New Employee Import Overview

The New Employee (New Hire) Import feature provides a bulk import process that loads new employee data from a third party source into PrismHR. You are guided through the import process with an Import Wizard that leads you through the steps required to bring in your data.

Employee Import Workflow

The new hire workflow operates like this:

1.

The Service Provider (SP) receives new hire data from one of their clients.

2.

The SP creates an import batch for a specific client. Data translation and file settings required for the import are assigned to the batch.

3.

The SP uploads an import file (CSV or tab-delimited) with column headers. The only format you can import without column headers is one that matches the HRP-Expanded-TXT field mapping.

4.

The SP confirms that data is mapped correctly between their data and PrismHR data. This data is mainly used for user-defined import templates.

5.

Employee data is staged in a temporary work directory.

6.

The SP is directed to the Review & Fix Data (Screen 3) form where they can make changes on the fly, which eliminates the need to adjust and re-import the file.

7.

Employee data is converted and brought into the system.

New Employee Import Screens

The forms used for New Employee Import include:

•

New Employee Import Dashboard - The entry point for the New Employee Import wizard. You can view import batches in progress as well as past imports that were completed successfully. Data Translations translate third-party codes into PrismHR codes set up in the system. Import Field Mapping creates custom templates for commonly imported file types.

Note:  You do not need to use Data Translations unless the codes contained in the import file do not match the current codes set up for the client. The STD set is selected by default, but it does not contain any custom translations unless it is added by you (the SP).

•

Import Setup - On Screen 1, you create the batch import name, apply the import field mapping, and upload the file you are importing. You can then see whether there are errors associated with the imported file. The application will let you know if the selected field mapping does not match the uploaded file, and if a field mapping exists that does match, the system will alert you.

•

Data Mapping - Screen 2 displays results of the import field mapping selected from imported data. It helps validate that the correct information was uploaded and the right settings were applied in Screen 1 of the Import Wizard. If required, select a Translation Code Set to translate any codes in the imported file to codes set up in the system.

•

Review & Fix Data - Screen 3 displays imported and translated employee data that you can edit directly in each cell of the data mapping table. Only the columns that contain errors are displayed. You can add new codes for: Department, Division, Position, Project, Shift Code, Work Group, and Worksite Location.

•

Import Complete - Screen 4 shows a summary of the employees loaded into the system and assigned either Employee IDs or prehire records that are created for OB.

Import Wizard Steps Indicator

The Import Wizard Steps indicator helps you understand where you are in the import process. You can view how many more steps are required and also displays where you are when returning to a saved step.

There are four steps in the wizard that appear across the top of the New Import dashboard. The active step in the import process is highlighted and the text is bold. For example, Data Mapping is the active step.

You can return to the previous step from Data Mapping and Review & Fix Data steps by clicking Previous. For example, you may need to go back to a previous step in the import process to change a parameter or to correct issues in the original import file by uploading a revised file. For convenience, the name of the import you are working with is shown on each screen of the process (Screens 2, 3, and 4).

When returning to the Import Setup step, the Import Name is read-only. You can change the Field Mapping selection or upload a new file. When you click Upload File you are notified that this action cannot be undone and are prompted for confirmation. Uploading a new file wipes all data associated with the import and restarts the import process.