We will now go through these steps in more detail before beginning the actual import exercises.

Transcription

1 Title: Employee Import Lab Introduction At first, the Employee Import process could seem overwhelming; however after going through these exercises hopefully this will no longer be the case. The easiest way to approach the Employee Import is to look at it as having three pieces. Yes, believe it or not, there are only three steps involved to successfully processing an employee import. These three steps are as follows: 1. Create the import file 2. Build the form 3. Process the import We will now go through these steps in more detail before beginning the actual import exercises. 1. Create the Import File The simplest type of file to use with the Employee Import is a file that consists of comma separated values. Also known as a CSV file. If you plan on updating data that already exists in Munis, this file can easily be created by obtaining an Excel export from Munis. Data can be exported into Excel from Employee Inquiry, Employee Job/Salary, Employee Deductions, as well as many other programs in Munis. Below is an Excel export taken directly from Employee Job/Salary. When exporting from Employee Job/Salary, you are provided with an Excel export filter, which makes it very easy to simply pick and choose the fields you wish to export. In this export, the fields Employee Number, Job Class, Pay Type, Start Date, End Date, and Annual Salary have been selected. In this example, we are updating the Start/End Dates, as well as the annual amount for pay code 760. Once the file is in Excel, it is recommended to first save a copy in an Excel format somewhere on your PC:

2 Now that the file is saved, make any necessary adjustments to the file and save again. In this example, the annual salary needs to be increase and the start/end dates updated. An action flag of U has also been added to the file, to signify this import will be performing an update.

3 Now that the adjustments are complete, the header can be removed, and the file saved in a CSV format, so it will be ready to import.

4 After selecting Save, select Yes when prompted: Now close out of the spreadsheet. Upon closing out you will receive a prompt asking if you wish to save the changes, select Save. You will then receive another prompt, identical to the one above, select Yes again. It is important to keep in mind, many other file types can be used with the import, including fixed length and pipe-delimited. However, you will find that working with a CSV file is the most efficient and successful. 2. Build the Form Now that the import file is ready to go, it s time to build the form. This is achieved through the Forms Definition program, which can be accessed directly within the Employee Import program from under the Forms menu option.

5 Upon selecting Forms, you will be given three Master Type choices. These three options are provided to accommodate the three different types of imports that can be performed within the Employee Import program. EMPDED Employee Ded Import: For adds/updates/deletes in Employee Deductions EMPINFO Employee Information: For adds/updates/deletes in Employee Master EMPPAY Employee Pay Import: For adds/updates/deletes in Employee Job/Salary

6 Select the desired process and Accept. Here we have selected the EMPPAY Master form. The Master form cannot be modified, so before you can continue you must create a copy of the Master. This is done by selecting the Copy menu option. After selecting Copy, you will be presented with the following screen where you will give your form a unique Name and Description.

7 Accept the changes and then select Yes to continue. You are now ready to modify your form. Select Update Employee Number field. to begin modifying, and then click down into the

8 From here, fields can be added and removed as needed. Below are some basic tips for modifying the form: 1. Use the Delete option to remove fields from the form 2. Use the field help to add fields to the from When selecting the field help, you will be provided with many options to choose from. Use caution and ensure you are only selecting the fields appropriate for the type of import you are performing. - Emp Pay: fields used for an import into Employee Job/Salary - Emp Info: fields used for an import into Employee Master - Emp Ded: fields used for an import into Employee Deductions Trouble locating a field? Use the Search / Filter options at the bottom to narrow your criteria or find a specific field. In the screenshot below, the Filter has been used in order to display the Emp Pay fields only.

9 Sz When using a CSV file, this field will not need to be modified and the default value should be left as is. If using a fixed length file, then modifications to this field may need to be made in order to accommodate for the exact size of the field in your import file. Ln This value should be left as 1 for all fields. Col When using a CSV file, this field can be used to simply present the column number in the file. For instance, if Employee Number is the first value in the file, then the Col can be defined as 1. If the next value in your file is Pay Type, then the Col can be defined as 2. If using a fixed length file, a bit more thought needs to be put into this as the Col number will represent the starting position for that field. Below is the completed form designed to match the CSV file created earlier. You ll notice that the SSN field has been eliminated, as well as several fields added.

10 3. Process the Import Now that the hard part is over, it s time to process the import. It is highly recommended to test any import in a training environment first. Once the form has been setup in Live, plan to refresh your training environment and process the import there before proceeding in Live. You ll notice that the Employee Import define screen is broken up into several sections. We will now take a moment to go over these sections.

11 Top-most section Execute this import - This list allows you to use Munis Scheduler to process the report. - Select Now to process the import immediately. - Select In background (now) to process the report immediately without blocking the program. This method will use the event log and notification feature to alert you when it has completed (successfully or otherwise). - Select At a scheduled time to run the report in the background at the specified time, using the event log and notification feature. ivantage XML Import - Select this option if importing from an ivantage XML file. Employee Information, Pay Information, and Deduction Information These three sections will be used accordingly based on the type of import you are processing File This field is listed in all three of these sections. Select the file import icon to browse for the file you wish to import. Form This field is also available in all three of these sections, and contains a list of available form definitions. From this list, select the form definition you will be using to process your import. Defaults Accruals This checkbox is only available within the Employee Information section. If selected, default accruals will be automatically added into Employee Accruals based on the entries in the Types of the associated Job Class (new employees only).

12 Update Vendors - This checkbox is also only available within the Employee Information section. Select this option if you want to update the contact address and address for associated vendors (employee updates only). Import File Path Path - This default path should remain as is and is pulling in with the location of the import directory on your server in order to correctly process the import. Import File Criteria User Defined Codes There are four boxes that can be defined here. - Delimiter If you are importing a delimited file, this is where you will define your delimiter value. For instance, if you are using a CSV file, a comma, should be defined in this field. If you are using a fixed-length file, this field should be left blank - Add Code - Specify the one-character code that is used in the import file to indicate that the record should be added. The default value for this box is A. - Change Code - Specify the one-character code that is used in the import file to indicate that the record should be updated. The default value for this box is U. - Delete Code - Specify the one-character code that is used in the import file to indicate that the record should be deleted. The default value for this box is D. Use Only New Master Job Class - Select this option to indicate that only pay records matching the newly imported master job class should be retained/imported. (Note: This may delete existing records). Add Liked Multi-Limit Deductions - Select this option to indicate that linked multi-limit deductions should be created when adding new employee deduction records. The data in the import file takes priority over the version created from the multi-limit connection, if both exist. Salary Action Code - This list allows you to specify a salary action code to assign to any changes made during the import. If an action is selected, the import creates the record in the Actions History program. Benefit Action Code - This list allows you to specify a benefit action code to assign to any deduction changes made during the import. If an action is selected, the import creates the record in the Benefits History program. With a better understanding of the Employee Import define screen, you can now move forward with defining for your import. Below is the define based on our previous created file and form definition.

13 From here, select Output-Post from the menu and choose your desired Output Type. Note: It is highly recommend choosing something other than display, in order to obtain a hardcopy for your records.

14 After selecting the Output-Type, select OK to receive the proof. You will then be prompted with a message asking whether or not you are ready to proceed with your import. Note: Although this message states live, if you are working in a training environment, the changes will only be applied to that environment.

15 As long as there are no errors and the proof meets your expectations, select Yes to complete the import.