Dataflow from iMIS to TopClass

The TopClass-iMIS Integration Bridge allows the transfer of several different types of information from iMIS to TopClass:

• Data synchronization: The bridge uses the iMIS REST API to retrieve required information. Data is accessed using iMIS IQA queries(Intelligent Query Architect), which define the fields and structure of the data passed to TopClass.
• User information: User accounts are synchronized via ETL (batch) jobs or Just-in-Time (JIT) updates at authentication. ETL can run on a schedule to sync all users, while JIT creates or updates users on-the-fly.
• Group information: Groups defined in iMIS can be created and updated in TopClass through scheduled ETL synchronization.
• Activity information: Training activities maintained in iMIS can be created and updated in TopClass through ETL processes.
• Enrollment information: Member enrollments generated in iMIS can be transferred to TopClass to grant access to training activities.
• Certification information: Certification data can be synchronized from iMIS to TopClass (requires appropriate TopClass licensing).
• Manager information: Manager relationships can be transferred from iMIS to TopClass to support reporting and approval workflows.

Data synchronization

The TopClass Bridge uses the iMIS REST API to integrate with iMIS EMS. IQAs are used to retrieve the required data from iMIS. Each integration point requires a corresponding IQA to define the data fields passed to TopClass.

If modifying the provided IQAs or Business Objects:

• Maintain the display properties as delivered.
• Preserve the display property order.
• Ensure data types (such as Text Box 2 / TextboxData fields) remain unchanged.

User information

TopClass can retrieve user information from iMIS using two different mechanisms. These can be used independently or together depending on requirements:

ETL batch job

The ETL batch process retrieves all required user and group information from iMIS. This is split into two distinct steps:

1. Synchronize all groups into TopClass.
2. Synchronize all users into TopClass and assign each user to their Primary Group.

The ETL process can be scheduled to run via the TopClass user interface on a repeating interval. Each time it runs, a report is generated once the integration has completed.

When data is synchronized via ETL, only records relating to users, enrollments, or groups that have changed since the previous ETL run are extracted.

Just-in-Time (JIT)

The JIT mechanism retrieves and updates user information at the point of authentication. This allows users to be created or updated automatically when they access TopClass for the first time.

It is possible to use both ETL and JIT processes in parallel. For example, the ETL process may run overnight to synchronize all users, while the JIT process updates users created or modified in iMIS during the day.

Group information

Groups maintained in iMIS can be created and updated in TopClass through the ETL synchronization process. Organizations may implement either a flat or hierarchical group structure in TopClass, depending on how data is structured in iMIS.

When configuring group synchronization, consider:

• Whether your organization structure in iMIS is flat or hierarchical.
• How group membership should be determined (for example, whether Company ID defines group assignment).
• Whether users should be removed from groups in TopClass if their group relationship changes in iMIS.

The group synchronization process runs via scheduled ETL and generates a report after each run. A report is generated after each run once the integration has completed. The integration creates a flat group structure within TopClass LMS.

Activity information

TopClass can retrieve activity information from iMIS and automatically create or update the associated activities in TopClass, reducing the need for duplicate data entry.

This integration is carried out via a batch ETL process. The ETL job can be scheduled through the TopClass user interface on a repeating interval, and a report is generated after each run.

Activity imports are typically divided into two categories:

• Online activities: Online or on-demand training delivered through TopClass LMS.
• ILT activities: Instructor-led training, including classroom sessions, face-to-face training, and webinars.

For each activity, TopClass requires a minimum of three fields:

1. Shortname/Code: A unique identifier across all TopClass activities. The following characters are permitted:
   • Letters (a–z, A–Z)
   • Digits (0–9)
   • Dot (.)
   • Underscore (_)
   • Dash (-)
   • At symbol (@)
2. Title: The name of the activity.
3. Unique identifier: Used by TopClass to link the activity back to the corresponding product or object in iMIS. The product key is typically recommended for this value.

Enrollment information

TopClass can retrieve enrollment and order information from iMIS. This allows a user to purchase an item through the iMIS shopping cart and then access TopClass to see the corresponding training available in their Learning Center.

This integration can be carried out via a batch ETL process and/or a Just-in-Time (JIT) process. When using JIT, the bridge updates the user’s enrollment information at login when they access TopClass via Single Sign-On (SSO), ensuring their most recent purchases are immediately available.