Winning! Custom integration between Taleo and HCM Cloud a case study

Transcription

1 Winning! Custom integration between Taleo and HCM Cloud a case study Session ID: Prepared by: Krishnan Ramesh Sr. Director Financial and HCM Enterprise Applications Caesars Entertainment Chirag Hingrajia Solution Architect Grant Thornton LLP April 25 th, 2018 Remember to complete your evaluation for this session within the app!

2 Our Session Today Caesars Entertainment, a worldwide brand in gaming and hospitality, has undertaken a strategic transformation across the organization to modernize its enterprise support functions by partnering with Grant Thornton. Attend this session to learn how Caesars integrated their crucial business function of Oracle Cloud Recruitment (Taleo) with Oracle Cloud HCM. Chirag Hingrajia Solution Architect Krishnan Ramesh Sr. Director Financial and HCM Enterprise Applications

3 About Caesars Entertainment

4 Facts & Figures Market Leadership #1 and #2 market share in almost every US market WSOP world s leading poker brand Broad and Loyal Customer Base 75+ million annual visitors 45 million Total Rewards members Unprecedented Scale 51 properties across 13 states and 7 countries 70,000 employees 3 million square feet of casino space 2 million square feet of convention space Robust Entertainment & Hospitality 43,000 hotel rooms 390 restaurants, bars, and clubs 240 retail spots One-of-a-kind entertainment

5 A Portfolio of Winning Brands OUR MISSION We inspire grown-ups to play

6 About Grant Thornton

7 About Grant Thornton We are the U.S. member firm of Grant Thornton International, a global organization of member firms providing audit, tax and advisory services to clients for more than 90 years.

8 Oracle Practice Solutions Focus

9 Agenda

10 Agenda Taleo Recruiting Cloud Service and HCM : How it works OOTB What does the OOTB integration offer? Caesars Requirements Taleo recruiting cloud service and HCM : How should it look like? Specific functional setups at Caesars Reasons for developing custom integration Overall architecture Integration touch points Challenges faced and how they were addressed Q & A

11 Taleo recruiting cloud service and HCM : How it works OOTB

12 Taleo Recruiting Cloud Service and HCM : How HCM Oracle Taleo Recruiting Cloud Service Integration it works OOTB Export Foundation and worker data HCM from HCM to Taleo Oracle Taleo recruiting cloud service Create Requisition Select Candidate(s) HCM Hire Candidate(s) HCM Oracle Taleo Recruiting Cloud Service Integration Import candidate HCM data from Taleo to HCM HCM Access Candidate Notification Create Pending HCM Worker Convert pending worker to Employee

13 What does the OOTB integration offer?

14 What does the OOTB integration offer? It can sync only one level i.e flat organization hierarchy with Core HCM. It can import only new hire actions for employees i.e. it can only process external candidates. It imports all the hired candidates from Taleo in "pending worker" status which needs some type of manual interaction (Quick Convert process) while importing them into Core HCM as "Employee".

15 Caesars requirements

16 Caesars requirements The requirement was to integrate Oracle Core HCM on cloud and Oracle Recruitment (Taleo) seamlessly so it becomes transparent as much as possible. End user should have minimal intervention when data is sent from Taleo to HCM. The hired candidate in Taleo should be sent as "Employee" and not as "Pending Worker" Apart from hire, the integration should also be able to perform many other actions like rehire, transfer, additional work relationship and assignments. Changes to organization structure components like Division, BU etc. which is part of multi level org hierarchy. Caesars operates in multiple time zones; The ask was to minimize the time spent on maintenance mode. (OLF)

17 Taleo recruiting cloud service and HCM : How should it look like?

18 Taleo Recruiting Cloud Service and HCM : How should it look like? HCM Oracle Taleo Recruiting Cloud Service Custom Integration HCM Export Foundation data from HCM to Taleo Org hierarchy, Jobs, Locations, Grade, Unions Oracle Taleo recruiting cloud service Create Requisition HCM Select Candidate(s) Hire Candidate(s) Validate if the Hired candidate is past employee HCM Oracle Taleo Recruiting Cloud Service Custom Integration Validate employee address against HCM Vertex (ZIP, City, State and County) Import candidate data from Taleo to HCM directly as Employee HCM Access Employee Information and update if required Generate HCM the Co- Existence Reports Send the Co-Existence report data to Payroll System (Infinium) HCM Export worker data from HCM to Taleo User Accounts, User Groups, Employee Info, Internal Candidates

