1. Importing data

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

3. How to import data ?

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

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

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

7. 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

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

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

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

11. 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

12. File format

13. 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

14. Rules

15. 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

16. 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 |

17. 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

18. 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

19. 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 …

20. 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

21. 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

22. 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

23. 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”

24. Order of import

25. 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

26. Recommendations

27. 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

28. 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

29. 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

30. 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

31. 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

32. 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

33. 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

34. 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

35. 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

36. 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

37. 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

38. 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

39. Import Options

40. 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

41. &&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