Transcription
ORACLE CORPORATIONFusion Taleo OOTB IntegrationFrequently Asked Questions2014-08-011
Fusion Taleo OOTB Integration – Frequently Asked QuestionsContentsGeneral Questions . 3Questions on User Account and Application Access . 5Questions on Data Sync and Processes . 6Questions on the Data Model . 9Questions on Recruiting and Hiring Processes . 10Page 2
Fusion Taleo OOTB Integration – Frequently Asked QuestionsGeneral Questions What versions of Fusion are certified with what versions of Taleo?The current supported versions are Fusion R8 with Taleo 13B and 13C. The implementation sequence of this integration is Fusion First, Taleo Second. What if Taleo isalready setup and in use, can this integration be used?This integration has been developed for new Fusion & Taleo implementations with Fusion to besetup first and Taleo implemented subsequently. The OOTB solution requires a very specific Taleoconfiguration. This is specific in terms of Organization hierarchy, location hierarchy etc. This is oneof the key reasons why this solution is targeted for Fusion first customers. Taleo first customers arenot likely to have such a configuration. Customers with Taleo setup first should integrate withFusion using TCC, FBL and HCM Extract at this time. In future we anticipate adding more flexiblemapping capabilities which will open the OOTB integration up to more customers. The customer is on an earlier release than R8 and also has an existing Taleo system. Can they usethe OOTB solution if they upgrade to Fusion to R8 and re-implement Taleo as required for thisintegration?This integration has been developed for new Fusion & Taleo implementations with Fusion to besetup first and Taleo implemented subsequently. However, if an existing customer upgrades toFusion R8 and reconfigures Taleo as required for this integration, they should be able to use theOOTB solution. This will require reinitializing the data in Taleo from Fusion.If OOTB solution is not an option, customers can integrate Taleo with Fusion using TCC, FBL andHCM Extract. In future we anticipate adding more flexible mapping capabilities which will open theOOTB integration up to more customersQuestions on SR based processes. How do we configure the URL or credentials for Taleo instance in Fusion we want to integrate with?This is a SR driven process where Oracle CloudOps configures the URLs between Fusion and Taleo. When data issues arise, how are they found/detected? Does the customer need to create an SR tohave Oracle Cloud Operations to do something?The ESS jobs log any issues with the transfers. Any additional requests for the logs fortroubleshooting data related errors can be made through the support team by creating a SR. Is SSO supported? What is the process for the SSO setup?Yes SSO is supported. Fusion is the IdP for Taleo in this Integration. Setting up SSO is a SR drivenprocess. Does the Integration support multiple languages? Are there any plans to expand language support?Yes, the languages need to be setup in Fusion and Taleo. The default language activated betweenFusion and Taleo for this integration is ‘en’ and cannot be deactivated or replaced with anotherlanguage as the default. There is no immediate plan to expand the language support. The list ofcommon languages supported:Page 3
Fusion Taleo OOTB Integration – Frequently Asked olishPortuguese nTurkishKoreanEnglish(default) Are Fusion and Taleo always located in the same data center?There is no technical requirement for them to be in the same data center. You should discuss anyspecific data center requirements with your account manager. What is roadmap for customers already live on Fusion and Taleo?Customers live on Fusion and Taleo can leverage FBL and Extracts and TCC for integrations. What are the plans for the integration of the other Taleo modules: Learn, Performance mgt withFusion HCM?There is nothing planned that is imminent. Standard unification is on the roadmap. What about TBE integration roadmap with Fusion?Out of the box integration with TBE is not on the roadmap. Would it be possible to access Taleo Learn (the Taleo Learn domain) from the Fusion side? If not, isit planned in the roadmap?No, not as a part of this integration. Standard unification is on the roadmap.Page 4
