Import Employee Demographics

This program will import employee information into the Human Resource System (demographic page) so it does not have to be entered one staff member at a time. It will import data from a file to a table on the screen and the user can choose which employee's information to import.

Pipe "|" Delimited File Format

SSN | Last Name | First Name | Middle Name | Suffix | Email Address | Gender | Hire Date | DOB | Address | Apt | City | State | Zip | Home Phone | Cell Phone | Phone # 3 | Phone # 4 | Emergency Phone # | Employee Status Code | Separation Date | Driver License State | Driver License # | Driver License Expiration Date

Please note that the hire date, birth date, and separation date should be in the following format: YYYYMMDD.

On the left navigation panel, select Human Resources, Loaders and Import Employee Demographics.

Setup Box Options

To find definitions for standard setup values, follow this link: Standard Setup Options.

For other set up values not listed in the standard set up list:

• Email Type - Choose the email type to be imported: Home, Work or Other

• Address Type - Choose the address type to be imported: Home, Mailing, Etc.

• Country Type - Choose country of where the address is located.

• Phone Number 3 and 4 Type - Note: Phone numbers 1 & 2 ( Home and Work) are hard coded. Choose other phone numbers for 3 & 4: Cell, Answering Service, Beeper, Etc.

• Emergency Number Type - Choose phone number for your emergency number.

• Driver's License Type - Choose driver's license type: Automobile, Commercial, Bus, etc.

• Overide HR Data - Choose if you wish to overwrite the data that currently exists in the HR database.

• Include IDs - Choose if the file contains staff IDs.

• Update HR IDs - Choose if you wish to overwrite the es=xisting staff IDs with the import file staff IDs.

• Choose File - Click to choose the file to import from where it is stored on your computer.

NOTE: The logic for importing employee demographic information into the Human Resource System is as follows:

The program checks to see if a record exists in the database with the employee's SSN. If a record exists then the program checks to see if the employee last names are the same. If they are the same then the program updates the demographic information only if the corresponding fields are blank. This program considers the HR Data to be more accurate, unless you select to Override HR. If you select to Override HR, then the program will replace the demographic information with the data found in the table on the screen and in the case of the address and phone numbers, if the address/phone number type you selected from the setup box exists in the database, then only the first occurrence will be overwritten. If a record exists but the employee last names are not the same, then the record is skipped. If a record does not exist then the program will generate a Staff ID and insert the employee's information into the Human Resource System.

Click the OK to advance to the next page.

Choose which employee(s) that you want to add/update and click on Import. You will then see a window verifying that the import was completed.

To Print this Report

Click the Print button at the bottom of the screen.

A popup will appear with a set of document print options--PDF, XLS, CSV, HTML.

The default print option will be PDF.

Click the print button on this popup and a print preview window will appear.

To get the print icon on this window, hover the mouse in the bottom right area of the preview. A grey rectangle will appear with several icons.

Click the print icon at the right end of this rectangle. Another print preview will appear.

Click the print button at the top left to print the report. Close the print preview.