Plan your ELMOHR system integration with confidence

The best approach depends on how quickly your systems need to exchange information, how much data needs to move and who will manage the connection.

Use SFTP and CSV when:

• Your destination system supports scheduled file imports.
• A nightly or periodic update is suitable for your process.
• Your team wants a straightforward batch-transfer approach.

DATA REPORT EXPORT

EXTRACT, TRANSFORM AND LOAD (ETL)

Use the Open User API when:

• Your systems need more immediate data synchronisation.
• Your organisation has internal development capability or an integration partner.
• The connection requires controlled reads or updates to employee data.

OPEN USER API FOR HR CORE

Plan for middleware when:

• The systems use different field names, formats or data structures.
• Data needs to be transformed before it can be accepted by the destination system.
• A third party or in-house developer will manage the integration layer.

Not sure which option is right for your environment?

Speak with your IT contact and the relevant third-party system representative early. They can help confirm technical requirements, data ownership and any additional service costs before the project begins.

Use integrations to:

• Perhaps it should read ‘ Sync employee profiles with 3rd party payroll systems outside of ELMO’s available prebuilt payroll integrations.
• Automate leave request processing and balance updates for 3rd party payroll systems.
• Provide payslip access within ELMO for 3rd party payroll systems.
• Notify identity providers when employee status changes.
• Populate data warehouses with HR information.
• Maintain consistent employee data across systems.
• Update an employee’s email address in ELMO and keep it consistent across integrated systems.

The ELMO platform supports both inbound and outbound integrations with third-party systems, particularly payroll systems. This supports the automated transfer of employee information.

Here’s how it typically functions:

• ELMO as the primary source: Information is primarily updated in ELMO first, using its self-service features.
• Secure data flow: Changes in ELMO then flow securely into integrated external systems.
• Bi-directional capability: Certain types of data can flow back into ELMO from external systems when necessary.
• Single authoritative source: Identify one authoritative source for each data type to maintain consistency.

SFTP integration

• Nightly CSV file transfer to a secure SFTP site.
• Ideal for batch updates and systems without real-time API capabilities.
• CSV files can be opened in Excel or Google Sheets for easy viewing.

Open User API for HR Core

• Real-time data read and update capabilities.
• Suitable 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:

• Nightly CSV file transfer to an SFTP site.
• 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. 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, including:

• Predetermined column orders
• Specific header names
• Standardised date conventions
• Splitting complex fields, such as bank account numbers

Data transformation may be necessary to meet these requirements.

Data transformation options

• In-house developers can manage the process.
• Third-party vendors can provide this service, with costs varying 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.

• Evaluate 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 connects the systems and meets your specific requirements.

By carefully planning your middleware strategy, you can support a more consistent and efficient integration.

Early preparation helps your team confirm responsibilities, reduce rework and make testing more effective. Work through this checklist before the integration project begins.

Checklist

Confirm your people

• Nominate a project manager.
• Include an IT or integration specialist.
• Include a payroll specialist if payroll data is involved.
• Every ELMO integration project must include a customer-side ELMO Company Admin to support decision making and validate test results.
• Confirm the contact responsible for the third-party system.

Confirm your systems and data

• List the systems that need to exchange information with ELMO.
• Agree which system is authoritative for each data type.
• Identify the employee data that needs to move between systems.
• Confirm whether the connection needs scheduled or near real-time updates.
• Document required fields, field names, formats and validation rules.
• Identify any data that needs to be transformed before transfer.

Confirm your integration approach

• Decide whether SFTP, CSV, the Open User API or middleware is most appropriate.
• Confirm whether the destination system can receive files automatically.
• Confirm API, SFTP and security requirements with the relevant system owner.
• Identify any third-party development, configuration or service costs.

Prepare for testing and go-live

• Set aside time for a structured testing phase.
• Agree the test data, scenarios and success criteria.
• Run the existing manual process alongside the new automation during testing.
• Document a fallback process in case the integration needs to be paused.
• Confirm who will approve the integration for go-live.
• Schedule an initial post-go-live review to check data quality and transfer results.