EQS (Extend Quality System)

This document describes the integration that exports users and their departmental affiliations from eADM to Extend Quality System (EQS). The integration sends a complete CSV file containing user and department data to EQS during each scheduled run. This automates the maintenance of user accounts and organizational structure within EQS based on data from your HR system.

Functionality

• Data Export: The integration exports users along with their department affiliation. It includes data for both primary and secondary positions, including the manager for each position.

• User Matching: Existing users are matched based on the USERNAME field in EQS. If a user with a matching username is found, eADM will link to and update that user's record.

Warning: If no matching username is found, a duplicate user will be created in EQS.

• Department Matching: Existing departments are matched using the department number from eADM and the EXTERNAL_UNIT_ID field in EQS. If a match is found, the existing department in EQS is updated.

Warning: If no matching EXTERNAL_UNIT_ID is found, a new duplicate department will be created in EQS.

• User Deactivation: When a user's employment ends and their account is deactivated in eADM, a deletion notification is sent to EQS to offboard the user.

Organizational Chart

By default, the integration is configured to mirror the organizational chart from your HR system (via eADM) to EQS in a 1:1 relationship.

Note: It is possible to configure custom transformations. For example, multiple departments in the HR system can be mapped to a single department in EQS. However, these are manual customizations that must be maintained if the source structure in the HR system changes. Please discuss any custom requirements with us.

Pre-configuration

Before the integration can be configured, Identum requires the following information and actions from you:

1. Map Department IDs: The organizational structure in EQS must be prepared. The EXTERNAL_UNIT_ID field for each department in EQS must match the corresponding department number in eADM. To assist with this, we can provide you with a complete list of departments and their corresponding department numbers from eADM.

2. Confirm SFTP Access: By default, Identum uses a pre-existing SFTP account to upload the data file directly to EQS. If your organization uses a different setup, you must contact EQS to request credentials (username and password) for file uploads.

3. Define the Username Attribute: You must inform us which attribute is used as the USERNAME for logins in EQS. This is typically either:

   • The User Principal Name (UPN) for users logging in via Azure AD.

   • ThesAMAccountName from Active Directory.

4. Define the User Scope: We need to know which users should be exported to EQS. For example, should the export include all employees, only permanent employees, or all employees from a specific set of departments?

Testing and Deployment

Once you have completed the prerequisite steps, we can proceed with testing. We will send a test file to EQS, who will then analyze the results of the data import. If the outcome is as expected, we will activate the integration for production use.