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QRG - Inbound EIB Guide

This document provides guidelines for using Enterprise Interface Builders (EIBs) in Workday. EIBs allow bulk updating of employee records or processing mass transactions by importing data via a standardized Workday template. The summary outlines when EIBs are appropriate to use, such as for updating over 100 employee records, and inappropriate, like for hire and termination processes. It describes the process for requesting and using an EIB, which involves collaborating with various teams to define requirements, testing the data import, approving the changes, and verifying the results.

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273 views3 pages

QRG - Inbound EIB Guide

This document provides guidelines for using Enterprise Interface Builders (EIBs) in Workday. EIBs allow bulk updating of employee records or processing mass transactions by importing data via a standardized Workday template. The summary outlines when EIBs are appropriate to use, such as for updating over 100 employee records, and inappropriate, like for hire and termination processes. It describes the process for requesting and using an EIB, which involves collaborating with various teams to define requirements, testing the data import, approving the changes, and verifying the results.

Uploaded by

d 123
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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GUIDE FOR INBOUND ENTERPRISE INTERFACE BUILDER (EIBs)

TABLE OF CONTENTS
GUIDE FOR INBOUND ENTERPRISE INTERFACE BUILDER (EIBs)............................................................................................ 1
Inbound EIB Description......................................................................................................................................................... 1
EIB Guidelines ......................................................................................................................................................................... 1
Considerations for EIBs ...................................................................................................................................................... 1
Examples of when to use an EIB ........................................................................................................................................ 2
Examples of when to NOT to use and EIB ......................................................................................................................... 2
Process for using EIBs ............................................................................................................................................................. 2

Inbound EIB Description


 EIBs are a productivity tool to bulk update employee records or process mass transactions.
 A Workday generated spreadsheet that is specific to the desired operation is used as a template to
import data into Workday.
 The template formatting cannot be changed or altered as it can prevent the EIB from processing the
data or cause data to be incorrectly entered.
 There are required fields in each template that must be entered in order for the EIB to process. ( e.g.
Workday ID)
 EIBs are tested in a non-production environment and the data analyzed for accuracy prior to importing
the EIB into Production.
 EIBs do NOT serve as a method to bypass business process approval. With EIBs approvals must be
performed and documented outside of Workday and accountability still applies.

EIB Guidelines

Considerations for EIBs


 The number of employees or system objects that require data updates is larger than 100.
 Deemed necessary as part of an implementation of new functionality or system solution.
 The BP is supported by an EIB process.
 The risk of negatively impacting employee pay is minimal.
 Approval by applicable central departments is required via a defined process outside of Workday
(form, email, etc.) since EIBs bypass business process routing/approvals.
 The requesting department must also send and document their approval on the data to be loaded.
Examples of when to use an EIB
 New benefit plan requiring override via a custom field so a large number of employees maintain
benefit eligibility
 Loading NT on Flex Time Indicator on position
 System data conversion/migration effort

Examples of when to NOT to use and EIB


 Less than 100 employees require updating.
 Change Job processes (case by case basis)
 Hires and Staff Terminations

*This is not a comprehensive list and all requests will require review prior to agreement for processing.*

Process for using EIBs


1. If during the course of a system solution discussion it is determined a large number of employees or
system objects require updating, immediately contact the Workday Solutions Group (WSG). Please
start the conversations with WSG as soon as possible.

2. WSG will meet with all of the impacted stakeholders to review the proposed requirements and
prioritize when the work will be added.

3. WSG will research system functionality and do impact analysis to determine feasibility of an EIB
solution.
a. If EIB is not a feasible solution, WSG will provide guidance on alternate solutions.
b. If EIB is determined to be feasible, WSG will work with stakeholders on EIB requirements.
c. Any escalation of this decision will be initially taken to Jeff Vorreyer.

4. WSG will work with a specified point of contact from central functional areas and/or campus to collect
data required for the bulk update.
a. Will review with stakeholders required fields/integration IDs and reports that can be used to
obtain the data.
b. Create spreadsheet with required fields needed to process EIB
c. Specify effective dates for processing, pay periods, etc.
d. Determine timeline for testing and moving to production in conjunction with system deadlines

5. Requesting department(s) will provide data required for update via the spreadsheet provided to them
by WSG.
a. Data should also include the Reason to be selected for the upload. If needed, requesting
department needs to obtain central approval to ensure compliance with policies.

6. WSG will conduct a high level review of data to ensure the EIB process won’t fail. e.g. date information
in a date column.
7. WSG will load a test file into Sandbox or another non-production tenant.
a. If needed, will review any errors to determine why individual items fell out of the process
b. If needed, provide a alternatives for those items that cannot be processed in the EIB

8. WSG will alert those responsible for data review and verification of when the data is ready to be looked
at. Will also provide them details of any errors and alternative solutions, if applicable.

9. Requesting department(s) will review data and provide feedback to WSG on any adjustments or
corrections that are needed. If any changes are made, WSG will rerun the file for a second round of
review by the requesting department(s).

10. Once it is determined the data upload is accurate, WSG will process the final file in Production on the
date outlined in the timeline with the date of approval and name of approver in the comments section.
If central department(s) are required to approve, this will be entered as well.

11. WSG and requesting department(s) will perform a quality check to ensure data from file was uploaded
correctly. If a request was signed off on and upon review the data provided is determined to not be
accurate, the requesting department(s) will need to manually adjust the inaccurate records. If
required access to make corrections is not available, WSG will research an alternate solution.

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