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Author's profile photo Sharath T N

Onboarding 2.0 Furnish Equipment integration to External  Application

Onboarding 2.0 Furnish Equipment integration to External  Application

Introduction

As part of the onboarding program, one of the activity is to make sure that new hire has all the equipment that is needed on the first day of work.

Examples of equipment are phones, Laptops, monitors, etc.

Typically the hiring manager or a specific group of people are responsible for ordering the equipment. The task for requesting equipment should be integrated into ticketing or a procurement system for further processing.

Solution Overview

We now have an implementation design principles document to help customers to do this integration

This document provides the equipment requisition process integration for Onboarding 2.0 with any procurement or ticketing system. Onboarding offers the task of creating a request for equipment. Once the request is created, an intelligent service event is triggered. This event could be used for creating a request in the ticketing/procurement application.

Tracking of the status of the request is not part of the onboarding system, It can be tracked in the procurement system. This document describes the possible solutions for this process.

Solution Details

Intelligent Services begin as events that are published in one area of the SAP SuccessFactors HCM Suite. Whenever that event is triggered by the publishing product, those subscribed products automatically receive notification of the event, with information relevant to the change.

Thes solution is based on the Intelligent event “Change of Equipment Request Status” .This event is triggered when the status of the equipment task changes. This is a MDF object and the event is raised when the change of field Equipment request status.

The solution of integrating Onboarding 2.0 with a procurement system can be done via 2 solutions

  • Solution 1: Procurement/Ticketing system subscribes to the intelligent service event
  • Solution 2: Integration center getting triggered based on an intelligent service event
    • 2.1 Creating a file-based output
    • 2.2 Using SOAP/REST Endpoint

If the Procurement system can be connected via REST ( with OAuth) then that will be preferred approach .

Each of these solution have been explained in detail in document in the link below
Onboarding 2.0 Furnish Equipment integration to External Application
The document also has information on the event payload. In addition to the payload to extract more information of the Onboardee,APIs of Onboarding and Employee central can be used.

To know about implementation design principles please read the blog  .

Please give your feedback in comment section.

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      13 Comments
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      Author's profile photo Smita Jalit
      Smita Jalit

      Very informative, Thanks Sharath!

      Author's profile photo Deepak Tandon
      Deepak Tandon

      Hi Sharath,

      Based on your provided solutions. Solution 1 is working fine and Solution 2 is not working.

      Solution 1: Procurement/Ticketing system subscribes to the intelligent service event:

        I created job in CPI and subscribed the CPI job. Its working fine.

      Solution 2: Integration center getting triggered based on an intelligent service event
      • 2.1 Creating a file-based output
      • 2.2 Using SOAP/REST Endpoint

      Its not working. Its giving the below error message in Execution manager.

      EVENT TYPE EVENT TIME EVENT DESCRIPTION ATTRIBUTES
      START 2020-AUG-26 09:49:03 Event started
      END 2020-AUG-26 09:49:04 Event ended
      ERROR 2020-AUG-26 09:49:04 Main Entity Name :ONB2EquipmentActivity, Tags: Onboarding (ONB), Error invoking query API: Invalid property names: ONB2EquipmentActivity/processId. Please check the property name in Admin Center > OData API Data Dictionary or entity metadata. Ensure there were no data model changes that removed this field, and please execute a refresh metadata to ensure the cache is not corrupted.
      ERROR 2020-AUG-26 09:49:04 Invalid property names: ONB2EquipmentActivity/processId. Please check the property name in Admin Center > OData API Data Dictionary or entity metadata. Ensure there were no data model changes that removed this field, and please execute a refresh metadata to ensure the cache is not corrupted.
      START 2020-AUG-26 09:49:18 Event started

       

      Please let me know how to resolve this issue.

      Thanks,

      Deepak

       

      Author's profile photo Sharath T N
      Sharath T N
      Blog Post Author

      Hi Deepak,

      We acknowledge the issue. We will get the issue fixed for the integration center approach. In the mean time you could use the Solution 1.

      I would inform you once the issue is fixed.

      Thanks for reaching out to us.

      Regards,

      Sharath

      Author's profile photo Deepak Tandon
      Deepak Tandon

      Thanks Sharath for the update.

       

      Can you please provide any timeline for fixing this issue.

       

      Thanks,

      Deepak

      Author's profile photo Sharath T N
      Sharath T N
      Blog Post Author

      Hi Deepak,

      Sorry for the delay in my response. This is fixed now . You can run it through integration center.

      Regards,

      Sharath

       

      Author's profile photo Sebastian Valbuena
      Sebastian Valbuena

      Hi Deepak,

      Any scenario for trigger this process from Requisition approval process, it means before to start onboarding process.

      Thank you,

      Author's profile photo Akash Anbasti
      Akash Anbasti

      Hi @Sharath T N,

       

      I hope you are safe and well!

       

      Can we have third party system like ServiceNow integrated with Onboarding 2.0 and receive acknowledgement in Onboarding 2.0 using custom fields. I am not sure if we can have custom fields like ServiceNow ID, status etc while we can create such in ONB 1.0

      Looking forward to hearing from you on the above 🙂

       

      Regards,

      Akash

      Author's profile photo Sharath T N
      Sharath T N
      Blog Post Author

      Hi Akash,

      We can create custom fields but unfortunately the standard UIs for furnishing equipment doe not show them .

       

      REgards,

      Sharath

      Author's profile photo Akash Anbasti
      Akash Anbasti

      Hi Sharath,

      thank you for sincere response!

      If it’s not for Furnish equipment can we create Custom portlet and have integration to third party system to book flight tickets or hotel accommodation and receive the information back from ServiceNow or any other similar system?

      Appreciate your response on the above 🙂

       

      Regards,

      Akash

      Author's profile photo Sharath T N
      Sharath T N
      Blog Post Author

      Hi Akash,

      You can create custom portlets and have 3rd party system to write info back.

      These custom portlets will be visible in the profile only after the new hire is hired in the system

      Regards,

      Sharath

      Author's profile photo Akash Anbasti
      Akash Anbasti

      Hi Sharath,

      Thank you for the solution!

      Appreciate it,

       

      Regards,

      Akash

      Author's profile photo Akash Anbasti
      Akash Anbasti

      @Sharath T N,

       

      I hope you are safe and well!

       

      Can we have third party integration to ServiceNow and receive information like ServiceNow ID, submission status etc.

      I am not sure if we can have custom fields configured in the system like we do in ONB 1.0

      Looking forward to hearing from you on the above,

       

      Regards,

      Akash

      Author's profile photo Akash Anbasti
      Akash Anbasti

      @Sharath T N,

       

      I hope you are safe and well!

       

      Can we have third party integration to ServiceNow and receive information like ServiceNow ID, submission status etc.

      I am not sure if we can have custom fields configured in the system like we do in ONB 1.0

      Looking forward to hearing from you on the above,

       

      Regards,

      Akash