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
Workday as Master & Okta Apps Integration Case Study
Complete Implementation Methodology for Automated User Lifecycle Management Across Federal and Commercial Environments
📋 Table of Contents
Executive Summary
Client Type: Enterprise Organization (Federal & Commercial)
Consulting Firm: Iron Cove Solutions
Project: Workday as Master with Okta Integration
Estimated Duration: 147+ Hours Across 7 Phases
Applications: 19 Core SaaS Platforms
This comprehensive Statement of Work outlines Iron Cove Solutions' proven methodology for implementing Workday as the master identity source, integrated with Okta for Single Sign-On (SSO) and Active Directory for on-premises authentication. The solution enables automated user provisioning, lifecycle management, and streamlined application access across both Federal and Commercial environments.
Quick Results Overview
✅ Workday as Single Source of Truth
✅ Automated User Provisioning & Deprovisioning
✅ 19 SaaS Applications Integrated
✅ Department-Based App Assignment
✅ AD Security Groups Automation
✅ Desktop SSO with IWA
Project Overview & Goals
Primary Objectives
- Establish Workday as Master Identity Source: Users mastered in Workday propagate automatically to Okta , Active Directory, and downstream cloud applications (Federal & Commercial)
- Automated Lifecycle Management: Workday triggers (New Hire, Transfer, Termination) automatically provision/deprovision users across all systems
- Department-Based Application Assignment: Automated group assignments based on organizational structure
- Profile Synchronization: Worker profile data automatically synchronized with Okta
- Active Directory Automation: Automated provisioning of AD accounts with proper security group membership
- Desktop SSO: Integrated Windows Authentication (IWA) once Workday is mastering
- Application SSO: Single Sign-On integration for all applicable SaaS applications with Lifecycle Management
7Implementation Phases
147+Total Project Hours
19SaaS Apps Integrated
3Systems Unified
7-Phase Implementation Methodology
Workday as Master Stream
Phase A: Active Directory Analysis
Duration: 12-16 Hours
- Data review and current state assessment
- Okta AD Agent installation confirmation
- Profile mapping attribute design
- Security groups analysis
Phase B: Workday Analysis/Implementation
Duration: 24-30 Hours
- Workday implementation review
- Lifecycle process confirmation
- Trigger event configuration
- Profile and attribute mapping
Phase B (Deliverables): Workday Master
Duration: 40-45 Hours
- Workday planning session
- Use case review (hire, termination)
- Testing and validation
- Complete attribute mapping
Okta App Integration Stream
Phase E: Workday -Okta -Apps Analysis
Duration: 8-10 Hours
- Workday provisioning groups definition
- Application integration configuration
- SSO testing before LCM enablement
- Auto-provisioning setup
Phase F: SaaS Application Deployment
Duration: 20-30 Hours
- Core application footprint assessment
- SAML capability identification
- Okta Application Network (OAN) verification
- Application inventory matrix completion
Phase G: Rollout Considerations
Duration: 3-5 Hours
- Change management strategy
- User communication plan
- Training and support planning
- Day 1 experience definition
SaaS Application Integration (19 Core Apps)
| # | Application | Category | Integration Type |
|---|---|---|---|
| 1 | Active Directory | Authentication | Okta Agent |
| 2 | Office 365 | Productivity | SAML SSO |
| 3 | Salesforce | CRM | SAML SSO + Provisioning |
| 4 | SumTotal | Learning Management | SAML SSO |
| 5 | ServiceNow | IT Service Management | SAML SSO + Provisioning |
| 6 | Zoom | Video Conferencing | SAML SSO |
| 7 | Xactly | Compensation | SAML SSO |
| 8 | Concur | Expense Management | SAML SSO |
| 9 | SAP | ERP | SAML SSO |
| 10 | Atlassian Suite | Development Tools | SAML SSO |
| 11 | Kiteworks | File Sharing | SAML SSO |
| 12 | Marketo | Marketing Automation | SAML SSO |
| 13 | Seismic | Sales Enablement | SAML SSO |
| 14 | Tableau | Business Intelligence | SAML SSO |
| 15 | Social Chorus | Employee Communications | SAML SSO |
| 16 | GitHub | Code Repository | SAML SSO |
| 17 | Mulesoft | Integration Platform | SAML SSO |
| 18 | Octopus Deploy | Deployment Tool | SAML SSO |
| 19 | Workday | HRIS (Master) | Source System |
Deliverables & Responsibilities
Iron Cove Solutions Responsibilities
