Why do we need data exchange standards in the HR area?

HR Open Standards application, © HR Open Standards ConsortiumPersonal data is often stored in different systems. This is not a problem if there are interfaces to exchange data. But it can be difficult to define how different kinds of data should be exchanged. When software providers agree on a common format, the process can go more quickly. HR standards do exist, in particular for data exchange. We deal with data every day: our job advertisements are made up of data, candidates provide us data in their applications, we file employee data in personnel files, and we need data for wage and salary payments. Typically, this data is recorded and processed in a system, usually in an applicant management software program. From time to time, data must be removed from the system to move it to another system. Interfaces come into play to do so. An interface connects two systems, so that they can exchange data.

System communication

For the “receiving system” to know what data it is receiving, it needs an interface specification. This specification stipulates which data should be transferred, which programming methods should be used for this purpose (syntax), what the value ranges should be called and what they mean (semantics). By themselves, systems do not know that if Max Müller is entered into an address field, “Max” is the first name and “Müller” the last name. The “transmitting system” must indicate this, and the “receiving system” must recognise the content. The naming specification is found in a construct that looks roughly like the folowing:Example for HR XML and JSON, © milch & zuckerWhile names are comparatively simple, data on requirements, HR numbers and many other kinds of data are stored a little differently (such as field designations, hierarchical arrangement, etc.). Companies have their interfaces programmed by software providers and must agree on methods with them.

Standards harmonize data exchange

Luckily, HR software system manufacturers have a common “vocabulary” and common methods and functions that together make up specialized HR standards for exchanging data. There are standards for exchanging HR data from the International HR Open Standards Consortium (www.hropenstandards.org). These use a pre-defined format to make it easier to specify how interfaces are created. This results in much less programming work. If the data structure is determined in advance, recurring elements can always be described in the same way. The same type of interface can be reused. Then, the programmer only needs to program specifically which data should be exchanged.

What is HR Open Standards?

The HR Open Standards Consortium, which has been active since 1999, is the leading international non-profit organisation for developing and updating standards for exchanging HR data. It publishes HR-XML and JSON standards for data exchange. Specifications can be used free of charge. They include terminology as well as different business cases with implementation guidelines, examples, and best practices. Specifications are available to all HR areas: from assessment to talent management (see diagram). HR Open Standards applications, © HR Open Standards Consortium The members of the consortium include HR software manufacturers, the employment bureaus of different countries, major companies, consulting firms, associations, and standardization boards.

Who uses it?

The HR Open Standard is also common here in Germany. Many companies do not even know they are using it, for example when they transmit a job advertisement to the Bundesagentur für Arbeit (Federal Labour Office) or various job portals. The BA slightly modifies the standard, but uses it as the basis for its own interface specification. The EURES database, the EU job portal, also uses the HR Open Standards Consortium standards.

The HR Open Standards Consortium is available to interested parties. You can attend Consortium events with no commitment to learn more about these standards in the HR area.

The next „Local Meeting“ in Europe takes place on 20 February 2020 in Germany with us, and is free of charge:
12:30 – 5:00 PM
milch & zucker AG
Friedrich-List-Str. 23
35398 Gießen.

You are welcome to come by; registration required at:
https://hropenstandards.org/event/2020-community-meeting/

If you want to get more out of the standard, as a member you will benefit from the high-quality exchange of professional and technical knowledge, and can contribute your own ideas and needs directly.

This post first appeared in: HR Performance 4/2019 (www.hrperformance-online.de).