Faculty Management Integration

The Faculty management module in Anthology Finance & HCM is used for creating and maintaining the details of Instructor records.

An Instructor record is created using one of the following methods:

  • A worker record is created in the Human resources module and assigned to a position of faculty type.

    For information on creating a position record of faculty type, see Create a Position of Faculty Type.

    Note: The payroll will be processed only for the instructor/staff records that are created as worker record in Anthology Finance & HCM.

  • An Instructor record is created manually in the Faculty management module.

    For details, see Сreate an Instructor Record.

When Anthology Finance & HCM is integrated with Anthology Student, and the Faculty Management integration is enabled in Anthology Student, instructor records that are created or updated in Anthology Finance & HCM are sent to Anthology Student.

The following table provides the instructor details sent from Anthology Finance & HCM (Source fields) to Anthology Student (Target Fields):

Source fields Additional information for the source fields Target fields Anthology Finance & HCM synchronization failure validation messages
First Name   First Name

If synchronization fails, the appropriate validations are displayed in Anthology Finance & HCM:

  • FirstName, LastName, and Primary Email is mandatory for action.
Middle Name  

Middle Initial

Note: The Middle Initial field populates the first letter of Middle Name from Anthology Finance & HCM.
Last Name   Last Name
Active   Active  
Personnel Number   Employee ID  
Primary Email Address*

The email address and phone number added in the Contact information section of the instructor record.

The text prefixed to @ in the primary email address.

Example: If the primary email address is Andrewp@example.com, the Primary Email Id will be Andrewp.

Note: To ensure successful synchronization between Anthology Finance & HCM and Anthology Student, there are no restrictions on email length while creating an Email ID for Employees/Staff.

 Email  
Primary Phone Number* Home Phone  
Code  
Employment Start Date   Date Hired  
Position   Position

If synchronization fails, the appropriate validations are displayed in Anthology Finance & HCM:

  • Only Primary position will be synchronized to Staff in Anthology Student.
Department   Department  
Personal Title   Title  
Street   Address

If synchronization fails, the appropriate validations are displayed in Anthology Finance & HCM:

  • Primary address is incomplete. Enter details for all address components to synchronize for Staff.
City   City
State   State
Country   Country
Zip/ Postal Code   Zip/ Postal Code
Faculty management Integration   FM Integration

If synchronization fails, the appropriate validations are displayed in Anthology Finance & HCM:

  • Faculty Management is off. Enable integration in Anthology Student.
 Note:

  • When integration is enabled, a new employee is created, and for existing employees, their information is updated in the Anthology Student. At Anthology Finance & HCM, there will be no restrictions or validations for First Name, Middle Name, or Last Name. However, in the Anthology Student, First Name and Last Name are truncated and displayed as 25 characters each, and Middle Name is displayed as 1 character. This is presented as a warning message at Anthology Finance & HCM.

  • If the Country, State, and Zip Code are being sent from Anthology Finance & HCM to Anthology Student as part of staff synchronization, and this essential data is not available on Anthology Student, then halt the synchronization process and prevent the creation of instructors/staff in Anthology Finance & HCM.

  • Bank Contact (First name and Last Name), Account Number, Program, Enrollment, and Program Version field lengths have been updated to ensure efficient data integration. This allows Anthology Finance & HCM to store data from Anthology Student successfully.

When integration is enabled in Anthology Finance & HCM, the data between Employee and Staff will automatically synchronize. If you:

  • Create a new faculty employee with all the required details, including the fields mentioned above, and any updates made to these fields will trigger an automatic synchronization to Anthology Student.

  • Update an existing faculty employee with all the required details, including the fields mentioned above, and any updates made to these fields will trigger an automatic synchronization to Anthology Student.

  • Create a new faculty or update an existing faculty employee with all required details including fields above for position synchronization, and any updates made to these fields will automatically trigger a synchronization to Anthology Student.

FM Integration: Import StaffID

The Staff ID can be imported from both the Data Management Framework (DMF) and an Excel workbook, regardless of whether integration is turned ON or OFF.

Each staff member will have a unique Staff ID across Anthology Student and Anthology Finance & HCM. If a Staff ID already exists, an error message will be displayed. Furthermore, errors will arise if the imported Staff ID does not exist in Anthology Student during the Staff Synchronization process.

Important
For Faculty Management integration: 

  • The Primary Email Address must be filled in Anthology Finance & HCM with the official email address provided by the institution to the instructor.

Performance optimization and error handling

Large data volumes can lead to infinite loops, causing significant performance issues. To address this, we have implemented the following measures to prevent looping.

  • Change record status to 'Sent' before pushing data.

  • Ensure the availability of service bus and AX Service.

  • Use synchronous Azure Service Bus (ASB) service calls.

  • Update the status of failed records to 'Error' and handle exceptions.

  • Catch Azure Service Bus (ASB) exceptions and display/log relevant error messages.

Populate Domain Name in Anthology Student and Anthology Finance & HCM

New Worker Email Entry

When a primary email address is entered for a new worker in the Anthology Finance & HCM, such as andrew@blackboard.com, and the staff record is not yet created in Anthology Student, the “Domain” field in Anthology Student populates with @blackboard.com once all required tasks are completed and the staff record is linked to the instructor/worker record in Anthology Finance & HCM. The “Domain” field will be editable in Anthology Student.

Updating Primary Email for Existing Worker

  • Email Domain Remains the same:

    For existing workers whose primary email addresses are updated in Anthology Finance & HCM and already have a staff record linked in Anthology Student, if the email domain remains the same (e.g., andrew@blackboard.com to andrew01@blackboard.com), the “Domain” field retains its original value (@blackboard.com) and remains editable.

  • Email Domain changes:

    If the email domain changes (e.g., andrew@blackboard.com to andrew@world.com), the “Domain” field updates to the new domain and remains editable.

Manual Updates Post-Synchronization

If fields in Anthology Student are manually updated post-synchronization from Anthology Finance & HCM, subsequent changes to the primary email address in Anthology Finance & HCM updates the domain accordingly.

Related Information

  • For information on field mapping, see creation of instructors.

  • For information on creating a worker, see creation of worker record.