1. Training Tracker – Employee Synchronization Overview

2. Training Tracker – Employee Sync
EHS Regulatory Compliance Training
Key CTQs
TT – Employee Sync Process Features
Assign employees automatically in business EHS organizational hierarchy (Org/Site)
Track employees transitions between sites within the business
Operational accountability at site level
Auto re-calculation of Site training metrics
Automatic site training matrix application
Track Intra-site transitions of employees and work activity changes
Automatic application of training matrix
Update demographic information
Track temporary absences with automatic recalculation of required retraining
Maintain records of employee transitions and related EHS training history
Alerts re employee transitions and enable EHS training change management workflow
Allow verification of employee transitions and administrative assignment of additional requirements as needed by employee
Multiple tiers of alerts and controls within business
Ability to automatically map Oracle HR Work Locations and Pay Codes to TT Organization/Site hierarchy
Oracle sync automatically transitions employees between sites and enables automatic site training matrix application
Intra-site employee transitions enabled through Pay Code-to-Department mapping, enabling automatic matrix application
All employee specific information synchronized with Oracle HR data
Employee status tracked to enable automatic activation/deactivation (training metrics calculation is a core TT feature)
All employee changes recorded by alert category (by type of change resulting from Employee sync)
alerts following each Employee sync to site and business leads and capability to verify all changes and assign additional training requirements as needed by employee

3. TT - Employee Sync: Training Matrix Integration
Oracle HR extract contains the list of all employees active in business*
Key mapping fields: SSO ID, Work Location, Cost Center or Acct Dist Number
Key Attributes in extract: Supervisor, Position Title, Organization)
Oracle HR
Extract
Automatic Assignment of Training Requirements
Required Training:
Course, Next Date by
Employee
Courses can be assigned by Tasks
& Individual Employees
Courses can be assigned by Job Category, Dept or Comp Code
Courses can be assigned at Org and/or site level
Completed Training History ID
Org
Site
Dept
Comp/
Pay Code
Job
Category
Mapped Work Location
Oracle Work Location
mapped to a Business Org/site
Mapped Pay Code
Oracle Pay Code
mapped to a Business
Org/site and Department
within the site
T Center Setup
All employees with mapped pay codes are automatically channeled to the corresponding Org, Site, and department in Training Tracker (unless overridden by Work Location
Streamlines the process of Training Assignment in the hierarchy
Employees with mapped
work locations are
automatically channeled to
the corresponding Org/Site in
Training Tracker and
training matrix is auto
-assigned
As Needed Assignment
Supervisor, Position Title and Business Organization provide information for employee specific assignment of Training Requirements
* Each active extract differs from previous extract by:
New Employees since previous Oracle HR sync
Employee with changed Pay Codes since previous Oracle HR sync

4. Training Tracker - Employee Sync Process Flow
Each Synchronization (Bi-Weekly)
New File
Present?
Corporate Oracle Extract
New File
Verification
Yes
Business Extracts Parsed
Data Upload to Business TT Databases
Files published in OHR ftp folder
When: Monday AM
Gensuite looks for new file in OHR ftp folder
When: Monday AM
Parse files to business folders
When: Monday AM
Existing data in the table is deleted
New records are added
When: Monday No
Reschedule Sync
Unmapped
Pay Codes/
Work Locations?
Yes
Send to business admin stating postponed schedule for sync cc to team contact
When: Monday AM
Preliminary
Business Sync
Run first step in the sync process
When: Wed PM No
Contact
Business Admin
is sent to the business admins with Pay codes & Work Locations to resolve.
Web Interface provided for resolving Pay Codes and Work Locations
When: Between Wed – and -- Fri
Send Sync
Completion
Confirmation
Complete Sync
Process (including Work Location Override)
Training Tracker –
Employee Sync scheduled for each Business
Records added to Training Tracker
Employees with unmapped pay codes are added to Training Tracker, to the Unassigned Category
When: Fri PM
TT sends confirming sync task completion to Business Admin and Gensuite contact
When: Fri PM

