HCM: Employees, Assignments & Cost Centre Data Conversion Lean Specification

 Data Conversion Mapping Specification 

 

 

              Human Capital Management  

 Data Conversion 

 (Employees, Assignments & Cost Centre) 

 

 

 

 

 

Author:

Creation Date: 14th August 2023 

Last Updated: 26th August 2023 

Document Ref:  

Version: 0.1 

 

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DOCUMENT CONTROL 

Change Record 

< # > 

Date	Author	Version	Change Reference

 

 

Reviewers 

Name	Position

 

Approvers 

 

Name	Position

 

Contents 

Document Control 2 

Change Record 2 

Reviewers 2 

Approvers 2 

Introduction 4 

Conversion Scope, Strategy And Assumptions 4 

Prerequisites 4 

MAPPING SPECIFICATIONS 5 

Data Extract Component Logic 6 

Data Extraction Rules 6 

Upload Component Logic 7 

Data Flow Assumptions/ Prerequisites 7 

Navigation Steps 8 

Open and Closed Issues 8 

Open Issues 8 

Closed Issues 8 

 

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 INTRODUCTION 

1. A work product document should be produced for each of the business entities being converted.  You may want to use the Subject field to indicate the business entity. 

The purpose of this document is to document and communicate the configurations, data mapping, interdependency and component design specifications for the conversion of an individual entity that is going to be converted to the Oracle Cloud applications.  

Following Objects will be converted: 

Employees, Assignments & Cost Centre(Department in Assignments) 

Conversion Scope, Strategy And Assumptions 

The Conversion Component Designs is used by the project team as the basis for the design and construction of the Employee data conversion. 

High Level Conversion Process Overview- Employee data 

1. The Data Migration of Oracle Employee data data will involve conversion of data from CLIENT’s old legacy system (Workday) into CLIENT’s new Oracle Fusion. 

2. The data being migrated from CLIENT’s old system into new system will be transformed because the source and target data structures are different. 

3. The datafile provided will be used to build the import HDL file templates with Metadata of Worker, Person Name, Person Address, Person Email, Person Legislative Data, Work terms, Assignment & Work Relationship 

 

Prerequisites 

Following configurations are required in SaaS 

• Core HR Work structures 

 

• Employee Related Configurations 

 

• Employee Additional Attributes 

MAPPING SPECIFICATIONS 

Please find attached import datafile provided to build the data as per HDL import file. The detail mapping is provided in the table below. 

 

 

Worker HDL (Employee Detail) 

Oracle FBDI Field Name	Description	Mapping from legacy system/Values
*METADATA	This is HDL System required field	Default “MERGE”
Worker	This is HDL System required field	Default “WORKER”
EffectiveStartDate		Effective start date of Employee from Legacy System  Datafile.Hire Date
EffectiveEndDate		Default to “4712/12/31” which is Open dated
PersonNumber		Employee Number from Legacy System  Datafile.Associate_ID
StartDate		Effective start date of Employee from Legacy System  Datafile.Hire Date
DateOfBirth		Date of Birth of Employee from Legacy System
SourceSystemOwner	This is HDL System required field	Default “SYSTEMOWNER_HDL”
SourceSystemId	This is HDL System required unique value for Employee Worker Metadata. Will be concatenated with   Employee NumberII’_’II’worker’	Default “Datafile.Associate ID_worker”
ActionCode		Default “HIRE”

 

PersonName HDL (Employee Basic Details) 

