HR to ERP
Oracle HCM to Exact Online integration: a worklist for the Dutch division, fed by the Oracle feeds
With an integration between Oracle HCM Cloud and Exact Online, the administrator of the Dutch Exact division sees every hire, transfer and departure at the Dutch legal employer in Oracle on a worklist, well before the effective date. Exact Online only lets an integration read employees, so KoppelHet does not create them itself, but checks daily whether Exact matches Oracle and removes a line from the list as soon as it does.
What the integration does
Organisations that manage workers in Oracle HCM Cloud and keep the Dutch books in Exact Online often hear about new colleagues through a loose email. New employees then cannot book hours on day one, and a candidate who pulls out at the last moment is sometimes already in Exact.
- HR records a hire in Oracle at the Dutch legal employer, often weeks before the start date.
- KoppelHet sees the hire in the Oracle feed and puts it on the worklist with name, start date, department and manager.
- The administrator creates the employee in Exact. At the next comparison KoppelHet removes the line from the list.
- If the work relationship is cancelled in Oracle, the hire disappears from the list, or the administrator gets a line to end the employee in Exact.
- On a termination the employee stays on the list until Exact has the same end date as Oracle.
What to watch for with Oracle HCM Cloud and Exact Online
- In Oracle a person has a separate work relationship per legal employer. KoppelHet picks the Exact division based on that employer, and leaves work relationships at employers outside the Netherlands off the worklist, even if the person lives in the Netherlands.
- Oracle already reports a new hire when it is recorded with a future date. Exact Online only lets an integration read employees. KoppelHet therefore puts the hire on the worklist straight away, so the administrator adds the employee to Exact before they book their first hours.
- Oracle has a separate notification for a cancelled work relationship, for example when a candidate declines the offer or does not show up on the start date. KoppelHet removes such a hire from the worklist; if the employee is already in Exact, a line is added to end them there.
- A global transfer to or from the Dutch employer is a new work relationship in Oracle. For Exact that is a new or departing employee. KoppelHet puts both sides on the worklist, with the transfer date, so hours up to that day fall in the right division.
- Oracle also reports changes to sensitive personal data, such as national identifier, passport and citizenship. Exact does not need these for hours and projects. On such a notification KoppelHet only reads name and work email and puts no personal data on the worklist.
- Oracle also reports pending hires and new contingent workers. A pending hire only goes on the worklist once it is final in Oracle. Contingent workers only go on it if they book hours in Exact, which we agree per customer.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Why does KoppelHet not create the employee in Exact Online itself?
Exact Online documents employees in its REST API as read-only. The worklist prepares everything, and the daily comparison shows whether Exact matches Oracle.
Do cost centres also go from Oracle to Exact?
Not in the first version. Cost centres can be created through the Exact API; that can come later as an extension if Oracle is the source.
Where is the worklist?
In the KoppelHet platform, per division. A line disappears by itself once Exact matches Oracle.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Oracle HCM Cloud through the employee Atom feeds (newhire, empassignment, empupdate, termination, cancelworkrelship and workrelshipupdate under /hcmRestApi/atomservlet/employee/) and the workers REST resource with workRelationships, assignments and names. Feeds fire for employees, contingent workers and pending workers.
- Exact Online through the REST API with OAuth, per division. payroll/Employees, payroll/EmploymentOrganizations and hrm/Departments are read-only; Manager on Employees refers to a user in the same division. The Employees resource requires the Payroll, Time & Billing or Professional Services package.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle HCM Cloud | Field in Exact Online | Notes |
|---|---|---|
LegalEmployerName (arbeidsrelatie) | Division | Fixed table; other employers stay outside the integration |
PersonNumber | Employees.Code | Key for the comparison; the administrator enters it in Exact |
names (FirstName, LastName) | Employees (naam, vergelijking) | |
DepartmentName (primaire assignment) | Departments.Code | Through a lookup table; compare only |
ManagerId | Employees.Manager | Only if they are an Exact user in the same division |
StartDate en TerminationDate (arbeidsrelatie) | Employees.StartDate en EndDate (vergelijking) |
Related
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