Integrating SAP Concur with SAP SuccessFactors

[Michaela_Sedlicka]

SAP Concur offers several integration options, from flat-file-based approaches to sophisticated API-driven solutions, each with distinct advantages and limits and the most suitable solution depends on the system configuration and the requirements of the customer.

As an experienced Technical Consultant at SAP, I’ve helped many clients in navigating the complexities of integrating SAP Concur with enterprise systems like SAP SuccessFactors. Often, clients are uncertain about where to begin or which integration method best suits their requirements. This post will explore three primary methods of integration: Direct Integration using the Integration Center, Integration through SAP Business Technology Platform (BTP) Cloud Integration, and Master Data Integration (MDI). Understanding these options will help your organization choose the optimal integration strategy for user data exchange between SAP SuccessFactors and SAP Concur.

1. Direct Integration Using the Integration Center

Integration Center within SAP SuccessFactors is a versatile tool designed for creating custom data integrations without extensive coding knowledge. It is best suited for clients needing quick, simple integration without the complexity of additional middleware.

Advantages:

• Quick and simple to set up
• No need for middleware
• Enables data synchronization at scheduled intervals

Limitations:

• All the data must be sourced from SAP Success Factors
• May not be ideal for large-scale data exchanges or complex transformation requirements
• Inability to produce UTF-8 + BOM encoded file

Steps to Set Up Direct Integration:

1. Access Integration Center
Log in to SAP SuccessFactors and navigate to the Integration Center via the Admin Center

2. Create a New Integration:
Go to "My Integrations" and select "Create." You can either start with a template or build the integration from scratch. For detailed guidance, refer to this SAP Community blog post on creating your first integration

3. Select Data Source:
Choose the relevant SAP SuccessFactors entity, such as User or Job Information, as your data source.

4. Add Advanced Header:

5. Map Data Fields:
Map the relevant data fields between SAP SuccessFactors and SAP Concur. Verify the payload by using the "preview" button.

6. Select Destination:
Set the SFTP Server Host Address to the DNS of your SAP Concur SFTP, the SFTP username to your SAP Concur entity code, and generate an SSH key for authentication (this needs to be done SAP SuccessFactors, it cannot be an external key). Ensure the file has the correct prefix ("employee_") and is placed in the /in folder of SAP Concur SFTP. Encrypt the file using SAP Concur's public PGP key

7. Set Up Scheduling:
Define the integration's frequency. We recommend scheduling the integration daily, weekly, or at custom intervals, but no more than once per hour.

8. Test and Activate:
Before activation, test the integration to make sure the data flows correctly.  We recommend testing on a small amount of users. Once confirmed, activate the integration.

2. Integration Through SAP BTP Cloud Integration

SAP Business Technology Platform (BTP) Cloud Integration offers a more strong, flexible integration solution, ideal for complex scenarios. It supports advanced data transformations, error handling, and scalability, making it suitable for organizations with intricate integration needs.

Advantages:

• Highly customizable and scalable
• Can be extended to integrate with other SAP and non-SAP systems
• Advanced error handling and monitoring capabilities

Limitations:

• Needs additional setup and expertise
• Higher cost because of BTP subscription and maintenance

Integration Options:

Organizations using BTP Cloud Integration can choose from:

• Pre-built iFlows: Use and customize iFlows available from the SAP Business Accelerator Hub
• Custom iFlows: Develop your iFlows from scratch to meet unique business requirements

Depending on your data needs, the integration output could be a PGP-encrypted flat file (as described earlier) or direct API-based integration with SAP Concur.

Steps to Set Up Integration Through BTP Cloud Integration:

1. Access BTP Cloud Integration:
Log in to your SAP BTP account and navigate to the SAP Integration Suite.

2. Copy Available iFlows:
Under "Discover," search for pre-built integration packages for SAP Concur and SAP SuccessFactors. Copy and configure the relevant iFlows or edit them as necessary.

2. (Alternative) Create an Integration Flow:
If pre-built packages don’t meet your needs, create a new integration flow.

3. Deploy and Monitor:
Deploy the integration flow and use BTP’s monitoring tools to oversee data transfers, addressing any issues that arise promptly. Same as with the Direct integration, we recommend testing on a small amount of users.

3. Master Data Integration (MDI)

Master Data Integration (MDI) is a newer, centralized solution designed to simplify master data management across various SAP systems, including SAP Concur and SAP SuccessFactors. MDI ensures data consistency and quality across integrated systems. At the moment MDI between SAP SuccessFactors and SAP Concur is in Early Adopters phase only and a General Availability date is yet to be confirmed.

Advantages:

• Ensures consistent master data across multiple systems
• Reduces the risk of data differences

Limitations:

• More complex setup requiring proper data governance
• Limited to master data; other data types might need additional integration methods

Conclusion

Choosing the right integration method between SAP Concur and SAP SuccessFactors depends on various factors, including the complexity of the data, the volume of transactions, and the available technical expertise.

• Direct Integration using the Integration Center is ideal for businesses prioritizing simplicity and ease-of-use
• BTP Cloud Integration is the best choice for organizations needing flexibility and the capability to handle complex scenarios
• MDI offers a centralized, consistent approach to managing master data across SAP systems, making it a solid choice for enterprises focused on data governance

By understanding these three options, businesses can make informed decisions to ensure smooth and efficient data integration between SAP Concur and SAP SuccessFactors to enhance overall operational efficiency and data integrity.