Implementing Organizational Changes in Visma Enterprise HRM

To preserve historical data, Visma Enterprise (VEP) recommends a specific approach to managing organizational changes. Instead of simply moving existing units within the hierarchy, the process involves creating new units and deactivating the old ones.

The recommended process is as follows:

• The old organizational unit's number is modified (e.g., by adding a suffix).

• A new organizational unit "box" is created in the new location within the organizational chart. This new unit retains the original unit number that the old unit had.

• Employees are transferred to the new unit on a specified date.

• The old unit is then deactivated.

  
  

The Challenge of Integration

This method means that the moved organizational units are effectively new objects with new internal IDs in Visma HRM. This has significant consequences for all connected integrations, as eADM treat them as entirely new entities.

As a result, when new units are created in Visma HRM, corresponding duplicate units will be created in eADM any connected target systems (e.g., Compilo).

This process requires manual intervention to ensure data integrity and preserve the history in the target systems. Although the manual work is not extensive, performing the steps in the correct order is critical to success.

Procedure for Manual Intervention

The following procedure uses Compilo as an example target system. The same principles apply to other systems integrated via eADM.

Step 1: In the Target System (Compilo Example)

In the target system, you must reassign the external identifier from the new, duplicate unit to the original unit you wish to keep.

1. Find the newly created (duplicate) organizational unit in Compilo.

2. Remove the External ID from this new unit.

3. Find the original unit that you want to keep.

4. Add the External ID you just removed to this original unit.

5. Deactivate the new, duplicate unit, as it is no longer needed.

   
   

Step 2: In eADM

In eADM, you must remove the link (Anchor) from the old Visma unit to the target system. This prevents data from being written back to the wrong object.

1. Search for the original organizational unit in HRM that is being replaced.

2. Go to the Anchor tab for that unit.

3. Delete the anchor that links to Compilo.

Once these steps are complete, the employees can be transferred in Visma HRM. They will now be correctly linked to the original unit in Compilo, with all historical data preserved.