19 Specific functional setups at Caesars

20 Specific functional setups at Caesars Four levels of organizations in org hierarchy namely legal entities, divisions, business units and departments. Four levels of locations namely country, state, city and address. Grades and unions are defined as a Large User Defined selection (LUDS). Taleo user groups are based on locations. Three user types in Taleo: hiring manager, recruiter and employee. Login to Core HCM and Taleo is managed thru organization wide SSO. There are two career sections in Taleo, internal and external.

21 Reasons for developing custom integration

22 Reasons for developing custom integration The proposed solution should be able to process rehire, transfer, global transfer, add assignment, add work relationship requests along with new hire. Caesars has high volume of daily transactions and it is not feasible to convert all pending workers to employees manually using Quick Convert process as required by the OOTB integration. Caesars has multi level hierarchy and also, it has an additional level of division which is not supported by OOTB integration. All UDF data should be sent to have all custom functions in HCM. Since we have many UDFs to cover additional functionality, the hiring process will not be complete without sending this information to HCM. Address validation is required when employee data is sent from Taleo to reduce the errors and manual intervention which is not offered by OOTB integration. Past employment check is required to create the new work relationship of assignment data using old information as well as to reuse the old employee number and joining date.

23 Overall architecture

24 Overall architecture ESB Organization Locations Job templates Grades Unions Core HCM - Master Data Export - User data updates by System - Extracts - Data updates by end users USERS HRIS team HDL Files for Core HCM User accounts User groups Employee Info Int Candidates Taleo - TCC Loaders - TCC extracts - Candidate selection / hiring Recruiters / hiring managers Demographics and payroll information Payroll / Infinium On Premise HRIS Candidates

25 Integration touchpoints

26 Integration touchpoints - HCM To Taleo master data integration Core HCM ESB Taleo HRIS team HCM Master Data Export Organization Locations Job templates Grades Unions TCC loader process for Taleo Taleo The organization file contains 4 different levels in hierarchy. Legal entity, division, business units and departments. The OOTB integration does not provide the multilevel hierarchy. Steps for deactivating the organization Deactivate the organization in HCM Run a process to deactivate the organization in Taleo. Extract and import only deactivated organizations. Remove the organization in HCM from the hierarchy Run a process to flatten the hierarchy in HCM Re-Activate the hierarchy in HCM Run a process to move the full hierarchy to Taleo

27 Integration touchpoints - Taleo to HCM employee actions integration Taleo Candidates Taleo Taleo Recruiters / hiring managers Posting Requisition Candidate Selection Process Candidate hiring process HDL Submission process to core HCM HDL files for Core HCM Address Validation Check Previous Employment Check TCC Extract 1 hire / rehire TCC extract 2 All except hire / rehire ESB HCM Employee Assignment Assignment Created Entities Salary Contact Documents of Record Core HCM

28 Integration touchpoints - Taleo to HCM employee actions integration (continued) This integration is capable of performing following actions on a candidate / employee: Hire Rehire Global Transfer Transfer Add Assignment / Add Work Relationship It also performs some additional checks before pushing the data in Core HCM. These checks are Address validation Previous employment check Taleo generates two files for Core HCM Internal candidates This includes Global Transfer, transfer, add assignment, add work relationship, etc. for current employees. External candidates This includes hire and rehire of candidates who are currently not employed by Caesars. After all the checks are performed, ESB prepares the HDL files which gets pushed to Core HCM thru Oracle UCM using web service (SOAP API call). These employees can directly be in "Employee" status versus in "Pending Worker" and then to "Employee" status after manual Quick Convert process in OOTB integration.

