Active Directory to Paylocity - Sync IT Back to HR

Why would you want to automate data from Active Directory to Paylocity?

There are many simple answers: it reduces your team's manual workload so they can focus on more valuable tasks, data quality improves, there are fewer mistakes, and it reduces the time it takes to onboard or offboard an employee. These are all true, but it's worth looking at your strategy for user lifecycle automation more generally.

The business tasks that surround joiners / movers / leavers (JML) are critical events in an employee's journey with your organization. You'll want to:

• identify systems of record - so you know your source of truth
• clarify responsibilities - who performs what task? Identify a single owner per task.
• automate data flow - but make it auditable so you can keep a human in the loop for exceptional cases
• define business rules - so expectations are aligned

We'll help you map out these processes and find the opportunities to integrate systems more effectively.

What data should sync from Active Directory to Paylocity?

The specific details will depend on your business processes. Usually, your Paylocity (a payroll and human capital management platform, or HCM) is the system of record for the person acting as your employee. Active Directory is the system of record for their digital identity in your organization.

That means you'll want to keep track of employee name, date of birth, gender, personal contact information, etc., in Paylocity. Use that source of truth to move key employee data to your other systems. This lets you automate creation of Active Directory accounts based on your Paylocity data, meaning users will have perfectly consistent account details. No more typos or mismatches!

But Active Directory is the system of record for key digital identity data:

• Username (sAMAccountName) and email address (userPrincipalName)
• Mailbox (typically Exchange)
• Group memberships
• Device and system access
• Last logon history

Once you've automated your Paylocity to Active Directory, you synchronize data like email address from Active Directory to Paylocity and other systems, creating a reliable automated user provisioning workflow.

What this is not?

We provide fully managed done-for-you data integration as a service. We offer data integrations fit to your exact business needs through a service delivery model. That means you're not buying an expensive custom one-time project that you'll have to manage and maintain, becoming an ongoing headache for you.

Instead, we take responsibility for syncing data between your systems in a way that works for you. We monitor and respond to data sync issues, keep you in the loop, and maintain the integration over time.

Just make the problem go away

If you're struggling with inconsistent processes and account management headaches, schedule some time with us. We can help you sort through:

• HR vs IT process
• Onboarding and offboarding
• Groups & licenses
• Device management

What about getting everyone on the same page in HR and IT? What's the project plan look like?

Getting the left hand to know what the right hand is doing in business is complicated. At AutoIDM, we have established a proven process to make sure everyone in your business is on the same page. The Active Directory to Paylocity integration (and our general integration process) is adjusted depending on your needs, but it follows these main points.

1. Initial Meeting - (30 min) Bring all stakeholders together to align on the timeline, expectations, and responsibilities.
2. Access - (30 min) Architect a secure solution that gives AutoIDM access to what we need while keeping your IT team in control.
3. Business Rules - (1 hour) Align Active Directory with Paylocity, build the rule set, and define the testing plan.
4. Testing - (~2 hours) Iterate with your champion to validate the integration and resolve issues quickly.
5. Deployment - Final deploy and full support for any adjustments or changes. Active Directory to Paylocity is now up and running.

Pull data from Active Directory: Review the ActiveDirectory PowerShell module documentation here, specifically Get-ADUser. Once you have data from Active Directory, you need to get it into Paylocity.

Match up accounts: Once you've got employee data from Active Directory, you'll need to match it up to Paylocity. This can be done by tracking an external ID or fuzzy matching on name or email address.

Map data and push to Paylocity: Review Paylocity's API documentation here. Note that API access isn't self-service: a company admin submits a web services access request through your Paylocity account manager, and Paylocity issues OAuth client credentials once approved. You'll need to figure out record lifecycles: what happens when employees join, leave, change names, etc. At AutoIDM, we write back work email, username, and initial password to Paylocity.

Operationalize: After you've got the logic figured out, you'll want to set up monitoring to catch errors, alerting to let your team know when something requires their time, and training for the technicians who will be responsible. You'll also want to educate your HR and business teams about what to expect and how to get support.