Centralize Employee Commuting: The OnoeX Transportation Hub for Workday Extend

In the modern enterprise—particularly for large campuses like hospitals, universities, and corporate headquarters—managing how employees get to work is as complex as managing the work they do. From assigning parking spots and distributing transit cards to enforcing parking rules, transportation management often lives in siloed, legacy systems completely disconnected from the employee directory.

At OnoeX, we believe your commuter data belongs where your people data lives: Workday.

Today, we are showcasing a comprehensive Transportation Hub solution. While architecturally composed of two distinct Workday Extend applications (to maximize performance and data model capacity), we have designed them to function as a singular, seamless ecosystem for the end-user.

Here is a look at how we leveraged Workday Extend to revolutionize the commuter experience.

The Challenge: Disconnected Mobility

Organizations often struggle with three core friction points:

1. Hybrid Work Complexity: Managing daily parking passes for hybrid employees versus permanent spots for full-time on-site staff.

2. Asset Management: Tracking who holds which transit passes and linking vehicles to specific employees.

3. Enforcement: Issuing parking violations that are actually enforceable because they are tied to the worker's employment record.

The Solution: The OnoeX Transportation Hub

Our solution consolidates these functions into a unified Workday Extend application, utilizing Workday’s security model to offer distinct experiences for Employees, Managers, and Transportation Partners.

1. Comprehensive Vehicle & Parking Management

The core of the hub is the ability to link physical assets (cars and parking spots) to the worker profile.

• Self-Service Vehicle Registration: Employees can register their vehicles, update license plate information, and manage vehicle details directly through a "Manage My Vehicles" dashboard.

• Parking Lot Assignment: Admins can assign employees to specific lots (e.g., "Headquarters Garage" or "Main Campus") and track "Parking Payment Eligibility" logic to determine if the employee creates a payroll deduction event.

• Hybrid Support (Day Passes): We built a specific workflow for Day Parking Pass Requests. Employees needing to come on-site occasionally can request a pass for a specific date, lot, and arrival time. This triggers a business process for approval, ensuring capacity isn't exceeded.

2. Public Transit Administration

For organizations incentivizing public transit, the Hub manages the full lifecycle of smart transit cards.

• Assignment & Tracking: Transportation Partners can assign card IDs to specific workers.

• Replacement Workflows: If an employee loses a card, they can initiate a "Request Transit Card Replacement" workflow. This allows them to specify the issue and prompts the admin to issue a new card number, automatically updating the employee's record.

3. Integrated Parking Enforcement

One of the most powerful features of this solution is the Parking Violation Module. By building this within Workday, enforcement officers can look up vehicles by license plate and immediately see the associated worker.

• Issuing Violations: Officers can create a violation record that captures the location, license plate, violation reason (e.g., "Parked in Fire Lane," "No Permit"), and even upload photographic evidence directly from a mobile device.

• Transparency: Employees can view their own "My Parking Violations" dashboard to see ticket details, photos, and status.

• Waiver Workflow: The system supports a dispute resolution process where violations can be waived with a justification recorded in the system.

• Smart Automation: We utilized Workday Orchestration to keep the system clean. A scheduled orchestration automatically runs to purge expired or old violation records, ensuring data hygiene without manual admin intervention.

4. Billing to Institutions

For complex organizations (like university hospitals), employees might be billed via different cost centers or affiliated institutions. The Hub includes a Bill To Institution Assignment model, allowing admins to map workers to specific billing entities (e.g., "Affiliated Institution Payroll"), ensuring that parking fees are routed to the correct financial bucket.

5. Zero-Code Configuration & Agility

We designed the application to be as agile as your business. Instead of requiring developer intervention to change a dropdown menu or update instructions, we built a Self-Service Configuration console.

• Dynamic Help Text: Business analysts can update on-screen instructions (e.g., for "Onboarding" or "Home Page") directly through the app UI, ensuring users always have the latest guidance without IT tickets.

• Manageable Dropdowns: New parking locations, violation reasons, or billing institutions can be added, updated, or deactivated instantly by the business team without touching a single line of backend code.

The User Experience: Persona-Based Design

We utilized Workday’s security domains to tailor the Hub:

• The Employee: Sees a "Transportation Home" with quick links to "Register Vehicle," "Request Day Pass," and "View My Transit Card." It is simple, mobile-friendly, and self-service.

• The Manager: Gains visibility into their team's compliance with "View My Team Parking Violations," helping them coach employees on policy adherence.

• The Transportation Partner: Accesses a command center to "Manage Parking Lots," "Assign Transit Cards," and oversee the "Approve Day Parking Pass" queue.

Why Workday Extend?

By building the Transportation Hub on Workday Extend, OnoeX eliminated the need for third-party parking software and complex integrations.

• Single Sign-On: No new passwords for employees to remember.

• Real-Time Data: When an employee terminates, their parking pass and vehicle registration are automatically effectively deactivated because they are tied to the Worker object.

• Unified Auditing: All requests, approvals, and violations are logged in the same audit trail as HR and Finance events.

At OnoeX, we specialize in pushing the boundaries of what Workday can do. The Transportation Hub is proof that with the right architecture, even the most logistical parts of your business can run smoothly within your ERP.

Interested in deploying a Transportation Hub for your organization? Contact OnoeX today to learn more about our Workday Extend accelerators.