SAP Learning Journey

Updating employee information via import

Objectives
After completing this lesson, you will be able to:

After completing this lesson, you will be able to:

  • Update Employee Information via import when changes are needed

Centralized services

Centralized Services for Employee Data Imports

Centralized services is an umbrella term for a collection of specialized services governing different processes in Employee Central. Centralized Services aim to resolve incompatibilities to important functions like business rule execution, identical record suppression, deleting employee data, validation, and so on.

Centralized Services regulate the following processes in Employee Central:

  • Importing Employee Data – applicable to data imports initiated from the Import Employee Data page and OData APIs
  • Saving on History UI – applicable when saving changes in the History UI  (clock icon) of a block in the People Profile
  • Saving on Editing UI – applicable when saving changes in the Editing UI (pencil icon) of a block in the People Profile

Entities Supported by Centralized Services

HRIS entityCentralized Services on ImportsCentralized Services on History UICentralized Services on Editing UI
Biographical InformationEnabled by default; Cannot be disabledNot ApplicableNot Applicable
AddressesEnabled by default; Cannot be disabledEnabled by default; Cannot be disabledEnabled by default
Social Accounts InformationEnabled by default; Cannot be disabledNot ApplicableEnabled by default; Cannot be disabled
Personal InformationEnabled by default; Cannot be disabledEnabled by default; Cannot be disabledEnabled by default; To opt-out, go to
Global InformationEnabled by default; Cannot be disabledEnabled by default; Cannot be disabledEnabled by default; Cannot be disabled
Phone InformationEnabled by default; Cannot be disabledNot ApplicableEnabled by default; Cannot be disabled
Email InformationEnabled by default; Cannot be disabledNot ApplicableEnabled by default; Cannot be disabled
National ID InformationEnabled by default; Cannot be disabledNot ApplicableEnabled by default; Cannot be disabled
Work PermitEnabled by default; Cannot be disabledNot ApplicableEnabled by default; To opt-out, go to Company System and Logo Settings
Job InformationEnabled by default; Cannot be disabledEnabled by default; Cannot be disabledThis feature is disabled by default if either one or both Position Management or Time Management are enabled in an instance.
Job RelationshipsEnabled by default; Cannot be disabledEnabled by default; Cannot be disabledThis feature is disabled by default if either one or both Position Management or Time Management are enabled in an instance.
Compensation InformationEnabled by default; To opt-out, go to Company System and Logo SettingsEnabled by default; To opt-out, go to Company System and Logo SettingsThis feature is disabled by default if either one or both Position Management or Time Management are enabled in an instance.
Recurring Pay ComponentEnabled by default; To opt-out, go to Company System and Logo SettingsEnabled by default; To opt-out, go to Company System and Logo SettingsNot Applicable
Non-Recurring Pay ComponentEnabled by default; To opt-out, go to Company System and Logo SettingsNot ApplicableEnabled by default; To opt-out, go to Company System and Logo Settings
Employment DetailsEnabled by default; Cannot be disabledNot ApplicableEnabled by default; To opt-out, go to Company System and Logo Settings

Exercise: Maintain employee records

Business Example

There are multiple errors in Penny Welsh’s file that need to be corrected.

Note
Consider, where do you go in an employee’s file to make corrections? Where do you go to import additional, new, or corrected records? When uploading a small number of records, should you choose Full Purge or Incremental Load?

Steps

  1. Troubleshoot Penny Welsh’s Job History Import: An administrator is trying to import Job History information for Penny Welsh and is receiving errors. Import the file Module4Jobhistoryimport, interpret the error message, correct the file, and upload your new version.

    1. Go to Import Employee Data.

    2. Select Job History as the entity. Choose Incremental load.

    3. Browse for Module4Jobhistoryimport.csv file and validate.

    4. Troubleshoot and update the file. Remove Contract Type from the Master Data file Job History Import File. The system doesn't recognize the entry. Contract Type is not a required field

    5. Go to Import Employee Data.

    6. Validate your file and choose Import.

    7. Verify that your records were imported for Penny Welsh → Employment Information → Job Information → History .

  2. Correct Penny Welsh’s job classification in the instance.

    Effective Date03/01/2012
    EventJob Reclassification
    Event ReasonJob Reclassification
    Job ClassificationVice President, Operations (VP-OPS)

    1. Log in to your instance.

    2. Go to Penny Welsh → Employment Information → Job Information → Clock button (History) .

    3. Select Insert New Record and use the information in the table.

    4. Choose Save and close the history.

Partial imports

Update Specific Fields via Import

So far, you've learned about two importing modes, Full Purge and Incremental Load. When you want to update specific fields but retain others selectively, you can use Partial Imports. A Partial Import is an incremental import that uses &&NO_OVERWRITE&& against fields you do not want to update.

Fields for the business keys and fields marked with &&NO_OVERWRITE&& will NOT be changed.

While importing data, if the system encounters a field without any value, the system will add either&&NO_OVERWRITE&&, or null value depending on whether the entity supports partial import or not.

Unsupported Entities for Partial Imports

If you want to perform a Partial Import while importing data in Incremental Load mode, you cannot update information for these objects:

  • Address
  • Work Permit Info
  • Job relationships
  • Dynamic Role
  • Workflow

Delete Employee Data via Import

Employee data can be deleted in Incremental Load by choosing an operation type between DELETE and DELIMIT. The operation type depends on the entity you are importing. Use DELETE for Compensation Information, Job History, and Personal Information. Use DELIMIT for other entities.

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