ShLeave, absence and time
Oracle HCM to Shiftbase integration: Oracle assignments as employees and contracts in the schedule
With an integration between Oracle HCM Cloud and Shiftbase, new hires, working hours, department and departures from Oracle reach Shiftbase automatically, with a new contract on every change of the assignment. A hire with a future date is already in the schedule ahead of time, and a cancelled hire is removed again.
What the integration does
Organisations that use Oracle HCM Cloud as their HR system and have sites in the Netherlands schedule in Shiftbase enter new colleagues and hour changes twice. A candidate who drops out at the last moment then stays scheduled for weeks.
- Oracle reports a new hire through the feed, even when it lies in the future.
- KoppelHet fetches the worker with their primary assignment and puts the employee in the right department in Shiftbase, with a contract from the start date.
- A change of hours or department ends the current contract and opens a new contract on the effective date.
- If HR cancels the work relationship before the start, KoppelHet ends the prepared contract.
- On a termination the contract gets the end date, after which Shiftbase makes the employee inactive.
What to watch for with Oracle HCM Cloud and Shiftbase
- Oracle records normal working hours with a frequency, per week or per month. Shiftbase works with contract hours per day. KoppelHet first converts monthly hours to a week and then divides by the number of working days, so someone with 140 hours a month does not appear in the schedule with 28 hours a day.
- Oracle already reports a hire when HR records it with a future date, and has a separate feed when the work relationship is cancelled, for example because someone does not show up. KoppelHet puts the new colleague in Shiftbase immediately and ends the contract on such a cancellation, so no shifts remain for someone who never starts.
- In Shiftbase the contract's department is also the cost centre of the hours. An Oracle assignment has a department that can be named differently per country. KoppelHet records per Oracle department which Shiftbase department belongs to it, so the hours later reach payroll on the right cost centre.
- Oracle also reports changes to the work relationship itself, such as a moved hire date. In Shiftbase the plus-minus balance depends on the contract from the start date. KoppelHet moves the start of the first contract along, so starting a week later does not create minus hours for the week the colleague never had to work.
- An Oracle assignment has a category, such as full-time or temporary, and a field stating whether someone is paid hourly or salaried. In Shiftbase the contract type decides whether someone accrues plus and minus hours. KoppelHet translates the combination into a contract type, so an hourly on-call worker does not accrue minus hours.
- Departments and locations in Shiftbase cannot be deleted, only deactivated, and only once no employees remain in them. If a department disappears in Oracle after a reorganisation, KoppelHet first moves the employees with a new contract and reports the old department to the administrator for deactivation.
- Oracle only sends the feeds for employees, contingent workers and pending workers. You decide whether contingent workers go into Shiftbase; KoppelHet only includes the agreed types.
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
Does leave from Oracle also go to Shiftbase?
Not in the first version. Approved absence from Oracle as absence in Shiftbase can be added later as an extension.
What if someone has two assignments?
KoppelHet takes the primary assignment as the source for the contract. A second assignment in another Dutch department can be added later as an extension.
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 of the employee workspace (newhire, also for a future date; empassignment; workrelshipupdate; termination; cancelworkrelship) at /hcmRestApi/atomservlet/employee/{collection}. Then the workers resource with workRelationships and assignments (NormalHours, Frequency, StandardWorkingHours, StandardFrequency, AssignmentCategory, HourlySalariedCode, DepartmentName, LocationCode, PrimaryAssignmentFlag, ProjectedEndDate). Future rows through the Effective-Of header (RangeMode, RangeStartDate, RangeEndDate).
- Shiftbase through the Shiftbase API (JSON) with an API token from Settings, App center, Public API, for employees, contracts, departments and teams. Endpoint details on developer.shiftbase.com.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle HCM Cloud | Field in Shiftbase | Notes |
|---|---|---|
PersonNumber | Personeelsnummer in Shiftbase | |
names en workEmail | Naam en e-mail (inlog Shiftbase-app) | |
NormalHours + Frequency | Contracturen per dag | Month to week, then divided by working days |
DepartmentName | Contractafdeling (ook kostenplaats) | |
LocationCode | Locatie in Shiftbase | |
AssignmentCategory | Contracttype | |
ProjectedEndDate | Contract tot | |
Feed cancelworkrelship | Klaargezet contract beëindigen |
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