- ✅ Drive implementation and configuration of Workday integration
- ✅ Perform integration work as much as possible
- ✅ Provide best practice recommendations
- ✅ Lead all user testing activities
- ✅ Provide complete attribute mapping documentation
- ✅ Workshop planning and execution
- ✅ Develop initial project plan
- ✅ Use case review for all lifecycle events
Client Responsibilities
- 📋 Documentation creation and distribution to internal users/admins
- 📋 Training to end users and administrators
- 📋 Decision on attribute requirements
- 📋 Import decisions for groups or attribute data for downstream apps
- 📋 Access to systems in timely manner
- 📋 Setup of test environments
- 📋 Data population
Timeline & Investment Summary
| Phase | Description | Hours (Approx.) |
|---|---|---|
| Phase A | Active Directory Analysis | 12-16 |
| Phase B | Workday Analysis/Implementation | 24-30 |
| Phase B (Del) | Workday as Master Deliverables | 40-45 |
| Phase C | Workday -AD Relationship | Included in D |
| Phase D | Workday -Okta -AD Deployment | 15-20 |
| Phase E | Workday -Okta -Apps Analysis | 8-10 |
| Phase F | SaaS Application Deployment | 20-30 |
| Phase G | Rollout Considerations | 3-5 |
| Total Estimated Hours | 147+ Hours | |
Frequently Asked Questions
What is "Workday as Master" and why is it important?
"Workday as Master" means Workday becomes your Single Source of Truth (SSOT) for all user identity data. When HR makes changes in Workday (new hire, termination, department transfer), these changes automatically propagate to Okta , Active Directory, and all connected applications. This eliminates manual data entry, reduces errors, and ensures consistent user information across your entire technology stack.
How long does a typical Workday-Okta integration project take?
Based on our 7-phase methodology, a complete implementation typically requires 147+ hours of professional services. The actual timeline depends on your organization's complexity, number of applications, responsiveness to testing, and resource availability. Most projects complete within 3-6 months with proper stakeholder engagement.
What applications can be integrated with this solution?
We can integrate any application that supports SAML SSO or is available in the Okta Application Network (OAN). Common integrations include Office 365 , Salesforce, ServiceNow, Zoom, AWS, and most modern SaaS platforms. For custom or legacy applications, we assess integration feasibility during the discovery phase.
Do we need separate implementations for Federal and Commercial environments?
No. Our methodology specifically addresses both Federal and Commercial environments within a single implementation. We configure appropriate security policies, segregation rules, and compliance controls to meet Federal requirements while maintaining operational efficiency.
What access and resources do you need from our team?
We require: (1) Administrative access to Workday, Okta , and Active Directory environments, (2) A Workday Administrator for consultation and testing, (3) Access to sandbox/test environments, (4) Application owner participation for each integrated app, (5) A designated project manager from your team, and (6) Timely access to systems for configuration and testing.
What happens after implementation is complete?
After go-live, we provide comprehensive documentation, administrator training, and knowledge transfer. Your team will be fully equipped to manage day-to-day operations. We offer ongoing support options including standing meetings, troubleshooting assistance, and additional application integrations as your needs evolve.
Ready to Implement Workday as Master?
Contact Iron Cove Solutions today to discuss your Workday-Okta -Active Directory integration project. Our proven 7-phase methodology ensures successful implementation with minimal disruption.
Los Angeles, California
Enterprise Identity and Access Management Specialists
Disclaimer: This case study is based on Iron Cove Solutions' proven methodology for Workday as Master & Okta Apps Integration. Actual implementation hours, timelines, and costs may vary based on organizational complexity, number of applications, and specific requirements. All project details are provided for informational purposes and represent Iron Cove Solutions' proven approach to enterprise identity management.
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