Appendix: HCM Integrations

This chapter discusses how to:

• Setup the PeopleSoft Human Capital Management (HCM) and Services Procurement person integration.

• Setup and use the HCM terminology integration.

• Setup the PeopleSoft Recruiting Solutions and Services Procurement integration.

Understanding the PeopleSoft Services Procurement and Human Capital Management Integration

Many PeopleSoft Enterprise applications offer seamless integration with other selected products. PeopleSoft Services Procurement customers can now integrate with PeopleSoft HCM. When you install both Supply Chain Management (SCM) and HCM database structures, you can configure the system to use the HCM database as the system of record and initiate consistent terminology between the PeopleSoft Services Procurement and PeopleSoft HCM applications.

Note. You must register services procurement administers, approvers, requesters, and service coordinators in the HCM database first. Once you register these users in the HCM database, you can then register them in the SCM database.

Note. You cannot enable the HCM integration if you've already selected the MSP flag checked on the Services Procurement Installation Options page.

See Also

PeopleSoft Enterprise HRMS 8.9 Application Fundamentals PeopleBook

Prerequisites

In order to use the HCM and Services Procurement integration, you must first install both the HCM and SCM databases.

Common Elements Used in This Chapter

Setting Up the PeopleSoft HCM and Services Procurement Person Integration

This section discusses how to:

• Setup installation options.

• Setup business unit definitions.

• Setup messages - incremental synchronization.

• Setup messages - full-table synchronization.

• Activate full-table publish rules.

• Register enterprise service administrators, approvers, requesters, and service coordinators.

• Register service provider contacts.

• Register service providers.

• Using the integration point viewer.

Understanding the PeopleSoft HCM and Services Procurement Person Integration

When you implement both PeopleSoft Services Procurement and HCM applications, you can configure HCM as the system of record to maintain user details. When the HCM Person Integration installation flag is enabled on the Services Procurement Installation Options page, the enterprise administrators can register a Services Procurement user as an HCM person with a unique employee ID and create unique operator login profiles within the HCM database.

The following six users are either registered in the HCM database with a unique Person ID, or they are created in the SCM database without a Person ID. Each user has a specific role that enables them to perform specific tasks within the application:

• Service Procurement Administrator: This user can register all other users in the Services Procurement system, as well as perform basic application setup. This user is created in the HCM database as an HCM person with a unique employee ID.

• Approver: This enterprise user may be designated as requisition, work order, or time and progress log approver. This user is created in the HCM database as an HCM person with a unique employee ID.

• Requester: This enterprise user determines specific requirements for a resource and creates a requisition listing those requirements.

  The requester might designate a service coordinator to source the requisition and handle the fulfillment process. This user is created in the HCM database as an HCM person with a unique employee ID.

• Service Coordinator: This user may work for the enterprise or the supplier. He or she handles the sourcing of requisitions to different suppliers and also handles supplier bids to ensure that the request is filled with the most qualified resource.

  This user is created in the HCM database as an HCM person with a unique employee ID.

• Service Provider Contact: This is a non-enterprise user who manages a team of service providers and handles bidding with the service coordinator. This user is registered in SCM database and does not have a corresponding HCM person ID and a unique employee ID.

• Service Provider: This supplier resource is submitted as a potential candidate for a sourced requisition. The service provider is registered in the SCM database and has a unique services procurement person ID. Once this user is registered in the SCM database, personal data is sent back to the HCM database, where a new person entry and operator login profile is created for the service provider.

See PeopleSoft Enterprise HRMS 8.9 Application Fundamentals PeopleBook

Page Used to Setup the PeopleSoft HCM and Services Procurement Person Integration

Setting Up the Installation Options

Access the Services Procurement Installation Options page.

Setting Up Business Unit Definitions

Access the Services Procurement Business Unit Definition page.

If you select the HCM Person Integration Enabled option on the Services Procurement Installation Options page, the HCM Integration group box and relative HCM field values are available on this page.

Note. Many of the HCM values from the Services Procurement Business Unit Definition default onto the requisition and work order components.

