ORACLE CORPORATION

Fusion Taleo OOTB Integration

Frequently Asked Questions
2014-08-01

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 Fusion Taleo OOTB Integration – Frequently Asked Questions

Contents
General Questions ........................................................................................................................................ 3

Questions on User Account and Application Access .................................................................................... 5

Questions on Data Sync and Processes ........................................................................................................ 6

Questions on the Data Model ....................................................................................................................... 9

Questions on Recruiting and Hiring Processes ........................................................................................... 10

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 Fusion Taleo OOTB Integration – Frequently Asked Questions

General Questions

• What versions of Fusion are certified with what versions of Taleo?

The current supported versions are Fusion R8 with Taleo 13B and 13C.

• The implementation sequence of this integration is Fusion First, Taleo Second. What if Taleo is
already setup and in use, can this integration be used?
This integration has been developed for new Fusion & Taleo implementations with Fusion to be
setup first and Taleo implemented subsequently. The OOTB solution requires a very specific Taleo
configuration. This is specific in terms of Organization hierarchy, location hierarchy etc. This is one
of the key reasons why this solution is targeted for Fusion first customers. Taleo first customers are
not likely to have such a configuration. Customers with Taleo setup first should integrate with
Fusion using TCC, FBL and HCM Extract at this time. In future we anticipate adding more flexible
mapping capabilities which will open the OOTB integration up to more customers.

• The customer is on an earlier release than R8 and also has an existing Taleo system. Can they use
the OOTB solution if they upgrade to Fusion to R8 and re-implement Taleo as required for this
integration?
This integration has been developed for new Fusion & Taleo implementations with Fusion to be
setup first and Taleo implemented subsequently. However, if an existing customer upgrades to
Fusion R8 and reconfigures Taleo as required for this integration, they should be able to use the
OOTB solution. This will require reinitializing the data in Taleo from Fusion.

If OOTB solution is not an option, customers can integrate Taleo with Fusion using TCC, FBL and
HCM Extract. In future we anticipate adding more flexible mapping capabilities which will open the
OOTB integration up to more customers
Questions on SR based processes.

• How do we configure the URL or credentials for Taleo instance in Fusion we want to integrate with?
This is a SR driven process where Oracle CloudOps configures the URLs between Fusion and Taleo.

• When data issues arise, how are they found/detected? Does the customer need to create an SR to
have Oracle Cloud Operations to do something?
The ESS jobs log any issues with the transfers. Any additional requests for the logs for
troubleshooting data related errors can be made through the support team by creating a SR.

• Is SSO supported? What is the process for the SSO setup?

Yes SSO is supported. Fusion is the IdP for Taleo in this Integration. Setting up SSO is a SR driven
process.

• Does the Integration support multiple languages? Are there any plans to expand language support?
Yes, the languages need to be setup in Fusion and Taleo. The default language activated between
Fusion and Taleo for this integration is ‘en’ and cannot be deactivated or replaced with another
language as the default. There is no immediate plan to expand the language support. The list of
common languages supported:

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 Fusion Taleo OOTB Integration – Frequently Asked Questions

Simplified Traditional Portuguese -

Czech Polish
Chinese Chinese Brazilian
Danish Dutch German Spanish Finnish
Hungarian French Russian Romanian Swedish

Italian Japanese Norwegian Turkish Korean

English
(default)

• Are Fusion and Taleo always located in the same data center?
There is no technical requirement for them to be in the same data center. You should discuss any
specific data center requirements with your account manager.

• What is roadmap for customers already live on Fusion and Taleo?

Customers live on Fusion and Taleo can leverage FBL and Extracts and TCC for integrations.

• What are the plans for the integration of the other Taleo modules: Learn, Performance mgt with
Fusion HCM?
There is nothing planned that is imminent. Standard unification is on the roadmap.

• What about TBE integration roadmap with Fusion?

Out of the box integration with TBE is not on the roadmap.

• Would it be possible to access Taleo Learn (the Taleo Learn domain) from the Fusion side? If not, is
it planned in the roadmap?
No, not as a part of this integration. Standard unification is on the roadmap.

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 Fusion Taleo OOTB Integration – Frequently Asked Questions

Questions on User Account and Application Access

• Does an “integration user” need to be configured for the Integration? If so, how does that happen?
No, integration user need not be configured. It is setup as a part of instance sourcing.

• What does the integration do about Taleo User Types?

