HR Data Load [Cloud Customers]

PROPRIETARY

Enterprise Human Resource (HR) systems store and maintain critical information about personnel working for the organization. These systems are updated daily as people join, change positions, leave, return, etc., resulting in a very large number of key data elements that must be accurately collected and tracked. The way data is stored in an enterprises HR system depends largely on both the system being used and the way it’s been configured.

Options
What You Need To Know
Data Elements
Rules

Options

Common Features Across Both Options

Regardless of which option you choose, here are some key things to keep in mind:

Data Quality Rejection: Sometimes, a record might not be accepted because it doesn't meet the required standards. If this happens, the record will be rejected based on a Data Quality Rejection Rules listed below. You'll be able to see the reasons of why it was rejected.

Audit Trail: For every record, we keep a detailed audit trail. This means we track every change that happens - whether the record is created, updated, or approved.

Option 1 - Standard

This is the more straightforward process. Here’s how it works:

Extract and Process the Data: Our system will extract the data that you provided and process the changes.

Match by SSN: The system checks if the SSN of a record already exists in Access Commander.

If a match is found (meaning the SSN already exists in Access Commander), the record will simply update with the new/modified information provided.

If a match is not found (meaning the SSN does not exist in Access Commander), the record will be created in Access Commander.

Option 2 - Approval

This option adds an extra step to ensure greater control and approval over the changes. Here’s how it works:

Extract and Process the Data: Our system will extract the data that you provided and process the changes.

Match by SSN: Just like in Option 1, the system will check if the SSN already exists in Access Commander.

If no match is found a new record will be created.

If a match is found, the system will look at specific attributes listed below of record to see if there are changes.

Approval Process

If any of the attributes listed below have changed, the system will lock the record and require approval from an end user before the changes can be processed. This means someone needs to review the record and approve it for changes to happen.

Last Name

First Name

Middle Name

Suffix

Facility Code

Status

Employee Type

Employee Number

Gender

Citizenship

Date of Birth

If no changes are found in those attributes, the record will be updated automatically without needing approval.

What You Need to Know

Getting the Data Ready

We will send you a special CSV file template. You need to extract the data and load it in the same file format, structure and column headers. The filename cannot be changed either.

Details about the CSV template, its attributes and formatting can be viewed here.

When to Send the Data

⚠️ We do not support File Encryption at this time.

You need to send the populated CSV file to us between 10:30 PM and 11:30 PM EST via the File Vault. This is the only window of time when it can be accepted. If this timeframe is missed, the system won't be able to accept the file until the next day.

Security (IP Whitelisting)

For security reasons, we can only accept files from a whitelisted IP address. So, you must provide us the IP address where the file will be coming transferred from.

We will then add this IP address to our Network Security Group which will allow files to come from this address during the allowed time.

Connectivity Testing

It's important to make sure your system can connect to our server between 10:30 PM and 11:30 PM EST. The server won't be available at other times, so this is your only chance to send the file.

You'll need to test your connection during this time frame to ensure everything works smoothly by sending the file.

Credentials

⚠️ We do not support Public Key Authentication at this time.

We will give you specific credentials (Username and Password) to use when connecting to our server. These are the details you'll use to upload the file securely. These will be shared after we have received your IP for whitelisting.

