HR to ITSM
Oracle HCM Cloud to Ivanti integration: employees from the Oracle feeds and service requests for joiners and leavers
With an integration between Oracle HCM Cloud and Ivanti Neurons for ITSM, every employee from Oracle is an employee in Ivanti, with department, location and manager, and KoppelHet submits a service request from your Ivanti template for every hire or departure. If a new employee cancels or the start date moves, KoppelHet updates the open request based on Oracle's notifications.
What the integration does
Organisations with Oracle HCM Cloud and Ivanti as service desk often only get new employees into Ivanti through Active Directory or Entra ID, once the account already exists. An onboarding request therefore comes late, and if a candidate drops out at the last moment, the laptop is already prepared.
- HR hires an employee in Oracle, even if the start date is weeks away; Oracle then puts them straight into the newhire feed.
- KoppelHet fetches the worker with the primary assignment and creates or updates the employee in Ivanti.
- Then KoppelHet submits the onboarding request on behalf of that employee, with the UTC offset of their work location.
- For a cancelled work relationship or a changed start date, a note is added to the open request.
- A termination produces an offboarding request; after the end date the employee is set to inactive.
What to watch for with Oracle HCM Cloud and Ivanti
- The Ivanti Neurons connector list contains directory sources such as Active Directory, Entra ID, Okta and OneLogin, but no HR system and no Oracle HCM. Employees therefore only reach Ivanti once their account exists. KoppelHet fetches them directly from Oracle, so the employee is there before IT creates the account.
- Oracle publishes a hire in the newhire feed at the moment HR records it, even with a start date in the future. A service request in Ivanti requires the internal number of an existing employee. KoppelHet therefore creates the employee first and submits the onboarding request right after.
- If a new employee does not show up or a candidate declines the offer, Oracle reports that in a separate feed for cancelled work relationships. KoppelHet adds a note to the open onboarding request in Ivanti and sets the employee to inactive, so the service desk stops preparing.
- A changed start date arrives in Oracle through the feed for work relationship updates. KoppelHet adds the new date as a note on the request and converts it with the UTC offset of the work location, because Ivanti asks for that offset in minutes on every request.
- In Oracle someone can have several assignments, also at different legal employers. Ivanti has one department and one manager per employee. KoppelHet takes those of the primary assignment, and the person number stays the key, even when someone changes employer within the group.
- Ivanti returns at most one hundred records per query. For the first comparison of all Oracle workers with the employees in Ivanti, KoppelHet works in blocks of one hundred; after that KoppelHet only processes what the Oracle feeds report.
- Ivanti's REST API key is static and does not expire. KoppelHet uses its own key in its own group, linked to a role with rights only on employees and service requests, and restricted to the IP address of the KoppelHet platform. In Oracle an integration user with read-only rights does the reading.
This integration is also part of joiner, mover, leaver.
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
Do we need HCM Extracts or a file?
No. KoppelHet reads Oracle's Atom feeds and REST API. No extract or file exchange is needed.
Do contingent workers also get a request?
Oracle also reports contingent workers. We start with employees; external workers can be added later with their own template.
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 Atom feeds at /hcmRestApi/atomservlet/employee/{collection} (newhire, empassignment, empupdate, termination, cancelworkrelship, workrelshipupdate) and the workstructures feeds for departments and locations, then workers with assignments through the HCM REST API. Feeds only for employee, contingent worker and pending worker. Read-only integration user; KoppelHet remembers how far each feed has been read.
- Ivanti through the OData REST API at /api/odata/businessobject/employees (POST, PATCH on the RecID; $top at most 100). Service requests through POST /api/rest/ServiceRequest/new with subscriptionId, strUserId, strCustomerLocation, localOffset and parameters (par-{RecID}); all fields in the example are required, otherwise 400 with ISM_4000. REST API key in the Authorization header (rest_api_key=...), in its own group and restricted by IP address.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle HCM Cloud | Field in Ivanti | Notes |
|---|---|---|
Person number | Personeelsnummer van de employee | Stays the same on a transfer within the group |
Voornaam en achternaam | Voornaam en achternaam | |
Werkadres (work email) | Primair e-mailadres | |
Functie van de primaire assignment | Functie | |
Afdeling van de primaire assignment | Afdeling | |
Locatie van de primaire assignment | Locatie en localOffset | Offset from UTC in minutes per request |
Manager van de primaire assignment | Leidinggevende |
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