See Also

Setting Up Business Unit Definitions

Setting Up Messages - Incremental Synchronization

PeopleSoft Services Procurement utilizes PeopleSoft Integration Broker to integrate PeopleSoft Services Procurement tables with PeopleSoft HCM. The messages are delivered with a default status of Inactive. You must activate each message before attempting to publish messages or subscribe to messages between databases. You must activate these messages in the HCM and SCM databases.

To begin using PeopleSoft Integration Broker, you must enable the publishing of messages in PeopleSoft HCM and SCM and the subscribing to those messages in PeopleSoft HCM and SCM. The publish and subscribe rules may also be incremental or full table synchronization for each message.

The following table contains the Incremental Synchronization Messages that update the PeopleSoft Services Procurement applications every time a user changes data in HCM that is relevant to the integration. These messages are published from HCM.

Note. You must activate these messages and message channels in the PeopleSoft Services Procurement and HCM databases.

After you activate these messages, every subsequent change to data in any of the records associated with these messages triggers the publication and subscription of the new or deleted data. As a result, PeopleSoft Services Procurement reflects the change within a few seconds.

These SYNC messages are published from HCM. You must activate the subscriptions to these messages in the SCM system in order to update the data in SCM.

See Also

Enterprise PeopleTools 8.46 PeopleBook: Integration Broker, Defining Message Channels and Messages

Setting Up Messages - Full-Table Synchronization

Full-table synchronization is more data-destructive than incremental synchronization. Incremental synchronization messages modify, delete, or add the data that a user has affected in performing an individual transaction. Full-table synchronization messages delete all data in the target record first and then loads a copy of the source record.

Full-table synchronization is generally used at the beginning of an implementation to get the data synchronized between databases. After that point, it should be used sparingly.

The following table lists full-table synchronization messages. You should carefully consider the effect of activating any of these messages.

Warning! Do not activate any messages that are identified as FULL_SYNC or FULLSYNC unless you are absolutely certain that you want to overwrite all of the data in the records that are associated with the message in the database. Understanding how Full Synchronization Messages work is especially important if you have a different list of departments or locations in the Services Procurement database than you have in the HCM database. For example, synchronizing the departments using a FULLSYNC message would overwrite all of the Services Procurement departments with the HCM departments.

Note. When using Full Synchronization Messages, the primary concern is that you do not inadvertently overwrite valid data. To prevent this problem, you should generally avoid activating Full Synchronization Messages for any record that receives input from more than one database.

You should activate the following two message and message subscription to synchronize the SetIDs and tableset information from the HCM database to the SCM database.

See Also

Enterprise PeopleTools 8.46 PeopleBook: Integration Broker, Defining Message Channels and Messages

Activating Full-Table Publish Rules

Full-table messages in PeopleSoft Integration Broker are delivered with a status of Inactive. The publishing rules must be activated. When the appropriate messages are activated, information that is shared by the SCM, and PeopleSoft HCM databases is updated properly.

For example, PeopleSoft publishes (Full Table Publish) data from HCM. Table BUS_UNIT_TBL_HR is populated with new data from PeopleSoft HCM, and all old data is deleted. The data from this table is published in the message BUS_UNIT_HR_FULLSYNC.

Use the following messages to send the service provider information from the SCM database to the HCM database. You should activate the message and message subscriptions in both the HCM and SCM databases to enable the integration.

See Also

Enterprise PeopleTools 8.46 PeopleBook: Integration Broker, Defining Message Channels and Messages

Registering Enterprise Administrators, Approvers, Requesters, and Service Coordinators

The following list details the required steps for registering administrators, approvers, requesters, and service coordinators.

1. The enterprise administrator registers the user in the HCM database.

   The HCM system creates a new HCM person of type Employee.

2. The enterprise administrator creates an operator login profile for the user.

   Note. The new user employee ID is associated with the operator login profile.

3. The PERSON_BASIC_SYNC message publishes the person and job assignment information from the HCM database to the SCM database. The USER_PROFILE message publishes the user profile information from the HCM database to the SCM database.

4. The enterprise administrator registers the new user in the PeopleSoft Services Procurement application.

5. For service coordinators, the service procurement person ID is associated to the user profile. In SCM, the required roles are associated to the users when they are added as administrators, approvers, requestors or service coordinators

Registering Service Provider Contacts

The service provider contact is a supplier person of interest user that does not require registration in the HCM database.

