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      HRIS Integration Types & FAQs

      Information and decisions to make prior to the implementation of an HRIS integration.

      Last Updated: October 11, 2024

      In this article:

       

      Overview

      To prepare for an HRIS integration, Human Resources Information System, with Quantum Workplace, review this article to determine the type of HRIS integration your organization will need.

      Refer to the HRIS/HRMS Integration Basics article for general information about establishing an HRIS integration with Quantum Workplace, learn more.

      Quantum Workplace Partner Integration Types

      ADP Workforce Now (ADPFWN)

      The following is a high-level list of steps and decisions when establishing an HRIS integration with ADP Workforce. For a step-by-step guide on establishing an integration with ADP Workforce, learn more.

      • Install the data connector, learn how
      • Decide the demographics to include, view a list of Quantum Workplace's default demographics
        • If there are no edits to the list of demographics, once the data connector is installed, Quantum Workplace will initialize the integration
        • If there are edits or additions to the list of demographics, generate a sample file for Quantum Workplace to review and confirm the expected values for the affected demographics - e.g. the sample file validates whether the Location demographic represents country, state, zip code, etc.
          • If you choose to provide employee data in the sample file, Quantum Workplace will provide your organization with SFTP site credentials to securely upload the sample file
      • Once the data connector and sample file have been delivered, if additional demographics are required, Quantum Workplace starts the integration build process requiring approximately five business days
      • Once the integration is built, Quantum Workplace provides a sample CSV file for your organization to review
      • Once your organization approves, the integration will go live

      Paychex

      The following is a high-level list of steps and decisions when establishing an HRIS integration with Paychex. For a step-by-step guide on establishing an integration with Paychex, learn more.

      API Integration Types

      The following HRIS integrations have pre-built API, Application Programming Interface, connectors with Quantum Workplace. 

      If your organization uses any of the following HRIS vendors, you can create a report within your HRIS, and then share the API credentials with Quantum Workplace to pull nightly reports via the pre-built API connector. Quantum Workplace provides details on the required credentials, based on your HRIS vendor. 

      Once Quantum Workplace validates the credentials and report, the HRIS integration build process begins, requiring approximately five business days 

      Flat File Integration Types

      Flat File integrations are for organizations who choose not to or can't use vendors of the mentioned Partner or API types. Once the integration is established, it will run nightly.

      • Create a report/file in your HRIS
      • Quantum Workplace provides SFTP, Secure File Transfer Protocol, site credentials to securely upload employee data, Quantum Workplace also supports external SFTP sites if preferred
        • Establish an automated file export to the SFTP site
      • Once Quantum Workplace receives the finalized file, the HRIS integration build process begins, requiring approximately five business days

      HRIS Integration FAQs

      • Do HRIS integrations affect user privileges?
        • No, user privileges are not impacted unless the HRIS integration is configured to edit/affect the privileges
      • Can we create custom usernames for users without a work email address that mimics the format of our work email addresses?
        • No, due to the high risk of creating duplicate usernames, it's best to use an active work email address as this ensures each username is unique
        • If an employee does not have an active work email address, it's best to create a username in the format of EmployeeID@companydomain.com; as a last option, use the user's personal email address, however, there are additional risks associated with the use of a personal email address as a username
      • Will Quantum Workplace have direct contact with my HRIS vendor?
        • As a best practice, your organization manages all communication with your HRIS vendor, although Quantum Workplace can assist with any HRIS-related questions
      • How is the HRIS integration mapped?
        • Quantum Workplace completes the mapping during the initial HRIS build process, with each column representing a demographic, e.g. column 1 represents FirstName, column 2 represents LastName, etc.
        • Demographics can be added once an integration is active, Quantum Workplace will need to be notified in advance and have the new demographic/column added as the last column to ensure current demographic mapping is not offset
      • What's a common issue that causes an HRIS integration to fail?
        • A circular reference in the manager hierarchy will cause a failure, i.e Employee A reports to Employee B, and Employee B reports to Employee A
      • When an employee leaves the organization and the HRIS integration shows the former employee as Inactive, is their data deleted from Quantum Workplace?
        •  Users are never deleted, instead, they are activated/deactivated according to the ActiveStatus column and not by the termination date or termination type data that is communicated via the HRIS integration
        • If a user is excluded from an integration report before their ActiveStatus column data is updated, they will remain Active in Quantum Workplace; to prevent this, 30 days of termination data is requested and will be processed each time the integration runs 
      • 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