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SAP SuccessFactors to Simplicate integration: employees of the Dutch entity in Simplicate
With an integration between SAP SuccessFactors Employee Central and Simplicate, every employee of the Dutch entity in SuccessFactors appears in Simplicate automatically, with manager, team and a timetable based on the standard hours. Job changes and departures follow the effective date in SuccessFactors, and on departure the administrator is prompted to block the user.
What the integration does
Anyone keeping HR data centrally in SAP SuccessFactors and working with Simplicate for projects and hours in the Netherlands often only hears locally about a new colleague when they walk in on the first day. HR at head office does not know Simplicate.
- HR records a hire in SuccessFactors at the Dutch company, with department, manager and standard hours.
- KoppelHet sees the hire before the start date and prepares the person and employee in Simplicate.
- The employee gets a timetable from the start date; the Simplicate administrator invites them as a user.
- On a change of hours, department or manager KoppelHet updates Simplicate on the effective date.
- On a termination the timetable ends on the last working day and KoppelHet asks the administrator to block the user.
What to watch for with SAP SuccessFactors and Simplicate
- SuccessFactors stores job data as rows with an effective date, and one day can have several rows. KoppelHet takes the last row that applies on the effective date, so a same-day correction does not change the Simplicate timetable twice.
- SuccessFactors has a number per person and a number per employment. KoppelHet uses the person number as the key in Simplicate, so a second employment or an assignment abroad does not create a second employee with separate hours history.
- The manager is in SuccessFactors with their user number, and may work at another company in the group. If that manager is not in Simplicate, KoppelHet picks the next manager in the Netherlands or leaves the field empty, as the customer chooses.
- The group has companies in several countries in SuccessFactors, while Simplicate only runs for the Dutch organisation. KoppelHet only takes the Dutch company, so no licences appear for colleagues in other countries.
- A termination is a job row with a termination reason in SuccessFactors, often weeks ahead. KoppelHet sets the last working day as the end of the Simplicate timetable, so the colleague writes hours up to and including that day and then drops out of the hours calendar.
- SuccessFactors has standard hours per week, Simplicate a timetable per day. KoppelHet spreads the hours by a rule you choose. A move to a new department with the same hours only changes the team, not the timetable.
- The integration account in SuccessFactors may only read the data Simplicate needs. Salary is not part of that; the controller sets the cost rate per employee in Simplicate.
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 HR at head office need to do anything in Simplicate?
No. HR only works in SuccessFactors. In Simplicate the local administrator invites the new colleague as a user.
Does the integration write anything back to SuccessFactors?
No. The integration only reads. Hours and projects stay in Simplicate.
Can more Dutch companies in the group take part?
Yes. If they work in the same Simplicate environment, we extend the filter. That 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.
- SuccessFactors Employee Central is read through the OData API on lastModifiedDateTime, with OAuth and read-only access. Entities PerPerson (personIdExternal), PerPersonal, PerEmail, EmpEmployment and EmpJob (effective-dated with startDate and seqNumber; company, department, managerId as userId and standardHours).
- Simplicate is written through REST API v2 (Authentication-Key and Authentication-Secret headers). First /api/v2/crm/person, then /api/v2/hrm/employee with person_id, supervisor, status and custom_fields, and /api/v2/hrm/timetable with even_week, start_date and end_date.
- In Simplicate API v2 teams are read-only and there is no endpoint for users. Simplicate promises at least 60 requests per minute; above that HTTP 429.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SAP SuccessFactors | Field in Simplicate | Notes |
|---|---|---|
personIdExternal | Eigen veld bij de medewerker (custom_fields) | Person number, not the number per employment |
PerPersonal firstName, lastName | first_name, family_name_prefix, family_name (persoon) | |
PerEmail (zakelijk) | email (persoon) en werkadres | |
EmpJob managerId | supervisor (medewerker) | Looked up through the manager's userId |
EmpJob department | teams (persoon) | Through a lookup to existing Simplicate teams |
EmpJob standardHours | even_week day_1 … day_7 (rooster) | Spread over the working days by an agreed rule |
EmpJob startDate | start_date (rooster) | |
Einddatum bij een beëindiging | end_date (rooster) | |
EmpJob company | Wel of niet naar Simplicate | Dutch company only |
Related
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Carerix to SAP SuccessFactors integration: successful placement as a new employee in Employee Central
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Greenhouse to SAP SuccessFactors integration: a hire as a new employee in Employee Central