The HR Manage Importer can import data from almost any payroll. With some payrolls where the data is stored in SQL Server or an ODBC compatible data source (e.g. Dynamique or a SAP XI), it is possible to set up an automatic overnight update with no interaction required from a user.
To do a manual import, the payroll must at the very least, be able to export employee data to an Excel workbook and we can then import from there. In the case of importing from Excel, the worksheet has to be structured (first row contains column names and each row onward represents one employee) and the column names must stay the same for every subsequent import. Column order can be different, but any linked columns must be present and with the exact same name as the previous file.
SQL Server Database
If the Payroll uses SQL Server as database platform, they only need to provide a read-only view with the relevant information. We import directly from the payroll at all of our customers using Dynamique or a SAP XI for example.
Text / CSV
The payroll data can be exported to a text or csv file, separated by commas, tabs or even custom delimiters. The HR Manage Importer has a very powerful text processor and can read the contents of a file with 70,000 records in less than 5 seconds. We prefer importing from SQL or Text as Excel sometimes throws away leading zeros for Employee Numbers. In some cases, SAP can even send the data as a CSV via FTP to a server which can also be used for automatic importing. The following requirements apply for importing from text / csv:
•Each row must represent only one employee
•The first row in the worksheet must contain the column / field names
•No delimiters allowed in field values. E.g. If the field values are separated with commas, placing a comma inside a field value will cause the system to see it as different fields. If some field values do contain commas, rather use a tab-delimiter or put the field values in quotes and separate them with commas. (E.g. "Value 1","Value 2",etc)
•No spaces between rows or garbage allowed at the top or bottom of the file (e.g. summaries, etc.)
MS Excel Workbook
The payroll data can be exported to an Excel workbook for importing. If this is done on a regular basis, the column names must be the same every time an export is done. HR Manage will check if the linked column names exist in the file before importing. Other requirements for importing from Excel are:
•Worksheet must be in a "table" format. Each row represents an employee and each column represents a field
•The first row in the worksheet must contain the column / field names
•No spaces between rows or garbage allowed at the bottom (e.g. summaries, etc.)
MS Access Database
Data can be imported from a single table or query within an Access database.
ODBC Database
The Payroll data can be exported / accessed via any existing ODBC connection. The importing can however only be done on the computer with the ODBC data source created unless the ODBC data source it is created on one or more computers. The ODBC data source name and the field layout must stay the same for subsequent imports.
This must be a unique field in the payroll that will not be duplicated throughout the payroll / branches. This is used by the Payroll Import Module to determine if the employee already exists in HR Manage or if a new employee must be created.
We HIGHLY recommend using the ID Number (with Alternative ID / Passport as backup) be used for this purpose. The ID Number will have to be captured for each employee. If the ID Number (and Alternative ID) / Primary Key is not captured, the employee will not import. This is to prevent employees from being duplicated in the system.
Lastly, the Employee Number can be used, but we do not recommend this as the Employee number is sometimes duplicated in different branches / sub-companies and could have an effect on the data integrity.
HR Manage allows importing from the following fields:
(Fields marked with * are Recommended. Fields marked with ** are Required)
•Personal Details
o ID Number **
o Alternative ID Number / Passport number
o Employee Number *
o Unique / SAP Number
o First Name *
o Last Name *
o Preferred Name
o Initials
o Gender **
o Title
o Race / Class **
o Disabled & Type of Disability **
o Date of Birth
o Phone Number
o Cellular Number
o Email Address *
o Nationality
o Residential status
o Classification
o Risk Group
o Postal Address (Line 1 - 3 + Postal Code)
o Physical Address (Line 1 - 3 + Postal Code)
o Province
o Home Language
•Employment Details
o Date Engaged *
o Date Terminated **
§ If left blank, then employee will be imported as Active
o Reason for Termination **
o Job Title (Full name) **
o Job Grade (not imported, but used for matching)
o Occupational Level (not imported, but used for matching)
o Occupational Group (not imported, but used for matching)
o Date Engaged in Occupation
o Date Ended in Occupation
o Location 1 * (E.g. Branch, Company, etc.)
o Location 2 * (E.g. Department, Division, etc.)
o Location 3 * (E.g. Sub-division, Section, etc.)
o Cost Centre *
o Employment Type *
o External Company / Contractor
o External Sub Company / Sub Contractor
o Shift
o Manager (Manager’s ID Number or Employee Number)