Data Elements

Data Elements -- CSV to Field Mapping

DO NOT MODIFY

the File Name provided to you
the Column Headers
the File Format/Structure

CSV Column References	Attribute Properties	CSV Column Header	Descriptive Name of the Attribute	Data Type	Length	Comments
A	Required	LAST_NME	Last Name	Text	40
B	Required	FIRST_NME	First Name	Text	40
C		MIDDLE_NME	Middle Name	Text	40
D		SUFFIX	Suffix	Text	128	Has an associated System Profile (Drop Down). If Personnel has no Suffix, pass as an Empty String or NULL.
E		NICK_NME	Nickname	Text	40
F	Required	FCLTY_CD	Facility Code	Text	25	Facility must exist in Facility Management module as a Host Facility
G	Required Unique	SSN	Social Security Number	Text	11	Must be formatted as ###-##-####
H	Required	EMP_NMR_TXT	Employee Number	Text	15
I	Required	EMP_TYP_DESC	Employee Type	Text	128	Has an associated System Profile (Drop Down)
J	Required	EMP_STS_DESC	Status	Text	128	Has an associated System Profile (Drop Down)
K		WORK_PHONE_NMR	Work Phone	Numeric	20	Only Numbers allowed
L	Required Unique	WORK_EMAIL_TXT	Work Email	Text	384
M		HIRE_DT	Hire Date	Date		Must be formatted as YYYY-MM-DD
N		REHIRE_DT	Rehire Date	Date		Must be formatted as YYYY-MM-DD
O		START_DT	Start Date	Date		Must be formatted as YYYY-MM-DD
P		TRMNTN_DT	Termination Date	Date		Must be formatted as YYYY-MM-DD
Q		KEY_MGMT_PRSNL_FLG	Key Management Personnel	Bit		Expects 1 for True and 0 for False
R		SR_MGMT_OFFCL_FLG	Senior Management Official	Bit		Expects 1 for True and 0 for False
S	Required Unique	NTWRK_LOGIN_ID_TXT	Login Id	Text	384	This column helps define the username for any future User Accounts used by any of our products. Customers with SSO configuration should have this match the UPN in the IdP.
T		LCTN_TXT	Location	Text	128
U		BSNS_UNIT_TXT	Business Unit	Text	128
V		ORG_NME_TXT	Organization	Text	128
W		DVSN_TXT	Division	Text	128
X		TITLE	Title	Text	128
Y		GRADE	Grade	Text	128
Z		COST_CENTER	Cost Center	Text	25
AA		GNDR_DESC	Gender	Text	1	Expects M for Male, F for Female or U for Unknown
AB	Required	CTZNSHP_DESC	Citizenship Description	Text	128	Has an associated System Profile (Drop Down)
AC		BIRTH_DT	Date of Birth	Date		Must be formatted as YYYY-MM-DD
AD		BIRTH_CNTRY	Country of Birth	Text	128	Has an associated System Profile (Drop Down)
AE		BIRTH_CITY	City of Birth	Text	60
AF		BIRTH_ST	State of Birth	Text	60
AG		PERSNL_EMAIL_TXT	Personal Email	Text	50
AH		CELL_NMR	Cell Phone Number	Text	20
AI		HOME_ADDR1	Home Address 1	Text	60
AJ		HOME_ADDR2	Home Address 2	Text	30
AK		HOME_CITY	Home City	Text	20
AL		HOME_STATE_CD	Home State	Text	2	Only US State Abbreviations Allowed
AM		HOME_ZIP5	Home Zip	Text	5	Only Numbers Allowed
AN		MGR_EMP_NMR	Manager Employee Number	Text	15	For purposes of Portal Commander, this individual will be granted the Supervisor Role

Rules

Rejection Rules

Rule Type	Can Be Disabled	Rule Description
System Defined	No	Duplicate Social Security Number found in HR Data Source
System Defined	No	Last Name is Missing/Blank in HR Data Source
System Defined	No	First Name is Missing/Blank in HR Data Source
System Defined	No	Network Login Username is Missing/Blank in HR Data Source
System Defined	No	Facility Code is Missing/Blank in HR Data Source
System Defined	No	Social Security Number is formatted incorrectly in HR Data Source
System Defined	No	Unable to find a match for Facility Code
System Defined	No	Unable to find a System Profile match for Suffix
System Defined	No	Unable to find a System Profile match for Employee Type
System Defined	No	Unable to find a System Profile match for Employee Status
Custom	Yes	Employee ID is Missing/Blank in HR Data Source
Custom	Yes	Date of Birth is Missing/Blank in HR Data Source

Customer may request Custom Rejection Rules to be implemented.

Implementation of the request may result in additional time and material charges.

Submit a Product Enhancement Ticket.
Ensure you have described the Rejection Rule precisely.
Please be advised that Rejection Rules is the very first thing that executes in the pipeline.

