MT-CS-018: SSO Services and HRIS Integrations

Owned by arlene.coello
Last updated: Dec 02, 2024
8 min read

CONTEXT / SCOPE

The purpose of this SOP is to provide context on what SSO and HRIS platforms are, mention the ones MedTrainer offers our customers integrations with our platform for, and steps that Customer Support will follow regarding integration requests.

IMPACTED TEAMS

  • CSM Team

  • CS Operations

GLOSSARY

  • API - Application Programming Interface (the service that connects MedTrainer with the HRIS)

  • CRED SOFT - Self-Managed Credentialing Software (Credentialing Software)

  • CRED SERV / FMC - Fully Managed Credentialing Service (Credentialing Service)

  • CSM – Customer Success Manager 

  • HRIS - Human Resources Information System

  • LMS- Learning Management System 

  • Opp - Opportunity (where RSM registers the process of sales and information about the purchased product.)

  • SF - Salesforce

  • SSO - Single Sign-On

  • TL - Team Lead

RESOURCES

SSO

HRIS

MORE INTERNAL RESOURCES

EXTERNAL RESOURCES

 

TABLE OF CONTENTS

For the information below, please keep in mind that an SSO service is different to an HRIS Integration, as setup processes and workflows are different. For a more detailed overview regarding HRIS, please consult this spreadsheet :

https://docs.google.com/spreadsheets/d/1J56jd9QuXyXLnf2msOn1QWl6j9ELkGzEPBUgdxvERWM/edit?gid=0#gid=0

Also, please remember to read the Atlassian links to the letter, so you can be informed on how these setups work, and what the admin needs to provide you with.

Single Sign-On 101

What is SSO?

Single sign-on (SSO) is a session and user authentication service that permits a user to use one set of login credentials (for example, a username and password) to access multiple applications. SSO can be used by enterprises, small and midsize organizations, and individuals to ease the management of multiple credentials.

In other words, SSO can be considered a federated identity management arrangement. The use of such a system is sometimes called identity federation. Open Authorization (OAuth) is the framework that enables an end user's account information to be used by third-party services, such as Facebook, without exposing the user's password.

Most Common SSO Services

Below, you will find the links to the processes for the SSOs below:

Human Resources Information Software 101

What is HRIS?

HRIS (Human Resources Information Software) or HR management software refers to digital solutions designed to streamline and centralize HR tasks within an organization. It automates routine activities like payroll processing, talent acquisition, and employee performance tracking. 

 

By integrating various functions—such as benefits administration, time and attendance, and workforce analytics—into a single platform, this software enhances efficiency and facilitates data-driven decision-making. The adoption of this technology can help businesses remain compliant, competitive, and capable of managing a diverse, evolving, and often distributed workforce.

Most Common HRIS Integrations

Below, you will find the links to the processes for the HRISs below:

The Supervisor field  has been added to the UKG Pro sync process. This field will be synced only if the company has the Supervisor module enabled. Please read the https://medtrainer.atlassian.net/wiki/spaces/NEM/pages/4279926787 macro-process for reference.

Raising the Request

Our Customer Support Department will now handle the creation of SSO/HRIS tickets. As soon as you get a request from a client, please reach out to Support through the mt-functional-questions Slack channel.

Please make sure to provide these details:

  • Company Name

  • LMS ID 

  • MRR

  • SSO Service/HRIS Integration Requested

  • Account’s primary contact (preferably their IT Specialist)

  • Depending on the integration requested, please look into the respective macro process (the Atlassian links found above), containing the information obtained from the client.

These tickets are the key to get the HRIS integration or SSO service requests worked on. Support will add you as a watcher in said tickets. Please make sure to follow up with the ticket, and Support on the ticket to provide updates to the client until its completion. Emphasize that it is important to keep communication flowing in order to efficiently take care of the integration request. Follow the steps below for both SSO and HRIS Integration tickets.

