Client:

 A Regulated Biotech Organization Scaling Rapidly

A fast-growing, highly regulated biotech firm specializing in clinical innovation. Operating in a field where data integrity is the lifeblood of the organization, they required a sophisticated digital infrastructure capable of supporting rapid scaling while meeting rigorous global compliance standards.

Challenge

Replacing Legacy ADP Integrations During a High-Stakes Workday Migration

The client was tethered to a legacy ADP integration system that had become a significant operational bottleneck. Data synchronization was sluggish, and the “Event Queue”—critical for downstream systems—was plagued by delays and inconsistencies.

With a hard deadline to migrate to Workday as their primary HRIS, the stakes were high. The client needed to modernize their entire integration architecture without disrupting daily business operations or jeopardizing GxP (Good Practice) compliance—a non-negotiable requirement in the Life Sciences sector.

Solution

Event-Driven Workato Automation Across the Enterprise

We stepped in as the automation architects, leveraging Workato as the primary orchestration platform to bridge the gap between legacy pain and future-state efficiency. By utilizing Workato’s enterprise-grade connectivity, we developed three primary event-driven “flow architectures” designed to turn Workday into a high-performance engine for the entire enterprise.

1. Automated Identity Provisioning Between Workday and Okta

To streamline the “Joiner, Mover, Leaver” lifecycle, we built Workato recipes that trigger the moment a record is updated in Workday. When a new scientist is hired, an identity is instantly provisioned in Okta, ensuring Day 1 access to secure, single-sign-on (SSO) tools without manual IT intervention.

2. GxP-Compliant Training Automation Between Workday and Litmos

In Biotech, training is a regulatory mandate. We leveraged Workday RaaS (Report-as-a-Service) and Workato’s data transformation capabilities to sync complex user attributes—such as Division, Department, and Manager—directly into the Litmos LMS. When an employee changes roles, Workato automatically triggers the assignment of new required GxP training modules, removing the burden from HR and Compliance teams.

3. Real-Time Clinical System Synchronization with Veeva

Veeva, the backbone of clinical IT, must mirror the system of record perfectly. We developed custom API integrations within Workato to reconcile organizational hierarchies in real-time. By utilizing a “decoupled” flow architecture, we ensured that user creation and attribute updates adhered strictly to GxP standards while maintaining high availability.

Technical Safeguards: To ensure data hygiene, we built advanced logic within Workato for Email De-duplication and Automated Error Notification Pathways. If a record hits a snag, the IT team is flagged immediately via Workato’s monitoring tools, keeping the event queue clear and the data fresh.

Value Delivered

Compliance Confidence and Operational Efficiency

• Zero-Day Readiness: Powered by Workato’s rapid deployment capabilities, all integrations went live the moment the Workday instance launched, eliminating “migration lag.”
• Operational Autonomy: Automated training and identity assignments saved the HR and IT departments hundreds of manual hours, significantly improving “Quality of Life” for internal staff.
• Regulatory Peace of Mind: By supporting the client through a rigorous User Acceptance Testing (UAT) cycle, we ensured the Workato-driven workflows were fully auditable and compliant with biotech regulatory standards.
• A Single Source of Truth: The C-Suite now has a reliable, real-time view of their global workforce, with data that flows seamlessly from HR into clinical and security environments.

Summary:

Scalable Workday Integrations Built for Life Sciences Compliance

In the Biotech world, scalability, efficiency and compliance are essential. By replacing a fractured legacy system with modern, automated workflow automations built on Workato, we empowered our client to focus on their mission while we handled the digital plumbing. The result was a seamless transition to a new HRIS platform that turned a high-stakes migration into a scalable competitive advantage.