7.4 HRIS Synchronization and Sync Mappings

7.4 HRIS Synchronization and Sync Mappings

Quick Answer: HRIS synchronization is a one-way copy of Employee Central data into the user data tables and the Employee Profile. Talent modules such as Performance, Goals, Compensation, and Recruiting read those tables. Some field mappings are hard-coded, and you add custom mappings in the Succession Data Model or in BCUI's HRIS Sync Mappings. Sync happens automatically after UI saves and imports, and through Sync HRIS Data jobs.

Why HRIS Sync Exists

Employee Central is the core HR system and holds the most accurate, foundation-linked employee data. The Employee Profile is the platform for talent activities and needs a "mini-master" of core employee data to run them. Several areas still store data in legacy user tables. HRIS sync populates those tables with EC data, so employee data is accurate across the suite.

• Without EC, talent processes rely on data imported with the User Data File (Section 4.4). That data feeds the standard Org Chart, dashboard and report filters, and the route maps for Performance and Compensation.
• With EC, some talent modules still refer to the user data, but HRIS sync fills it automatically, so nobody uploads it manually.

Warning: to avoid inconsistencies between EC and the legacy tables, do not use the Basic Import or the UDF to update legacy tables directly. Changes from the UI or a scheduled UDF import can overwrite data coming from EC.

When HRIS Sync Is Triggered

• Changes saved in the UI: sync starts automatically at the end of the update for current and past-dated records.
• Imports of employee data.
• Scheduled HRIS sync jobs, which periodically find EC changes and update the legacy tables. The automatic UI sync covers current and past-dated records, and SAP says the sync job itself should be configured to run on a schedule.

Jobs can be one-time or recurring and incremental or full.

Hard-Coded Sync Mappings

Some EC fields are synced to standard elements by default, based on hard-coded rules. You must not configure these in the Succession Data Model, because doing so can cause undesired results. The system also prevents duplicate mappings in the sync-mappings section, and BCUI validates against mapping hard-coded fields. Examples:

The complete list is in Implementing Employee Central Core.

Custom Sync Mappings

Custom mappings connect other EC fields, standard or custom, to standard elements, userInfo elements, or userInfo record key elements. HRIS sync considers these mappings when propagating EC data to the other products. For example, you can map Employment Details: Eligible for Stock to the standard element Customizable Field 9.

In the Succession Data Model XML

Custom mappings go in a separate hris-sync-mappings section:

1. identify the EC block with hris-element-ref refid="jobInfo"
2. identify the EC field with hris-field-ref refid="business-unit"
3. identify the Employee Profile field with standard-element-ref refid="custom01"
4. update the XML and upload it to Provisioning

<hris-sync-mappings>
  <hris-element-ref refid="jobInfo">
    <hris-mapping>
      <hris-field-ref refid="business-unit"/>
      <standard-element-ref refid="custom01"/>
    </hris-mapping>
  </hris-element-ref>
</hris-sync-mappings>

Several hris-mapping sets can go inside one hris-element-ref, and several hris-element-ref sets inside hris-sync-mappings. The attribute entity-type is mandatory for mappings of address, email, phone, and global info, because it specifies which type (for example a business or personal e-mail). Check the external codes in the Picklist Center.

In BCUI

Go to Manage Business Configuration > HRIS Sync Mappings, choose +, select the HRIS Element ID, the Field ID, the Target Field Type, the Target Field ID, and the Entity Type where applicable, then save. All mappings appear on one screen, and a mapping also shows in the details of the mapped field. You can create a mapping in either place.

Worked Example: Standard Hours for Talent Reports

ACE wants Standard Weekly Hours to be reportable in Employee Profile reports:

1. BCUI > Employee Profile > Standard > custom07: set the label, default label, and translations to Standard Hours.
2. BCUI > HRIS Sync Mappings > +: HRIS Element Job Information, Field Standard Weekly Hours, Target Field Type Standard Field, Target Field Standard Hours (custom07).
3. Configure Latest People Profile > Talent Profile > Edit Employee Information > Content Configuration: add Standard Hours.
4. Test real-time sync by inserting a Job Information record effective today (event Data Change) with new standard hours, then refresh the profile. The talent value matches.

Running HRIS Sync Jobs

HRIS sync jobs are created in Provisioning or in Scheduled Job Manager. THR81's recovery scenario: an intern uploaded the wrong Basic Import (UDF), so talent data no longer matches EC. The fix is a one-time job:

Submit it, choose Run it Now on the Job Scheduler tab, and watch the Job Monitor. Completion depends on the queue.