HR to ERP
Workday to Oracle Fusion ERP integration: workers with manager and default expense account, without Oracle HCM
With an integration between Workday and Oracle Fusion Cloud ERP, every worker from Workday automatically appears as an employee in Oracle, with business unit, department, manager and a default expense account on the assignment. Everyone can then submit and approve expense reports from day one, and that stops on departure in Workday.
What the integration does
Organisations that run HR in Workday and finance, purchasing and expenses in Oracle Fusion Cloud ERP still need employees in Oracle as expense submitters and approvers. They are loaded with spreadsheets, the default expense account is often missing, and then a new colleague cannot submit an expense report.
- KoppelHet fetches the workers changed in Workday since the previous run, only for the companies that post in Oracle.
- From company and cost centre KoppelHet builds the default expense account, in the segment order of the Oracle chart of accounts.
- Worker, assignment and manager go to Oracle as an HCM Data Loader file, with the Workday ID as source key.
- KoppelHet follows the load status and reports lines Oracle rejects per worker.
- After a completed termination KoppelHet ends the work relationship in Oracle on the end date.
What to watch for with Workday and Oracle Fusion ERP
- Oracle states that everyone who uses Oracle Expenses needs a default expense account on the assignment; without it someone cannot submit an expense report. KoppelHet builds that account from the company and cost centre in Workday, so a new worker can submit expenses on day one.
- The default expense account goes to Oracle as one concatenated value, with segments separated by the character set in the chart of accounts. KoppelHet checks beforehand whether that combination exists in the ledger, because an invalid combination only shows up when an expense report is submitted.
- HCM Data Loader recognises records by a source key of owner and ID, and the owner must exist as a value in a lookup in Oracle beforehand. KoppelHet uses the Workday ID as source ID, so a repeated run updates a worker instead of creating a second one.
- For a setup with another HR system, Oracle provides the loading tool but no tooling to extract data from that system. KoppelHet reads Workday with a report on change date and builds the load file from that itself.
- An assignment in Oracle is date-effective, just like an organisation change in Workday. KoppelHet loads a change with the effective date from Workday, so a transfer on the first of the month also takes effect in Oracle on that day and approval then lies with the new manager.
- A Workday tenant often contains companies that do not post in Oracle. KoppelHet only includes workers from companies that have a legal employer and business unit in Oracle, and lists others instead of loading them under a wrong business unit.
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 we need Oracle HCM?
No. Oracle Fusion ERP stores employees in its own workforce data. This integration fills that from Workday, without Oracle HCM as HR system.
Does the payroll journal also go through this integration?
No. The payroll journal comes from payroll and is a separate payroll to finance integration. This integration only keeps the employees up to date.
Who maintains the table from cost centre to account?
Finance. A new cost centre in Workday without a row in that table goes on a list, instead of KoppelHet guessing an account.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Workday through a RaaS report on change date with an Integration System User (Employee_ID, Company, Cost_Center, Supervisory_Organization, Manager, Location, Hire_Date, Termination_Date), supplemented with Get_Workers from Human_Resources if needed.
- To Oracle through HCM Data Loader - Worker.dat with the components Worker, PersonName, PersonEmail, WorkRelationship, WorkTerms, Assignment (BusinessUnitId, DepartmentName, LocationCode, JobCode, DefaultExpenseAccount) and AssignmentSupervisor, with SourceSystemOwner and SourceSystemId. The zip file goes through the HCM Data Loader web service or the dataLoadDataSets REST resource; the load status is polled.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Oracle Fusion ERP | Notes |
|---|---|---|
Employee_ID | SourceSystemId | With SourceSystemOwner WORKDAY from the HRC_SOURCE_SYSTEM_OWNER lookup |
Legal_Name / Preferred_Name | PersonName | |
Werk-e-mail | PersonEmail (W1) | |
Company | Legal employer en BusinessUnitId | Fixed table per Workday company |
Supervisory_Organization | DepartmentName | |
Manager | AssignmentSupervisor | |
Company + Cost_Center | DefaultExpenseAccount | Segments separated by the chart of accounts separator |
Hire_Date, Termination_Date | WorkRelationship (begin- en einddatum) |
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