The default user roles in Fusion and their corresponding types in Taleo are:

The role ‘Employee’ corresponds to user type 10-Employee in Taleo

The role ‘Recruiting – PowerManager to user type 04-PowerManager in Taleo
The role ‘Recruiting – PowerRecruiter to user type 02-PowerRecruiter in Taleo

The above are the predefined user roles. Customer is not required to use these roles. In
addition to these predefined Roles, custom roles can be created in Fusion by mapping them
to Taleo user types. There must be a match between the Fusion role code and the Taleo user
type code.
• How should User Groups be set up to properly synchronize User Types, User Groups, and other user-
related data?
Currently, the integration does not create User Groups or assign users to any user groups. User
Groups must be assigned after the users have been created in Taleo.

• Can the user accounts created by the integration be used in Performance Management?
The employee account created contains the manager information and can be used for Performance
Management.

• Is there a Common Sign in for Taleo and Fusion?

Yes, SSO is supported

• If the user has the Employee role in both Fusion and Taleo, will they have internal access to view
open positions in Taleo?
Yes, employees can login in to Taleo to see Internal Positions. However, End to end internal mobility
is going to be supported in future releases.

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 Fusion Taleo OOTB Integration – Frequently Asked Questions

Questions on Data Sync and Processes

• What are the different Fusion processes for used for this integration?
There are 3 Fusion processes used for this integration:
1. Export All Oracle Taleo Recruiting Cloud Service Data
This process is used for exporting all work structures and worker data from HCM to Taleo. This
process is typically run once, in the beginning, to send all HCM data to Taleo to enable creation of
job requisitions.
2. Export Changed Oracle Taleo Recruiting Cloud Service Data
This process is used for exporting the data from Fusion into Taleo, whenever there is a change in the
data and needs to be synchronized with Taleo. This process must be run after the first (initial) load.
This process takes the number of days as a parameter. This process will export the data changed
within the given number of days. You should set the number of days to 1 more than the frequency
with which you run the job. For example if you schedule it weekly, set the number of days to 8. If
you set it to 7 days, it would potentially miss data which is entered very close to the start time of the
previous job. This is recommended as a best practice because overlapping by a day prevents missing
that data.
3. Import Oracle Taleo Recruiting Cloud Service Data
This process is used for importing candidate and requisition data from Taleo to Fusion. This process
can be run manually or scheduled to run at regular intervals (for example, daily at a specified time)
depending on volume and frequency of hiring the enterprise. It is recommended scheduling this
process to run hourly.

• Could you deliver a jobset of ESS processes in the correct order, so customers would not need to
schedule so many jobs and take such care to get them in right order?
This will be considered for future releases.

• Is the synchronization of the Network Data (institutions, certifications, etc) mandatory? e.g. in case
the client does not want to use the Taleo network Certification List within Fusion, will the New Hire
Integration still work?
It is important to retrieve whatever Institution, Certification, Employer, Institution and Program data
is in Taleo and load it in to Fusion so that the data can be recognized on New Hire import.

• Taleo needs to be set up a certain way to enable the proper interaction between Fusion and Taleo in
the OOTB integration. What needs to be done to avoid data synchronization or configuration
problems?
The Taleo zone must be configured exactly as specified for this integration. Work structure data
(OLF) must not be manually created in Taleo. The data must be synchronized only using the prebuilt
Fusion processes. The work structure data sync between Fusion and Taleo (both initial and ongoing)
automatically sets Taleo in maintenance mode during the duration of the data exchange. The
ongoing work structure data sync must be scheduled during the maintenance window.

• Do the Taleo and/or Fusion databases go into Maintenance mode when the incremental updates are
made? How often are the incremental updates run?
The work structure data sync between Fusion and Taleo (both initial and incremental) automatically
sets Taleo in maintenance mode during the duration of the data exchange. When Taleo is brought in

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maintenance mode, it ends the session of any user logged into Taleo. Therefore, the incremental
updates must be scheduled on a weekly basis or during the maintenance window.

• Can the frequency of the incremental updates be changed?

Yes, the frequency is customer configurable, and depends on your requirements.

• If the OOTB integration needs to be modified to include other fields to exchange between Fusion
and Taleo, or vice-versa, how can this be done?
The OOTB integration is a predefined integration and cannot be modified to exchange fields that are
not defined as a part of this integration.

