Equus Platform has the capability to interface with external web services to retrieve Employee information. In order to achieve this an external web service must exist that exposes an employee search capability as well as a web service that offers detailed employee and assignment lookup information. Once these external web services are made available, Equus Platform can be configured to call these web services to retrieve employee data to streamline processes including:

Equus Platform has a configurable list of parameters that can be used for employee searches. Each HRIS system may have different search fields and requirements.

Once the parameters are entered in the custom parameter fields, the user can click the "Search" button. When an employee search occurs in Equus Platform, the HRIS system will be called and retrieve a filtered list of employees that match the criteria entered.

In order to submit a search to you HRIS system, one or more of the search fields will need search criteria to be filled out. Additionally some of the HRIS parameters may have requirements like a numerical requirement or a minimum of two characters to search. Some fields will allow for partial matching (i.e. "Mat" may also match "Matthews" and "Matheson"). However, this capability is dictated by the HRIS system and not Equus Platform.

The result of the employee search is a configurable list of employee data that can be used to uniquely identify the employee from other employees with similar names and offices. Each HRIS may provide different sets of results. If the desired employee record is found on search, it can be selected initiating the import of data from the HRIS system.

When selecting the employee in search results, one of 2 scenarios can occur: 1 there is no potential Equus Platform employee match; 2 there is 1 or more employee match. In the case that there is no potential Equus Platform employee match, the HRIS data is automatically imported into Equus Platform and the applicable Authorization is displayed:

In the case that there is a potential Equus Platform employee match, the potential matches are displayed:

In the example above, selecting View/Edit will redirect to the existing authorization. Selecting the checkbox and clicking creates a new authorization associated with the selected employee. Clicking [Next] without selecting an existing Equus Platform employee will insert the previously-selected HRIS employee data into a new Authorization.

If the HRIS data set does NOT include Spouse/Domestic Partner or Children & Dependents, those will be copied from the most recently-created active assignment. After the Authorization is created, these can be edited on the Family tab.

For more details on the remaining steps, please see Create a New Authorization.

For authorizations created through the Employee Self-Initiation process, HRIS integration can be configured to automatically import data from a Human Resource Information System (HRIS). Please contact your Equus representative for assistance with setting up this integration.

These integrations do not involve a search step; the system matches records based on the Employee SYSTEM_NUMBER field. If no match is found, no data will be imported.

Similarly, Domestic and International Remote Work moves initiated via the Remote Work Request form can be linked for HRIS integration. Similar to Employee Self-Initiation Authorization, these integrations do not involve a search step; the system matches records based on the Employee SYSTEM_NUMBER field. If no match is found, no data will be imported.

This feature is designed for Equus Platform instances that are utilizing SSO auto-provisioning, and it's crucial that the identifier sent by the IdP (for SSO) corresponds with the Employee SYSTEM_NUMBER in the HRIS system.