HR to ERP
Oracle HCM to Dynamics 365 integration: Oracle workers and assignments as employees in Dynamics
With an integration between Oracle HCM Cloud and Microsoft Dynamics 365, every employee from Oracle automatically becomes an employee in Dynamics 365, in the company of their employer and with the department as a dimension. Contingent workers and hires that are not yet final are handled separately, and a termination in Oracle closes the employee in Dynamics on the last working day.
What the integration does
Organisations that use Oracle HCM Cloud for HR in several countries and have some entities book in Dynamics 365 Business Central often only create employees in Business Central when someone reports they cannot book. Contractors are then not in it at all.
- HR records a new hire, assignment change or termination in Oracle.
- Oracle reports the change in a feed; KoppelHet fetches the worker with employer, assignment and department.
- Only workers of an employer with a Dynamics company go through. Final employees become an employee, contingent workers only a resource for hours.
- KoppelHet sets the department as a dimension and the manager as time sheet approver.
- On termination the employee gets the end date and the status terminated in Dynamics.
What to watch for with Oracle HCM Cloud and Microsoft Dynamics 365
- In Oracle a person has a separate work relationship per legal employer. That matches Dynamics, where each legal entity is its own company. KoppelHet uses the employer on the work relationship to choose the company, not the worker's country.
- Oracle also reports new contingent workers and pending hires. Dynamics 365 Finance has workers of type employee and contractor; contingent workers become contractors there. KoppelHet only passes on a pending hire once it is final in Oracle.
- An employee in Oracle can have several assignments, each with its own department. A Business Central employee has one default value per dimension. KoppelHet takes the department of the primary assignment.
- Departments in Oracle are organisations with a name and an ID. In Dynamics a department is a dimension value with a short code that cannot be created through the Business Central API. At the start we record the Dynamics code per Oracle department; a new department in Oracle becomes a notice for finance.
- Besides active and terminated, Business Central also has the status inactive. KoppelHet uses it for an employee on long unpaid leave in Oracle, so they do not appear in selection lists but return without a new card.
- For the initial load and the weekly comparison KoppelHet reads all workers of the relevant employers in one bulk export from Oracle and compares them with the employees in Dynamics. That way an employee created by hand in Dynamics stands out.
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 not use Oracle Fusion ERP for these entities?
That is finance's choice, not the integration's. As long as accounting runs in Dynamics, KoppelHet keeps the employees there in line with Oracle HCM.
Do contingent workers get an employee card in Business Central?
No, only a resource, so they can book hours. Business Central lets time sheets work for resources that are not employees.
What permissions does the integration need in Oracle?
An integration user with read-only access to the feeds and workers. Salary data is not needed for Dynamics and stays outside the role.
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, assignment changes, termination) and the workers REST resource with child resources workRelationships, assignments and names; Oracle recommends workers over the older emps resource. Feeds also fire for contingent and pending workers. Initial load and comparison through an HCM Extract.
- Business Central through API v2.0 per company - employees (status Active, Inactive or Terminated, terminationDate) and defaultDimensions with parentType Employee; dimensionValues GET only. Dynamics 365 Finance through the entities Worker (employee or contractor) and Employment per company.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle HCM Cloud | Field in Microsoft Dynamics 365 | Notes |
|---|---|---|
PersonNumber | number | |
names (FirstName, LastName) | givenName, surname | |
workRelationships.LegalEmployerName | Company | Through a table per legal employer |
assignments.DepartmentName | defaultDimensions (afdeling) | |
assignments.JobName | jobTitle | |
workRelationships.StartDate | employmentDate | |
workRelationships.TerminationDate | terminationDate en status Terminated | |
assignments.ManagerId | Time Sheet Approver User ID | Through the manager's Dynamics user |
WorkerType | Employee of alleen resource | Contingent workers do not become an employee |
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