Leave, absence and time
Oracle HCM to UKG Dimensions integration: workers, managers and approved absences from Oracle in UKG
With an integration between Oracle HCM Cloud and UKG Dimensions, every worker from Oracle appears automatically in UKG, with their job, manager, pay rule and licenses. Absence approved in Oracle arrives in UKG as a paycode edit on the right days, and a withdrawn absence disappears there again.
What the integration does
Organisations that use Oracle HCM Cloud as their HR system and schedule crews or stores in UKG Dimensions maintain the organisation in UKG by hand. Planners only see absence from Oracle when someone does not show up.
- HR records a hire in Oracle, even when it only takes effect in a few weeks.
- KoppelHet creates the person in UKG with a status that starts on the start date, with job path, pay rule and manager.
- A change of assignment or manager in Oracle is set in UKG with its effective date.
- Approved absence becomes a paycode edit per day in UKG; a withdrawn absence is removed again.
- On a termination or a cancelled work relationship, KoppelHet ends the status in UKG.
What to watch for with Oracle HCM Cloud and UKG Dimensions
- Oracle already puts a hire with a future date in the newhire feed. UKG records a person's status with an effective date. KoppelHet therefore creates the person straight away with an active status from the start date, so the planner can fill the first shifts as soon as HR has recorded the starter.
- A new or changed manager arrives in Oracle through the assignment feed. UKG rejects a manager who is not there yet, unless they appear earlier in the same request. KoppelHet processes the managers first in every run and their teams after that.
- Oracle only publishes feeds for employees, contingent workers and pending workers. KoppelHet uses that worker type to choose the UKG licenses. A contingent worker who only records hours then gets no absence license, and a pending worker only gets licenses from their start date.
- Oracle reports a cancelled work relationship separately, also when an offer was renegotiated with different terms. That person may already be in the UKG schedule. KoppelHet ends the status as of the original start date and processes a new work relationship with the new terms as a separate start.
- Oracle records its own duration for the first and the last day of an absence, which can differ from the schedule. UKG can also take the amount from the schedule itself. KoppelHet lets UKG determine a full day from the schedule, but sends the hours from Oracle when the first or last day is shorter.
- An absence in Oracle keeps its number when the employee withdraws it; the status then becomes withdrawn. UKG creates a paycode edit per day. KoppelHet keeps which paycode edits belong to which Oracle number and removes all of them on a withdrawal, even when the absence spanned several weeks.
- Oracle records per assignment whether someone is paid hourly or salaried, and under which legal employer. In UKG the pay rule decides how a timecard is calculated. KoppelHet chooses the pay rule from those two values, so an hourly worker at another employer does not fall under the rule for salaried staff.
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 stop using Oracle Time and Labor when UKG handles the hours?
That is up to you. This integration fills UKG with workers and absences. Hours from UKG back to Oracle can be added later as an extension.
What if an Oracle absence type has no paycode in UKG?
Then KoppelHet does not enter the absence and an alert shows the type. HR links a paycode or confirms the type is not needed in scheduling.
Can workers request leave in UKG?
They can, but then it is not in Oracle. We choose one place for leave; with Oracle as the leading system, that is 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 Atom feeds in the employee workspace (newhire also for future-dated hires and rehires, empassignment also on a manager change, termination, cancelworkrelship, workrelshipupdate) at /hcmRestApi/atomservlet/employee/{collection}. Details through the workers resource with workRelationships and assignments (LocationCode, JobCode, HourlySalariedCode, AssignmentCategory, PrimaryAssignmentFlag).
- Absences through GET /hcmRestApi/resources/11.13.18.05/absences with q on lastUpdateDate and the fields personNumber, absenceType, startDate, endDate, startDateDuration, endDateDuration, unitOfMeasure, absenceStatusCd, approvalStatusCd and personAbsenceEntryId.
- To UKG through the UKG Pro Workforce Management API: POST /v1/commons/persons or /multi_create (personNumber, employmentStatusList with effectiveDate, primaryLaborAccounts.organizationPath, payRuleName, supervisorPersonNumber, personLicenseTypes). Absences through POST /v1/timekeeping/pay_code_edits/import with paycode, applyDate and durationInHours or scheduleAmountType FULL_DAY_AMOUNT_FROM_SCHEDULE.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle HCM Cloud | Field in UKG Dimensions | Notes |
|---|---|---|
PersonNumber | personNumber | |
DisplayName / names | person (firstName, lastName) | |
LocationCode en JobCode (assignment) | primaryLaborAccounts.organizationPath | Through a table to a job that exists in UKG |
Manager van de toewijzing | supervisorPersonNumber | |
HourlySalariedCode en LegalEmployerName | payRuleName | |
WorkerType en AssignmentCategory | personLicenseTypes | |
absences (goedgekeurd), absenceType | Paycode edit met paycode per afwezigheidstype | |
startDateDuration / endDateDuration | durationInHours of scheduleAmountType |
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