WinFlexOne - Importer MHM Resources LLC

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1 WinFlexOne - Importer 2008 MHM Resources LLC

2 WinFlexOne Importer - Employee 2 This module provides: Overview Log In Source File Importer Profile Download Activate Import Source File

3 WinFlexOne Importer 3 Prerequisites before proceeding An understanding of: WinFlexOne Your current processes and procedures for input of employee and benefit information Comma Delimited ASCII file format Excel

4 WinFlexOne Importer Overview 4 Before Import Excel After Import

5 Importer Overview 5 Copy Employee Import Package folder to your local drive. Send employee Import Source File (Excel spreadsheet) and/or file specification to Employer(s). Download Employee Import Profile into WinFlexOne Importer Activate Employee Import Profile in Importer Receive completed employee file from employer Save as.csv file Import this.csv file into Excel Process (import) information into WinFlexOne

6 Copy Employee Import Package 6 This presentation contains the Employee Import Package. Click on Attachments in the upper righthand corner and then click on Employee Import Package. Click File on the menu bar and Save As. Save entire folder to your local drive. i.e. your C: drive.

7 Copy Employee Import Package 7 From the Resource Learning Center, Resources / Reference, Importer Right click on Employee Import Package Select Save Target As Select a local drive from the dropdown menu. Select unique folder Click Save and Close

8 Copy Employee Import Package 8 The employee import package contains: Excel spreadsheet used for gathering employee information Employee import file specification page Importer profile Additional information on importing

9 Creating an Import File 9 Send Excel spreadsheet to employers Receive enrollment information from employers

10 Log In 10

11 Download Profile 11

12 Download Profile 12

13 Activate Employee Import Profile 13

14 Activate Employee Import Profile 14

15 Activate Employee Import Profile 15

16 Activate Employee Import Profile 16

17 Activate Employee Import Profile 17

18 Activate Employee Import Profile 18

19 Receive File and Prepare for Import 19 Review Employer File Save file as.csv Prepare Excel spreadsheet for WinFlexOne Importer

20 Import External Data to Excel 20

21 Import External Data to Excel 21

22 Import Source File 22

23 Import Source File 23

24 Import Source File 24

25 Import Source File 25

26 Import Report 26

27 WinFlexOne - Importer 27 This module provided: Overview Log In Source File Importer Profile Download Activate Import Source File

28 Additional Resouces 28 Additional resources are available at: MHM Resource Learning Center Web site Chapter 20: Importer

29 Questions? 29 If you have comments or suggestions about this training module: Send an to:

30 WinFlexOne - Importer 2008 MHM Resources LLC The WinFlexOne Importer is a sophisticated tool that will allow you to import a large amount of data in a very short period of time. It will also allow you to import a large amount of incorrect data into the WinFlexOne administration system that cannot be easily removed. Extreme Caution must be used when utilizing the importer. This is a beginner s guide to importing. It is very structured and does not explain customization of files. It was built to be used with the import package provided by MHM. 1

31 WinFlexOne Importer - Employee 2 This module provides: Overview Log In Source File Importer Profile Download Activate Import Source File This module provides an overview of the import process. It also provides an explanation of a source file, the importer profile and facts about importing records. 2

32 WinFlexOne Importer 3 Prerequisites before proceeding An understanding of: WinFlexOne Your current processes and procedures for input of employee and benefit information Comma Delimited ASCII file format Excel The prerequisites for proceeding with this training module is to understand WinFlexOne and your current processes and procedures for input of data. You should also have any understanding of what a comma delimited ASCII file is and be familiar with Microsoft Excel. 3

WinFlexOne Importer Overview 4 Before Import Excel After Import Importing

think Excel spreadsheet and drops those pieces of information into the

file of information populates the employee information after importing.

