Seamless Integration with Your ELMO Solution

Achieve More with Integrations

By connecting ELMO with your existing systems, you can:

• Create a single source of truth for employee data
• Automate information transfer between systems
• Eliminate manual data entry and reduce errors
• Enhance data consistency across your organisation
• Improve overall HR workflow efficiency

How Integrations Work

ELMO TMS supports both inbound and outbound integrations with third-party systems, particularly payroll systems. This allows for seamless automation of employee information transfer. Here’s how it typically functions:

1. ELMO as the Primary Source: Information is primarily updated in the ELMO system first, leveraging its self-service features.
2. Secure Data Flow: Changes in ELMO then flow securely into integrated external systems.
3. Bi-directional Capability: While ELMO is the primary source, certain types of data can flow back into ELMO from external systems when necessary.
4. Best Practice: It’s recommended to identify a single authoritative source for each data type to maintain consistency.

Common Integration Use Cases

• Syncing employee profiles with payroll systems
• Automating leave request processing and balance updates
• Providing payslip access within ELMO
• Notifying Identity Providers of employee status changes
• Populating data warehouses with HR information
• Ensuring consistent employee data across systems
• Updating an employee’s email address in ELMO and ensuring it’s consistent across integrated systems

Integration Options

1. CSV File Transfer
   • Nightly transfer to secure SFTP site
   • Ideal for batch updates and systems without real-time API capabilities
   • Can be opened in Excel or Google Sheets for easy viewing
2. Open User API
   • Real-time data read and update capabilities
   • Perfect for systems requiring immediate data synchronisation
   • Allows developers to access specific employee information in ELMO

Planning Your Middleware Strategy

ELMO offers two secure methods for developers to access crucial information:

1. Nightly CSV file transfer to an SFTP site
2. Open User API portal for real-time data access and updates

These options facilitate process automation, typically managed by a third-party vendor’s developer or an in-house resource. It’s essential to involve your IT contact early in the pre-sales process to guide integration discussions and scope.

Middleware Considerations

Middleware plays a vital role in:

• Formatting ELMO data for destination systems
• Ensuring incoming data meets ELMO’s technical requirements

This third-party solution bridges the gap between ELMO and other systems.

CSV File Integration

CSV files are compatible with Excel and Google Sheets. Some vendors can automatically import these files from SFTP sites, but often require specific formatting:

• Predetermined column orders
• Specific header names
• Standardised date conventions
• Splitting of complex fields (e.g. bank account numbers)

Data transformation may be necessary to meet these requirements.

Data Transformation

Some third-party systems have specific requirements for data integration:

• Data Transformation Options:
  • In-house developers can manage the process
  • Third-party vendors can provide this service (costs vary based on requirements)
  • ELMO can provide an additional service to transform outbound CSV data into required formats (additional costs may apply)
• For API integrations, data transformation is typically handled by third-party vendors or in-house developers

Following are two examples:

1. ELMO delivering CSV files to an SFTP site:

2. An added ELMO service in which we transform the CSV file into a specific column order, header names and date conversion for you just before sending it through:

3. If you go with ELMO’s Open User API solution, the data transformation part of the middleware needs to be covered by a third-party vendor or in-house developer:

Key Takeaways

• Evaluate both integration options during scoping
• Ensure the chosen solution aligns with your needs and third-party system requirements
• Consider data transformation needs and associated costs
• Aim for a middleware solution that seamlessly integrates systems and meets your specific requirements
• By carefully planning your middleware strategy, you can ensure a smooth and efficient integration between ELMO and your other systems.

Setting Up Your Integration

1. Early Consultation: Involve IT and third-party system contacts in the planning phase
2. ELMO’s Role: We provide secure API or SFTP access and necessary documentation
3. Implementation Support: Our consultants guide you throughout the integration process
4. Your Team: Include IT experts, payroll specialists (if applicable), and ELMO-trained staff

Recommended Project Team

• IT expert
• Payroll expert (if payroll is involved)
• ELMO expert trained through the implementation process
• Project manager (for ELMO’s tailored approach)

Integration Timeline

Note: Duration may vary based on integration complexity and available resources. Typical setup for one integration can take 4-8 weeks.

Key Considerations

• Consult with third-party system representatives early in the discovery process
• Consider any additional third-party service costs
• Understand the scope of involvement required from third-party systems
• Plan for a 2-4 week testing phase, running manual processes alongside new automation

Glossary of technical terms

API	Application Programming Interface, a set of protocols for building and integrating application software.
SFTP	Secure File Transfer Protocol, is a network protocol for securely transferring files over a network.
CSV	Comma-Separated Values, a simple file format used to store tabular data.
Middleware	Software that acts as a bridge between an operating system or database and applications, especially on a network.