Fusion Taleo OOTB Integration – Frequently Asked QuestionsQuestions on User Account and Application Access Does an “integration user” need to be configured for the Integration? If so, how does that happen?No, integration user need not be configured. It is setup as a part of instance sourcing. What does the integration do about Taleo User Types?The default user roles in Fusion and their corresponding types in Taleo are:The role ‘Employee’ corresponds to user type 10-Employee in TaleoThe role ‘Recruiting – PowerManager to user type 04-PowerManager in TaleoThe role ‘Recruiting – PowerRecruiter to user type 02-PowerRecruiter in TaleoThe above are the predefined user roles. Customer is not required to use these roles. Inaddition to these predefined Roles, custom roles can be created in Fusion by mapping themto Taleo user types. There must be a match between the Fusion role code and the Taleo usertype code. How should User Groups be set up to properly synchronize User Types, User Groups, and other userrelated data?Currently, the integration does not create User Groups or assign users to any user groups. UserGroups must be assigned after the users have been created in Taleo. Can the user accounts created by the integration be used in Performance Management?The employee account created contains the manager information and can be used for PerformanceManagement. Is there a Common Sign in for Taleo and Fusion?Yes, SSO is supported If the user has the Employee role in both Fusion and Taleo, will they have internal access to viewopen positions in Taleo?Yes, employees can login in to Taleo to see Internal Positions. However, End to end internal mobilityis going to be supported in future releases.Page 5
Fusion Taleo OOTB Integration – Frequently Asked QuestionsQuestions on Data Sync and Processes What are the different Fusion processes for used for this integration?There are 3 Fusion processes used for this integration:1. Export All Oracle Taleo Recruiting Cloud Service DataThis process is used for exporting all work structures and worker data from HCM to Taleo. Thisprocess is typically run once, in the beginning, to send all HCM data to Taleo to enable creation ofjob requisitions.2. Export Changed Oracle Taleo Recruiting Cloud Service DataThis process is used for exporting the data from Fusion into Taleo, whenever there is a change in thedata and needs to be synchronized with Taleo. This process must be run after the first (initial) load.This process takes the number of days as a parameter. This process will export the data changedwithin the given number of days. You should set the number of days to 1 more than the frequencywith which you run the job. For example if you schedule it weekly, set the number of days to 8. Ifyou set it to 7 days, it would potentially miss data which is entered very close to the start time of theprevious job. This is recommended as a best practice because overlapping by a day prevents missingthat data.3. Import Oracle Taleo Recruiting Cloud Service DataThis process is used for importing candidate and requisition data from Taleo to Fusion. This processcan be run manually or scheduled to run at regular intervals (for example, daily at a specified time)depending on volume and frequency of hiring the enterprise. It is recommended scheduling thisprocess to run hourly. Could you deliver a jobset of ESS processes in the correct order, so customers would not need toschedule so many jobs and take such care to get them in right order?This will be considered for future releases. Is the synchronization of the Network Data (institutions, certifications, etc) mandatory? e.g. in casethe client does not want to use the Taleo network Certification List within Fusion, will the New HireIntegration still work?It is important to retrieve whatever Institution, Certification, Employer, Institution and Program datais in Taleo and load it in to Fusion so that the data can be recognized on New Hire import. Taleo needs to be set up a certain way to enable the proper interaction between Fusion and Taleo inthe OOTB integration. What needs to be done to avoid data synchronization or configurationproblems?The Taleo zone must be configured exactly as specified for this integration. Work structure data(OLF) must not be manually created in Taleo. The data must be synchronized only using the prebuiltFusion processes. The work structure data sync between Fusion and Taleo (both initial and ongoing)automatically sets Taleo in maintenance mode during the duration of the data exchange. Theongoing work structure data sync must be scheduled during the maintenance window. Do the Taleo and/or Fusion databases go into Maintenance mode when the incremental updates aremade? How often are the incremental updates run?The work structure data sync between Fusion and Taleo (both initial and incremental) automaticallysets Taleo in maintenance mode during the duration of the data exchange. When Taleo is brought inPage 6