33 WinFlexOne Importer Overview 4 Before Import Excel After Import Importing information takes individual pieces of information from a source file - think Excel spreadsheet and drops those pieces of information into the appropriate fields within WinFlexOne This is an example of how a source file of information populates the employee information after importing. Before the import, the company has two employee. After the import, the new employee is added. 4

34 Importer Overview 5 Copy Employee Import Package folder to your local drive. Send employee Import Source File (Excel spreadsheet) and/or file specification to Employer(s). Download Employee Import Profile into WinFlexOne Importer Activate Employee Import Profile in Importer Receive completed employee file from employer Save as.csv file Import this.csv file into Excel Process (import) information into WinFlexOne Here is a list of steps we will be taking in order to complete an import process. A blank source file is sent to the employer. This Excel spreadsheet can be filled in by the employer or they can create their own comma delimited (csv) file using the file specification instructions. A csv data file in an ASCII format file that serparates the data items with commas to facilitate the transfer of data into another program. Once the file is returned to the PSP, the file is saved as a comma delimited file and imported into WinFlexOne. We have provided an import package that contains the tools and information you need to successfully import employee information into WinFlexOne. This package contains an Excel spreadsheet with the appropriate headers, an employee import file specification page, importer profile and additional information on importing. 5

35 Copy Employee Import Package 6 This presentation contains the Employee Import Package. Click on Attachments in the upper righthand corner and then click on Employee Import Package. Click File on the menu bar and Save As. Save entire folder to your local drive. i.e. your C: drive. There are two ways to copy the employee import package. If you are viewing this presentation as a video, click on Attachments in the upper right-hand corner and then right click on Employee Import Package. Click File on the menu bar and Save As. Save entire folder to your locate drive. i.e. your C: drive. 6

36 Copy Employee Import Package 7 From the Resource Learning Center, Resources / Reference, Importer Right click on Employee Import Package Select Save Target As Select a local drive from the dropdown menu. Select unique folder Click Save and Close This import package can also be obtained from the MHM Resource Learning Center, under the Resources / Reference tab under Importer. Right click on Employee Import Package. Click File on the menu bar and Save As. Save entire folder to your locate drive. i.e. your C: drive. 7

37 Copy Employee Import Package 8 The employee import package contains: Excel spreadsheet used for gathering employee information Employee import file specification page Importer profile Additional information on importing The employee import package contains: An Excel spreadsheet, with the proper headings, for gathering employee information. An employee import file specification page with information about how the import file should be created. An importer profile specifically created for the WinFlexOne Importer. This profile will be downloaded and activated in the WinFlexOne Importer. This file will have an.ipr extension. You cannot open this file. We will be downloading it into the WinFlexOne importer later in the presentation. Additional documentation on WinFlexOne Importer. 8

38 Creating an Import File 9 Send Excel spreadsheet to employers Receive enrollment information from employers The Excel file with the headers will be given to an employer to fill in. Generally, employers with HR or payroll systems can export their information in an Excel format with the headers you requested. Sometimes their systems generate the information for you in a different order or with addition information you do not need for a specific import. You have two choices. Either to create a profile that describes the contents of the file to WinFlexOne through the importer, or to modify the file to fit a profile that is already in the importer. We ll get to that later. For now, we are going to work with one Excel spreadsheet format, and a profile that was created to work with that spreadsheet format. But first, let s see how we log into the importer. 9

39 Log In 10 From the Applications screen, click on WinFlexOne Importer. Type in a WinFlexOne User ID and Password that has rights for the Importer. The default is for the Administrator role to have access to the Importer. Click Connect. 10

