Questionnaire
System landscape & integrations
Which source systems do you connect to, in which direction, at which frequency and who owns it? An integration map that prevents you from living with three truths later.
Updated May 18, 2026
Questionnaire · 4.11
Why this now
Integrations are where projects derail. Everyone assumes “the HR integration” is ready — until it turns out HR-IT doesn’t expose an API and the export file arrives manually each month. Surprise yourself now, not three weeks before go-live.
What do you deliver?
Integration map
Visual: Gfacility central, all integrations around it with direction and frequency.
Integration sheet per system
Source, target, payload, frequency, technical owner, support contract.
Keys & credentials
Which service accounts, API keys, scopes — with request status and owner.
Monitoring & escalation
Who notices a sync failure, who is alerted, with which MTTR target?
Key questions
- 1Identity Provider — Entra ID, Google Workspace, Okta, other? Which SSO flow (SAML, OIDC), which claims, MFA?
- 2HRIS — AFAS, SAP SuccessFactors, Workday, Personio, other? Who delivers what (users, organisations, cost centres)? API or file?
- 3Microsoft 365 / Google Workspace — do you use the Outlook integration, Teams bot, Room Resources, mobile add-on? Which tenant app registration and scopes?
- 4ERP / accounting — Exact, AFAS, SAP, Twinfield, Dynamics 365 BC? Chargeback export: file, REST API, SFTP, message queue?
- 5BI & reporting — Power BI, Tableau, Looker? Access via REST API, OData, shared data store? Which workspace?
- 6IoT and building systems — sensors (occupancy, climate, CO₂), BMS, access control, signage, EV chargers? Which protocol (MQTT, REST, BACnet)?
- 7Catering and supplier systems — own POS, Sodexo, external printshop, IT supplier? How do orders reach them?
- 8Sync direction & frequency — one-way or bidirectional? Real-time webhook, hourly poll, daily batch?
- 9Ownership per integration — who on the Gfacility side, who on the source system side? Which support line on issues?
- 10Test/sandbox environments — available for each integration? Which test data may you use (GDPR safe)?
- 11Monitoring & alerting — how do you notice a failed integration? Status page, email alert, Teams channel, PagerDuty?
- 12Rate limits & volumes — peaks (e.g. thousands of HR mutations on month rollover)? Does your integration fit within the source's limits?
Template — Integration sheet per system
| System | Purpose | Direction | Frequency | Protocol | Owner (internal) | Status |
|---|---|---|---|---|---|---|
| Entra ID | SSO + provisioning | Entra → Gfac | Real-time (SCIM) | SAML + SCIM | IT-Identity | To configure |
| AFAS HR | Org units, cost centres | AFAS → Gfac | Daily 02:00 | GetConnector (REST) | HR-IT | Key requested |
| Microsoft 365 | Outlook add-in, Rooms, Teams bot | Bidirectional | Real-time | Graph API | M365 admin | App registration pending |
| Exact Online | Chargeback export | Gfac → Exact | Monthly 1st | CSV via SFTP | Finance controller | To validate |
| Power BI | Operational dashboards | Gfac → PBI | Hourly | OData / Data API | BI team | Workspace to pick |
| Sodexo (catering) | Order pass-through | Gfac → Sodexo | Real-time | Webhook | FM | In discussion |
| … | … | … | … | … | … | … |