DTU Basen

New DTU employees (not an Employee on DTU before) are automatically transferred to DTUBasen by the HR system DTU Fusion. 

Presentation of the integration in PowerPoint (only DK)

Which employees

New first-time employees in DTU Fusion are classified as new work relationships. If this is not the first time, it will be considered a Rehire. This applies even if the employee’s previous employment was with another department. These must still be handled manually by DTUBasen’s administrators.

When?

When HR has finished processing the employment in DTU Fusion.
In many cases, it will be difficult for the department to await HR’s completion of the new hire. Therefore, it may be necessary to make a manual registration in DTUBasen. This is not a problem if you follow these guidelines:

• Always enter a valid civil registration (CPR) number where possible.
• If this is not possible, enter the employee’s date of birth followed by four fictitious characters in the civil registration number field. Please also make sure to include the full name.

How?

When Corporate HR creates a new employee in DTU Fusion, the details will be sent to DTUBasen. To avoid double registrations, the integration will first try to recognize the civil registration number in DTUBasen. If there is no hit on civil registration number, it will attempt to find a match with the same full name and date of birth. If neither of this is successful, the person will be regarded as unknown in DTUBasen, and a new profile will be created.

What?

The integration ensures that a person and employee profile are created in DTUBasen:

• First name(s)
• Surname(s)
• Civil registration (CPR) number
• Telephone number
• Address – Work
• Date of appointment
• Department name
• Manager
• Contact person
• Profile picture

The integration returns the user to DTU Fusion

• Initials
• CWIS number
• Email address – Work
• Civil registration (CPR) number, if relevant 

New employee in DTU Fusion who is known in DTUBasen (student, former employee, visiting researcher, etc.)
If the person is recognized in DTUBasen, no new person will be created. The existing account in DTUBasen will be linked to the new employee in DTU Fusion via a new employee profile. This is done by the integration sending the new information to the profile in DTUBasen and returning the data to DTU Fusion (same as above).

Auxiliary tools

The new process has resulted in a loss of local overview. Problems with double entries have not least been a major issue.

We therefore offer that local DTUBasen administrators can be registered for two services which we find may solve the problem. At least partially. Both tools have been designed to provide information about appointments, selected changes, and terminations of employment.

• Employee Activities (Pull)
  By clicking a button in DTU Fusion, you will be redirected to a reporting tool in which you can inquire about the entries which HR has made for your employees in DTU Fusion. You can freely search within periods, or on specific employees.
• HCM DTU Base notifications (Push)
  Each morning, the system creates a report on the entries made by HR for your employees yesterday and sends them to a pre-defined function mailbox for which you have or can register via dtuemployee@adm.dtu.dk