40 Download Profile 11 First, from the Resource Learning Center copy the profile, file specifications and Excel spreadsheet to your C: drive. This is so you can access the profile from the WinFlexOne Importer. Next, download the profile into the Importer. From the main menu, select the Import Source Profile button. Select your C: drive from the Look in: dropdown list and You will see a list of profiles that were either loaded with the WinFlexOne application or that have been created. Generally, you do not have to build a profile. We have provided profiles, with their corresponding File Specifications and spreadsheet files. However, we will walk through the steps involved in building an import profile and importing data. See the Resource Learning Center for profiles that have been created for specific purposes. Connect information is located to the left side of the display screen Profiles- all profiles that are currently established Processing- Allows you to navigate to processing screen Version #- Current version of software System Includes table maintenance, Error log and other system options Connect - System default User ID: Enter the User ID for this application. Utilize the User ID assigned to you in WinFlexOne (security rights for Importer must apply to your User ID). Password: Enter the Password for this application. Utilize the Password assigned to you in WinFlexOne (security rights for Importer must apply to your Password). Click the button to log in. Select the button to access all profiles currently available within the Importer. The system will automatically default to Profiles once the login process has been completed. Select the button to import files. Select the button to receive additional import target detail and a list of Look Up scripts under Table Maintenance. Select the Error Log option to view all error logs. Select System Options to change text and background colors. Let s start with a simple profile to importing employee information. We have make certain 11

41 Download Profile 12 You will receive confirmation that the profile has been imported successfully. You will also notice that the profile name did not appear in the Active profile list. All imported profiles are imported into the Inactive profile list. Click OK. Click the Inactive radio button. We ll now build this imported profile to make it active. This means we can process an importer file. Double click on the profile name that was just imported. 12

From the main menu of WinFlexOne select Help from the top of the screen and then About. Only utilize the first three digits and the dot. i.e. 6.33.

The Import destination will display Employee. You will retain this select to import employee information.

42 Activate Employee Import Profile 13 Retain the Profile Name that was imported. If the DB (database) version does not match your current database version, you may change it on this screen. What DB Version am I on? From the main menu of WinFlexOne select Help from the top of the screen and then About. Only utilize the first three digits and the dot. i.e Add description to this import profile. For example, if this is a special profile for a particular employer, you could put the employer s name in the description. The Import destination will display Employee. You will retain this select to import employee information. This means that just the fields for the employee information screen will be displayed for importing. Other choices will be utilized with other import profiles. Click Next. Accept the defaults on the Structure tab if your file is a.csv or.txt file. Click the box for Overwrite fields with empty strings. This allows the import file to contact blank fields, for example if you do not have addresses for all participants. Click Next. 13

43 Activate Employee Import Profile 14 The imported profile contains the field names contained in the import file. We ll get into customized profiles where you would fill in the name of each field in your import file later. For now, we are working with pre-formatted profiles. Click Next. Although this profile was imported, you must Assign, or link, each field from the import file to the corresponding field in WinFlexOne. You are going to assign fields from the Data Source window to fields in the WinFlexOne window. 14

44 Activate Employee Import Profile 15 Start by clicking on the first field name in the Data Source window and then clicking on the corresponding field in the WinFlexOne window. Note: The required fields are shown in red until they are assigned. Click Assign. You will receive a confirmation/verify box. If the assignment is correct, click Accept. 15

Continue selecting fields from the Data Source window and assigning them to the appropriate

Note: There is a detailed list of source files and their proper WinFlexOne assignment field name

the Resource Learning Center under Resources / Reference.

will look like the screen prints displayed on this slide.

45 Activate Employee Import Profile 16 You will see that the information in red has changed to green, the Pop (population) Method has changed to field and Field name has been inserted. Continue selecting fields from the Data Source window and assigning them to the appropriate target fields in the WinFlexOne window. Note: There is a detailed list of source files and their proper WinFlexOne assignment field name in the Employee Import information packet that is attached to this presentation and available at the Resource Learning Center under Resources / Reference. Once every field in the source file is assigned to the WinFlexOne target fields, your screen will look like the screen prints displayed on this slide. You will notice at the bottom of the list that Employee Insurance CoCode and Employee Insurance EmpNum are shown as linked. This is normal, and you do not have to have any fields in the source file assigned to these WinFlexOne fields. Click Validate. 16

46 Activate Employee Import Profile 17 If all required fields are assigned, the confirmation will displayed. Click OK. If you have not linked all required fields, review all assignments and click Validate again. Click Save and Close. You will receive a warning. 1) If there is an employee termination date provided in the source file, it will terminate the employee on the Employee Information screen and on all benefits. 2) If a termination date already exists in WinFlexOne and the employee is imported again without a termination date, the existing termination dates will be removed on the Employee Information screen and on all benefits. Click OK. You will receive confirmation that the profile was saved. Click OK. You will be returned to the main menu of the Importer screen. 17

