For any enterprise business, the importance of up-to-date human resource (HR) and IT systems cannot be understated. Whether it’s new hires, promoted employees or departures, outdated information can cause unnecessary inaccuracies, inefficiencies and security risks if not dealt with.
Before cloud-based HR and financial management systems like Workday, on-premises HR historically have had IT sync their data with an on-premises Active Directory, and then to enterprise applications as a manual workflow.
Essentially, every time onboarding or offboarding occurs, or staff details need to be changed - such as secure access to apps and data - someone has had to make sure this is done manually. But keeping up with increasing help desk tickets and ever-changing permissions in an enterprise is complex, cost prohibitive and can lead to inconsistencies that can spread fast.
Identity management solutions like Okta help by integrating employee data from HR systems like Workday into their IT systems and applications automatically, keeping everything in sync.
- Okta allows for multiple user credentials to be replaced with one identity, driven from the HR system itself
- Okta ensures changes made to a user’s information within Workday is automatically synced across all IT apps
- Okta automatically synchronises other information like employee email address or mobile number from downstream apps without manual input required
Workday has some of the deepest integration with Okta right now to enable zero-touch onboarding and offboarding that’s fully automated and seamless to manage, using pre-built integration to make the entire process very accessible.
To help you in your journey to understand how Okta can benefit your Workday setup, we breakdown the top 5 business benefits of integrating both.
#1 - Workday drives seamless onboarding and access via Okta identity management
Workday is already an effective solution to manage all HR data, but it still requires a number of manual processes to onboard and offboard users.
By integrating with Okta, you can make the general life cycle management of onboarding and offboarding provisioning more efficient and simple for everyone.
How? While you use Workday to add new employees to your HR system as normal, Okta automatically imports this data from their start-date or a few days prior, then provisions the appropriate access to the new hire based on their role.
For example, if you designate that IT engineer has access to cloud applications such as Office 365 and Power BI, Okta ensures new users under that title will have that access ready for them immediately, without excessive manual tinkering required for each new staff member.
Another neat feature is Okta is intuitive enough to create an account in Active Directory (AD) for each new hire, so that if your new employee uses downstream applications such as Office 365 that makes updates to their details like email, these changes are synced back to Workday.
Finally, Workday integration with Okta supports a pre-start interval for new users. This means that when they’re setting up their devices, access and applications are prepared in advance, saving them as well as HR management valuable time.
#2 - Updates in Workday are automatically sorted by Okta
Onboarding and offboarding isn’t all that HR systems have to manage.
Naturally, staff details change over time - whether it’s role title changes, or promotions, or a different email, all of these details need to be kept track of and updated manually without automated systems like Okta.
With Workday and Okta properly integrated together, however, every time your staff details change in Workday, Okta automatically reads those updates and sends the necessary additional access permissions to each application, as specified and needed.
Whenever you set different permissions for different roles in Workday, Okta will always appropriate synchronise and ensure that employees get access to new apps based on their new positions, without having to wait a lengthy amount of time for HR or IT to sort it, as in the past.
#3 - Workday and Okta offer up major cost savings
Integrating Workday with an automated identity management solution like Okta offers up significant cost-savings for large organisations used to dealing with provisioning requests.
Organisations such as Rotary have saved around $300,000 within the first year of integrating Okta with their HR system to handle their identity and access services, and move away from manual workflows to organised, automated provisioning.
That’s not to mention all the time and productivity savings from not having to deal with a slew of helpdesk tickets, or last minute changes and access requests from different departments.
#4 - Workday and Okta streamline offboarding with zero-touch
Offboarding employees manually to manage the employee life-cycle end-to-end, even in great HR systems like Workday, still can be a headache and time-waster.
You need to ensure process is followed and access is properly revoked to ensure there is no risk of a departed staff member still using resources or retaining valuable licenses after leaving.
With Workday and Okta integrated together, this manual process of provisioning and deprovisioning users is redundant. Once HR management removes a departing employee in Workday, Okta registers the offboarding and deactivates all access for that staff member.
Okta also syncs with AD, meaning when your management looks there, you can further confirm all corporate resources are automatically disabled past their departure date for peace-of-mind.
#5 - Workday and Okta guarantee MFA, SSO and better security
Workday is a great system for HR, but with Okta it’s even better thanks to increased security features.
Using Okta with Workday doesn’t just mean automated provisioning and deprovisioning of users app permissions and details. It also introduces automated AD password management, single sign-on (SSO) for Workday via SAML (Security Assertion Markup Language) and other applications, Multi-Factor Authentication (MFA) and centralised reporting and auditing of all user access across all of Workday.
Workday and Okta integration: Next steps
In short, additional security and seamless access is never a bad thing. Both of these powerful systems integrated together can make things a lot faster, less risky, and much more secure for your business - when implemented properly.
If your organisation uses Workday and requires an external partner to help guide your adoption and integration of identity management solutions like Okta, Xello can help get you started.