• Is there a capability with this integration to mass export recruiting data from Taleo to Fusion?
This integration sets Fusion as the master and syncs the recruiting data from Fusion to Taleo. Given
Fusion is the master, there is no need synching recruiting data from Taleo to Fusion.

• Is there any possibility that the integration process can go out of sync and, if so, how is it known and
how is it put back into synchronization?
Under normal operation, the data would not go out of sync between the two systems. However, like
any integration, unforeseen issues or bugs could cause data to go out of sync. In the unlikely event
that happens, it is possible to run the data transfer processes with a very long sync period to re-send
all data, brining the systems back in to step.

• How does the data extracted from Fusion actually get to Taleo (architecturally), and how does the
data from Taleo get to Fusion? Is there any need to create any other processes to supplement the
OOTB Fusion-Taleo integration to facilitate this data exchange?
This integration is deployment ready out of the box and uses a web services framework for data
exchange. All the data exchange is carried out in memory and does not require creation of flat files
for export and import of data between the two systems

• Do all of the data structures need to be exchanged between Fusion and Taleo, or can only certain
data structures be selected? (In other words, can a subset of the field be selected for this OOTB
integration?) Are some data structures more important (mandatory) than others?
For this integration to work all the data structures need to be exchanged, however, the integration
will work if some of the entities such as Fusion Jobs (brought over as Requisition Templates),
Position and Grades are not used. All other entities are required for the integration to work.

A note on scheduling the Enterprise Scheduling Service (ESS) processes in Fusion

ESS Processes enable data exchange between Fusion and Taleo. These processes export the work
structure and employee data in Taleo during the initial setup. These processes also export the
ongoing work structure and worker data changes from Fusion to Taleo. These ESS processes import
the ongoing candidate and requisition data from Taleo to Fusion.

The work structure data sync between Fusion and Taleo (both initial and incremental) automatically
sets Taleo in maintenance mode during the duration of the data exchange. When Taleo is set to
maintenance mode from production mode, it ends the user sessions i.e. automatically logs off all the
users logged into Taleo. Therefore, depending on the frequency of changes to these objects within

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the business, the ongoing work structure updates must be scheduled to run nightly (during the
maintenance window) or less frequently if changes are infrequent. However, the new hire and
requisition data sync does not set Taleo in maintenance mode. These processes may be scheduled
to run on an hourly basis or as needed.

The matrix below displays the recommended synchronization schedule for the respective processes:

ESS Process Name Data Exchanged Sets Taleo Recommended Schedule

Maintenance
Mode?
Export All Oracle Taleo Business Units Y Once during initial setup
Recruiting Cloud Service Data
Departments N Once during initial setup
Employees N Once during initial setup
Grades N Once during initial setup
Job Families Y Once during initial setup
Jobs N Once during initial setup
Legal Employers N Once during initial setup
Locations Y Once during initial setup
Positions N Once during initial setup
Users N Once during initial setup
Export Changed Oracle Taleo Business Units Y Nightly or Weekly
Recruiting Cloud Service Data
Departments N Nightly or Weekly
Employees N Nightly
Grades N Nightly or Weekly
Job Families Y Nightly or Weekly
Jobs N Nightly or Weekly
Legal Employers N Nightly or Weekly
Locations Y Nightly or Weekly
Positions N Nightly or Weekly
Users N Nightly
Import Oracle Taleo Recruiting New Hire Data N Hourly
Cloud Service Data
Requisition Data N Hourly
Recover Export Oracle Taleo N Ad-hoc (if system goes
Recruiting Cloud Service Data down in the middle of a
run)

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Questions on the Data Model

• Requisitions object in Taleo is mapped to a new object - Vacancy in Fusion. What is this object?
The "Vacancy" object in Fusion is used in the Org Modeling. A set of screens allow remodeling and
re-planning the deployments employees. The Org Modeling feature allows you to create a vacant
node in the hierarchy. When a requisition is created in Taleo, it will show up as a vacancy in the Org
Modeling screens in R8.

• What does the integration do about Date Tracked data in Fusion?

The latest data as of the current effective date is sent to Taleo when the sync process is run. When
future dated data becomes current, it will be sent to Taleo as an update in the next sync

• Do the geographies (addresses) integrate between Fusion and Taleo?

Yes, both (work) Location and Person addresses are exchanged. Locations are structured as a 4 level
hierarchy in Taleo, with Country at the top level followed by State, City and physical work location.
When the Fusion Location data is imported into Taleo, it is automatically converted in to this four
level structure.

