Basic data integration (via files / import center)

Important: this article is aimed at Endalia HR users with an Administrator profile.

The following article aims to describe the sequence of Import Centers required for the incorporation of employees into Endalia from other systems. The described scenario is aimed at basic module scopes (mainly integration scenarios with Time Registration & Vacation and Absences). For other scenarios, consult the Integrations section

TABLE OF CONTENTS

• 1. Minimum data
• 2. Additional data (optional)
• 3. Parameter mapping
• 4. Generation of organizational structure
• 5.User role definition (optional)
• 6. Employee creation process
• 7. Employee data update process

1. Minimum data

If the desired integration scenario only requires the most basic data possible. We must keep in mind the minimum data to be incorporated into the system:

• Employee code
• Name
• LastName1
• Document number
• Document type > If this data is not managed at source, integrate value "DNI".
• Gender
• Status > If we only dump active employees, use the value "Active"
• Company
• Work center
• Contract type
• Reason for registration
• % of working day

Additionally, if using Time Registration and/or vacations, it is necessary to add:

•  Agreement

In addition, to manage visibility and escalation of approval processes, the organizational structure must be defined. Assigning a position to each employee (The process of creating a structure and assigning employees to positions is described later)

2. Additional data (optional)

Endalia is a modular system that allows incorporating new modules based on the needs of the final client. All processes of these modules are based on people management. Therefore, if additional needs are detected, the first step is to define what data we will need to manage them.

From the configuration section > People > Employee data, it is possible to define the mandatory fields in the employee's profile. These fields will be required for creating new employees in the system.

An example:

In the image we can see that the Nationality 1 field is defined as mandatory. If this field is not required for our management, we can configure it not to be mandatory.

It should be noted that if new additional data is defined, these must be added to the integration in addition to the sections in the section 1 "Minimum data".

3. Parameter mapping

The integrator must load the required master parameters into Endalia before starting the data dump. In case an employee is attempted to be loaded with parameterizations that have not been previously loaded into Endalia, the import centers will generate an error, and a manual load must be performed and subsequently use the import center again.

The minimum data that must be created beforehand are:

• Company
• Work center
• Agreement

These parameters must be created in the system from the corresponding configuration sections.

4. Generation of organizational structure

To manage system visibility (who has permission to see information about other employees) as well as for approval processes (for example, who needs to approve an employee's vacation), an organizational structure needs to be loaded.

The organizational structure consists of a set of positions with a hierarchical dependency structure.

For creating the organizational structure, you can use the Import Center: Positions and structure Positions and structure

5.User role definition (optional)

If the integration scenario requires users to access the employee portal, it will be necessary to create users for the employees loaded into the system.

The user will require the following data:

• Username
• Password (optional, if the configuration scenario is with delegated passwords)
• Language (Default, Spanish)
• Role 1
• Role 2 and subsequent roles (optional)

Therefore, the first step is to define the user roles in the system. These roles allow defining which sections and operations users will be able to perform in the system.

Once the roles are created, we are already able to create users.

6. Employee creation process

Defined parameters and the organizational structure, once the basic parameterizations have been generated in the system, we are already able to load employees into the system.

To create an employee, the following steps must be followed, with all the data to be integrated:

a. Employee creation.

The Import Center should be used: Creation of people

The import center provides an Excel template to complete the batch of necessary data.

b. Association of employees to positions

The Import Center should be consulted: Association of employees to positions

c. User creation

The Import Center should be consulted: User creation

7. Employee data update process

Once the employee is created, for data updates (due to variations in the master data), the different import centers can be consulted:

1. Employee data loading: Import Center: Personal, organizational, and contact data.
2. Contract loading: to create or update the contract -Import Center: Contracts
3. Modification of variations: Import Center: Variation of personal data

1. Companies
2. Work centers
3. Workday percentage
4. Agreement

        d. Position change: Import Center: Association of employees to positions