SOA and other options to save on HR data exchange

Probably the most time consuming operational item when managing systems is interface management. If you are like most, HR Data goes EVERYWHERE. Internal business systems, external vendors, Recruiting or other HR applications all interchange data with your core HRMS. We all know the value in having as few interfaces as possible and in having them as automated as possible, however getting there is always the challenge


First, you have to catalog all of the interfaces that send data to or get data from your core HRMS. This catalog needs to show what data is sent, the method and frequency of the transmissions and any dependencies that exist.


Next you need to determine which methods of improving this data interchange is best:

• Eliminate the need to interface at all. The fewer the applications that have HR data in them the more secured and accurate your data will be. What are you interfacing to? From? Are these other HR Applications whose functionality could be incorporated into your HRMS? Are the point solutions that may now be a part of an integrated Talent Management System? Are they still required or are other sources being used for the information?
• Automate where possible: Are you sending data to sources manually? Can this data be sent in an automated fashion? If yes, can you use an existing file that is already being created? The goal should be to have 100% of all data exchange from your HRMS to be automated.
• Leverage Service Oriented Architecture (SOA) technologies : If you have determined that the data is required by the other application, this is the most efficient way to share data among applications. SOA is a technology that allows you to create a "Service" for a common set of data to be read by all who need that data. Instead of each application requesting and sending information directly to other applications they obtain and receive information via these services. The HRMS sends its data once to the service and all applications that need that data subscribe to it via that service. Likewise, if the HRMS needs data, it would go to the appropriate service. When fully implemented, it eliminates the need for system to system data interfaces.
• Consolidating existing interfaces for common use: If you cannot get to a full SOA environment, you can limit the number of interfaces you maintain by consolidation. Are there interfaces that have all or most of the same data elements? Can the receivers of this data accept the same file? The fewer interfaces you have to maintain simplifies the support and lowers the cost to maintain your HRMS.

For more information on ways to save time and money through interface management, join me on CORE; the IHRIM social network where a discussion on data management is in process.