ll explore ServiceNow Workday integration, sharing tips, tools, and secrets for a super-solid integration.

First, Understand the Integration Scope (because it is Crucial)

To achieve robust integration, it’s important to define the scope in the first place.

Data Synchronization: Syncing employee data, organizational hierarchies, job positions, and more.

Process Automation: Automating workflows that span both platforms, such as onboarding, offboarding, and other HR-related requests.

Event-Driven Actions: Triggering actions in ServiceNow based on events in Workday and vice versa.

There are several ways to integrate ServiceNow with Workday. Here are some of the primary approaches.

Key Integration Points to Consider for Integrating ServiceNow with Workday

By considering the below key points, you can establish a robust and efficient ServiceNow Workday integration.

Syncing employee data from Workday to ServiceNow can be achieved by scheduling API calls to pull data from Workday and update ServiceNow.

API Endpoint Example: Use Workday’s ‘Get_Workers’ API to retrieve employee data.

ServiceNow Integration: Create a scheduled job in ServiceNow that periodically fetches data from Workday and updates the ‘sys_user’ table.

Map organizational data between Workday and ServiceNow to ensure accurate representation in both systems.

You can use Workday’s ‘Get_Organizations’ API to retrieve organizational structures and update ServiceNow’s department and cost center tables.

System of Record

Identify which system will be the system of record for each data point. Ideally, the source system (Workday for HR data, ServiceNow for incident data) should be the system of record to ensure data accuracy.

Data Mapping

Define how data fields between the two systems will be mapped and translated. This includes identifying corresponding fields and any necessary data transformations.

Data Security

Establish secure methods for data transfer between the systems, following compliance regulations and best practices.

Bi-directional Workflows

Create workflows that trigger actions in both systems.

For example, a new hire record in Workday could initiate an onboarding workflow in ServiceNow.

Business Rules and Triggers

Define rules to automate specific actions based on events in either system.

An example might be automatically provisioning IT equipment upon employee approval in Workday.

Centralized Reporting

Decide where reports will be generated (Workday or ServiceNow) and ensure data consistency for consolidated views.

Read Our Insightful Resources on Workday Integration ↗️

Challenges and Considerations in ServiceNow Workday Integration

While integrating ServiceNow with Workday offers numerous benefits, it also presents several challenges that you must address.

⚠️ Workday and ServiceNow often use different data models and formats, requiring thorough data mapping and transformation processes

⚠️ Both ServiceNow and Workday impose API rate limits and throttling mechanisms, which can affect integration performance

⚠️ Determine if real-time integration is necessary or if batch processing at regular intervals suffices

⚠️ Integrating sensitive data like employee information requires robust security measures to protect data privacy and comply with regulations

⚠️ Integration processes can encounter errors due to network issues, data discrepancies, or system failures

⚠️ Consider the volume of data being transferred and the impact on system performance

⚠️ Stay informed about API changes and updates from both platforms to make necessary adjustments to the integration

⚠️ As integration volumes and complexity grow, ensuring scalability and optimizing performance becomes critical