Using the Staff Import to Create Security Users from an HR File Texas Skyward User Group Conference Using the Staff Import to Create Security Users from an HR File Janice Eisen, Fort Bend ISD

Using the Staff Import This session will review the process to use the staff import file to create security users from an Human Resources System File. FBISD uses the PeopleSoft System for our Financial and HR processing.

Steps to create your file in your financial software. How will your file be configured? Does your Finance/HR software allow staff to be assigned to multiple entities? Does your Finance/HR software allow staff to only be assigned to one entity? Who has the ability to daily export the staff information for you to use in Skyward?

Crosswalk File – HR Job Code vs Skyward Security Role Create a crosswalk file in Excel that will define the skyward security group for the job code. It also defines employees as teachers so that the ssn is imported for PEIMS reporting. For example, if I have this job code of T00525 I get CAMP_VIEWER as my Skyward security role.

Be careful of the preview mode. Skyward Import Template and Settings You will use the staff import WS\AD\SB\IM\IF. The import is automated to run each morning. Be careful of the preview mode.

Skyward Import Template and Settings Format of the fields that will be needed in the .csv file from your HR/Finance system.

Things to Know about the Staff Import… New roles have to be added to the crosswalk. HR may not always tell you when new job codes are created. Parents that become employees may reject due to their login being used in the system. Problem with staff changing entities. Staff with multiple entities. Deactivating staff doesn’t take role away. If you manually add a staff member, override the import by taking the employee id away. Otherwise the import will remove. The Staff Import Template will switch to Preview if you open the template. Really watch this. You can check the option to Set All Staff Members in File to be Active Users but the check mark doesn’t currently display. If you manually add staff to entities and then they come in via the staff import, you may then duplicate staff records.

Examples of Errors… This example above indicates the name key already exists in your database. Possible ways to correct this issue are: Check Secured Users and verify that the user does not already exist. PS\CA\SE\US/SU Check Names Maintenance. Search all names. Enter the namekey without the ending numerical numbers. If the name is being used as a guardian, locate the student associated with the parent. If the parent login for family access is the fn.ln you may have to change and contact the parent with a new login. Open a service call with Skyward to find the name in the database with the advanced database fix module.

Janice Eisen Fort Bend ISD Student Information Systems Department 281.634.1419 Janice.Eisen@fortbend.k12.tx.us Additional notes:

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