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DATA SHEETWorkday &SafeGuard World InternationalA Certified Integration for Global PayrollMarch, 2014Prepared by SafeGuard World International in Partnership with WorkdayPage 1 of 8
A Certified Integration SolutionThis Data Sheet has been produced to enable prospective clients andpartners to understand the certified integration between Workday andSafeGuard World International’s global technology system.In May, 2010, SGWI became the first global payroll provider to establish aformal partnership with Workday and developed a Certified Integration, apre-configured global payroll interface, between Workday’s Cloud Connectfor Third-party Payroll and SGWI’s Software-as-a-Service global payrolltechnology system. SGWI started processing live client payrolls in early 2011and today, enjoys 30 shared clients with Workday.“The really powerfulelement of the CertifiedIntegration is that itremoves the pain ofintegration build andmaintenance for ourmutual clients. This isa highly complex areaand the integration withWorkday means clientsdon’t have to becomeexperts in building countryspecific integrationsto their local payrollsolutions.” Bjorn ReynoldsFounder & CEOSafeGuard WorldInternationalTogether, SafeGuard World International and Workday help clients achieveintegration between their global HR system of record and their payroll systems.Figure 1 - Certified Integration of Workday & SafeGuardWorld InternationalTo build the integration, SGWI and Workday worked together to determinewhat in-country data items would be required in order to provide aconsistent way of importing global payroll data into SGWI’s system and then,following the payroll processing, exporting the data back into Workday’ssystem.The Certified Integration uses a Data Dictionary to map Workday data itemsto their corresponding value in SGWI’s system, so the data can be maintainedin synch–using Workday as the System of Record.The “organization” structures in Workday are replicated into SGWI’s globalpayroll technology system, enabling clients to obtain the same view oftheir data from a payroll standpoint, as they do with Workday. The solutionprovides clients with real time visibility of payroll results, which can then beused to “drive” other business processes.Page 2 of 8
WorkdayWorkday is a leading provider of enterprise cloud-based applications forhuman capital management (HCM), payroll, financial management, timetracking, procurement and employee expense management. Workdayapplications are designed for global enterprises to manage complex anddynamic operating environments.Workday provides customers highly adaptable, accessible and reliableapplications to manage critical business functions that enable them tooptimize their financial and human capital resources.Workday’s Cloud Connect for Third-Party PayrollGlobal companies often have different requirements—and consequentlydifferent payroll providers—for different countries. Workday supportsorganizations that use Workday as their Human Resource (HR) system ofrecord but choose to utilize a non-Workday payroll system.Workday’s Cloud Connect for Third Party Payroll provides a way for clientsto integrate bi-directionally (import and export data) to any third-partypayroll system, providing a comprehensive view of payroll data across theglobal workforce. The Payroll Connector offers web services that identify andtransfer only the Workday HCM events that affect payroll.SafeGuard World InternationalSafeGuard World International (SGWI) is the premium provider of GlobalManaged Payroll and Global Employment Outsourcing solutions. SGWIcurrently serve over 165 countries, providing world-class service tocompanies of all sizes, with small or large employee populations, in matureand emerging international markets.SGWI provides a “fully managed,” outsourced payroll service which includesreceipt and loading of data, pushing payroll instructions for local processing,gross-to-net payroll calculations, validating the integrity and reconciliationof the payrolls, pay slip distribution, local tax filings and payments,accountability for in-country compliance, production of bank and G/L files,fully consolidated reporting and year-end filings.With this unique model, SGWI becomes the virtual payroll department forour clients, is responsible for the management of the full scope of the payrolland associated processes and becomes accountable for clients’ in-countrycompliance.Page 3 of 8
Workday Integration DetailsThe integration ensures that the relevant fields required for processingemployee pay in countries around the world are designed so that they can beexported from Workday’s system into SGWI’s system.Operationally, a file of data is generated and sent from Workday securely toSGWI, typically via SFTP. SGWI then loads this data straight into its technologysystem for every country in scope. The benefit this delivers to joint clients is theability to have a single Global HCM system combined with a single global payrollmanagement system.SGWI’s technology system contains rule sets that define the specific data itemsthat SGWI needs to process payroll in any country: accurately and compliantly.The integration:SafeGuard WorldInternational has provideda great solution for ourcustomers with globalpayroll needs. Weappreciate SafeGuardWorld’s dedication toquality and ensuringcustomer success. Jeff PulverVice PresidentBusiness DevelopmentWorkday International creates a mirror copy of relevant data from Workday to initiate payrollprocesses, including “organization” structures e.g., Cost Centers, etc. is built, maintained and continually tested by SGWI, including upgrades andthe implementation of new features includes all Master Data changes e.g., New Hires, Terms, Changes, SpecialPay Transaction, etc. can be scheduled to run automatically