Integrating Qualtrics with Workday transforms HR data management and employee experience. It empowers users to align employee feedback with HR processes in real-time and outlines concrete steps for the Qualtrics Workday integration without unnecessary jargon.

Read on to learn how Workday integration with tools like Qualtrics can help organizations combine survey insights with employee data to facilitate strategic HR decision-making, improve consistency across systems, and reduce errors associated with manual cutover.

Key Takeaways

  • Qualtrics and Workday integration enables automated data flow, real-time updates, and dynamic, personalized surveys, significantly improving HR management and decision-making processes.
  • Implementing the Qualtrics Workday integration requires meticulous planning, including API endpoint setup, data mapping, and thorough testing to ensure proper functionality and data accuracy.
  • A successful integration is rooted in data security and compliance with HRIS regulations. It involves secure data extraction via Boomi, encryption protocols, and adherence to data management best practices.

Understanding Qualtrics Workday Integration

Illustration of data integration

Integrating Qualtrics and Workday can revolutionize HR management. This powerful synergy enables organizations to automate data flow, thus simplifying the collection of comprehensive employee feedback.

Users can also create dynamic surveys that automatically update with changes in employee data, leading to more personalized and relevant feedback. The integration triggers real-time data updates in Workday, allowing organizations to swiftly analyze and respond to employee feedback.

How Qualtrics and Workday Connect

The integration process is initiated by:

  1. Establishing an Integration System User (ISU) within Workday. This ISU must have access to the necessary security domains for seamless integration.
  2. Configuring the instance to send data to Qualtrics is crucial for importing data from Workday.
  3. Running data through a transform task before importing is recommended to ensure accuracy.

The integration process then employs workflow tasks to automatically import employee data into the Qualtrics employee directory through the Extract Employees from Workday task. This comprehensive data import allows for the creation of a rich and detailed employee profile within Qualtrics.

The system supports a wide range of employee fields, including:

  • Legal and preferred names
  • Email addresses
  • Job titles
  • Management chain data

Benefits of Integration

The integration of Qualtrics and Workday promises a host of benefits for organizations. Notably, integrated data has become a useful tool for informing decision-making processes, which can enhance employee experiences. For instance, insights from exit interview surveys can provide valuable information about why employees may leave, informing strategies to improve retention and overall employee satisfaction.

Similarly, onboarding surveys can illuminate the initial stages of employment, including the recruitment and onboarding process. These insights can highlight potential areas for improvement, helping to fine-tune the early employee experience. Organizations can also expose additional ‘calculated’ fields, such as the employee’s age derived from the birth date field, enhancing data utility for Qualtrics programs.

Implementing Qualtrics Workday Integration

Illustration of API connectors

The careful execution of Qualtrics Workday integration requires meticulous planning and a thorough understanding of each platform’s potential. Before initiating, ensure that your organization’s Workday instance is enabled with an API endpoint and that you possess the needed administrative privileges to manage integrations.

Configuring Workday as a data source is the next step, which involves:

  1. Customizing which data fields will be imported into Qualtrics.
  2. Mapping the data fields to corresponding variables within the survey tool.
  3. Adjusting or creating custom fields in Workday for proper data mapping and integration with Qualtrics.

Once this is done, you can create API connectors in Qualtrics with specified permissions that align with the data you intend to access and manipulate from Workday. It is important to set the permissions for the API connectors at the correct level to allow access to Workday data, which could include sensitive employee information.

Finally, after setting up the integration, conduct various tests to ensure data is being pulled correctly and that surveys triggered from Workday events function as intended.

Setting Up the Integration

Establishing the integration between Qualtrics and Workday is a vital step, originating with the generation of API credentials within the Qualtrics account settings.

To generate API credentials:

  1. Each user needs to generate an API token in their Qualtrics account settings. This token will be used to access the Qualtrics API.
  2. Create a client secret through the OAuth Client Manager in Qualtrics account settings.
  3. When creating a new OAuth client in Qualtrics, select Client Credentials as the Grant Type.

In parallel to setting up the Qualtrics integration side, an Integration System User (ISU) with appropriate security domain access in Workday is set up. The ISU should have access to the relevant security domains within Workday to integrate with Qualtrics successfully. This dual setup process ensures that both platforms are primed and ready for integration, paving the way for a seamless data flow.