Registering Service Providers

The following list details the required steps for registering a service provider.

Note. The HCM Integration option must be enabled in order to complete this process effectively.

1. The enterprise or supplier administrator registers the service provider in the PeopleSoft Services Procurement application.

   Once the service provider is successfully registered, the system creates a unique Services Procurement Person ID.

2. Once the service provider is registered with his own unique Person ID, the service provider contact sources the candidate, the candidate qualifies and accepts the position, and then the work order is created and approved.

3. After a work order is released, the SCM system sends the service provider information to HCM to create an HCM person of type Contingent Worker.

   This information is sent to HCM in the form of an asynchronous message.

4. Once in HCM, a new HCM person entry and login profile is created for the service provider.

5. The Services Procurement application receives a response back from HCM.

   This information includes, but is not limited to the HCM employee ID, Work Order Business Unit, Work Order ID, and the Services Procurement person ID.

6. Services Procurement stores the HCM employee ID as a cross-reference in the SCM database.

7. The PERSON_BASIC_SYNC message synchronizes the person and job assignment information from the HCM database to the SCM database. The USER_PROFILE message synchronizes the user profile information from the HCM database to the SCM database. When creating the user profile, the HCM system uses the employee ID as the user ID and password. The user has the option of changing the password when they log in into Services Procurement.

The following service provider data is sent to the HCM database from the SCM database using asynchronous messages:

• Services Procurement Person ID

• First Name

• Middle Name

• Last Name

• Person Organization

• Email ID

• Primary Phone Number

The following job data information is also sent to the HCM database from the SCM database:

• Work Order Business Unit

• Work Order ID

• Sequence Number

• Effective Date

• Employee ID

• Regulatory Region

• Company

• Business Unit

• Department

• Location

• Job Code

• Establishment

• Labor Agreement

Once the data is received and processed in the HCM database, the following information is sent back to SCM from the HCM database using the PERSON_BASIC_SYNC and USER_PROFILE messages:

• Services Procurement Person ID

• Work Order Business Unit

• Work Order ID

• HCM Employee ID

• Employee Record Number

• Sequence Number

Note. Once an administrator registers a service provider in PeopleSoft Services Procurement, all updates to personal data must be performed in the HCM database.

See Also

Maintaining Users and Team Setup

Using the Integration Point Viewer

Use the Integration Point Viewer to ensure that all messages are setup and active. Access the Go To Inactive Objects Page link on the Integration Point Viewer page to active inactive message channels and messages. You can also use the Inactive Objects page to automatically activate all necessary objects instead of doing them manually.

See Also

Enterprise PeopleTools 8.46 PeopleBook: Integration Broker, Using the Integration Point Viewer

Setting Up the HCM Terminology Integration

This section discusses how to setup installation options.

Understanding the HCM Terminology Integration

When the HCM Terminology installation flag is enabled on the Services Procurement Installation Options page, the current service and service type labels are replaced with job code and job family labels throughout the PeopleSoft Services Procurement system. Since the job family and job function terms are widely used throughout the HCM application, you can now configure the system to use HCM terminology consistently across both the SCM and HCM databases.

The following table lists the new terminology for PeopleSoft Services Procurement when the HCM integration is enabled.

Note. When you enable the HCM Terminology integration, all service and service type labels change into job family and job code labels respectively.

Pages Used to Setup the HCM Terminology Integration

Setting Up Installation Options

Access the Services Procurement Installation Options page.

Note. When you enable this option, the system validates the relationship between the existing the job family and job codes. HCM allows only one Job Family per Job Code, while Services Procurement allows multiple service types per service. Due to this restriction from HCM, you cannot enable this option if there are services present with more than one related service type. If this situation occurs, you will receive a secondary page that informs you of the service and service type relationships that do not meet the criteria. In order to continue with the conversion to HCM terminology, you must remove the additional relationships.

Setting Up the PeopleSoft Recruiting Solutions and Services Procurement Integration

This section discusses how to:

• Setup installation options.

