People HR Integration
SWFPeople HR Integration Service
Overview
Outbound integration between SWF and People HR consists of fetching subset of
employee records, approved absence details, approved holiday details, other
event’s details, maternity/paternity details, and writing back, adding and
updating Lateness, other events and timesheets.
From
To
Employees
People HR
SWF
Departments
People HR
SWF
Locations
People HR
SWF
Absences
People HR
SWF
Holiday
People HR
SWF
Maternity/paternity
People HR
SWF
Other Event Absences
People HR
SWF
Swipes
SWF
People HR
T&A Exceptions
SWF
People HR
Leave Reason
People HR
SWF
Employee Custom Fields
People HR
SWF
Absence Request
People HR
SWF
Data exchange
Inbound Integration
Outbound Integration
Employ Details
Fetching Employee details, such as employee id, first name, last name, department name, location, start date, status, job title, leave date and leave reason
The Employee Number field is treated as the unique identifier between the two systems. During synchronization, the service downloads the list of employees from the PeopleHR API. Employees with employee numbers not found in SWF are considered new, and new SWF employees will be created for them. Employees whose employee codes match existing SWF employees are considered already existing, and their fields will be updated.
Note: The department field is required for an employee in SWF. PeopleHR employees with an empty department field will not be imported.
Integration service is going to get Employee Details from POST /Employee endpoint with action "GetAllEmployeeDetail". Service is going to import data to multiple tables, such as Employees, Departments, Locations, EmployeeCustomFields and LeaveReasons.
Mapping between
systems fields:
People HR
SWF (Employee)
EmployeeId
Code (Unique Identifier)*
Badge (autogenerated)
FirstName
First Name
LastName
Last Name
StartDate
Start Date
IsActive
Active
LeaveDate
Leave Date
* Sometimes referred as Employee Code
If received employee has Location, and Department with this name is absent then service will create Department with the name of Location and this is going to be a parent department
People HR
SWF (Department)
Location
Name
If received employee
has Department, and Department with this name is absent then service will create Department
with the name of Department assigned to received employee
People HR
SWF (Department)
Department
Name
If received employee has ReasonForLeaving then integration service creates LeaveReason with the name of ReasonForLeaving
People HR
SWF (LeaveReason)
ReasonForLeaving
Name
If received employee has "JobRole" and Employee Custom
Fields contains a Custom Field with name "Job Title" then service
creates Employee Custom
Fields with the value of JobRole
People HR
SWF (Employee Custom Fields)
JobRole
Value
Absence Details
Fetching Absences details, such as employee id, start date, end date, part of the day of the absence, status and reason
Service is going to get Absence Details from POST /Absence endpoint with action "GetAbsenceDetail". Service is going to map data to AbsenceRequests to put absences for Clockings.
The service searches for approved absences in the PeopleHR system within the date interval configured in the synchronization settings (set as today minus x days).
Service is going to get absence first by absence name, which is in this case Reason within the Absence Details
People HR
SWF (Absence)
Reason
Name
Then service will add AbsenceRequest using this absence
and other fields from
GetAbsenceDetail
People HR
SWF (Absence)
StartDate
Start Date
EndDate
End Date
PartOfDay
Absence Period
Holiday Details
Fetching Holidays details, such as employee id, start date, end date, part of the day, status
The integration service is going to get Absence Details from POST /Holiday endpoint with action "GetHolidayDetail". Service is going to map data to AbsenceRequests then to put absences for Clockings.
Service is going to use Absence
named "Holiday" and the rest of the mapping is going to be the same as Absence
Details
People HR
SWF (Absence)
StartDate
Start Date
EndDate
End Date
People HR
SWF (Absence)
PartOfDay
Absence Period
Other Events
Fetching Other events details, such as id of the event, start date, end date, start time, end time, reason, status, duration in days
Service is going to get Absence Details from POST /OtherEvent endpoint with action "getothereventdetail". Service is going to map data to AbsenceRequests and put absences for Clockings.
Other events don't have AM or PM for part of the day
There is only start time and end time, we should identify if it is Morning or Afternoon absence on our own
It was agreed earlier that if Other Events starts within 2 hours of expected start time of the day - it is morning duration
Service is going to get absence
first by absence
name, which is in this case
Reason within the Other Events
People HR
SWF (Absence)
StartDate
Start Date
EndDate
End Date
Maternity / Paternity Details
Fetching Maternity/Paternity details, such as employee Id, start date and end date Service is going to get Maternity/Paternity Details from POST /MaternityPaternity endpoint with action "GetMaternityPaternityByEmployeeId". Service is going to map data to AbsenceRequests then to put absences for Clockings.
Service is going to use Absence named "Maternity / Paternity" and the rest of the mapping is going to be the same as Absence Details but absence is going to be for the Whole day
People HR
SWF (Absence)
StartDate
Start Date
EndDate
End Date
Deleted Holiday Details
Fetching
deleted Holiday details, such as employee Id, start date, end date and part of
the day. Must be a custom query on People HR exposed over api Service is going to get Deleted
Holiday Details from POST /Query
endpoint with action "GetQueryResultByQueryName" and query name "CS - Deleted Holidays". Service is going to map
data to AbsenceRequests then to
remove absences for Clockings.
People HR
SWF (Absence)
StartDate
Start Date
EndDate
End Date
Part of the Day
Period
Lateness
Sending Lateness data, such as employee id, late date, how late and comments. Sent As Other Events with type lateness
First will get lateness for period for employee with POST /Late and action "GetLateByEmployeeId"
If exists on
server - update, if not - create new Lateness
If update - will use action "UpdateLate" with POST /Late If create - will use action "AddNewLate" with POST /Late
SWF
People HR
Date
LateDate
Employee Code
EmployeeId
Lateness Minutes
HowLate
Timesheet
Sending Timesheets data, such as employee id, Timesheet date, first “in” swipe time, first “out” swipe time… till sixth “in” swipe time, sixth “out” swipe time, and comments.
Firstly, service will get swipes for period, if exists on server - update, if not - create. Getting data from PeopleHR by using action "GetTimesheetDetail" with POST
/Timesheet
If update - will use action "UpdateTimesheet" with POST /Timesheet
If create - will use action "CreateNewTimesheet" with POST /Timesheet
SWF
People HR
Employee Code
EmployeeId
Date
TimesheetDate
In1
TimeIn1
Out1
TimeOut1
In2
TimeIn2
Out2
TimeOut2
In3
TimeIn3
Out3
TimeOut3
In4
TimeIn4
Out4
TimeOut4
In5
TimeIn5
Out5
TimeOut5
In6
TimeIn6
Out6
TimeOut6
note
Comments
No Swipes
Sending no swipes as OtherEvent by using POST /OtherEvent. First it's going to get OtherEvents using POST /OtherEvent and action "getothereventdetail" to get all OtherEvents between two dates and for one employee. If exists on server, service is going to update it, if not - create. If exists in people hr and not in TLW - delete.
If update - will
use action "updateothereventleave" with POST /OtherEvent
SWF
People HR
Date
StartDate, EndDate
Employee Code
EmployeeId
1
DurationType
"No swipe"
Other Event Reason
SWF
People HR
1
DurationInDays
OtherEventId
Id
If create - will
use action "addothereventleave" with POST /OtherEvent
SWF
People HR
Date
StartDate, EndDate
Employee Code
EmployeeId
1
DurationType
"No swipe"
Other Event Reason
1
DurationInDays
if delete - will use action "DeleteOtherEvent" with POST /OtherEvent and will pass OtherEvent Id and employee Id
Configuration
See document attached - the configuration settings listed at the bottom of the document.