HR integration
Nova takes over personnel data from a source system, creates identities from it and keeps them up to date. Administrators set up source systems under “Systems” → “Source Systems” with “Add source system”.
Two kinds of source system
| Type | Supplies | Connection |
|---|---|---|
| “Nova HR Stage” | personnel data: master data, employment status, position | staging area in the Nova database |
| “SAP OM” | organisational structure: organisational units and positions | SAP via RFC |
The “SAP OM” source system is described in Organisation and positions. This page covers personnel data.
Personnel data in SAP HCM format
An export from the HR system provides the personnel data in the staging area of “Nova HR Stage”; how this export is set up is defined in the implementation project. “Nova HR Stage” expects a personnel number per person and attributes named after SAP HCM infotype and field – for example P0002-VORNA for the first name. Values can carry a validity period. By default, Nova takes over attributes from these infotypes:
| Infotype | What Nova takes from it |
|---|---|
| 0000 Actions | personnel number, employment status (STAT2), hire and leave date |
| 0001 Organizational Assignment | department, position (PLANS), job description, location, building, floor, room |
| 0002 Personal Data | first name, last name, salutation, academic title, name prefix |
| 0105 Communication | e-mail address, phone, mobile phone, logon UID |
In the field mapping, the field for the position is called “Plant”.
A person counts as active if their employment status (STAT2) has the value 3; any other value counts as not active. If the source supplies no employment status, the person counts as active. A finer mapping, for example for suspended employment, is described in Identities and their status. planned
Field mapping
Which attribute flows into which field of the identity is defined by administrators under “Administration” → “Provisioning” → “Mapping”, in the “Source system” tab. There are four options for each field: a source attribute, a “Fixed value”, an “Expression” that transforms or combines attributes, or “Disabled”. Without a mapping of its own, the default from the table above applies. The “Preview” shows the result for a personnel number; when AI is switched on, “Generate proposal” suggests an expression.
The status with which Nova creates new identities is set by the “Joiner status” in the source system's field mapping (button “Feld-Mapping”): “Onboarding” (default) or “Active”.
From source system to identity
The source system has buttons of its own for this. They carry German labels in both interface languages; the dialogs they open are translated.
- “Rohdaten einlesen” (read raw data) takes the provided personnel data into the working table that simulation and import use. The source is authoritative here: empty values overwrite existing ones.
- “Simulieren” (simulate) shows what an import would change and changes nothing itself.
- “Personen importieren” (import persons) runs the import – for all people or for a selection. On a schedule, a job of the “Import HR users” type performs this step.
“Person debuggen” (debug person) shows the raw data for a personnel number, the mapping and the values calculated from them.
Nova finds a person's identity by personnel number, otherwise by e-mail address, and classifies each person:
| Classification | Meaning | What the import does |
|---|---|---|
| “Joiner” | active, no identity in Nova yet | creates an identity with the “Joiner status” |
| “Mover” | position in the source differs from the one in Nova | writes the changes, then the mover routine runs |
| “Update” | other details changed | writes the changes |
| “Leaver” | no longer active, identity in Nova still active | nothing, see below |
| “Unchanged” | no change | nothing |
Apart from rehires, the import does not change the status of existing identities. Administrators start the joiner routine on the dashboard with “Onboard” – see Joiners, movers, leavers.
Leavers. The import does not process people who are no longer active. While a person is active, however, it takes over their leave date if the source supplies one. Once that date has passed, the “Leave-Date Scan” job starts the leaver routine.
Rehires. If the import finds an active person whose identity is in the recycle bin, it brings the identity back and starts the rehire routine.
Dates and future changes
For each attribute, Nova uses the value that applies on the day the data is read. If no value applies on that day yet, Nova takes the next future one. A future change therefore takes effect when Nova reads and imports the data on or after its effective date. If a new position already applies, Nova takes its start date from the validity period in the source – even if the import runs later.