HR to ERP
Workday to 4PS Construct integration: workers of the Dutch companies as employees in 4PS
With an integration between Workday and 4PS Construct, all workers of the companies that use 4PS appear automatically as employees in the right 4PS company, with job title, cost centre, start and end date. Workday remains the global HR system; 4PS only receives the people and data needed for hours, projects and costs.
What the integration does
Construction and installation companies that manage employees in Workday and work in 4PS Construct enter new technicians into 4PS by hand from a Workday list. Contractors sometimes have the same number as a permanent employee, and retroactive cost centre changes never reach 4PS.
- HR completes the Hire in Workday for a worker of a Dutch company.
- KoppelHet retrieves the changed workers and filters on the companies that work in 4PS.
- The worker then appears as an employee in the matching 4PS company, with the start date from Workday, even if it is weeks ahead.
- A new job or cost centre updates the employee in 4PS from the effective date.
- After a Termination the employee gets the end date, and after that date the status terminated.
What to watch for with Workday and 4PS Construct
- Workday holds employees from every country, 4PS only those of the construction and installation companies. KoppelHet filters on the Workday company and maps each company to a fixed 4PS company, so no employees from other countries or divisions reach 4PS.
- Workday numbers permanent employees and contractors in separate series, so the same number can occur twice. In 4PS the employee number is unique per company. KoppelHet gives contractors a fixed prefix, so two people never book hours under the same number.
- In Workday a Hire is often completed weeks before the start date. The employee then reaches 4PS straight away with the future start date, so work planning can schedule them before they begin.
- Workday can record a cost centre change retroactively. In 4PS an employee has one current cost centre without history. KoppelHet sets the new cost centre on the day the change arrives and tells finance which hours from the period in between are still on the old cost centre.
- Cost centres are organisations in Workday and dimension values managed by finance in 4PS. If a Workday cost centre does not yet exist in 4PS, the employee still arrives, without a cost centre, and the missing code shows in the platform.
- A Termination with a future end date puts that date into 4PS straight away. The status only changes to terminated after the last working day, so the technician can book hours up to and including that day.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Do employees outside the Netherlands go to 4PS as well?
Only if their Workday company works in 4PS. We record which companies those are at the start.
Do compensation and salary go to 4PS?
No. The Integration System User gets no access to compensation. Cost rates for hours are managed by finance in 4PS.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Workday is read with a RaaS report or Get_Workers (Workday Web Services) on change date, with an Integration System User with read-only access to worker and organisation data. Employee_ID and Contingent_Worker_ID are separate series. Nothing is written back to Workday.
- 4PS is written through the Business Central API v2.0 per company - employees (number, givenName, middleName, surname, jobTitle, email, employmentDate, terminationDate, status Active, Inactive or Terminated) and defaultDimensions. dimensionValues is read-only.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in 4PS Construct | Notes |
|---|---|---|
Employee_ID of Contingent_Worker_ID | number | Contractors with a prefix, because Workday uses separate series |
Legal_Name_Data of Preferred_Name_Data | givenName, middleName, surname | Choice per customer |
Business_Title | jobTitle | |
Werk-e-mail | email | |
Hire_Date | employmentDate | |
Termination_Date | terminationDate | |
Cost_Center | defaultDimensions (dimensie kostenplaats) | Code must exist in 4PS |
Company | Company in 4PS | Only the Workday companies that use 4PS |
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