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About HRIS Integration

Read below to learn about establishing an HRIS integration with QW.

In this article:

Overview

Establishing an HRIS integration with QW means your user data will be automatically updated according to the data sent/transmitted.

This ensures employee information is up to date as you use other tools and helps with automating user management and Quantum Workplace's features, i.e. Goals, Surveys, Recognition, etc.

The alternative would be manually importing employee data files at a cadence appropriate for your organization.

Types of integrations

  • Flat file integrations
    • With a flat file integration, your organization pushes a CSV file to an SFTP site, which is then picked up and processed nightly (outside normal business hours) by the integration process on QW’s end.
  • API/RaaS (‘Reports-as-a-Service’) integrations
    • QW offers a more automated process with the following vendors:
      • BambooHR
      • Namely
      • Ultipro/UKG
      • Workday
    • With this process, your organization creates a report within your HRIS and provides QW credentials to access this report. It is pulled and processed nightly.
  • Partner integrations
    • QW has partnered with specific HRIS vendors to offer a more seamless or self-serve type of integration. The following vendors are supported:
      • ADPWFN
        • QW has a data connector available in the ADPWFN marketplace. Your organization will install this connector which grants QW access to certain datapoints, QW will map your demographics, and the data will be pulled nightly.
      • Paychex
        • QW has an established connection with Paychex which will allow your organization to set up an integration self-serve. The data will be pulled nightly on the QW end once the connection is established and the data is mapped.
      • UKG Pro
        • QW has an established connection with UKG Pro which will allow your organization to set up an integration self-serve. The data will be pulled nightly on the QW end once the connection is established and the data is mapped.

HRIS integration FAQ

  • How is the data processed?
    • The QW integration process matches each record/row to existing users based on two key values: Username and/or EmployeeID. If a match can be made using either or both of those keys, that user will be updated according to the data in the file. If a match cannot be made using either of those keys, a new user is created.
  • Do HRIS integrations affect user privileges?
    • No - user privileges are not impacted unless the HRIS integration is specifically configured to edit/affect the privileges
  • What should I include in the integration file/report?
  • Can we create custom usernames for users without a work email address that mimics the format of our work email addresses?
    • Yes - with an asterisk…
      • Usernames within QW’s system must be unique within your organization and also must be unique to your organization. This means your usernames must identify your organization within them.
        • Examples of acceptable usernames:
          • FirstName.LastName@OrgName.com
          • FirstNameLastName.OrgName
          • FirstNameEmployeeID-OrgAbbreviation
        • Examples of unacceptable usernames (these have a high probability of causing duplication issues within your organization and/or with other organizations):
          • FirstNameLastName
          • FirstNameEmployeeID
          • LastNameBirthDate
          • EmployeeID
  • Will Quantum Workplace have direct contact with my HRIS vendor?
    • No - as a best practice, your organization coordinates and manages all communication with your HRIS vendor, although Quantum Workplace can assist with any HRIS integration-related questions
  • What are common issues which cause HRIS integrations to fail?
    • There are different levels of ‘failing’ when it comes to QW processing HRIS integration data (note that this isn’t an exhaustive list of examples).
      • Failing the entire file/run
        • Badly-formatted file
          • Files must be properly delimited/formatted with one header row
        • Circular reference in the manager hierarchy (if included in the data)
          • If Employee A reports to Employee B, and then Employee B reports back to Employee A (with any number of hops in-between), this will cause the entire run/file to fail. QW’s system can’t handle this type of relationship - we expect every employee to report to one manager, with that 1-to-1 type of relationship cascading upwards, and the top of the hierarchy to report to no one.
      • Failing the entire record/row within the file (but processing the rest of the records successfully)
        • The record/row is a duplicate (based on the unique keys of Username and/or EmployeeID)
        • The record/row is missing a required piece of data (FirstName, LastName, Username, etc.)
      • Failing a single demographic within a record/row (but processing the rest of the record successfully)
        • Bad date value in a standard date field
        • Bad email value in a standard email field
  • How are terminated employees processed?
    • Our general recommendation for your file/report is to include all active records (of whatever populations you want to exist within your QW platform) and 30 rolling days of inactive records. The integration processes active/inactive users based on your ActiveStatus field. When a record with an inactive status value is processed, that user is set as inactive within your QW platform. Their historical data and demographics still exist, and they can be made active again if applicable. HRIS integrations are not capable of deleting users entirely.
      • We recommend a rolling 30 days because if all inactives in history are included, users will be created for all of those records – and if only 1 day of inactives is included, and the file/report isn’t processed successfully that day, then that termination will be missed and leave that user active in your QW platform.
  • Who is responsible for monitoring our organization's data and resolving errors?
  • We have demographics that can't be included in our HRIS integration - is there a way to still send the information so that the data is available when looking at our data?
    • Yes, your CIM, Customer Implementation Manager, can assist you with creating a Supplemental User Data file that includes these types of demographics.