Syncing Employee Data

After setting up the integration, the subsequent step synchronizes employee data across both platforms. Qualtrics integration with Workday allows for the automatic import of employee data, simplifying the maintenance of accurate employee records for experience programs. This system can handle a large volume of data, supporting up to 100K employees at a time.

The integration can import a vast array of employee fields, including:

  • Personal data
  • Employment details
  • Status indicators
  • Calculated fields, like age or derived fields

After the initial extraction of all employee records from Workday, the integration ensures that only updated records are imported on subsequent runs, creating an efficient system for maintaining current data within Qualtrics. The integration is powered by Boomi, which processes the data without storing it on their servers, adding a layer of security to the syncing process.

Customizing Surveys

With the integration set up and employee data synced, project teams can now focus on customizing surveys using the imported employee data. Custom surveys in Qualtrics can be created using this data, providing a personalized approach to employee feedback collection. Pulse surveys, for instance, offer the advantage of fresher data as they are conducted more frequently than traditional annual surveys.

Qualtrics also includes features for editing and deleting personal data, such as survey responses and contact information, to protect individuals’ privacy. These features ensure the accuracy of employee data and uphold the commitment to data privacy. Custom surveys, coupled with the powerful data processing capabilities of the integration, set the stage for a transformative approach to HR management.

Leveraging Data for Actionable Insights

Illustration of actionable insights

Integrating Qualtrics and Workday yields a profound dataset that can be employed for strategic planning and decision-making in diverse HR functions. This integrated system helps organizations understand the root causes of worker sentiments, paving the way for data-driven action plans by analyzing the log data.

The power of this integrated data is further magnified when cross-analyzed with Workday’s operational data, highlighting correlations and trends that could otherwise remain hidden. This analysis can then be used to tailor employee engagement programs, leading to increased productivity and job satisfaction.

Analyzing Survey Results

Analyzing surveys is pivotal to harnessing the data gathered through the integration. It involves converting survey data into actionable insights through a range of methods. These methods include cross-tabulation and advanced statistical techniques.

Cross-tabulation, for example, is useful for identifying trends by showing how responses vary between different sub-groups within the survey population. This nuanced analysis of survey data allows organizations to dive deeper into employee sentiments, shaping their HR strategies with evidence-based insights.

Identifying Areas for Improvement

Using Qualtrics survey data effectively enables organizations to:

  • Pinpoint specific facets of workplace dynamics to enhance employee satisfaction and engagement
  • Analyze trends and patterns in Qualtrics survey results to gain insights into employee sentiments and behaviors
  • Guide the development of improvement strategies based on the survey data

Consistent benchmarking and analysis over time help track the effectiveness of changes and make predictions based on past survey results. A field override service in Workday can also calculate and expose additional meaningful fields, enhancing the survey data used to identify improvement areas. This iterative process of improvement, guided by data, ensures that HR strategies remain responsive to employees’ evolving needs.

Setting Goals and Tracking Progress

The insights gained from employee surveys can be instrumental in generating an action plan to resolve issues and enhance the employee experience. Companies can use these insights to:

  • Set goals that lead to heightened engagement and retention
  • Use benchmarking, along with consistent data analysis, to set these goals and monitor progress
  • Compare the latest survey results with historical benchmarks to track progress over time and evaluate the effectiveness of initiatives

Specific goals for wellness classes, for instance, can be established through Qualtrics surveys, providing a means to track individual and group progress over time. This goal-setting and tracking mechanism is pivotal to ensuring that HR strategies are effective and outcomes-focused.

Ensuring Data Security and Compliance

Illustration of data security

Data security is a top priority when integrating systems like Qualtrics and Workday. The Qualtrics Workday integration prioritizes data security throughout the data extraction process.

A third-party platform, Boomi, facilitates the secure extraction of employee data from Workday for integration with Qualtrics. Boomi ensures that no employee data remains stored or persists on its servers during the data extraction process, adding a crucial layer of security to the process.

This practice is part of a broader compliance effort to safeguard sensitive employee information, prevent unauthorized access or data leakage, and properly manage files.

Protecting Employee Data

Preserving employee data is a central consideration during the integration process. Qualtrics uses Boomi as a third-party platform to extract data from Workday, ensuring that data is processed without being stored on external servers. Workday’s data centers feature:

  • Compartmentalized security zones
  • Robust environmental safety measures
  • AES encryption with a 256-bit key size
  • TLS for Internet traffic security

In addition to these security measures, consistent security, privacy, and compliance training are provided for the company’s employees. Controlled access via an Integration System User for Workday data imports into Qualtrics further ensures employee data security.

