Importing data

Agenda How to import data File format Rules Order of import Recommendations Import options

How to import data ?

How to import data ? Foundation Data is imported from Admin Tools, Employee Files, Import Foundation Data

How to import data ? Download the template from the drop down menu

How to import data ? Create the import file with data to be imported. Select the appropriate Type and File Encoding, and validate the file.

How to import data ? Review error file, address issue and import the file File is processed in real time if number of records in the file is below the threshold

How to import data ? Employee Data is imported from Admin Tools, Update User Information, Import Employee Data

How to import data ? Download the template from the drop down menu

How to import data ? Create the import file with data to be imported. Select the appropriate Type and File Encoding, and validate the file.

How to import data ? Review error file, address issue and import the file File is processed in real time if number of records in the file is below the threshold

File format

File format csv – comma delimited The first row must always be present in the import file as it contains the technical id of the field All columns of the template must remain in the import file File Encoding: Unicode UTF-8 is recommended

Rules

Rules – foundation data import Company template is used to import Legal Entity / Company foundation data Local Legal Entity template is used to import CSF attributes for Legal Entity / Company Job Code template is used to import Job Classification / Job Code foundation data Local Job Classification template is used to import CSF attributes for Job Classification / Job Code Location template is used to import Location foundation data as well as Business Address

Rules – foundation data import In Foundation Data, externalCode is unique identifier of the Foundation Data (for a given foundation object) If the template refers to other foundation objects (via association or configuration), the externalCode or ID of the corresponding object needs to be provided In case of association, if for example a location is linked to several legal entities, the various legal entity codes should be separated by |

Rules – all imports In import files end-date should be left empty Date format depends of language user is connected with: MM/DD/YYYY in en_US DD/MM/YYYY in en_GB

Rules – all imports When the country list is system defined, the 3 digit ISO code (eg. USA, GBR, DEU, FRA…) must be used in import file – eg. Country in Legal Entity, Country of Birth in Biographical Information When the attribute is configured as a picklist, the label of the picklist value in the language the user is connected with must be used in the import file When the attribute is linked to a foundation table, the external code of the foundation data must be used in the import file

Rules – all imports When the attribute is linked to the list of employees, the user-id of the employee must be used in the import file – eg. Manager/Supervisor in Job History When the attribute is standard attribute of type boolean, the following values can be used in the import file: Yes, Y, True, or T / No, N, False, or F Supported values for timezone : CET, EST …

Rules – all imports When import file contains reference to foundation object or user, it is important to make sure that the start date of foundation object or the start date of the user is earlier than or equal to the start date of the record which is imported

Rules – employee data import user-id et person-id-external are mandatory unique identifiers For a given employee, it is recommended to use the same value for user-id and person-id-external

Rules – employee data import Global Information template is used to import CSF attributes for Personal Information Pay Component Recurring template is used to import Pay Component data that appears in Compensation Information portlet Pay Component Non Recurring template is used to import Spot Bonus data

Rules – employee data import Addresses: the external code of addressType picklist must be used in address-type column National Id: value of National ID Type defined in the workbook should be used in card-type column Job Relationships: Operation column can be used to end job relationship by import. In such case, Operation should be set to “DELIMIT”

Order of import

Order of import At a minimum, the following files must be imported in the following order Basic Import Biographical Information Employment Details Personal Information Job History Compensation Info

Recommendations

Recommendations The recommended approach is to mimic the behavior of the application The mandatory imports match the minimum data that is created via Add New Employee process There must be an Hire event in Job History and Compensation Info Optional imports can be done in any order

Basic import – mandatory 1 Updates Employee Profile – aka User Directory File Can contain only minimum data – other data will come from Employee Central STATUS, USERID, USERNAME, FIRSTNAME, LASTNAME, HIREDATE NO_MANAGER for MANAGER, NO_HR for HR IMPORTANT: USERID will be reused in other files in order to link data of a given user

Biographical Information – mandatory 2 Updates Biographical Information portlet The value of user-id must be equal to USERID defined in Basic Import user-id and person-id-external can be the same IMPORTANT: person-id-external will be reused in other files in order to link data of a given user

Employment Details – mandatory 3 Updates Employment Details portlet The values of user-id and person-id-external must be the ones used in Biographical Information file for the same user start-date = originalStartDate = hire date (apart in case of rehire) jobNumber must be left empty

Personal Information – mandatory 4 Updates Personal Information portlet The value of person-id-external must be the one used in Biographical Information and Employment Details files for the same user The start-date must be equal to Employment Details start date end-date must be left empty Supported values for gender: M or F

Job History – mandatory 5 Updates Job Information portlet The value of user-id must be the one used in Biographical Information and Employment Details files for the same user seq-number = empty or 1 manager-id = NO_MANAGER or user-id of manager end-date must be left empty

Job History – mandatory 5 job-code, department, division, location, company, business-unit, pay-grade : externalCode of data defined in Foundation Tables event-reason : externalCode of Event Reason defined in Foundation Tables IMPORTANT: Foundation Data “start-date” must be earlier than or equal to start date of the Job History record which is imported Similarly the hire date of the manager must be earlier than or equal to start date of the Job History record which is imported

Job History – mandatory 5 The 1st record created in Job History must be created with an Event Reason linked to Hire event For this record, the start-date should be equal to Employment Details start-date

Job History – mandatory 5 If the hire date of the manager is later than the employee start date, then manager-id should be set to = NO_MANAGER for the 1st record created in Job History Another record will have to be imported in order to get up to date org chart Recent start-date event-reason corresponding to data change type of event manager-id = user-id of the manager user-id start-date manager-id company job-code event-reason 123 01/06/2004 NO_MANAGER ACE_FRA HR_DIR NEWHIRE 01/01/2013 234 DATACHG

Compensation Information – mandatory 6 Updates upper part of Compensation Information portlet The value of user-id must be the one used in Biographical Information and Employment Details files for the same user seq-number = empty or 1 end-date must be left empty The 1st record created in Compensation Information must be created with an Event Reason linked to Hire event

Pay Component Recurring – optional Updates Pay Component section of Compensation Information portlet The values of user-id, start-date, seq-number must exist in Compensation Information pay-component, frequency: externalCode of data defined in Foundation Tables end-date must be equal to “next record start-date -1” in case history of Pay Components is imported

Pay Component Recurring – optional Compensation Information Pay Component Recurring user-id start-date seq-number event-reason 123 01/06/2004 1 NEWHIRE 01/01/2013 DATACHG user-id start-date seq-number pay-component paycompvalue end-date 123 01/06/2004 1 BaseSalary 70000 31/12/2012 01/01/2013 80000 CarAllowance 300

Import Options

Full purge / incremental load Full purge: all records of the employee are deleted and recreated based on what is defined in the import file (employees which are not in the import file are not impacted) Incremental load: records defined in the import file are added to existing records

&&NO_OVERWRITE&& With “Incremental load” mode, it is possible to use &&NO_OVERWRITE&& in the import file in order to keep the value of the previous record user-id start-date manager-id company event-reason 123 01/01/2013 234 &&NO_OVERWRITE&& DATACHG