Workday-Okta Integration: 95% Task Reduction for AEW
Discover how AEW (All Elite Wrestling) achieved 95% manual task reduction and streamlined identity management through strategic HRIS integration.
Iron Cove Solutions
Sixth Street Partners Case Study
How a Financial Services Firm Achieved Complete Identity Management Automation with Workday as a Master (WDAAM) and Okta Integration
📋 Table of Contents
Executive Summary
Client: Sixth Street Partners, LLC
Industry: Financial Services
Integration Partner: Iron Cove Solutions
Project Duration: 4 Months (June - October 2021)
Total Investment: $58,500
Users Managed: 500 (400 FTE + 100 Contractors)
Sixth Street Partners, LLC, a financial services firm, successfully modernized their identity management infrastructure by integrating Workday HRIS with Okta, creating an automated user lifecycle management system that established Workday as the authoritative source for employee data while enhancing security through an HR as a Master (HRaaM) architecture.
Quick Results Overview
✅ 500 Users Automated
✅ 15-20 Hours Weekly Time Savings
✅ 100% Data Consistency Achieved
✅ Zero Security Incidents
✅ Days to Hours Provisioning Reduction
Client Background
Organization: Sixth Street Partners, LLC
Industry: Financial Services
Workforce Size:
- 400 full-time employees
- 100 contractors
- Total users: 500
Challenge: Sixth Street Partners needed to modernize their identity management infrastructure by implementing Workday as the single source of truth for employee data, while ensuring seamless integration with their existing Okta platform and cloud applications.
The Challenge: Fragmented Identity Management
Sixth Street Partners faced significant operational inefficiencies with their existing identity management processes:
1. Fragmented Identity Management
- Multiple systems maintaining employee records
- No single source of truth for employee data
- Manual processes for user provisioning and deprovisioning
- Inconsistent data across platforms
2. Security Concerns
- Need for enhanced security controls
- Requirement for centralized identity governance
- Risk of orphaned accounts and access creep
3. Operational Inefficiencies
- HR administrators spending excessive time on manual data entry
- Delays in granting access to new hires
- Slow deprovisioning of terminated employees
- Lack of automated lifecycle management
The Solution: Strategic Workday-Okta Integration
Integration Architecture
Iron Cove Solutions designed and implemented a comprehensive Workday as a Master (WDAAM) solution with Okta integration, establishing an HRaaM architecture that automated identity lifecycle management across Sixth Streets technology ecosystem.
Core Integration Components:
- Workday as Profile Master - Authoritative source for all employee data
- Automated User Lifecycle Management
- Universal Directory Integration - Seamless attribute synchronization
- Provisioning Group Strategy - Organized access control
- Real-Time Data Synchronization - Immediate updates across systems
Implementation Methodology: 5-Phase Approach
Phase 1: Workday Analysis
Deliverables:- Current Workday configuration evaluation
- Key employee attributes identification
- Provisioning group requirements documentation
- Data mapping strategy establishment
Phase 2: Workday-Okta Deployment
Deliverables:- Workday as Profile Master configuration
- Provisioning group strategy establishment
- Universal Directory integration
- User matching logic implementation
- Automated provisioning workflows
Phase 3: SaaS Application Analysis
Deliverables:- Cloud applications audit
- Application provisioning requirements documentation
- Lifecycle triggers identification
- Event mapping and validation
Phase 4: Workday-Okta -Apps Deployment
Deliverables:- Downstream application provisioning
- Attribute mapping for cloud applications
- Automated user lifecycle management
- Integration testing and validation
Phase 5: Rollout & Change Management
Deliverables:- Rollout strategy development
- HR administrator training materials
- Support processes establishment
- Phased deployment execution
Results & Key Performance Indicators
Operational Efficiency Metrics
| Metric | Before | After | Impact |
|---|---|---|---|
| New Hire Provisioning Time | Days | Hours | ✅ 90% Faster |
| Deprovisioning Completion | Manual, Inconsistent | < 24 hours | ✅ 100% Automated |
| Manual Data Entry | 500+ user records | Zero | ✅ Eliminated |
| HR Administrative Time | 20-25 hrs/week | 5 hrs/week | ✅ 15-20 hrs saved |
| Data Consistency | Inconsistent | 100% | ✅ Perfect Sync |
Security & Compliance Achievements
500Users Managed
100%Data Consistency
0Orphaned Accounts
260Project Hours
Key Qualitative Benefits of HRIS-Okta Integration
- Enhanced Security Posture - Centralized identity governance and role-based access control (RBAC) through HR-as-a-Master (HRaaM) architecture, ensuring enterprise-grade security protection
- Improved User Experience - Streamlined employee onboarding with automated provisioning, faster access grants, consistent application access, and seamless single sign-on (SSO) across all business applications
- Scalability & Future Growth - Cloud-based identity management platform architecture designed to support organizational expansion, increased user volume, and evolving business requirements