5. Training Tracker - Employee Sync: Pay Code Mapping
Pay Code mapped to TT Org/Site?
Assign Employees
to mapped TT Org/Site and to
Departments in the site
New/Transferred Employee in
Oracle HR
Yes
Records added from Oracle extract for new employees
Employee with changed Pay codes
New/transferred employees will be moved to the site to which the Pay Code is mapped in TT
Employees also moved to corresponding departments within the site if mapped No
Employees moved to Unassigned site in Training Tracker
Employees added to training tracker in the unassigned category
Employee List from Oracle
Pay Code Mapping
Example
Employees in Training Tracker
Case 1: Joe Demo has a pay code mapped to South site and EHS department. So he is moved to the South site and EHS department in TT.
Case 2: Kay Newman has a pay code which is mapped to South site. Hence he is moved to South site. No departmental movement occurs in this case as the pay code is not mapped to a department.
Case 3: Joe Someone has a pay code that is not mapped in TT. He is put in TT in the unassigned category.

6. Training Tracker - Employee Sync: Work Location Override
Pay Code & Work Location mapped to the same TT Org/Site?
New/Transferred Employee in
Oracle HR
Assign Employees
to mapped TT Org/Site
Yes
Records added from Oracle extract for new employees
Transferred employees moved from one site to other site
New/transferred employees will be moved to the site to which the Pay Code is mapped in TT No
Employees moved to
TT Org/Site where Work Location is mapped
Employee Work location takes precedence over Pay Code in case of a conflict between work location and Pay Code
Work location override can be turned off optionally for pay codes on an individual basis
Work Location Mapping
Employee Details
Example
Pay Code Mapping
Case 1: Joe Demo has a work location Evendale (OH) US and pay code both mapped to South site. He is moved to the South site in TT.
Case 2: John Doe has a work location Cincinnati (OH) US which is mapped to North site and pay code which is mapped to East site. He is moved to the North site in TT, as work location mapping overrides any pay code mapping.

7. TT-Employee Sync: Detailed Process Map
Bi-Weekly Frequency
Active Employees List* (Oracle HR Extract) OHRID Name Component
Update attributes like Comp #, Supervisor,
Extract for Org/Site Component # Map
Employees in both HR Extract & TT
Compare against existing Employees List in TT**
Sync Alert generated for all types
In HR Extract, with new Comp#
In HR Extract but not in TT1
Not in HR Extract* but in TT
In HR Extract, (Same Comp #) & Inactive in TT
In HR Extract* but inactive in TT
Comp mapped to Different Org/Site Type B1/E
New comp mapped to Same Org/Site or not mapped to any site Type B2
Work Location mapped to different Org/Site Type B3
Type A
Type C
Type D
Type X
Action:
Add Employee to Site w/ Oracle HR data and site dept name (if comp is mapped to a dept)
Action:
Deactivate employee w/date at Old Site; Type E alert added for Old Site
If Inactive, activate Employee in new site, w/Oracle HR data and Site Dept if comp mapped to dept
Action:
Update Employee w/ Oracle HR data & Site Dept if comp mapped to dept
Alert generated for new comp that are not mapped, employee remains in the same site
Action:
Activate Employee in site where the work location is mapped
Action:
Deactivate employee w/ stop date
Employee Tasks and training by Employee archived
Action:
Employee activated w/new date
Action:
Reactivation disabled (employees whose sync reactivation has been disabled in TT)
Type A, B1, B2 and D alerts are subject to work location override. What is work location override? Click here to find out.
*Oracle HR codes 1 and 5 are used to identify Active Employees. Employees with HR Code 2 ( illness, temporary layoff, other) are considered Inactive for purposes of Training Tracker synchronization. **Excludes Contract Employees 1 No existing Org/Site has an employee match (Active or Inactive status)

8. Training Tracker – Employee Synchronization FAQs
Common Problems / Issues:
Training Administrators
1. What type of Sync Alerts can I receive from Training Tracker and what do they mean?
2. My site has a paycode or work location that is incorrect or no longer applicable to my site, is there a way to remove the mapping so that employees are no longer assigned to my site?
3. If an employee that goes on disability or leave is not captured in Oracle, is there a way in Training Tracker to turn that employee off from Oracle update syncs?
4. A few of my employee's supervisor data which is synced with Oracle HR does not reflect the actual reporting hierarchy. Can this be updated within Training Tracker?
5. What is the CDI sync and how frequently does it happen? Can a site enable/disable CDI sync?