Post Processing Rules

Customer may request Custom Post Processing Rules to be implemented.

Implementation of the request may result in additional time and material charges.

Submit a Product Enhancement Ticket.
Ensure you have described the Post Processing Rule precisely.
Please be advised that Post Processing Rule is the very last thing that executes in the pipeline and is applicable for attributes that don't need an approval.

HR Data Load [Cloud Customers]

Table of Contents

Options

What You Need To Know

Data Elements

Rules

Options

Common Features Across Both Options

Regardless of which option you choose, here are some key things to keep in mind:

Data Quality Rejection: Sometimes, a record might not be accepted because it doesn't meet the required standards. If this happens, the record will be rejected based on a Data Quality Rejection Rules listed below. You'll be able to see the reasons of why it was rejected.

Audit Trail: For every record, we keep a detailed audit trail. This means we track every change that happens - whether the record is created, updated, or approved.

Option 1 - Standard

This is the more straightforward process. Here’s how it works:

Extract and Process the Data: Our system will extract the data that you provided and process the changes.

Match by SSN: The system checks if the SSN of a record already exists in Access Commander.

If a match is found (meaning the SSN already exists in Access Commander), the record will simply update with the new/modified information provided.

If a match is not found (meaning the SSN does not exist in Access Commander), the record will be created in Access Commander.

Option 2 - Approval

This option adds an extra step to ensure greater control and approval over the changes. Here’s how it works:

Extract and Process the Data: Our system will extract the data that you provided and process the changes.

Match by SSN: Just like in Option 1, the system will check if the SSN already exists in Access Commander.

If no match is found a new record will be created.

If a match is found, the system will look at specific attributes listed below of record to see if there are changes.

Approval Process

If any of the attributes listed below have changed, the system will lock the record and require approval from an end user before the changes can be processed. This means someone needs to review the record and approve it for changes to happen.

Last Name

First Name

Middle Name

Suffix

Facility Code

Status

Employee Type

Employee Number

Gender

Citizenship

Date of Birth

If no changes are found in those attributes, the record will be updated automatically without needing approval.

What You Need to Know

Getting the Data Ready

We will send you a special CSV file template. You need to extract the data and load it in the same file format, structure and column headers. The filename cannot be changed either.

Details about the CSV template, its attributes and formatting can be viewed here.

When to Send the Data

You need to send the populated CSV file to us between 10:30 PM and 11:30 PM EST via the File Vault. This is the only window of time when it can be accepted. If this timeframe is missed, the system won't be able to accept the file until the next day.

Security (IP Whitelisting)

For security reasons, we can only accept files from a whitelisted IP address. So, you must provide us the IP address where the file will be coming transferred from.

We will then add this IP address to our Network Security Group which will allow files to come from this address during the allowed time.

Connectivity Testing

It's important to make sure your system can connect to our server between 10:30 PM and 11:30 PM EST. The server won't be available at other times, so this is your only chance to send the file.

You'll need to test your connection during this time frame to ensure everything works smoothly by sending the file.

Credentials

We will give you specific credentials (Username and Password) to use when connecting to our server. These are the details you'll use to upload the file securely. These will be shared after we have received your IP for whitelisting.

Data Elements

Data Elements -- CSV to Field Mapping

DO NOT MODIFY

the File Name provided to you

the Column Headers

the File Format/Structure

Comments

Rules

Rejection Rules

Customer may request Custom Rejection Rules to be implemented.

Implementation of the request may result in additional time and material charges.

Submit a Product Enhancement Ticket.

Ensure you have described the Rejection Rule precisely.

Please be advised that Rejection Rules is the very first thing that executes in the pipeline.

Post Processing Rules

Customer may request Custom Post Processing Rules to be implemented.

Implementation of the request may result in additional time and material charges.

Submit a Product Enhancement Ticket.

Ensure you have described the Post Processing Rule precisely.

Please be advised that Post Processing Rule is the very last thing that executes in the pipeline and is applicable for attributes that don't need an approval.