HR Data Load [Self-Hosting Customers]

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.

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

⚠️ MathCraft will not be writing any code or logic for extracting the data from your HRIT system.

You will be responsible to source the data from your HRIT system and load it into the DB.HR_EMP_CSTMR_STG table in the Access Commander database.

Data Elements

Data Elements -- Column to Field Mapping

Rules

Rejection Rules

Customer may request Custom Rejection Rules to be implemented.

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

1. Submit a Product Enhancement Ticket.

2. 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.

1. Submit a Product Enhancement Ticket.

2. 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.