Workforce Planner Integrations

Introduction to the types of Workforce Planner integrations; summary of configuration steps.

The integrations between UKG Pro WFM and Workforce Planner exchange data to support a unified schedule-to-pay system as follows:

  1. Export business structure — jobs and work locations — to Workforce Planner to identify cost centers for payroll. Rules in Workforce Planner define where people can work.
  2. Export skills and certifications definitions to Workforce Planner.
  3. Export people records for employees who have a Workforce Planner license in order to schedule them in Workforce Planner.
  4. Import schedule information from Workforce Planner for payroll calculations.
  5. By way of API calls, export accruals balances to Workforce Planner to identify if an employee has sufficient accruals for time-off requests, and import changes in order to update accruals balances.

Types of Workforce Planner integrations

Business Structure Export

UKG Pro WFM is the system of record for business structure.

This integration exports a business structure — locations, and generic and assigned jobs — and maps it to organization structure levels and ranks in Workforce Planner, directly by way of APIs and not with flat files.

A business structure defines the organizational hierarchy of locations and jobs that people work.

Note: Normally, this is the first integration to run because other integrations require that the business structure be in place before they can be run.

Example business structure mapping to organization structure

Example mapping of business structure to Workforce Planner organization structure

UKG Pro WFM business structure

Maps to Workforce Planner organization structure

Workforce Planner organization structure levels

Example locations

Company

no

n/a

ABC Corporation

Institution

Institution

Level 1

DEF Subsidiary

Agency

Agency

Level 2

GHI Products

Battalion

Region

Level 3

Northern Region

Station

Station

Level 4

Factory One

Unit

Unit

Level 5

Line One

These mappings are examples; you can name the locations and location types as needed in either system.

If you rename business levels, the hierarchy does not change. Example: Level 1 is always the top-most level.

If nodes are missing from the business structure, Workforce Planner creates nodes to fill the gaps.

This integration uses a cross-reference table to map the business structure to the organization structure in Workforce Planner, and it updates Workforce Planner with effective-dated changes to business structure including locations, and generic and assigned jobs. In addition to synchronizing hierarchical data between systems, this integration preserves the familiar names of organizational levels in Workforce Planner.

Skills and Certifications Export

UKG Pro WFM is the system of record for skills and certifications definitions. This integration pack exports these definitions to Workforce Planner by way of APIs and not with flat files.

People Export

UKG Pro WFM is the system of record for person records that include people information and attributes such as badge ID, seniority, base wage, skills, or certifications.

This integration exports people records to Workforce Planner directly by way of APIs and not with flat files. Before you run this integration, you must run the Business Structure and Skills and Certifications export integrations.


Workforce Planner Person Export overview

Schedule Import

Workforce Planner is the system of record for schedules and time off (non-working time).

This is an API-based integration pack that imports schedule data from Workforce Planner; it contains two integrations that translate schedules to pay:

  • Schedule Batch integration imports schedules for multiple employees or multiple dates. Typically, you run this integration weekly or daily to synchronize the systems and time clocks. Use Workforce Planner Task Manager to run the integration on demand or on a schedule.
  • Schedule integration imports working time changes to update the timecard, and non-working time changes to update accrual balances, for one employee at a time over short time periods of one calendar day. Imports are completed quickly and in near real-time in response to transactions or events in Workforce Planner. These events include shift trades, swaps, time-off, back fill, or extra duty.

Schedule Export overview

Accruals Balances

UKG Pro WFM is the system of record for accruals balances. When employees request time off in Workforce Planner, accruals balances are not imported but are validated by the UKG Pro WFM accrual-policy business rules. After approval, any changes to accruals must be imported from Workforce Planner so that the balances remain updated.

Accruals balances are not exchanged with Workforce Planner by way of an integration but instead by way of API calls.

How to set up Workforce Planner integrations

To set up schedule-to-pay between UKG Pro WFM and Workforce Planner requires the completion of tasks by UKG and tasks by the customer.

The UKG Cloud team completes the following provisioning tasks to unify UKG Pro WFM and Workforce Planner:

  • Deploy the following integration packs to the account for the UKG Pro WFM tenant:
    • Workforce Planner Business Structure Export
    • Workforce Planner Skills Certification Export
    • Workforce Planner People Export
    • Workforce Planner Schedule Batch Import
    • Workforce Planner Schedule Import
    • Workforce Planner Navigation
  • Configure the Connection Settings for each of these integration packs.
  • Configure the Workforce Planner Navigation integration.
  • Create two system user accounts ( TSGUser1 and TSGUser2) that make API calls from Workforce Planner to UKG Pro WFM. These accounts must have all access rights that are needed in the unified environment. The two accounts allow UKG Pro WFM to rotate passwords.
  • Populate the following in Workforce Planner Setup > System > Import Manager > Integrations:
    • Account Username: Do not change this username; otherwise the integrations fail.
    • Account Password: Do not change this password; otherwise the integrations fail.
    • Vanity URL
    • Client ID
    • Client Secret Key
    • API Key

Once the provisioning tasks are completed, you can complete the following tasks:

  1. Configure UKG Pro WFM for Workforce Planner Integrations
  2. Configure Workforce Planner for Integrations
  3. Configure the integration packs by referring to the relevant topic:
    1. Configure the Workforce Planner Business Structure Export Integration
    2. Configure the Workforce Planner Skills and Certifications Export Integration
    3. Configure the Workforce Planner People Export Integration
    4. Configure the Workforce Planner Schedule Import Integration: by batch and triggered by events
  4. Install Workforce Planner Integrations
  5. (Optional) Configure Integration List Parameters
  6. Run and Test Workforce Planner Integrations
  7. Manage Integration Properties