1. Implementing Your Agency
  2. Importing Agency Staff Data

Importing Agency Staff Data

This topic explains how to prepare and import agency staff resource data from an external data source into Public Sector Agency Staff tables using the File-Based Data Import feature.

Agencies with Fusion HCM implementation: File-based data import can be used if your agency has implemented Fusion HCM. You either enter employee details manually into the Public Sector Agency Staff tables using the Public Sector user interface (Agency Staff page) or run the schedule import process to copy the employee data.

Agencies without Fusion HCM implementation: If your agency has not implemented Fusion HCM and you are using a third-party application to maintain employee information, you can use the import process to copy data from the third party tables into the Public Sector Agency Staff tables.

In addition to the removal or inclusion of employee records, data changes can include changes to the details of an employee, such as the address, email, role, or designation.

Scheduling the Employee Data Import and Export Process

Administrators can set up a schedule to process a batch file that imports employee data from a .CSV file into the Public Sector Agency Staff tables. The imported data file, which is usually generated from a third-party application, can be used to set up and periodically update user details within Public Sector Agency Staff.

Using the Predefined Template to Import Data using File-Based Data Import

Public Sector Compliance and Regulation provides a template to help you import data using the File-Based Data Import tool. The Import template is a spreadsheet that includes the commonly used fields, in addition to the required, along with instructions to use them.

You can download the template by clicking this link: Agency Staff Import Template spreadsheet file.

Importing Employee Data

  1. Access the File Import and Export page from the Fusion application by clicking Navigator > File > Import and Export.

  2. On the File Import and Export page, in the Search Results section, click the Add button to upload the template zip file to the Universal Content Management (UCM).

  3. On the Upload File modal page, click Browse and select the file for upload. Use the Account field to select the account for the file you are uploading.

  4. Click Save and Close. You will see the file listing on the File Import and Export page with the details of the upload.

Scheduling the Import Export process using File-Based Data Import

  1. Access the Scheduled Processes page from the Fusion application Navigator > Tools > Scheduled Processes.

  2. On the Scheduled Process page, click the Schedule New Process button and enter values for the fields on the Schedule New Process modal page:

    Page Element

    Description

    Type

    Ensure that the Job option is selected.

    Name

    Search and select the Load Interface File for Import value from the list of names.

    Description

    Displays a description about the selected process.

  3. Click OK. The service now opens the Process Details page for you to select the import process for the process name you entered in the above step:

    Page Element

    Description

    Import Process

    Click the drop-down menu, search and select the Import Agency Staff value using the lookup list.

    Data File

    Click the drop-down menu and select the generated ZIP file you uploaded earlier, as described in the previous section.

  4. Click Submit and accept the confirmation message to complete the submission.

Note: The submission only confirms that the files are sent for processing. To view the details of the completed process, you must access the log file. The log file lists all the successfully processed records and the records that are in error, with the details of the error.

Records in Error

Note: When you fix the errors in the spreadsheet and prepare to resubmit it for processing, you must delete the records that were processed successfully in the previous run.All the records preceding the ones in error are created in the Public Sector Agency Staff tables. Resubmitting the template having those records results in creating duplicate entries of the staff records.

Scenarios for importing employee data from a third-party system to Public Sector Agency Staff profile

Prerequisite

The scenarios listed here assume that the following prerequisite has already been set up: Each record in the template should contain a unique identifier called the Interface ID. The interface ID is used as a key identifier while establishing parent-child relationships across the pages of the template spreadsheet.

Consider importing the employee details into the tables of Public Sector Agency Staff. You can perform the following actions using the Import template:

  • Add a new staff member

  • Assign personal attributes

  • Assign job functions and attributes

  • Assign roles

  • Disable an agency profile

The following scenarios detail how you can create a new agency staff record and seamlessly update various parameters of your existing agency staff.

