Understanding Workday Sync Power Automate Process

Overview

Workflow Relationship Between Entra Groups, Workday File, and OnePlan Resource Center

1. User Assignment in Entra Groups:
   • BU Leads assign users to specific Entra groups based on required permissions:
     • Admin
     • Manager
     • Contributor
     • Team Member
   • These permission levels correspond to the OnePlan security group permission levels. More details can be found in the Security Permission Chart.
2. Workday Sync Process:
   • The Workday Sync Power Automate pulls resource information from Workday and updates it in OnePlan.
   • Filtering criteria may vary for different Business Units (BUs). For example:
     • All BUs will include Functional Area F4020 R&D resources.
     • Additional resources may be selected based on cost centers or functional areas.
3. Permission Assignment and Updates:
   • If a user belongs to multiple Entra groups, the highest permission level will be applied in OnePlan.
   • When a user is removed from an Entra group, their permission changes will take effect after the next full Workday sync.

Managing Resources in OnePlan

1. Adding New Resources:
   • When adding a new resource to the OnePlan Resource Center, set the "Manual Add" field to "Named with Sync".
   • The resource will be synchronized to OnePlan after the next full Workday sync.
2. Handling Departed Resources:
   • If a resource leaves the company, their status in Workday will change, and they will be moved to inactive in OnePlan after the next sync.
   • If changes are needed for an inactive resource, submit a support ticket through the support portal to reactivate them.
   • Alternatively, use the Replace or Fulfill features in Resource Plan:
     • Replace a Resource with the Candidates List
     • Fulfill a Resource with the Candidates List

Updating User Permissions

1. Changing Permission Groups:
   • Why would you need to do this? If a user changes roles or responsibilities within the company, their access needs to reflect their new position. If a user is in multiple Entra groups, duplicate permissions can create conflicts, making it difficult to determine the correct permission level. Properly updating Entra groups ensures that the user receives the appropriate permissions in OnePlan, avoiding any disruption in their workflow.
   • BU Leads must update Entra groups accordingly:
     • Remove the user from their original Entra group.
     • Add them to the new Entra group.
     • The updated permission will be reflected in OnePlan after the next Workday sync.
2. Revoking Permissions:
   • Why would you need to do this? If a user no longer requires access to OnePlan due to role changes, department shifts, or leaving the company, removing them ensures security and compliance.
   • BU Leads can remove a resource from an Entra group to revoke their access.
   • This change will be reflected in OnePlan after the next Workday sync.

Additional Notes

• The Daily Workday Sync functions similarly to a refresh process.
• If an Entra group update does not sync to OnePlan as expected, further investigation may be required.