29 Integration touchpoints - HCM to Taleo employee / user data integration Day to day Data updates HRIS team Taleo New hire and other data updates from integration HCM 800#, user name, roles, etc. User data updates by system Extract Generation HCM extract / BIP report User accounts User groups Employee Information Internal candidates TCC Loader

30 Integration touchpoints - HCM to Taleo employee / user data integration (continued) This integration generates the data file for following components in Core HCM for an employee: User accounts User groups Employee Information Employee internal candidate information User accounts This extract checks for assigned roles to the user. If user has Line Manager or Recruiter role(s), the user type will be updated accordingly in the TCC import file to assign roles in Taleo. User groups When this extract imported into Taleo, it assigns user group(s) to a user. User groups control user access in Taleo. User groups can be based on organizations, locations or job fields or combination of these three. Caesars have user groups based only on Locations. User groups are assigned only to hiring managers and recruiters. Employee will have no user group assigned. There are two sources of user group in fusion. 1) Location attached to the primary assignment. 2) Location entered in Areas of Responsibility (AOR). A user can have up to 150 user groups attached to it. BI Publisher report tool is used in Core HCM to generate this extract

31 Integration touchpoints - HCM to Taleo employee / user data integration (continued) Employee Information When imported into Taleo, this extract generates employee s demographic and assignment data. It creates a basic Internal candidate profile and assigns this information to it. Internal candidates This file contains the remaining Internal candidate information from above extract along with the internal candidate credentials. Once this information is updated in Taleo, the internal candidate can login to Internal career section and view / apply for jobs.

32 Challenges faced and how they were addressed

33 Challenges faced and how they were addressed Not all user groups are sent to Taleo for recruiters and hiring managers Solution Process change to add recruiter role in HCM Core Process change to send additional location codes thru AOR in HCM Core for hiring manager and recruiters. Created a BIP report to generate the list of user groups for users and scheduled. It creates a basic Internal candidate profile and assigns this information to it. ESB not able to differentiate between internal and external candidates and going thru large number of validations in case of external candidates which was severely impacting performance. Solution The TCC extract was split into two. One file for internal candidate which will have transfer, global transfer, add assignment, add work relationship, etc. actions and have all validations plus decision making. Second file is for external candidates with hire and rehire actions. It bypasses the validations required for the first file and have its own validations for previous employment check

34 Challenges faced and how they were addressed (continued) In case of rehire, there is no way to check for 800# (old employee number), SSN and original date of hire Solution Created an HCM extract in Core HCM with all employees (active and inactive) with above information Loaded the data into ESB DB and validated within ESB before sending HDL call Since this extract is fairly large in size and takes long to run and load for entire population, it is done once for entire population and then same is done with changes only parameter on daily basis. Employees fail when imported into Core HCM because of vertex address validation. Solution A BIP report is written to extract all vertex geocode combinations into a file. This data is loaded into ESB DB and employee address is validated against it before the HDL call. Incorrect address will be sent as an error for correction. Since this report extract is fairly large in size and takes long to run and load for all geocodes, it is done once for entire collection and then same is updated when vertex updates the database on monthly basis.

35 Challenges faced and how they were addressed (continued) Org hierarchy is not getting updated even if it is inactive in Core HCM and imported to Taleo. Solution Made a process change to flatten and activate the org hierarchy after an organization is deactivated. Also made a process change to run the full hierarchy import after deactivation integration is run in Taleo Scheduling all the integrations Solution There were no technical difficulties but this was a challenge because of many other different schedules and about 20 files moving both ways and equal number of business processes which gave us a tough time to decide the timing of all the integration files. After a good amount of brain storming, we were able to come up with the sequence and timings

36 Q & A kramesh@caesars.com chirag.hingrajia@us.gt.com Session ID: Remember to complete your evaluation for this session within the app!

37 Upcoming events Join Grant Thornton for our upcoming thought leadership sessions: Webcasts: 5/8: Optimizing the financial close: Account reconciliation automation 6/6: Planning for your HCM transformation Oracle conferences: 6/11 6/14: OHUG global conference in Las Vegas, NV 8/20 8/22: INFOCUS in Denver, CO 10/21 10/25: Oracle OpenWorld in San Francisco, CA

38 38 A 55,000+ member user community for Oracle Cloud, JD Edwards and PeopleSoft customers. Visit Quest International Users Group at Booth #239 Learn how Quest can help you receive 4x the return on your Oracle ERP investment Walk through a customized Quest Activation Plan (QAP) to maximize your product ROI in partnership with Quest Find out more about Quest s product-specific events: PeopleSoft RECONNECT and JD Edwards INFOCUS Real stories. Real people. Real solutions.