or ad-hoc, which can be used forEmergency updates, New Hire registrations, etc. allows “Single Sign On” from Workday incorporates actual earnings into Workday’s system provides actual earnings data as a basis for CFO reporting, data mining, etc. enables a comprehensive view of payroll data across the client’s globalfootprint, based on the same groupings e.g., organizations, etc., that areestablished in WorkdayNarrative of the Workday Payroll Integration Process Workflow1. Local client office enters master file changes into Workday HCM.2. The client and SGWI create an agreed upon schedule with detailed clienttimelines and cut off dates. Upon established transmission date, Workdaytransmits the data files via SFTP to SGWI. The data file contains New Hires,Changes, Terminations, Earnings and Deductions. As the files are processed,they are validated for accuracy and completeness for each country,identifying and mitigating the risk of “bad” or “incomplete” data reachingthe system.3. SGWI uploads the integration file into its technology system.Page 4 of 8
4. SGWI uploads any variable pay data such as evaluated time coming froma time and labor solution, commissions, bonuses, expense reimbursementfiles, etc.5. SGWI initiates the payroll process.Figure 2 - Process Flow6. SGWI validates and reconciles the payroll and sends the results to the localclient office for review.7. Local client office reviews, revises and approves the payroll. Questions orchanges are sent back to SGWI for resolution. Changes initiate new validationand reconciliation from SGWI and approvals from the local client office.8. SGWI receives approval of the payroll from the local office and confirmsthe payroll for the period.9. Client may choose one of two payment processes.a.ENTITY GROUP A: SGWI, in conjunction with its Foreign Exchangepartners, determines the total USD, GBP or EUR funding value to beprovided to SGWI by the client for payment. The client then funds SGWI,and SGWI executes the Employee Payments and relevant in-countrystatutory payments.b.ENTITY GROUP B: SGWI creates a bank file which is sent via SFTP to theclient or the client’s bank (with relevant authority) for approval andpayment.10. SGWI “outputs” the payroll data and integrates into Workday’s HCM.Page 5 of 8
Figure 3 - Delivery ModelDelivery ModelSGWI accepts the data from Workday and utilizes a network of in-country partners toprocess the gross-to-net payroll calculations, manage pay slip distribution, local taxfilings and payments, and year-end reporting.Following the completion of the bi-directional integration into Workday’s HCM, clientswill enjoy a comprehensive view of payroll data across their global footprint, based onthe same groupings, e.g., organizations, etc., as established in Workday Less risk and improved accuracy No need to map individual data items No need for duplicate keying of data Full, global visibility into global payroll dataPage 6 of 8
Customer ValueEffective Decision MakingHaving a new level of insight allows users to analyze data in support of moreeffective decision making activities, such as: Improving cash forecasting Comparing actual to budget Optimizing pay ranges Managing allowances and overtime policies Better understanding the true cost of the global workforce“Pre-built integrationsare the way forward forcompanies to leveragecommercial value fromtechnology without theneed to build bespokeinterfaces across theirorganization.” Bjorn ReynoldsFounder & CEOSafeGuard WorldInternationalClient Implementation Ease of integration–difficult and complex work has been completed andtested Lower cost solution–pre‐built integration reduces short‐ and long-term costs Single vendor solution integrated across North America & internationalpayrollRisk Mitigation Creates a mirror copy of relevant data from Workday to SGWI’s systemwhich ensures data is accurately captured at point of entry including allMaster Data e.g., New Hires, etc. Scheduled to run automatically or ad‐hoc e.g. Emergency Terms, New Hires Maintenance managed by SGWI including regression testing as well ascentralized upgrades and updatesReporting & Visibility Global visibility into payroll actuals Self-Service view of actual earnings in Workday’s system Actual earnings data as a basis for reporting and data mining Visibility into the true cost of the client’s global workforcePage 7 of 8
DATA SHEETWorkday &SafeGuard World InternationalA Certified Integration for Global Payroll 2014 SafeGuard World International. All rights reserved. [Data Sheet Workday] 7.5”x9” 002March, 2014Prepared by SafeGuard World International in Partnership with WorkdaySafeGuard World Internationalis the premium provider ofGlobal Managed Payrolland Global EmploymentOutsourcing solutions andother HR services. We currentlyserve over 165 countries,providing world-class serviceand support to companies of allsizes, in mature and emerginginternational markets.Contact UsEmail: info@safeguardworld.comEMEAUnited Kingdom 44 (0) 1270 758020NORTH AMERICAUnited States1 (919) 797 1112ASIA-PACIFICIndia 91 124 480 1100LATIN AMERICAMexico 52 55 5395 6657Workday, Inc. 6230 Stoneridge Mail Road Pleasanton, CA 94588 USA1.925.951.9000 1.877.WORKDAY (1.877.967.5329) www.workday.com 2014. Workday, Inc. All rights reserved. Workday and the Workday logo are registered trademarks of Workday, Inc.All other brand and product names are trademarks or registered trademarks of their respective holders.Page 8 of 8
The Payroll Connector offers web services that identify and transfer only the Workday HCM events that affect payroll. SafeGuard World International SafeGuard World International (SGWI) is the premium provider of Global Managed Payroll and Global Employment Outsourcing solutions. SGWI currently serve over 165 countries, providing world-class service to companies of all sizes, with small or .
