This document describes the various web services and feeds that automatically run in BuckeyeLearn.
User Data API (HR Apps)
This API runs continuously and is updated from the identity management (IDM) database.
Changes from Workday are transferred to IDM and BuckeyeLearn every 30 minutes. Terminations and hires are processed at midnight, with the exception of involuntary terminations, which happen every 30 minutes with other Workday changes
Purpose
This web service provisions, updates, and de-provisions users.
New Hires
A new hire’s ability to log in to BuckeyeLearn and complete training depends on when an HR Business Partner (HRBP) completes the “Add Period Activity Pay” step in Workday. Because HRBPs have a time range of when they can complete this action, this date will be different for each new hire.
The specific action that kicks off the process to add the user data in to BuckeyeLearn is “Hire: [employee name]”. Administrators with access to Workday can review this on the Job->Worker History tab.
Once the HRBP completes the “Add Period Activity Pay” step, the employee record is active in Workday. After that, the new hire will be included in the user data API and they will have access to BuckeyeLearn. New hires will be included in groups and active dynamic assignments once they reach their employment start date.
Additional Information
The source of this data is The Ohio State University’s identity management (IDM) database and Workday, not BuckeyeLearn.
Groups
Run time: Four times a day at 5:00 am, 11:00 am, 5:00 pm, and 11:00 pm in addition to every 5 minutes when a group has been manually updated
Purpose
Adding and removing people from a group based upon the group criteria
Reporting
Both Custom & Reporting 2.0 reports are refreshed in real time via the Real Time Data Warehouse (RTDW). Any report that is created or refreshed has data that has been updated within minutes.
Medical Center Specific Populations and Fields
- Kronos information is delivered to the identity management (IDM) database at 7:15am everyday
- Power BI Daily Refresh starts at 9:00 pm and midnight and finishes between 5am and 8 am