Fusion Taleo OOTB Integration – Frequently Asked Questionsmaintenance mode, it ends the session of any user logged into Taleo. Therefore, the incrementalupdates must be scheduled on a weekly basis or during the maintenance window. Can the frequency of the incremental updates be changed?Yes, the frequency is customer configurable, and depends on your requirements. If the OOTB integration needs to be modified to include other fields to exchange between Fusionand Taleo, or vice-versa, how can this be done?The OOTB integration is a predefined integration and cannot be modified to exchange fields that arenot defined as a part of this integration. Is there a capability with this integration to mass export recruiting data from Taleo to Fusion?This integration sets Fusion as the master and syncs the recruiting data from Fusion to Taleo. GivenFusion is the master, there is no need synching recruiting data from Taleo to Fusion. Is there any possibility that the integration process can go out of sync and, if so, how is it known andhow is it put back into synchronization?Under normal operation, the data would not go out of sync between the two systems. However, likeany integration, unforeseen issues or bugs could cause data to go out of sync. In the unlikely eventthat happens, it is possible to run the data transfer processes with a very long sync period to re-sendall data, brining the systems back in to step. How does the data extracted from Fusion actually get to Taleo (architecturally), and how does thedata from Taleo get to Fusion? Is there any need to create any other processes to supplement theOOTB Fusion-Taleo integration to facilitate this data exchange?This integration is deployment ready out of the box and uses a web services framework for dataexchange. All the data exchange is carried out in memory and does not require creation of flat filesfor export and import of data between the two systems Do all of the data structures need to be exchanged between Fusion and Taleo, or can only certaindata structures be selected? (In other words, can a subset of the field be selected for this OOTBintegration?) Are some data structures more important (mandatory) than others?For this integration to work all the data structures need to be exchanged, however, the integrationwill work if some of the entities such as Fusion Jobs (brought over as Requisition Templates),Position and Grades are not used. All other entities are required for the integration to work.A note on scheduling the Enterprise Scheduling Service (ESS) processes in FusionESS Processes enable data exchange between Fusion and Taleo. These processes export the workstructure and employee data in Taleo during the initial setup. These processes also export theongoing work structure and worker data changes from Fusion to Taleo. These ESS processes importthe ongoing candidate and requisition data from Taleo to Fusion.The work structure data sync between Fusion and Taleo (both initial and incremental) automaticallysets Taleo in maintenance mode during the duration of the data exchange. When Taleo is set tomaintenance mode from production mode, it ends the user sessions i.e. automatically logs off all theusers logged into Taleo. Therefore, depending on the frequency of changes to these objects withinPage 7
Fusion Taleo OOTB Integration – Frequently Asked Questionsthe business, the ongoing work structure updates must be scheduled to run nightly (during themaintenance window) or less frequently if changes are infrequent. However, the new hire andrequisition data sync does not set Taleo in maintenance mode. These processes may be scheduledto run on an hourly basis or as needed.The matrix below displays the recommended synchronization schedule for the respective processes:ESS Process NameExport All Oracle TaleoRecruiting Cloud Service DataExport Changed Oracle TaleoRecruiting Cloud Service DataImport Oracle Taleo RecruitingCloud Service DataData ExchangedBusiness UnitsSets TaleoMaintenanceMode?YOnce during initial setupDepartmentsEmployeesGradesJob FamiliesJobsLegal EmployersLocationsPositionsUsersBusiness UnitsNNNYNNYNNYOnce during initial setupOnce during initial setupOnce during initial setupOnce during initial setupOnce during initial setupOnce during initial setupOnce during initial setupOnce during initial setupOnce during initial setupNightly or WeeklyDepartmentsEmployeesGradesJob FamiliesJobsLegal EmployersLocationsPositionsUsersNew Hire DataNNNYNNYNNNNightly or WeeklyNightlyNightly or WeeklyNightly or WeeklyNightly or WeeklyNightly or WeeklyNightly or WeeklyNightly or WeeklyNightlyHourlyRequisition DataNNHourlyAd-hoc (if system goesdown in the middle of arun)Recover Export Oracle TaleoRecruiting Cloud Service DataPage 8Recommended Schedule
