Strategic Sourcing Connectors and Integrations with Workday: Requisition to Project Integration
This article and video is to assist with the successful deployment of the Requisition to Project Integration. This deployment enables you to create a Requisition in Workday Procurement, and push important requisition data into Workday Strategic Sourcing (WSS).
Main Benefits
- Supports collaboration between your buyers, requesters, and any other project stakeholders.
- Using Single Sign-On (SSO), smoothless toggle between the Workday Requisition and Strategic Sourcing Project. Because the connection relies on SSO from Workday, user permissions and Workday security are in place to ensure that only the permitted users in Workday can view line information on the Strategic Sourcing project.
- Reduces manual effort by automatically adding suppliers based on commodity code to a sourcing event. Also, copying lines into the event worksheet. Both public and private events in WSS can be used to source requisition lines.
For information on other integrations available, review the Strategic Sourcing Connectors and Integrations with Workday Series.
We recommend the Requisition to Project Integration for customers:
- Who are using or will use Workday Procurement.
- Who are using or will use Strategic Sourcing with Intake and Sourcing in their subscription.
- Who aren't using the Award to Requisition Connector.
- We recommend using either the Requisition to Project Integration or Award to Requisition Connector for joint customers, but not both.
- Workday SSO is enabled.
- Enables you to toggle between Strategic Sourcing and Workday smoothless.
- Commodity codes are set up in both Workday and Strategic Sourcing.
- Adding commodity codes on the requisition line in Workday enables suppliers with the same commodity codes in Strategic Sourcing to be added to the sourcing event automatically. If your commodity codes in Workday and Strategic Sourcing don’t match, it’s possible suppliers aren't pulled into the sourcing event.
- For this reason, we recommend following the steps below to keep commodity codes aligned between Workday and Strategic Sourcing:
- Set up commodity codes in Workday.
- Use an EIB to export commodity codes from Workday.
- Use the Data Importer in Workday Strategic Sourcing (WSS) to import Commodity Codes.
- (Optional) Request Suppliers add Commodity Codes to their profiles when completing the Standard Onboarding Form. This option can be configured in the Commodity Codes section of Company Settings. Sourcing Managers can also add Commodity Codes to suppliers on their Supplier Profile. This step ensures that suppliers are automatically added to the relevant sourcing events in Strategic Sourcing.
This article and video is to assist with the successful deployment of the Requisition to Project Integration, which enables you in real-time to:
- Enable employees to create a requisition in Workday.
- Ensure requisitions pass through the Requisition Event BP in Workday for approval.
- Automatically create a Project in Strategic Sourcing that contains selected requisition lines.
- Create a linked sourcing event from the requisition lines and publish the event to Suppliers. In the linked event, Strategic Sourcing will:
- Automatically add potential suppliers based on the commodity codes being sourced.
- Automatically create a worksheet with requisition line information.
Workday Requisition Header Information Passed into WSS Project Information Tab
Workday Requisition | WSS Project |
|---|---|
Requisition Number | External ID |
Extended Amount | Approved Spend |
Requester | Requester |
WSS Information Passed into the Workday Requisition Header
WSS Project | Workday Requisition |
|---|---|
Project ID | WSS Project |
Workday Requisition Line Information Passed into WSS Sourcing Tab and Event Worksheet
- Requisition Type (Good or Service)
- Item Description
- Unit of Measure
- Quantity
- Extended Amount
- Commodity Code
Additional Information
- Workday Security and Strategic Sourcing: Workday requisition lines in the Strategic Sourcing project are protected by Workday permissions, until a linked Sourcing Event is created. Once a linked event is created, line information is visible on the event to any user that has access to the event.
- The RFQ required button being checked on each line of the requisition is what triggers the project to be created. Requisitions with multiple lines source to 1 project in Strategic Sourcing, but the multiple lines can be sourced using different events.
- Once the Strategic Sourcing project is created, the Project ID is referenced on the header of the requisition in Workday. Also, the requisition number is referenced in the Project Details section of the Strategic Sourcing project.
- As of July 2024, the Approved Spend field in Strategic Sourcing always display as the default currency in Strategic Sourcing. If a Workday requisition is approved with a different currency than the default currency in Strategic Sourcing, it still flows into Strategic Sourcing but the Approved Spend data might not be accurate.
- Once the sourcing event in Strategic Sourcing is awarded, customers can begin to contract with the awarded suppliers. In Workday, you can close the requisition if you would like to have the requisition removed from the Requisition Sourcing Console and the Open Requisition list in the Requisition Worklet.
Connector and Integration Environment Management
- Workday's current recommendation during deployment is to integrate the Strategic Sourcing Sandbox environment with a Workday IMPL tenant. When you purchase Strategic Sourcing, a Workday IMPL tenant is included in your agreement during the Strategic Sourcing deployment.
- Strategic Sourcing environments can't be refreshed. It isn't possible to mass delete suppliers or contracts to rerun connectors with a blank Strategic Sourcing environment.
- Workday strongly recommends using 1 IMPL tenant connected to the Strategic Sourcing Sandbox during deployment. This IMPL tenant should be recently refreshed with up-to-date data before connectors are run. You should expect to see data validation and integration error messages on your records, if you decide to change the Workday tenant that is connected to Strategic Sourcing Sandbox during deployment, against Workday's recommendation.
- When a Workday tenant connected to a Strategic Sourcing environment is refreshed, the Workday SSO connection breaks. Workday Connectors and Integrations rely on Workday SSO to fully function. Currently, you can't maintain fully functioning connectors in your WSS Sandbox environment once the synched Workday Tenant is refreshed or expires.