47 Activate Employee Import Profile 18 You will notice that the employee profile no longer exists as an Inactive profile. Click the name of the employee import profile to beginning importing the employee source file and then click Processing. Click the Active radio button. The employee import profile is not ready to process your source file. 18

48 Receive File and Prepare for Import 19 Review Employer File Save file as.csv Prepare Excel spreadsheet for WinFlexOne Importer The source file must in a csv (comma delimited) format. If the file did not arrive with a.csv extension, you will have to open, restore any leading zeros in the SSN or Employee ID columns and save in a csv format. 19

For instance, we don t want to lose leading zeros from social security numbers or employee ID fields.

49 Import External Data to Excel 20 Now we are going to import the file back into Excel to format the columns. This ensures that certain fields are retained in their original format. For instance, we don t want to lose leading zeros from social security numbers or employee ID fields. From the main menu of Excel, select Data, Import External Data and Import Data. Select the source file and follow the Excel Text Import Wizard. You will select Delimited and Next. 20

Then click on the headings that contain dates and click on Date to keep those columns in a date format. Click Finish.

50 Import External Data to Excel 21 Select Comma. Set the Text qualifier to none. Click Next. Then click on the first heading that contains either the social security numbers and/or employee ID numbers. Then click on Text. Then click on the headings that contain dates and click on Date to keep those columns in a date format. Click Finish. Click on New worksheet and OK. Save this file on to your computer as a csv file, naming it appropriately. Now we are ready to import this source file. Log into the WinFlexOne Importer. 21

51 Import Source File 22 From the main menu of WinFlexOne Importer, select Processing. 1. You must select, or click, the name of the import profile to be used. 22

Import Source File 23 2. Click the Browse button and select the.

52 Import Source File Click the Browse button and select the.csv file created from the employer s employee file. 3. Click the Begin Import Process. 23

53 Import Source File 24 Depending on the size of the file, the import process could take several minutes. You will receive a Process End Time and the number of records considered for import. 4. Click Import Processing Results. The default sort order is by Date/Time. Your last import will appear at the bottom of the list. You may select a different Sort By order by clicking the radio buttons. This is an abbreviated version of the import results. Double click on the appropriate report line or highlight the appropriate report and click the Recon Details tab. 24

54 Import Source File 25 If the file contained a header record. That is, the names of the fields were typed in the first row, that row will not import. It will display a Fail MSG (failure message). This is normal. The default is to display all or a combination of messages. You may display success, failure or warning messages by clicking the boxes in the Show window. It is recommended that you just display failure messages to validate the import success. You may click on a success message, failure message, warning message or source record fields to receive more detailed information. SEQ: Row number of source file Result: 1=failure, 2=successful update and 0=successful insert. Success MSG: Explanation of a result 1 or 2. Fail MSG: Explanation of a result 0. Warning MSG: System automatically updates but will provide a warning message if there is a potential problem. Source Record: Detailed record from source import file. Insert: Number of records added to WinFlexOne. Date: Date the data was imported. Time: Time the data was imported. 25

55 Import Report 26 This is an example of the Import Results Report. 26

56 WinFlexOne - Importer 27 This module provided: Overview Log In Source File Importer Profile Download Activate Import Source File This module provided an overview of the import process. It also provided an explanation of a source file, the importer profile and facts about importing records. 27

57 Additional Resouces 28 Additional resources are available at: MHM Resource Learning Center Web site Chapter 20: Importer Additional resources are available at the MHM Resource Learning Center Web site. We have provided this presentation, employee import package and Chapter 20 of the WinFlexOne manual. 28

58 Questions? 29 If you have comments or suggestions about this training module: Send an to: If you have comments or suggestions about this training module, please send your observations to 29

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