- Compliance & Audit Readiness - Comprehensive audit trails, automated compliance documentation, and regulatory adherence for all user lifecycle management, provisioning, and deprovisioning activities
Technical Implementation Details
Workday Integration Configuration
- Provisioning Group Strategy
- Created provisioning groups based on organizational structure
- Disabled automatic confirmation for controlled rollout
- Configured Workday import to sync groups
- Profile Master Setup
- Enabled Profile Master in Workday provisioning tab
- Configured username provisioning standards
- Established attribute priority rules
- Universal Directory Integration
- Mapped Workday attributes to Okta UD fields
- Established custom attribute mappings
- Configured mastering rules
- User Migration Strategy
- Manually reviewed existing Okta users
- Processed exact matches automatically
- Reviewed and confirmed partial matches
- Remediated unmatched users in Workday
- Enabled automatic provisioning post-validation
In Scope
- ✅ Workday as Profile Master configuration
- ✅ Okta Universal Directory integration
- ✅ Provisioning group strategy and implementation
- ✅ User matching and migration
- ✅ Automated provisioning/deprovisioning workflows
- ✅ SaaS application integration analysis
- ✅ Change management planning
Out of Scope
- Desktop SSO and Agentless Desktop SSO
- Device Management and Okta Mobility Management
- Okta Workflows
- VPN authentication configurations
- End-user training
- Custom API development
- Bi-directional password synchronization
Challenges & Solutions
Challenge 1: User Matching Complexity
Issue: Matching 500 existing Okta users to Workday records with varying data quality
Solution: Implemented phased matching approach: exact matches processed automatically, partial matches reviewed manually, unmatched users remediated in Workday source system
Challenge 2: Provisioning Group Strategy
Issue: Determining optimal provisioning group structure for complex organizational hierarchy
Solution: Collaborated with HR and IT teams to design provisioning groups aligned with business units and job functions, enabling granular access control
Challenge 3: Change Management
Issue: HR administrators accustomed to manual processes concerned about automation
Solution: Developed comprehensive training plan, documented new processes, and established clear escalation paths for support
Project Investment & Timeline
Project Timeline
Duration: 4 months (June 15 - October 15, 2021)
- July: 80 hours - Workday analysis and initial integration setup
- August: 80 hours - User migration and provisioning configuration
- September: 100 hours - Application integration and rollout
Lessons Learned & Best Practices
Success Factors
- Strong Executive Sponsorship - Clear support from leadership facilitated decision-making
- Collaborative Approach - Regular communication between Iron Cove, IT, and HR teams
- Phased Rollout - Controlled deployment minimized risk and enabled iterative improvements
- Data Quality Focus - Addressing data inconsistencies early prevented downstream issues
Recommendations for Similar Projects
- Allocate sufficient time for user matching and data remediation
- Involve HR administrators early in provisioning group design
- Document trigger relationships comprehensively before go-live
- Plan for ongoing governance and maintenance post-implementation
- Consider application-specific provisioning requirements during planning phase
Frequently Asked Questions
How long does a Workday-Okta integration typically take?
Our 5-phase integration methodology typically takes 3-4 months from discovery to go-live, depending on the complexity of your existing infrastructure and the number of users. For Sixth Street Partners (500 users), the project took 4 months.
What are the main benefits of Workday as a Master with Okta ?
Key benefits include automated employee lifecycle management, 100% data consistency between systems, elimination of manual provisioning tasks, enhanced security through centralized governance, and a scalable foundation for organizational growth.
What does "Workday as a Master" (WDAAM) mean?
Workday as a Master means that Workday becomes the authoritative source (Profile Master) for all employee data. When employee information changes in Workday, those changes automatically flow to Okta and downstream applications, ensuring 100% data consistency.
Do you provide ongoing support after implementation?
Yes, we offer comprehensive post-implementation support including system monitoring, optimization, troubleshooting, and knowledge transfer to ensure your team can effectively manage the integrated environment.
Contact Iron Cove Solutions
Ready to Transform Your Identity Management?
Contact Iron Cove Solutions today to discuss how we can help your organization achieve similar results through strategic HRIS and identity platform integration.
Los Angeles, California
Enterprise Identity and Access Management Specialists
This case study showcases Iron Cove Solutions expertise in enterprise identity management and HRIS integration. Results may vary based on organizational requirements and existing infrastructure. Project completed October 2021 for Sixth Street Partners, LLC.
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