Workday also implements comprehensive data privacy and protection strategies, including robust encryption, to safeguard employee data. These measures underline the commitment to data protection within the integration process.

Maintaining Compliance with HRIS Regulations

Beyond data security, the Qualtrics and Workday integration offers the following benefits:

  • Complies with HRIS regulations
  • Incorporates data management best practices
  • Abides by legal advice and industry norms
  • Provides the autonomy to control their data and configuration settings within the system

The integration enables the extraction of employee data in a manner that is compliant with HRIS regulations due to the utilization of predefined field configurations. Qualtrics adds to the compliance framework by offering management features for data subject requests, aligning with HRIS regulatory requirements like those in GDPR. These practices ensure the integration process remains compliant with HRIS regulations, maintaining the system’s integrity and user trust.

Tips for a Successful Integration

Successful integration of Qualtrics and Workday demands meticulous planning, straightforward communication, and a dedication to ongoing improvement.

Ensuring a successful Workday Qualtrics integration involves:

  • Establishing a clear project timeline with realistic milestones
  • Engaging with senior leadership to gain support and buy-in from key stakeholders
  • Defining specific goals and objectives for the integration
  • Outlining key goals and objectives aligned with business outcomes
  • Measuring success through key metrics and deliverables

Training Users on the Integrated System

Company training is a fundamental element of successful integration. To facilitate importing employee data from Workday to Qualtrics, Brand Administrators must first contact their XM Success Manager to obtain access to the appropriate Workday task.

Training for users of the integrated system should cover how to use workflows to import employee data, ensuring they can leverage the system effectively. Companies can equip employees with the necessary skills and knowledge to fully utilize the integrated system and contribute to its success.

Regularly Updating and Reviewing Data

Consistently updating and reviewing data is essential for preserving the efficiency of the integrated system. After the initial comprehensive extraction of employee data, it’s crucial to perform regular updates as only modified records will be fetched in subsequent extractions from Workday to Qualtrics.

This regular check is helpful for enterprise organizations, keeping the data within Qualtrics current and accurate, ensuring reliable insights derived from data, and reflecting the organization’s current state.

Engaging the XM Community

Participation in the XM Community can also aid in a successful integration. The XM Community serves as a platform for users to connect and engage on topics related to Qualtrics Workday integration. Users can share their integration experiences and gain insights from peers, fostering a supportive and collaborative environment.

Engaging with the XM Community aids in the training and understanding of the Qualtrics Workday system, offering an avenue for advice and support.

Partnering with the Best

Integrating Qualtrics and Workday offers a powerful tool for organizations, enabling them to streamline HR processes, enhance employee experiences, and drive strategic decision-making. From understanding how Qualtrics and Workday connect to implementing the integration and leveraging the data for actionable insights, we’ve explored the many facets of this integration.

With additional support from our senior-level Workday consultants, customers like you can improve overall enterprise connection, further enhancing efficiency, productivity, and consistency across business units.

Contact Us

Our team at Surety Systems is here to help you understand your most critical project needs, outline effective action plans, and prepare your internal teams for continued success in the long run.

Contact us today for more information about our Workday consulting services or to get connected with our team of expert consultants.

Frequently Asked Questions

How does the Qualtrics Workday integration work?

The Qualtrics Workday integration links the platforms to import employee data from Workday into Qualtrics and create dynamic surveys that update with changes in employee data. This ensures seamless data flow and up-to-date surveys.

What are the benefits of Qualtrics Workday integration?

The Qualtrics Workday integration offers streamlined employee feedback collection, real-time data updates for quick analysis and action, and the creation of personalized surveys. These benefits can enhance your HR processes and employee engagement.

What steps are involved in implementing the Qualtrics Workday integration?

To implement the Qualtrics Workday integration, you need to create API credentials in Qualtrics, set up an Integration System User in Workday, configure Workday as a data source, sync employee data, and customize surveys.

How is data security maintained in the integration process?

Data security in the integration process is maintained through third-party platforms for secure data extraction, consistent employee security training, and robust encryption techniques.

What are some tips for a successful integration?

To ensure a successful integration, it’s important to establish a clear project timeline, engage senior leadership for support, define specific goals, train users, and regularly review data. Engaging with the XM Community for advice and support can also be beneficial.