Handling Organizational Changes in Visma Enterprise HRM

To preserve historical data, Visma Enterprise (VEP) recommends a specific practice for 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 reuses the original unit number that the old unit had.

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

• The old unit is then deactivated.

The Challenge for Integrations

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 will interpret them as entirely new entities.

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

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

Warning: The following steps must be performed AFTER the new organizational unit has been created in Visma and synchronized to eADM, but BEFORE the employees are moved to the new unit in Visma.

Step 1: In the Target System (Compilo Example)

In the target system, you must re-assign 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 preserve.

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 from HRM that is being replaced.

2. Navigate to the Anchor tab for that unit.

3. Delete the anchor that links to Compilo.

Once these steps are complete, the employees can be moved in Visma HRM. They will now be correctly associated with the original unit in Compilo, preserving all historical data.

Note: You can use message flows in eADM to automatically notify the Compilo system administrator when this action needs to be performed.