Note: The InsertUpdateFlag field on the Import template is the determining factor as to whether the record is for a new agency staff or for updating an existing agency staff. Enter the value “I” if you are inserting a new record, or “U” if you are updating an existing record. Also note that the Person Number field is mandatory if you are updating a record.

Scenario 1: Adding a new agency staff

Consider creating a new agency staff record staff in your Public Sector Agency Staff.

If your agency is not a Fusion HCM customer, you use the template to enter details in all the pages of the template spreadsheet and then schedule the import process to import the newly added employee record. You must enter the value “I” in the InsertUpdateFlag field to qualify the record as a new agency staff entry.

The following example shows the data on the spreadsheet detailed in the above scenario – Adding a new staff member.

Record Number

*Interface ID

*InsertUpdateFlag

*First Name

*Last Name

*Email

*Business Unit

*Legal Entity

1

467436

I

John

Simmons

john.s@example.com

Sample Corporation

Sample Corporation

2

467437

I

Robert

James

robert.j@example.com

Sample Corporation

Sample Corporation
Note: The above example displays a limited number of fields. For a complete list of fields, refer to the Import template spreadsheet.

If your agency has implemented Fusion HCM, you use the HCM loader or enter the necessary employee details manually. In such cases, the following Public Sector specific attributes are required to be updated:

  • Job Title

  • Agency Department

  • Agency ID

  • Agency Location

  • Job Group

  • Is Supervisor

  • Enabled

Scenario 2: Updating personal details of an agency staff

Consider updating changes to the personal details of an agency staff in your Public Sector Agency Staff. You can perform the following actions:

  • Change work phone number

  • Change location

  • Change department

  • Change job title

  • Assign job group

  • Revoke job group

  • Change supervisor status

The following example shows the data on the spreadsheet detailed in the above scenario.

Record Number

*Interface ID

*Person Number

*Work Phone Number

*Location

*Department

*Job Title

*Is Supervisor

1

467436

PERNUM8

16348773

300100168879616

1001

Agency Staff

Y

2

467437

PERNUM9

32178939

300100168879616

1001

Building Inspector

N
Note: The above example displays a limited number of fields. For a complete list of fields, refer to the Import template spreadsheet.

Scenario 3: Updating job functions and their attributes

Consider updating changes to job functions and their attributes of an agency staff in your Public Sector Agency Staff. You can perform the following actions:

  • Assign job functions and attributes

  • Assign additional job attributes to existing functions

  • Remove job attributes

  • Remove job functions

The following example shows the data on the spreadsheet detailed in the above scenario.

Record Number

*Interface ID

*Assignment Flag

*Person Number

Agency ID

Job Function ID

Job Attribute

Attribute Value

1

467436

I

PERNUM8

1

ORA_BUILDING_INSPECTOR

ORA_INSPECTION_TYPES

Plumbing

2

467437

D

PERNUM9

1

ORA_CASHIER

ORA_CASHIER_ID

7574343

Scenario 4: Updating roles

Consider updating roles of an agency staff in your Public Sector Agency Staff. You can perform the following actions:

  • Assign additional roles

  • Revoke roles

The following example shows the data on the spreadsheet detailed in the above scenario.

Record Number

*Interface ID

*Role Action

*Person Number

*Role Name

1

467436

A

PERNUM8

Employee

2

467437

R

PERNUM9

Application Implementation Consultant

Scenario 5: Disabling agency staff profile

Consider disabling an agency staff profile in your Public Sector Agency Staff. You can perform the update without having to make any manual entry in your records. The user interface as well as the Import Agency Staff functionality allow you to disable agency staff profiles.

The following example shows the Enabled field on the spreadsheet, as detailed in the above scenario.

Record Number

*Interface ID

*Person Number

*Work Phone Number

*Location

*Department

*Job Title

Enabled

1

467436

PERNUM8

16348773

300100168879616

1001

Building Inspector

Y

2

467437

PERNUM9

32178939

300100168879616

1001

Agency Staff

N
Note: The above example displays a limited number of fields. For a complete list of fields, refer to the Import template spreadsheet.