Oracle HCM cloud to OFS Integrations to Integrate Employees/Resources/Users

This blog post provides an overview of the key integration components between Oracle HCM Cloud and Oracle Field Service Cloud (OFSC). Oracle delivers this integration as a prebuilt recipe in Oracle Integration Cloud (OIC); however, in real-world implementations, it typically requires customization to meet specific customer requirements.

The integration is organized into multiple functional flows, each addressing a distinct business scenario, including:

       ·         New Hire processing
·         Employee updates
·         Employee termination
·         One-time HCM employee extract for initial data load
·         Scheduled HCM extracts for employee work schedules
·         Event-driven flows to create or update data in OFSC

The core capabilities of this integration include:

• Creating a resource in Oracle Field Service when a new employee is created in Oracle HCM Cloud
  
• Updating resource details in Oracle Field Service when employee information is updated in Oracle HCM Cloud
  
• Suspending a resource in Oracle Field Service when an employee is terminated in Oracle HCM Cloud

In addition, the solution supports supplementary processes such as:

• One-time bulk load of technician-type employees from HCM to OFSC.
• Creation and ongoing maintenance of employee work schedules in Oracle Field Service

Together, these flows ensure accurate synchronization of employee and scheduling data between Oracle HCM and Oracle Field Service, enabling efficient workforce management and operational continuity.

Integration Architecture

New Hire Integration: Oracle HCM Cloud to Oracle Field Service

Organizations often require newly hired employees in Oracle HCM Cloud to be provisioned as operational resources in Oracle Field Service with minimal delay. Oracle delivers this capability through a standard integration recipe built on Oracle Integration Cloud, enabling near–real-time synchronization between HCM and Field Service.

This integration is implemented using the following Oracle-delivered integrations:

• Oracle HCM–OFS New Hire
• Oracle HCM–OFS Event Processor

How the Integration Works :The Oracle HCM–OFS New Hire integration is responsible for detecting new employee records created in Oracle HCM Cloud. It runs in near real time using a scheduled process and subscribes to the Employee New Hire Atom Feed, ensuring timely capture of newly hired employees.

Once a new hire event is detected, the integration performs the following steps:

1. Assignment Filtering
   The integration evaluates employee assignments and filters only those that meet predefined business criteria, such as:

   • Job Code
   • Business Unit
   • Assignment status set to Active

2. Data Handoff to Event Processor
   The validated employee and assignment details are passed to the Oracle HCM–OFS Event Processor integration for further processing.

3. Resource and User Creation in OFS
   The Event Processor maps Oracle HCM Cloud data to Oracle Field Service using a predefined mapping configuration. Based on this mapping, a corresponding Resource and User are created in Oracle Field Service for the new employee.

4. Organizational Mapping
   The newly created Resource and User are associated with:

   • A bucket derived from the employee’s Department in Oracle HCM Cloud.
   • An organizational unit derived from the Business Unit in Oracle HCM Cloud

5. Location Assignment
   Resource location details are automatically populated using the employee’s home address and assignment location from Oracle HCM Cloud, enabling accurate dispatching and scheduling in Oracle Field Service.

Employee Update Flow: Synchronizing Oracle HCM Cloud with Oracle Field Service

Keeping employee information synchronized between Oracle HCM Cloud and Oracle Field Service is critical for accurate scheduling, dispatching, and operational efficiency. Oracle provides a standard automation, delivered through Oracle Integration Cloud, to automatically update existing resources in Oracle Field Service whenever employee details change in Oracle HCM Cloud.

This automation is implemented using the following Oracle-delivered integrations:

• Oracle HCM–OFS Employee Update
• Oracle HCM–OFS Event Processor

How the Employee Update Integration Works

The Oracle HCM–OFS Employee Update integration is designed to detect changes to employee records in Oracle HCM Cloud. It operates in near real time using a scheduled process and subscribes to the Employee Update Atom Feed, ensuring that any relevant employee changes are captured promptly.

Once an employee update event is detected, the integration executes the following steps:

1. Assignment Filtering
   The integration evaluates employee assignments and filters only those that meet predefined business criteria, such as:
• Job Code
• Business Unit
• Assignment status set to Active
2. Data Transfer to Event Processor
   Updated employee details, along with the filtered assignment information, are passed to the Oracle HCM–OFS Event Processor integration.
3. Resource Update in Oracle Field Service
   The Event Processor maps the updated data from Oracle HCM Cloud to Oracle Field Service based on a predefined mapping configuration. Using this mapping, the corresponding Resource details in Oracle Field Service are updated to reflect the latest employee information.

Employee Termination Flow: Deactivating Resources in Oracle Field Service

When an employee is terminated in Oracle HCM Cloud, it is essential to promptly revoke their operational access in Oracle Field Service. Oracle delivers a standard automation through Oracle Integration Cloud that enables near–real-time suspension of field service resources following employee termination in Oracle HCM Cloud.

This automation is implemented using the following Oracle-delivered integrations:

·         Oracle HCM–OFS Terminate Employee
·         Oracle HCM–OFS Event Processor

How the Employee Termination Integration Works

The Oracle HCM–OFS Terminate Employee integration is responsible for detecting employee termination events in Oracle HCM Cloud. It operates in near real time using a scheduled process and subscribes to the Employee Terminate Atom Feed, ensuring that employee offboarding events are captured without delay.

Once a termination event is detected, the integration performs the following steps:

1.      Assignment Validation and Filtering
The integration evaluates employee assignments and filters only those that meet predefined business criteria, such as:

o    Job Code

o    Business Unit

o    Assignment status set to Active

2.      Data Transfer to Event Processor
Relevant employee information associated with the termination event is passed to the Oracle HCM–OFS Event Processor integration for downstream processing.

3.      Resource Suspension and User Deactivation
The Event Processor maps the termination data from Oracle HCM Cloud to Oracle Field Service using a predefined mapping configuration. Based on this mapping:

o    The corresponding Resource in Oracle Field Service is updated to an Inactive status

o    The associated User account is deleted from Oracle Field Service to prevent further access