Fusion Taleo OOTB Integration – Frequently Asked QuestionsQuestions on the Data Model Requisitions object in Taleo is mapped to a new object - Vacancy in Fusion. What is this object?The "Vacancy" object in Fusion is used in the Org Modeling. A set of screens allow remodeling andre-planning the deployments employees. The Org Modeling feature allows you to create a vacantnode in the hierarchy. When a requisition is created in Taleo, it will show up as a vacancy in the OrgModeling screens in R8. What does the integration do about Date Tracked data in Fusion?The latest data as of the current effective date is sent to Taleo when the sync process is run. Whenfuture dated data becomes current, it will be sent to Taleo as an update in the next sync Do the geographies (addresses) integrate between Fusion and Taleo?Yes, both (work) Location and Person addresses are exchanged. Locations are structured as a 4 levelhierarchy in Taleo, with Country at the top level followed by State, City and physical work location.When the Fusion Location data is imported into Taleo, it is automatically converted in to this fourlevel structure. Can we bring candidate attachments to Fusion?Attachments are currently not supported in this integration. Are User-Defined Fields (UDFs) exchanged as part of this OOTB integration?No, not at this time. When the OOTB Fusion-Taleo integration is used, what other data is REQUIRED to be addedmanually in Taleo and/or Fusion?No extra data needs to be set up specifically for the integration. As a note, the Taleo zone must beconfigured exactly as prescribed for this integration. Is the contest Number unique for all requisition created in Taleo?Yes, Contest Number or the requisition number is unique. Can I use my own data on educational institutions, certifications instead of Taleo Network data?No. Taleo does not support creating/loading this data. Spreadsheet loader in Fusion only seems to support data creation, but not data update. How cansync-up the data if the establishments are changed in Taleo?Please see the Taleo configuration guide for details. Ongoing changes, for example addition of newinstitutions or certifications, must be extracted using the LastModificationDate filter and loaded intoFusion. Any modifications to the data in Taleo must be manually synchronized in Fusion.Page 9
Fusion Taleo OOTB Integration – Frequently Asked QuestionsQuestions on Recruiting and Hiring Processes Does the integration perform a duplicate check on inbound candidates?Duplicate search is executed when user processes the selected candidate as a Pending Worker, afterleaving the Identification Information page. The duplicate is searched based on last name and firstname initial. If a potential duplicate is found, then user (hiring manager) is able to see theemployment details. User (hiring manager) has a choice to continue creating a new workrelationship (i.e. Rehire) or continue hiring a new worker. How are the Rehires/transfers managed in this integration? Will the HR specialist and hiringmanager still receive a notification?The hiring manager will receive a notification about the internal candidate to let them know thatthey can manually process them. The hiring manager can process the candidate only if the selectedcandidate reports already to the hiring manager and the offered assignment would be consideredupdate of the current assignment. In other cases the candidate should be processed by HRSpecialist. In other cases they need to request that the current manager release them for transferThis diagram below illustrates the decision logic and different ways of processing a selected internalcandidate in Fusion. Process is triggered by a Notification of a Selected Internal Candidate (personrecord, with either active or inactive work relationship, exists in Fusion)‘Reroute to HR Specialist for Processing’ is a manual task.LE - Legal EmployerWR - Work RelationshipASG - AssignmentPage 10
Fusion Taleo OOTB Integration – Frequently Asked Questions What triggers the creation of the requisition in Taleo? Is it triggered by a position becoming vacantin Fusion or is it a manual process?The creation of a requisition in this release is manual. In the future, the creation of a vacancy inFusion will also create a requisition in Taleo. However, this feature is not yet scheduled. Once a successful candidate is transferred from Taleo to Fusion, are further updates to thatcandidate in Taleo also sent on to Fusion?Once the person is hired, Fusion becomes the master record for employment data. Any change tothe employee profile must be carried out in Fusion and not in Taleo. Changes made to the employeeprofile will not sync with Fusion. Is the Fusion Checklist functionality integrated with this Fusion-Taleo integration?Page 11
Fusion Taleo OOTB Integration – Frequently Asked QuestionsNo, it is not included in this integration. Is salary information synchronized from Fusion to Taleo? For example, if a compensation mistake ismade, and the error is detected in Fusion, and the correction made in Fusion, does the correctionmade in Fusion automatically synchronized to Taleo, or does the same manual correction need tomade in Taleo?Once the new hire data has been imported into Fusion, any changes i
Fusion R8 and reconfigures Taleo as required for this integration, they should be able to use the OOTB solution. This will require reinitializing the data in Taleo from Fusion. If OOTB solution is not an option, customers can integrate T
