vPLeave, absence and time
SAP SuccessFactors to vPlan integration: employees as resources with workdays, approved time off as deviation
With an integration between SAP SuccessFactors and vPlan, employees from Employee Central become resources in vPlan, with their working hours per weekday and their start and end date, and time off approved in SuccessFactors appears as a deviation in their schedule. The planner then sees who is available without looking in SuccessFactors.
What the integration does
Organisations that use SuccessFactors as their HR system and plan projects, technicians or production in vPlan add new colleagues and their working days to vPlan by hand. The planner only sees time off approved in SuccessFactors when someone is not there.
- Every hour KoppelHet reads the changed persons, employments and job rows from SuccessFactors, including rows with a later effective date.
- Only employees of the agreed companies and locations become resources in vPlan, with the SuccessFactors user as external reference.
- The weekly hours and working days from job information set the resource's hours per weekday.
- Approved time off goes to vPlan as a deviation of type leave; KoppelHet removes rejected or cancelled time off again.
- On a termination the resource gets an end date.
What to watch for with SAP SuccessFactors and vPlan
- In SuccessFactors the standard weekly hours and the number of working days per week are in job information, and SAP warns when they do not match the employee's work schedule. vPlan wants hours per weekday. KoppelHet spreads the weekly hours over the working days from job information, so someone with 32 hours over four days has zero hours on Friday.
- A vPlan resource can manage its own schedule or leave the schedule to an integration. KoppelHet sets that choice to the integration, so the planner does not accidentally overwrite the working days and an hours change in SuccessFactors always comes through.
- A plain query to SuccessFactors only returns the row of an effective-dated entity that is valid today; future rows only come with a date range. KoppelHet requests that range, so a new colleague is already a resource in vPlan when the planner plans weeks ahead.
- Time off in SuccessFactors has an approval status, and a previously approved request can later be rejected or cancelled. vPlan holds leave as a deviation with its own external reference. KoppelHet gives each deviation the code of the time off request, so a cancelled request removes exactly that deviation.
- A leave deviation in vPlan takes minutes per day, and can skip non-workdays. Half a day of time off in SuccessFactors thus becomes a deviation with half the hours of that day, and a week of holiday only counts the employee's working days.
- An external reference must be unique in vPlan, also relative to archived resources. The SuccessFactors userId stays the same when someone returns. KoppelHet therefore restores a returning colleague from the archive and gives them a new start date, instead of creating a second resource.
- SuccessFactors often holds all countries of a group, vPlan only the departments that plan in it. KoppelHet filters on company and location from job information, so office staff and colleagues abroad do not appear as resources on the planning board.
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 planner see why someone is away?
Only that it is time off and how many hours. The type of time off and the reason stay in SuccessFactors.
Do planned hours from vPlan go back to SuccessFactors?
No. Hours from vPlan to SuccessFactors or to payroll 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 through the OData API v2 with OAuth 2.0 (SAML bearer assertion), on lastModifiedDateTime. PerPersonal, EmpEmployment, EmpJob (company, location, standard weekly hours and working days per week) and EmpEmploymentTermination, with fromDate and toDate for future rows. Time off from EmployeeTime (approvalStatus, timeType, startDate, endDate).
- vPlan through the vPlan API (https://api.vplan.com/v1). POST /resource (type employee, name, start_date, end_date, workdays with keys 1 to 7 and hours 0 to 24, integration_schedule true); external_ref unique per object type, a duplicate returns 422. Time off through POST /resource/{resource_id}/schedule_deviation/ (type leave, start_date, end_date, time_per_day in minutes, skip_non_workday, external_ref).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SAP SuccessFactors | Field in vPlan | Notes |
|---|---|---|
userId | external_ref | Unique, also alongside archived resources |
PerPersonal firstName + lastName | name | |
EmpEmployment startDate | start_date | |
Standard Weekly Hours en Working Days per Week (EmpJob) | workdays (uren per weekdag 1-7) | |
EmpEmploymentTermination endDate | end_date | |
EmployeeTime met approvalStatus APPROVED | schedule_deviation type leave (start_date, end_date, time_per_day) | |
EmployeeTime REJECTED of CANCELLED | Afwijking verwijderen | |
EmployeeTime externalCode | external_ref van de afwijking |
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