HR WORKS Interface
The Interface between ZEP and HR WORKS enables the automatic synchronization of Working Hours, Absences, and relevant Personnel Data. This ensures that all data in both systems is consistent and up-to-date, thereby reducing manual entry and errors.
Prerequisites:
HR WORKS module booked in ZEP
Access data for the HR WORKS API
Setup:
To use the Interface, you require API access data from HR WORKS. These consist of:
Access Key ID
Secret Access Key
With these keys, ZEP can request access tokens that enable access to the required HR WORKS data. To create API access data, you must possess the API Administrator role in HR WORKS. Only then do you gain access to the area: Administrator > Basics > HRworks API.
There you can create, delete, and define permissions for API keys.
Finally, the module only needs to be set up under Administration > Interfaces > HR WORKS and a Task created under Administration > System > Tasks.
The following points must be considered during setup:
Create a holiday calendar so that Absences are synchronized.
Absence Reasons in HR WORKS must have the same designation as the short form in ZEP.
Activate user import in HR WORKS or store the HR WORKS ID with the users in ZEP.
Set the start date for the Absences & Overtime module.
Set the start date for the HR WORKS module.
Synchronization of Employee Data
The Employee Data Synchronization ensures that all relevant information regarding employees is automatically exported from HR WORKS and imported into ZEP. This keeps Master Data such as names, email addresses, etc., consistently current and eliminates the need for manual maintenance. Non-existent users are automatically created in ZEP.
The data transfer is exclusively one-way—from HR WORKS to ZEP. Changes made in ZEP are not transferred back to HR WORKS.
Newly imported users receive the user rights MinusUser and must then be assigned the desired User Rights in ZEP.
Synchronization of Project Times
The Project Time Synchronization ensures that all recorded working hours from ZEP are automatically imported into HR WORKS. This makes working hours centrally available in HR WORKS without the need for duplicate recording.
The Project Times are imported into HR WORKS with the remark "ZEP:" (if a remark is present in the project time, "ZEP" is taken as a prefix) to mark bookings originating from ZEP.
The transfer is only one-way—from ZEP to HR WORKS. Changes made in HR WORKS do not affect the recorded times in ZEP.
The following fields are synchronized
HR WORKS | ZEP | Info |
personId | userid |
|
personnelNumber | hrworksId | Unique ID via which synchronization occurs |
firstName | first name |
|
lastName | last name |
|
| ||
birthday | birthday |
|
address | street, postal number, city, country | Data is split into address components |
workSchedule | regular working time | Regular Working Time is adjusted or newly created if necessary |
gender | salutation |
|
title | title |
|
officePhoneNumber | phone |
|
costCenterNumber | cost center |
|
datevPersonnelNumber | persnr |
|
joinDate | employment period | Employment Period is adjusted or created if necessary |
leaveDate | employment period | Employment Period is adjusted if necessary |
profilePictureUrl | profile picture | picture is imported |