Leave, absence and time
SuccessFactors to UKG Dimensions integration: employees, managers and approved time off from Employee Central in UKG
With an integration between SAP SuccessFactors and UKG Dimensions, every employee from Employee Central appears automatically in UKG, with their job in the business structure, their manager, time zone and pay rule. Time off approved in SuccessFactors arrives in UKG as a paycode edit that replaces scheduled work, and balances per time type are updated in UKG.
What the integration does
Organisations that run HR in SAP SuccessFactors and do scheduling and timekeeping in UKG Dimensions maintain employees, managers and time off in two systems. A new manager cannot approve their team in UKG until someone links them there, and approved time off is not on the timecard.
- HR records a hire or change in Employee Central, with location, job, manager and standard hours.
- KoppelHet creates new managers in UKG first and then the employees who report to them.
- Each employee gets a job in UKG's business structure, a time zone, a pay rule and the licences that fit their role.
- Approved time off from SuccessFactors goes to UKG as a paycode edit, with the amount from that day's schedule.
- Daily, KoppelHet puts the balances per time type from SuccessFactors onto the accrual codes in UKG.
What to watch for with SAP SuccessFactors and UKG Dimensions
- UKG only links an employee to a manager who already exists, or who appears earlier in the same request. On the first load and for a new manager with new team members, KoppelHet therefore puts managers first, so timecard approval sits with the right person from day one.
- In UKG an employee hangs on a path in the business structure that must end in a job that already exists there. Employee Central holds location and job code separately. KoppelHet builds the path from both through a table and reports a combination that does not exist in UKG yet, instead of placing the employee under the wrong job.
- UKG uses an end of time of 1 January 3000 for records without an end. KoppelHet sets a job or employment record without an end date from Employee Central to that date, so UKG neither refuses a record nor lets it expire unintentionally.
- Time off reaches UKG as a paycode edit that replaces scheduled work. UKG can take the amount from the schedule itself, also for the first or second half of a day. KoppelHet lets UKG determine the hours of a full or half day off from the schedule, so a day off does not count eight hours for someone scheduled for six that day.
- SuccessFactors keeps balances on a time account per time type. UKG accepts balance updates per accrual code with an effective date. KoppelHet links each time account to an accrual code and sets the balance with that day's date, so employees see the same balance in UKG when requesting time off as in SuccessFactors.
- UKG uses licences per person to control whether someone is scheduled, records time or books absence. Employee Central has an employee class per employee. KoppelHet derives the licences from that class, so an office employee without timekeeping does not use a licence only scheduled staff need.
- Employee Central can have an employee work in a different country from their company. UKG calculates every timecard in the person's time zone. KoppelHet sets the time zone of the location from Employee Central, so shifts and time off of a colleague in another time zone sit at the right hour.
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 hours from UKG go to SuccessFactors?
Not in this integration. Hours usually go from UKG to payroll per country; that can be added later as an extension.
What happens to cancelled time off?
KoppelHet deletes the paycode edit in UKG, so scheduled work returns to the timecard.
Can employees request time off in UKG?
They can, but then it is not in SuccessFactors. We choose one place; with SuccessFactors as the leading system, that is SuccessFactors.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- SuccessFactors through the OData API v2 with OAuth 2.0 (SAML bearer assertion) on lastModifiedDateTime. Entities PerPersonal, EmpEmployment, EmpJob (location, jobCode, managerId, employeeClass, standardHours) and EmpEmploymentTermination; time off from EmployeeTime (approvalStatus, timeType, startDate, endDate) and balances from EmpTimeAccountBalance.
- To UKG through the UKG Pro Workforce Management API. Persons with POST /v1/commons/persons or /v1/commons/persons/multi_create (managers first), with personNumber, employmentStatusList, primaryLaborAccounts.organizationPath, payRuleName, timeZoneName, supervisorPersonNumber and personLicenseTypes; dates between 1900-01-01 and 3000-01-01.
- Time off through POST /v1/timekeeping/pay_code_edits/import (employee, paycode, applyDate, durationInHours or durationInDays, scheduleAmountType such as FULL_DAY_AMOUNT_FROM_SCHEDULE, FIRST_HALF_DAY_AMOUNT_FROM_SCHEDULE and SECOND_HALF_DAY_AMOUNT_FROM_SCHEDULE). Balances through POST /v1/timekeeping/accruals/updates (employee, accrualCode, amount, amountType, effectiveDate).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SAP SuccessFactors | Field in UKG Dimensions | Notes |
|---|---|---|
userId / personIdExternal | personNumber | |
PerPersonal firstName, lastName | firstName, lastName, fullName | |
EmpJob location en jobCode | primaryLaborAccounts.organizationPath | Through a table; the path must be a job in the UKG business structure |
EmpJob managerId | supervisorPersonNumber | |
Tijdzone van de locatie | timeZoneName | |
EmpJob employeeClass en payGrade | payRuleName en personLicenseTypes | Through a table per country |
EmpJob startDate en einddatum | employmentStatusList met effectiveDate en expirationDate | Open end becomes 3000-01-01 |
EmployeeTime (approvalStatus APPROVED) | Paycode edit met applyDate en scheduleAmountType | |
EmpTimeAccountBalance | Accrual update met accrualCode en effectiveDate |
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