Workday Publisher in ServiceNow SAM Pro - FSE Licensing Metric and OOB Calculation Clarification

[ankurthole1]

We are currently onboarding Workday into ServiceNow SAM Pro and reviewing the Workday OOB integration capabilities.

Our Workday contract uses FSE (Full Service Equivalent) as the primary licensing metric.

1. OOB Support

• Does ServiceNow SAM Pro support Workday FSE-based licensing compliance out of the box?
• Is Workday considered a supported publisher for FSE entitlement calculations?

2. License Metric Configuration

• What is the recommended License Metric and Metric Group for Workday HCM entitlements?
• Should a custom license metric be created, or does ServiceNow already provide OOB FSE metric support?

3. Data Source

• Which Workday fields are consumed by the OOB integration to perform FSE calculations?
• Does the integration automatically classify workers into categories such as Salaried, Hourly, Part-Time, and Contingent Workers?

4. Compliance Calculation

• After importing worker data from Workday, does ServiceNow automatically calculate FSE consumption using the Worker Category and FSE Calculation tables?
• Or is additional scripting/customization required?

5. Entitlement Management

• For entitlement onboarding, should Workday HCM, Recruiting, Payroll, Cloud Connect for Benefits, etc. be modeled as separate entitlement records?
• How are modules with different licensing metrics (e.g., FSE, Employees with Benefits, US Employees) typically handled in SAM Pro?

Any guidance, screenshots, documentation references, or implementation experience would be greatly appreciated.

Thank you.

[dreinhardt]

 ,

I've not yet integrated Workday with SAM Pro, but the documentation looks promising to answer most of your questions about FSE, Classification, Fields -> Integrate with Workday using OAuth 2.0 • Australia Asset Management • Docs | ServiceNow

If possible, I would recommend to connect a Workday Test Tenant to your ServiceNow Test Instance to verify and test your use cases. About the entitlements in general, if your invoice contains a PPN (Publisher Part Number) you should try to create a software entitlement based on this, if the PPN is managed by the content team I would assume the correct metric is provided. From I can see all entitlements are created as Subscription - User Subscription..

Hope this helps, Best, Dennis

[JenWenrick]

In short, yes this is supported with the OOB integration.  ServiceNow will automatically calculate the FSE consumption and has default % values specified as part of the configuration which can be updated if they don't align to your agreement.  You will need to partner with your Workday team to map the types of workers identified in Workday to the appropriate worker types in ServiceNow so that the FSEs are applied correctly.  

Definitely make use of the documentation Dennis referenced regarding setup (https://www.servicenow.com/docs/r/it-asset-management/saas-license-management/integrate-with-workday...).  If you have tried setting up before suggest removing anything you tried in the past and start with a clean approach.

Custom license metric should not be needed for this (we use Subscription -> User Subscription).

From my experience, one thing that was a source of confusion when setting up.  You have to add the entitlements, but the entitlements will NOT reflect the usage.  They will not have the "traditional" user allocations appearing for the entitlement.  You must review the license metrics results in the SAM Workspace / through reporting.  Example:

Entitlement - 

License metric results:

Suggest attending SAM Office Hours as well to ask questions if you get stuck.  This is one of the more complicated integrations (based on our experience) but worth it!

We had better success with the integration starting with Zurich release, so if you are on an older release you may want to wait.