Loading Employee-Position Associations

  To load position and employee assignment data:

1. Review the entry and member names associated with employee and position-related Smart Lists, such as the following. See Frequently Used Public Sector Planning and Budgeting Smart Lists.

   Table 31. Employee Smart Lists

   Smart List	Associated Member Names
   Position_Type	Position Type
   Job_Class	Job
   Location_Code	Location Code
   Union_Code	Union Code
   Salary_Basis	Salary Basis
   Full_Time_Status	FT/PT
   Employee_Type	Employee Type
   Pay_Type	Pay Type

2. Create a file in a tool such as Microsoft Excel. Note: Although you can use a text editor, it is best to use a spreadsheet program to customize the sample code, because some text editors may not maintain the necessary line breaks.

3. Copy and paste this code into the file:

   Budget Item,Data Load Cube Name,Point-of-View,Position Number,Position Name,Position Type,Job,Position Start Date,Position End Date,Adjustment Date,
   Default Weekly Hours,Salary Basis,Union Code,Location Code,Annual Salary Spread,Employee Number,Employee Name,Hire Date,FT/PT,Employee Type,Pay Type
   

4. In the Point-of-View column, replace Entity1, Position1, Employee1, Budget, and Stage 1 with the name of the positions and employees whose assignments to load, the associated cost center or department, and the budget stage.

5. Specify assignment data such job name, job number, name of employee to assign to the job, and employee type and salary basis.

   Example: You want to associate a new Data Entry and Processing (job 56) job to the Admissions Administration Position (P32), starting on June 1, 2012 . You also want to load and assign the details of a permanent and full time employe hired on August 15, 2012. To load this data, specify:

   Budget Item,Data Load Cube Name,Point-of-View,Position Number,Position Name,Position Type,Job,Position Start Date,Position End Date,Adjustment Date,Default Weekly Hours,Salary Basis,Union Code,Location Code,Annual Salary Spread,Employee Number,Employee Name,Hire Date,FT/PT,Employee Type,Pay Type
   Unspecified Budget Item,HCP,"BegBalance,Local,Admin_12,Budget,""Day, John"",Stage 1,Admission,No Year,Unspecified Element",P32,Budget Admissions position,Single_Incumbent,Job_56,01-06-2012,,,30,,,Bangor_1,Average,167,John Day,08-15-2012,FullTime,Regular,Nonexempt
   

6. Save the file in CSV format.

7. Perform a test run of the CSV file to ensure that the correct employee-position assignments load and display correctly. See Testing Load Files and Verifying Data Loads.

8. After confirming that data loads correctly, run the CSV file in the production environment. See Running Load Files .