Payroll integration
Oracle HCM to YouForce integration: new hires and contract changes ready for HR
With an integration between Oracle HCM Cloud and Visma Raet YouForce, every new Dutch hire and every contract change from Oracle automatically starts as a request in YouForce, which Dutch payroll only needs to review and complete. Allowances go straight to the payroll run, and a departure reaches payroll as a task.
What the integration does
Organisations with Oracle HCM Cloud as HR system for all countries and a Dutch entity that runs payroll in Visma Raet YouForce enter every new employee in YouForce by hand from an export from Oracle. With changes in hours payroll is always a period behind, because nobody tells them Oracle has already been updated.
- HR abroad enters a new Dutch employee in Oracle.
- KoppelHet checks whether the person is already known in YouForce. If so, it becomes a new contract; if not, a new hire.
- A request is ready in YouForce. Dutch payroll adds scale and step and completes it.
- A later change in hours in Oracle becomes a contract adjustment in YouForce; allowances go to the payroll run as pay components.
- A departure in Oracle reaches payroll as a task with the last working day, which payroll handles in YouForce.
What to watch for with Oracle HCM Cloud and Visma Raet YouForce
- YouForce does not let another system change an employment directly. Every new hire and contract change therefore starts a request that HR completes in YouForce.
- For a rehire Oracle creates a new employment, but YouForce already knows the person. KoppelHet first checks for an employee number and then starts a contract on the existing person, instead of a second person.
- KoppelHet stores the Oracle person number in an extra field on the person in YouForce. Every later change from Oracle then finds the right person, even when the numbers differ.
- Allowances and one-off payments go straight to the payroll run outside the request, because YouForce does accept these from outside.
- A departure cannot be entered in YouForce automatically. KoppelHet turns it into a task with the last working day, which payroll handles in YouForce.
- Job levels in Oracle are usually set up globally and do not fit Dutch collective agreement scales. KoppelHet supplies the job; HR picks scale and step in YouForce.
- Oracle also reports hires that are not yet final. KoppelHet only starts a request in YouForce once the person is actually hired, so an offer that falls through leaves no request behind.
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
Is a new hire in YouForce straight away?
No. The integration queues a request and HR in the Netherlands completes it. That keeps collective agreement grading and the Dutch checks with payroll.
What happens if HR rejects a request in YouForce?
The status shows up in the KoppelHet platform, alongside the change from Oracle. HR corrects Oracle or queues the change again.
What do we need to allow in YouForce?
That the integration may start requests, supply pay components and, if the Oracle number is stored, fill an extra field. Nothing more.
Does this also work for Dutch payroll other than YouForce?
Yes. We also connect Oracle HCM Cloud with AFAS Profit and Nmbrs; there a change lands in payroll directly.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Oracle HCM Cloud is read through the employee Atom feeds (newhire, empassignment, payupdate, termination) and the workers REST resources. Feeds also fire for pending workers; filter on worker type employee.
- YouForce through the Recruitment API (endpoints for hires, contracts through persons/{PersonId}/contracts and contract adjustments), each starting a workflow in HR Core Self Service; the Recruitment API has no writable termination endpoint.
- Pay components through the writable Enterprise API endpoint; Oracle number in an extension field through the Extensions API. The customer grants the scopes for self-service workflows, pay components and extensions.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle HCM Cloud | Field in Visma Raet YouForce | Notes |
|---|---|---|
PersonNumber | Extensieveld op de persoon in YouForce | So every later change finds the right person |
FirstName en LastName | Voornaam, voorvoegsel en achternaam | |
NationalIdentifierNumber | BSN | |
DateOfBirth | Geboortedatum | |
StartDate (work relationship) | Datum in dienst | |
DepartmentName | Organisatie-eenheid | Through a lookup to the YouForce code |
JobCode | Functie | Through a lookup table |
NormalHours en Frequency | Uren per week | |
Element entry | Looncomponent (Enterprise API) | Agree per element which YouForce component it becomes |
Related
Ashby → Oracle HCM Cloud
Ashby to Oracle HCM integration: an accepted offer on an opening becomes a pending worker
Bullhorn → Oracle HCM Cloud
Bullhorn to Oracle HCM integration: an approved placement of an employee becomes a pending worker
Carerix → Oracle HCM Cloud
Carerix to Oracle HCM integration: successful placement as a pending worker in Oracle HCM Cloud
Greenhouse → Oracle HCM Cloud
Greenhouse to Oracle HCM integration: accepted offer as a pending worker in Oracle HCM Cloud