Importing data. 2 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP...

Importing data

2 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP Company. All rights reserved.

Agenda

• How to import data

• File format

• Rules

• Order of import

• Recommendations

• Import options

How to import data ?



Foundation Data is imported from Admin Tools, Employee Files, Import Foundation Data



Download the template from the drop down menu



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



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



Employee Data is imported from Admin Tools, Update User Information, Import Employee Data



Download the template from the drop down menu



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



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 – 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



• 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



• 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 …



• 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



• 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



• 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




• 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



• 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



• 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

123 01/01/2013 234 ACE_FRA HR_DIR 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


• 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

123 01/01/2013 1 DATACHG

user-id

start-date seq-number

pay-component

paycompvalue end-date

123 01/06/2004 1 BaseSalary 70000 31/12/2012

123 01/01/2013 1 BaseSalary 80000

123 01/01/2013 1 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

Importing data. 2 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP...

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Transcript of Importing data. 2 SuccessFactors Proprietary and Confidential © 2012 SuccessFactors, An SAP...