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Integrations - Workforce management

Initial load

The easiest way to load data initially is to use a People First Insight for Headcount and download the csv. This data can be transformed into the required layout for the WFM system and imported. Note: Some of the columns may need to be deleted e.g. salary, expected occupancy end date, financial reference, grade and pay scale This file contains:

  • Forename, Surname, Title
  • Personal reference number
  • Occupancy start date
  • Job title and department
  • Salary & currency
  • Location
  • Reporting manager
  • Contractual hours and FTE
  • Pro-rated salary and hourly rate of pay

Alternatively the same information can be obtained using the following command:

GET PFBaseURL/api/v1/hrm/odata/people

RESPONSE:

{
  "value": [
    {
      "Id": "1",
      "PersonalReference": "ABC123",
      "FirstName": "John",
      "LastName": "Doe",
      "StartDate": "2024-04-22"
    },
    {
      "Id": "2",
      "PersonalReference": "DEF456",
      "FirstName": "Jane",
      "LastName": "Smith",
      "KnownAs": "Tommy"
    }
  ],
  "@odata.nextLink": "https://example.com/api/people?page=2"
}


Set up webhooks

See webhook APIs for information about webhooks and event streams.

Once the event is chosen and the webhook is set up the in system the payload will no longer need to be polled and will be automatically sent to the webhook URL every time the specific event is triggered.

The event streams to use for workforce management are listed below:

  • PersonCreated - A person is created in HRM. A person is onboarded into HRM via recruitment
     
  • Person Name Changed - Any property of a person’s name is changed in HRM.
     
  • Person Deleted - A person is deleted from HRM.
     
  • Person Contact Detail Created - A person’s contact details are added for the first time.
     
  • Person Contact Detail Change - A person’s contact details are updated/changed
     
  • Social Security Number Changed - A new social security number is added.
     
  • Employment Period Start Date Changed - The employment start date of an employee is edited. Note: This event contains the person ID and reference number for the individual whose employment start date has changed. Additionally, it will include the revised start date.
     
  • Employment Period Created - An employment period is created in HRM (This happens automatically when a person is created within People First)
     
  • Employment Period Ended - A person is made a leaver (This happens automatically when an end date is added to an employment period
     
  • Employment Period Reinstated - Making someone a leader is reverted (This happens automatically if the end date to an employment period is removed.
     
  • Job Leaver Created - A user with multiple jobs leaves one of their roles (This happens automatically if an end date is added to an employment period)
     
  • Job Leaver Reinstated - The action of making a person a leaver is reverted (This happens automatically if an end date to an employment period is removed)
     
  • Occupancy Created - A person starts a new job
     
  • Occupancy Ended - An end date is applied to an existing occupancy
     
  • Occupancy Reinstated - An end date is removed from an existing occupancy
     
  • Occupancy Deleted - A person’s association with a job is deleted (This is not the same as ending an occupancy)
     
  • Occupancy Start Date Changed - The occupancy start date of an employee is modified
     
  • Occupancy Hours and Basis Created - A person is assigned to a job. Note: The payload for these events contains an array of hours and basis revisions, showing the changes over time. This array will only include the hours and basis after and including the one that was changed. This is because changing the hours and basis can have an impact on a subsequent hours and basis revision, but it cannot affect previous ones.
     
  • Occupancy Hours and Basis Changed - The hours and basis for a person is changed (Changes to the source/inherited values will also raise this event)
     
  • Occupancy Salary Timeline Created - A person is added to their first job. Note: The payload for these events contains an array of salary revisions, showing the changes to the salary over time. This array will only include the salaries after and including the one that was changed. This is because changing salary can impact subsequent salary revisions, but it cannot affect previous ones.
     
  • Occupancy Salary Timeline Changed - The salary for a person is changed (Changes to the source/inherited values will also raise this event)
     
  • Occupancy Salary And Hours Timeline Changed - The salary for a person is changed (Changes to the source/inherited values will also raise this event) and/or. The hours and basis for a person is changed (Again, changes to the source/inherited values will also raise this event). Note: these events contain an array of calculations based on the ‘salary’ and the ‘hours and basis’ revisions, showing the changes over time. This array will only include the changes after and including the one that was changed. This is because the changes can impact subsequent revisions, but it cannot affect previous ones.
     
  • Working Pattern Created - A person is added to their first job. Note: The payload for these events contains an array of working pattern revisions, showing the changes to the working pattern over time. This array will only include the working patterns after and including the one that was changed.
     
  • Working Pattern Changed  - The working pattern for a person is changed (Changes to the source/inherited values will also raise this event)
     

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