HR DATA FEED OVERVIEW
Solv caters for the use of HR data within its systems. The use of a HR data feed reduces data entry by prepopulating the employee’s data in the incident, injury, claim and health forms.
The HR data consists of a few required fields and some optional data from the organisation’s HR system. While this is primarily for employee data, it can also include data on Candidates, Contractors, Volunteers or other people external to the organisation.
In SolvInjury the HR data feed is used to pre-populate the ‘add new injury’ form when a person is selected from the HR data list. Using the HR data in SolvInjury is optional, as the injured person’s details can also be entered manually.
In SolvSafety the HR data feed is used to pre-populate an injured person’s details on the Report an Incident form when a person is selected from the HR data list. Using the HR data in SolvSafety is optional as the injured person’s details can also be entered manually. The HR data is required to implement automated employee / manager workflow (i.e. an employee enters an incident form and their manager is sent a notification to review the incident).
In SolvHealth, the HR data feed is essential. It allows Users complete and manage health records against people stored in the system.
The initial HR Data file provided by the client will include data for all employees. As employees join and leave the organisation time and also change their details, a regular feed of changes is sent to our system. These subsequent files will be a delta file, which only includes person records that are new or have changed.
Updates are usually sent daily or weekly. The updates are sent in an Excel file or CSV via SFTP and our Solv template is the preferred option. Please reach out to SolvSupport or your Account Manager for a copy of this template. The use of a custom template will require custom development, additional costs and additional time required for the onboarding of a new client.
TECHNICAL OVERVIEW
The HR data file can be supplied as an MS Excel spreadsheet (.xlsx) or as a comma-delimited file (.csv). The Solv template is our preferred option for a seamless feed of information and highlighting errors.
Where the HR data needs to be updated at a higher frequency, then the file must be sent to the Solv SFTP (secure) server where the file will be processed automatically within 24hrs.
KEY POINTS FOR GENERATING THE HR DATA FILE
The file name must be {Account Prefix}_HRDATA_{Date/Time Stamp}.{extension}
Example: ABC_HRDATA_20190101120000.xlsxThe tab name must be called People.
The first row of the data file must contain column headings and the column heading text must match that defined in Appendix A - File Layout Details for HR Data.
The size/length of each data item cannot exceed the max size specified for data item.
All the ‘required ’data items must exist in the data file.
Data items that are not being provided do not need to exist in the file.
Dates are provided in the form DD/MM/YYYY or YYYY-MM-DD.
Delta files will be processed nightly, and run-time commences 2.00am WST
For a delta file, all the required data needs to be provided for the individual employee record.
Each file can only have one person record with the same Client Unique ID, employee ID or email address.
NOTE 1: If people work across different business units, positions, or managers, the person record with the primary post or works at that particular location a majority of the time, should be provided.
NOTE 2: If people share the same email address, this is a security issue, and we cannot link email address to the email address column. It is recommended only work email addresses are linked to the ‘Email’ column and a new field ‘Person Email Address’ is added to the form template and file template.