Creating Tickets

The following steps to create SSO and HRIS tickets are strictly for visibility, as Support will be addressing this stage:

SSO Service Tickets

Please follow these steps to create an SSO Integration Request Ticket. The following example is for Azure, please make sure to adjust according to the applicable SSO requirements:

  1. Go to Jira and click on the Create button:

  1. Select the following project and issue type:

  1. In the summary field, add the following title:
    Enable SSO [SSO Name] Integration for [Company Name] 

  1. Add the following in Ticket Description:

Hello team! Could you please help me with the following SSO [SSO Name] integration? Thank you!

  • Company name: 

  • LMS ID: 

  • MRR: 

  1. Please ask your customer for the following details: 

  • Main IT POC

    • Name

    • Email Address

    • Phone Number

    • Time Zone

  • [Azure AD] domain name for the company

  • Application ID

  • Secret ID

  • Test Credentials – CUSTOMER MUST CREATE A TEST USER SO DEV CAN VERIFY THE INTEGRATION

  • Username:  

  • Password: 

  • The Client ID:

  • Will the SSO Auto creation be enabled? – ASK YOUR CUSTOMER

HRIS Integration Tickets

Please follow these steps to create an HRIS Integration Request Ticket. The following example is for ADP, please make sure to adjust according to the applicable HRIS requirements:

  1. Go to Jira and click on the Create button:

  1. Select the following project and issue type

  1. In the summary field, add the following title:
    Enable HRIS[HRIS Name] Integration for [Company Name] 

  1. Add the following in Ticket Description:

Hello team! Could you please help me with the following HRIS [HRIS Name] integration? Thank you!

  • Company name: 

  • LMS ID: 

  • MRR: 

 

  1. Answer the following questions (CSM):

  • Is this a brand-new customer? 

  • Does the company exist in MedTrainer? Has this been just created, or is it an “old” customer in MedTrainer? 

  • What does the customer want to achieve with this integration?

  • If the company already exists in MedTrainer, does it have employees created already? 

  • Provide the company name and the company ID as it is registered in MedTrainer. 

  • Validate with the customer that Connector Purchase and Consent Agreement are correct and in place

 

  1. Ask your customer to send you a screenshot of the connector and consent agreement, as shown below:

 

  1. Make sure to double-check what is stated in the client’s contract.

  1. Development will be in charge of creating the employees in a module-specific sense, but just for visibility, the information below is in the LMS account settings.

  1. Ask the client the following Yes/No questions. Once answered, please add the responses to the Jira ticket.

  • Do you want notifications to be sent to each employee when their new account is created?   Y/N

  • Do you want to update your work locations, work departments, and work positions within MedTrainer based on your ADP Workforce Now updates?  Y/N

  • What ADP field would you like to be synced for MT location field, Homework-Location, or Work Assignments - Business Unit?   Y/N

  • What ADP field would you like to be synced for MT position field, First Position, Primary Position, or Current Title?  Y/N

  • Would you like the users to be created using their personal email or their work email?  Y/N

 

  1. If any issue arises, please discuss with your TLs to define a course of action for resolution.

Calls with Admins and Presentations

Regardless of the account in question being a brand new or existing account, a 30-min meeting with the main POC for the integration process is mandatory (ideally the Tech or IT Specialist, even possibly an HRIS Specialist if applicable). During the onboarding call, please ask your customer who the designated contact point will be, and let them know that a meeting is needed. 

In the https://drive.google.com/drive/folders/1-hrtUx7XzO7-M9xhNZLHofhLM3hx8WVx?usp=drive_link folder, you will find the links to integration-specific presentations to use during these meetings. Please make a copy and adjust accordingly, as you would with an onboarding call presentation. Once you conclude the meeting, and the meeting recording is processed, please reach out to the attendee using the Outreach Integration Meeting Recap Email Template

Best Practices

When the admins try to create employees manually from the employee center, they will see the warning message that remarks the risk of duplicated accounts or incorrect assignments. We want to encourage them to add the new employees only by the integration and to understand the possible consequences of doing manual creation.