• View the PeopleSoft Recruiting Solutions and Services Procurement Integration process flow.

• View messages.

Understanding the PeopleSoft Recruiting Solutions and Services Procurement Integration

When you implement both PeopleSoft Services Procurement and Recruiting Solutions (eRecruit) applications, you can create a requisition in the Recruiting Solutions application and then use messages to pass that requirement data to Services Procurement for fulfillment.

When the Recruiting Solutions Integration Enabled installation flag is enabled on the Services Procurement Installation Options page, users can create a job posting in Recruiting Solution, send that data back to Services Procurement with pre-populated data, approve, source, and fulfill the requisition, create a work order, and send that data back to the Recruiting Solution application for further processing.

With this integration, you can send messages back and forth between applications by using the PeopleTools Integration Broker to support the following activities:

• Create a Recruiting Solutions job requirement and route it to Services Procurement with the appropriate data mapping.

• Route updates or cancellations from the Recruiting Solutions requirements to Services Procurement with the appropriate data mapping.

• Send candidate information from services procurement to Recruiting Solutions after work order approval.

• Send candidate confirmation from Recruiting Solutions to Services Procurement after on boarding process is complete.

Pages Used to Setup the PeopleSoft Recruiting Solutions and Services Procurement Integration

Setting Up Installation Options

Access the Services Procurement Installation Options page.

See Defining Services Procurement Installation Options.

Viewing the PeopleSoft Recruiting Solutions and Services Procurement Integration Process Flow

The following sections describe the process flow for the Recruiting Solutions and Services Procurement integration.

Job Posting Process

The following steps outline the job posting process.

1. User creates a job posting in Recruiting Solutions and sends that data to the Services Procurement application.

   A message is created in the HCM and sent to SCM in the format of the PositionOpening HR-XML message.

2. The SCM Integration Broker receives the PositionOpening, and transforms it into the PeopleSoft Message JOB_POSTING.

3. The Services Procurement code will examine the message for the authentication data originally sent in the HR-XML envelope. If authenticated, a unique identifier HOLDING_ID is generated and data from the JOB_POSTING message is inserted into the Job Posting table.

4. A URL that points to the Services Procurement requisition is generated, which includes the HOLDING_ID identifier.

   The URL is added to the JOB_POSTING response message.

5. The SCM Integration Broker receives the JOB_POSTING message and converts it into the HR-XML envelope format, which is all that is needed for the response to the PositionOpening.

6. HCM receives the response XML, extracts the Services Procurement URL, and creates a new browser window that points to the URL.

7. Services Procurement requisition examines the unique identifier and then loads matching data from the holding table into the appropriate fields on the requisition.

8. The user completes the requisition, submits it for approval, and continues on with the fulfillment process within Service Procurement.

Note. You can also sent updates from Recruiting Solutions to Services Procurement to modify or cancel job posting that were sent previously.

Work Order Process

Once the requisition is filled and the related work order is generated, the following steps outline the work order process:

1. The Work Order is Approved, and the Work Order process initiates.

   This process is kicked-off by the service coordinator manually.

2. Message SP_WORK_ORDER is created with current work order data.

   This message is sent asynchronously to the HCM database. The service coordinator sees that the posting is in progress, and continues with work as usual. The Work Order is then marked as Published in HCM.

3. The SCM Integration Broker receives the SP_WORK_ORDER message and converts it into the HR-XML Candidate format.

4. The HCM application receives the Candidate XML message and begins the onboarding process.

   After the onboarding process is complete in HCM side, an asynchronous message is sent to SCM to respond to the Candidate XML.

5. The SCM Integration Broker receives the XML Candidate format message and converts it into the PeopleSoft SP_WORK_ORDER format.

6. Services Procurement code updates the work order to specify that it is acknowledged and processed by HCM.

Viewing Messages

When the user is transferred to the Services Procurement requisition, they see the requisition fields filled with the data from Recruiting Solutions.

The following table lists the mappings of the Position Opening XML from Resource Management to Services Procurement.

The following table lists the mappings from the Service Procurement tables (work order, service provider, and related tables) to the ‘Candidate’ XML message for Recruiting Solutions.