FILE LAYOUT DETAILS FOR HR DATA
Data Name | Element
Type | Value Type | Format/Max Size | Required | Notes |
Account Prefix | Text | Text | 6 | Yes | Must match the Account Prefix
exactly. |
Client Unique ID | Text | Alphanumeric | 100 | Yes | Must be a unique identifier which is used to update the Person Record. Commonly, employee ID or email address is
used. |
Update Client Unique ID | Text | Alphanumeric | 100 | No | When there is a change in the Client Unique ID, this column should be used. Then for subsequent imports, this data is entered into the Client Unique
ID column. |
Reporting Structure Unique ID | Text | Alphanumeric | 50 | No | Must be a unique identifier which is used to differentiate between reporting structure
names. |
Reporting Structure Name | Business Unit | Alphanumeric | 150 | Yes | Must match a node at the lowest level in the Reporting
Structure. |
First Name | Text | Text | 50 | Yes |
|
Last Name | Text | Text | 50 | Yes |
|
Text | Alphanumeric | 100 | * | Email OR Employee ID is required and will be used as the unique identifier to update an employee’s details when they change. Email must be provided if the employee will need to log into the Solv system or receive
notifications. | |
Employee ID | Text | Alphanumeric | 20 | * | Email OR Employee ID is required and will be used as the unique identifier to update an employee’s details when they
change. |
Person Type | Dropdown | Text | 20 | Yes | Must match the list that has been set up for your Account. For example: Candidate, Contractor, Employee, External,
Other |
Employment Type | Dropdown | Text | 100 |
| Full-Time, Part-Time, Casual |
Date of Birth | Date | Date | dd/mm/yyyy |
| Format can also be yyyy-mm-dd |
Gender | Radio
Button | Text | 1 |
| F (or Female), M (or Male), O (or
Other) |
Employed Date | Date | Date | dd/mm/yyyy |
| Format can also be yyyy-mm-dd |
Phone (Work) | Text | Alphanumeric | 20 |
| ‘Is Phone’ property reduces 10
digits maximum |
Phone (Home) | Text | Alphanumeric | 20 |
| ‘Is Phone’ property reduces 10
digits maximum |
Phone (Mobile) | Text | Alphanumeric | 20 |
| ‘Is Phone’ property reduces 10
digits maximum |
Height (cm) | Text | Decimal | 9999.99 |
|
|
Weight (kg) | Text | Decimal | 9999.99 |
|
|
Title | Dropdown | Text | 10 |
| i.e. Mr, Mrs, Ms, Miss, Dr, etc |
Middle Name | Text | Text | 50 |
|
|
Preferred Name | Text | Text | 50 |
|
|
Occupation | Text | Alphanumeric | 50 |
|
|
Occupation ID | Dropdown | Alphanumeric | 100 |
|
|
Home Address 1 | Text | Alphanumeric | 100 |
|
|
Home Address 2 | Text | Alphanumeric | 100 |
|
|
Home Suburb | Text | Text | 100 |
|
|
Home State | Dropdown | Text | 50 |
| ACT, NSW, NT, QLD, SA, TAS,
VIC, WA, Other |
Home Postcode | Integer | Alphanumeric | 20 |
|
|
Home Country | Dropdown | Text | 100 |
| M49 standard - Australia, etc (no abbreviations) |
Work Address 1 | Text | Alphanumeric | 100 |
|
|
Work Address 2 | Text | Alphanumeric | 100 |
|
|
Work Suburb | Text | Text | 100 |
|
|
Work State | Dropdown | Text | 50 |
| ACT, NSW, NT, QLD, SA, TAS,
VIC, WA, Other |
Work Postcode | Integer | Alphanumeric | 20 |
|
|
Work Country | Dropdown | Text | 100 |
| M49 standard - Australia, etc
(no abbreviations) |
Commenced Date | Date | Date | dd/mm/yyyy |
| Format can also be yyyy-mm-dd |
Ceased Employment Date | Date | Date | dd/mm/yyyy | * | Format can also be yyyy-mm-dd Required for person status – active when blank, inactive
when date exists |
Manager Employee ID | Text | Alphanumeric | 20 | * | This is the Employee ID of this persons Manager. Required for
employee/manager workflow. |
Import Reference |
| Alphanumeric | 50 | Yes | Used by Solv – to be left blank. |
Position ID | Text | Alphanumeric | 20 |
| Employee’s Position ID |
Manager Position ID | Text | Alphanumeric | 20 |
| Managers Position ID. Required for employee/manager workflow if Manager Employee
ID is not used. |
Injury Occupation | Dropdown | Alphanumeric | 100 |
| Must match dropdown list set-
up in the system |
The valid values that are accepted for each type are outlined below:
Text = letters, spaces, hyphens, commas, and apostrophes are accepted.
Alphanumeric = letters, number, spaces, hyphens, apostrophes and brackets (), "&", "," and "." are accepted.