Client
The client is a global leader in news media with millions of subscribers with both print and digital media assets
Challenge
Our client uses Workday as their core HRIS and was transitioning to Greenhouse as a best-in-breed recruiting platform. They needed an integration to automatically transfer approved job requisitions to Greenhouse from Workday and synchronize successful candidate details back to Workday. In addition, they wanted to synchronize dropdown field options between the two systems.
Given their compliance requirements, our client needed a complex job offer approval workflow that would identify proposed offers in Greenhouse where the compensation varied from the job requisition and where particular compensation elements exceeded defined thresholds.
The client had Workday admins and an integration team but felt that a process of this level of complexity was best executed by experts at Dispatch
Solution
A combination of Workday Studio integrations and RaaS reports was used to create the simplest architecture possible so that the client would be able to support the integration going forward.
Dispatch built a Workday report that transferred eligible job requisitions to Greenhouse. A number of additional reports were created to automatically synchronize the dropdown options between the two systems, removing the need for Greenhouse admins to react to changes in Workday values such as Business Sites, Cost Centers, and Job Family Groups.
Draft job offers in Greenhouse were compared to a list of rules stored in Workday to determine whether an offer required approval, which teams had to approve and which individuals represented those teams. Approvers were then given appropriate permissions on the job in Greenhouse and assigned as approvers on the offer in groups reflecting the order in which approvals were to occur. Workday remained the system of record for the business rules, the departmental hierarchy, and the representative approvers without slowing the sending of offers going out to candidates.
In addition to automating the offer approval process, the review of the as-is process done during discovery revealed gaps that were incorporated into the to-be process.
Outcomes
This integration freed the recruiting team to use their preferred tool while eliminating the need for duplicate data entry. It supported the client’s governance processes and directed automated notifications to the appropriate teams for issue resolution. Validations were built to distinguish between new hires, re-hires, and job changes such that the appropriate business process could be initiated. Signed offer letters were transmitted to Workday as part of the hire to maintain a single system of record for HR.
Gavin Hay is the co-founder, President, and CTO of Dispatch Integration with experience leading high performing cross-functional teams. He has over 20 years of experience as a systems architect in the HR and Payroll industry and has a deep understanding of the full stack technology infrastructure required to deliver exceptional software integrations.