HRIS System Integration with CobbleStone Software

HRIS Integrations 

HRIS systems are systems that focus primarily on employee metadata.  Some examples of popular HRIS systems are Workday, BambooHR, and SAP SuccessFactors. 

Common Use Case Scenarios

Typically, these HRIS systems are integrated with the CobbleStone® platform to provide integral HR functions.  Some of the typical use case scenarios are: (diagrams below) 

• Syncing Employee Metadata between systems 
• Automating workflow between systems 
  • Ex: New Employee in CobbleStone® triggers Onboarding in Workday 
  • Ex: An employee marked inactive in Workday triggers a deactivation in CobbleStone® 
  • Ex: An employee changes department in Workday triggers update of CobbleStone® record to reflect changes 

Setup

Once connections are established linking the CobbleStone® platform with the client’s HRIS system, the integration setup can commence. 

Each system has its records identified by an Internal key.  CobbleStone® will automatically auto-increment new records and assign them their own unique identifier (i.e. : 1st new employee “Bob Smith” will have EmployeeID 1 when created.  No new employee records will have that EmployeeID).  The same process applies to the records created within HRIS systems (i.e. : Workday creates new WID for new records within the system).   

For the integration to properly function, a record sync must be performed.   The unique identifier for a record must be appended to the correct record between systems.  If a system cannot correctly identify existing records, the results are normally erroneous (i.e. : duplicate records, incorrect departments/cost centers, etc.). 

To ensure that these keys match up, there are actions that can be taken: 

• New fields must be created to store external record identifiers (Ex: Workday WID created in CobbleStone® system/CobbleStone® Employee ID created in Workday) 
• CSV Files containing the unique identifiers for records from one system matched to records in the integrated system and imported to be stored on those records

Integration Maintenance

To ensure ongoing automation and accuracy with these integrations, record syncing must remain constant.  Depending on the frequency of record changes in a system, the frequency of the sync of the records between the systems must match. 

Ex: Employee records are subject to change at any moment in a client’s Workday system.  To ensure that employee metadata stays current in CobbleStone®, an employee sync should be done using real-time triggers that detect that a record was changed in Workday. 

HRIS Systems Common Functionality Diagrams