HaHR to ITSM
SuccessFactors to HaloITSM integration: users per location and tickets on the effective date from Employee Central
With an integration between SAP SuccessFactors and HaloITSM, every employee from Employee Central is a user in Halo, on the site of their SuccessFactors location, and every hire, transfer and termination prepares a ticket of the right ticket type. KoppelHet follows Employee Central's effective dates, so a change for next month only shows in Halo on that date, while the ticket arrives earlier.
What the integration does
Organisations that manage their staff in SAP SuccessFactors Employee Central and handle IT requests in HaloITSM often work with outdated data in Halo. Without an integration an employee moving to another location on the first of the month stays on their old site for weeks, and the service desk only hears about a hire through the manager.
- HR records a hire in Employee Central, with a start date in the future.
- KoppelHet sees the new job record and creates the user in Halo on the site of the SuccessFactors location.
- Within the agreed lead time before the start an onboarding ticket follows in the new employee's name, with job and manager.
- On a transfer the ticket for access and workplace arrives straight away; the user moves to the new site on the effective date.
- On a termination an offboarding ticket arrives a week before the last working day. After the end date KoppelHet sets the user to inactive.
What to watch for with SAP SuccessFactors and HaloITSM
- Employee Central stores job data as history with effective dates. KoppelHet puts the record that applies today in Halo, not the last one entered, and only moves an employee to the new site on the effective date. The ticket for the transfer does arrive straight away, so IT can prepare the move.
- SuccessFactors locations have an address, just like sites in Halo. A new location first becomes a site before users are attached to it. Because Halo calculates with a time zone per site, the deadline of a ticket for an employee in another country falls within that country's working day.
- The manager is stored in Employee Central with their user ID, not their person ID. KoppelHet looks up the matching person and sets the head-of-department flag on them in Halo, so approvals reach the new manager after a reorganisation.
- SuccessFactors has a number per person and a number per employment. In Halo KoppelHet uses the person number as key, because creating without a Halo ID always produces a new user; a second employment therefore does not create a second user with separate tickets.
- A group often has companies in many countries in Employee Central, and the initial load can be thousands of users. Halo limits the number of calls per tenant per five minutes. KoppelHet only includes this service desk's companies and spreads the initial load over time.
- A termination is stored in Employee Central as a job record with its own event reason. KoppelHet turns it into an offboarding ticket a week ahead and sets the user to inactive after the end date. We do not delete, because Halo then also removes the related records.
- The integration only reads the data Halo needs in SuccessFactors. Salary, nationality and other personal data stay outside the integration user's permissions.
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
Does the service desk see a transfer before the effective date?
Yes, as a ticket. The user stays on their current site and department until the effective date, so open tickets stay with the right team.
Do you need a SuccessFactors user with admin rights?
No. An integration user with read-only rights on the entities Halo needs is enough.
Do existing employees get a ticket at go-live?
No. The first run puts sites and users right. Tickets only follow from new hires, transfers and terminations.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- SuccessFactors Employee Central is read through the OData API on lastModifiedDateTime, with OAuth and read-only rights. Entities PerPerson (personIdExternal), PerPersonal, PerEmail, EmpEmployment and EmpJob (effective-dated with startDate and seqNumber; department, location, managerId as userId, event reason), plus FODepartment and FOLocation.
- Halo is written through the Halo REST API with an API application (client credentials, token valid for an hour). POST /Users with site_id, department, title, isheadofdept and customfields, after GET /Users with search and includeinactive. POST /Tickets with tickettype_id, user_id, site_id, summary and details. Rate limit 700 calls per 300 seconds per tenant.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SAP SuccessFactors | Field in HaloITSM | Notes |
|---|---|---|
PerPerson.personIdExternal | Eigen veld personeelsnummer (customfields) | Per person, not per employment |
Voornaam en achternaam (PerPersonal) | firstname en surname | |
Zakelijk e-mailadres (PerEmail) | emailaddress | |
Functietitel (EmpJob) | title | |
EmpJob.department | department | |
EmpJob.location | site_id | Through a table from location to site |
EmpJob.managerId | isheadofdept bij de leidinggevende | managerId is a userId and is first translated to the person |
Nieuwe EmpJob-regel bij aanname | Onboardingticket: tickettype_id, user_id, site_id, summary, details | |
EmpJob-regel met event reason voor beëindiging | Offboardingticket, daarna inactive = true |
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