• Can we bring candidate attachments to Fusion?

Attachments are currently not supported in this integration.

• Are User-Defined Fields (UDFs) exchanged as part of this OOTB integration?

No, not at this time.

• When the OOTB Fusion-Taleo integration is used, what other data is REQUIRED to be added
manually in Taleo and/or Fusion?
No extra data needs to be set up specifically for the integration. As a note, the Taleo zone must be
configured exactly as prescribed for this integration.

• Is the contest Number unique for all requisition created in Taleo?

Yes, Contest Number or the requisition number is unique.

• Can I use my own data on educational institutions, certifications instead of Taleo Network data?
No. Taleo does not support creating/loading this data.

• Spreadsheet loader in Fusion only seems to support data creation, but not data update. How can
sync-up the data if the establishments are changed in Taleo?
Please see the Taleo configuration guide for details. Ongoing changes, for example addition of new
institutions or certifications, must be extracted using the LastModificationDate filter and loaded into
Fusion. Any modifications to the data in Taleo must be manually synchronized in Fusion.

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Questions on Recruiting and Hiring Processes

• Does the integration perform a duplicate check on inbound candidates?

Duplicate search is executed when user processes the selected candidate as a Pending Worker, after
leaving the Identification Information page. The duplicate is searched based on last name and first
name initial. If a potential duplicate is found, then user (hiring manager) is able to see the
employment details. User (hiring manager) has a choice to continue creating a new work
relationship (i.e. Rehire) or continue hiring a new worker.

• How are the Rehires/transfers managed in this integration? Will the HR specialist and hiring
manager still receive a notification?
The hiring manager will receive a notification about the internal candidate to let them know that
they can manually process them. The hiring manager can process the candidate only if the selected
candidate reports already to the hiring manager and the offered assignment would be considered
update of the current assignment. In other cases the candidate should be processed by HR
Specialist. In other cases they need to request that the current manager release them for transfer
This diagram below illustrates the decision logic and different ways of processing a selected internal
candidate in Fusion. Process is triggered by a Notification of a Selected Internal Candidate (person
record, with either active or inactive work relationship, exists in Fusion)

‘Reroute to HR Specialist for Processing’ is a manual task.

LE - Legal Employer
WR - Work Relationship
ASG - Assignment

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• What triggers the creation of the requisition in Taleo? Is it triggered by a position becoming vacant
in Fusion or is it a manual process?
The creation of a requisition in this release is manual. In the future, the creation of a vacancy in
Fusion will also create a requisition in Taleo. However, this feature is not yet scheduled.

• Once a successful candidate is transferred from Taleo to Fusion, are further updates to that
candidate in Taleo also sent on to Fusion?
Once the person is hired, Fusion becomes the master record for employment data. Any change to
the employee profile must be carried out in Fusion and not in Taleo. Changes made to the employee
profile will not sync with Fusion.

• Is the Fusion Checklist functionality integrated with this Fusion-Taleo integration?

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No, it is not included in this integration.

• Is salary information synchronized from Fusion to Taleo? For example, if a compensation mistake is
made, and the error is detected in Fusion, and the correction made in Fusion, does the correction
made in Fusion automatically synchronized to Taleo, or does the same manual correction need to
made in Taleo?
Once the new hire data has been imported into Fusion, any changes in the employee profile or
employment details or compensation information must be manually done in Fusion.

• In the Job Requisition template, there is no Organization that appears. Is that a mistake - or are
fields such as Organization and Location not mandatory? If an Organization and a Location is
specified in the Job Requisition template, does that data get sent automatically?
Fusion Jobs are imported in Taleo as Requisition Templates. In Fusion, Organization or Location is
not associated to these Jobs. For this reason Organization and Locations are not a part of Requisition
Templates imported in Taleo.

• Where is the documentation to indicate how common errors are detected, where they are located
(i.e. system log, pre-determined error log, etc.), and what the user needs to do about them?
All customer errors are shown in the ESS logs.

• How do we monitor any errors in the integration?

When data is transferred from Fusion to Taleo, errors are recorded in the ESS error logs. You should
monitor those logs to look for issues. If the reason for an error is not apparent from the log files, you
should log an SR. When data is transferred from Taleo to Fusion, the hiring manager processes the
data to handle any data errors, themselves.

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