Oracle FBDI Field Name	Description	Mapping from legacy system/Values
*METADATA	This is HDL System required field	Default “MERGE”
PersonName	This is HDL System required field	Default “PersonName”
EffectiveStartDate		Effective start date of Employee from Legacy System  Datafile.Hire Date
EffectiveEndDate		Default to “4712/12/31” which is Open dated
PersonNumber		Employee Number from Legacy System  Datafile.Associate_ID
LegislationCode	This indicates which legislation Code the employee belongs	Default “IT” as configured in system
NameType	This indicates whether the employee name is Global	Default “GLOBAL”
FirstName		First Name provided in the datafile from legacy system  Datafile.First Name
MiddleNames		Middle Name provided in the datafile from legacy system. Blank if not provided
LastName		Last Name provided in the datafile from legacy system.  Datafile.Last Name
KnownAs		Known As provided in the datafile from legacy system. Blank if not provided
Suffix		Suffix As provided in the datafile from legacy system. Blank if not provided
Title		Title As provided in the datafile from legacy system. Blank if not provided
CharSetContext		Not Applicable
SourceSystemOwner	This is HDL System required field	Default “SYSTEMOWNER_HDL”
SourceSystemId	This is HDL System required unique value for Employee PersonName Metadata. Will be concatenated with   Employee NumberII’_’II’PersonName’	Default “Datafile.Associate ID_PersonName”

 

PersonAddress HDL (Employee Address Details) 

Oracle FBDI Field Name	Description	Mapping from legacy system/Values
METADATA	This is HDL System required field	Default “MERGE”
PersonAddress	This is HDL System required field	Default “PersonAddress”
EffectiveStartDate		Effective start date of Employee from Legacy System  Datafile.Hire Date
EffectiveEndDate		Default to “4712/12/31” which is Open dated
AddressType	Reference of the Contact Person	Default to “WORK” as configured in system
PersonNumber		Employee Number from Legacy System  Datafile.Associate_ID
AddressLine1		Address Line1 provided in the datafile from legacy system.   Datafile. Work Location Address Line 1
AddressLine2		Address Line2 provided in the datafile from legacy system. Blank if not provided  Datafile. Work Location Address Line 2
AddressLine3		Address Line3 provided in the datafile from legacy system. Blank if not provided
AddressLine4		Address Line4 provided in the datafile from legacy system. Blank if not provided
TownOrCity		Town City provided in the datafile from legacy system.   Datafile. Work Location Address City
Region1		Region1 provided in the datafile from legacy system.   Datafile.Region
Region2		Region2 provided in the datafile from legacy system. Blank if not provided
Region3		Region3 provided in the datafile from legacy system. Blank if not provided
Country		Country provided in the datafile from legacy system.  Datafile. Work Location Address Country
PostalCode		Postal Code provided in the datafile from legacy system.
		Datafile. Work Location Address Postal Code
PrimaryFlag		Default “Y”
SourceSystemOwner	This is HDL System required field	Default “SYSTEMOWNER_HDL”
SourceSystemId	This is HDL System required unique value for Employee PersonName Metadata. Will be concatenated with   Employee NumberII’_’II’Address’	Default “Datafile.Associate ID_Address”
PersonId(SourceSystemId)	This is HDL System required unique value for Employee Worker Metadata. Address will be assigned to the applicable worker Metadata.  Will be concatenated with   Employee NumberII’_’II’worker’	Default “Datafile.Associate ID_worker”

 

 

PersonEmail HDL (Employee Email Details) 

Oracle FBDI Field Name	Description	Mapping from legacy system/Values
METADATA	This is HDL System required field	Default “MERGE”
PersonEmail	This is HDL System required field	Default “PersonEmail”
DateFrom		Effective start date of Employee from Legacy System  Datafile.Hire Date
DateTo		Default to “4712/12/31” which is Open dated
PersonNumber		Employee Number from Legacy System  Datafile.Associate_ID
EmailType		Default “W1”
EmailAddress		Email Address from Legacy System  Datafile. Email - Primary Work
PrimaryFlag		Default “Y”
SourceSystemOwner	This is HDL System required field	Default “SYSTEMOWNER_HDL”
SourceSystemId	This is HDL System required unique value for Employee PersonName Metadata. Will be concatenated with   Employee NumberII’_’II’Email’	Default “Datafile.Associate ID_Email”
PersonId(SourceSystemId)	This is HDL System required unique value for Employee Worker Metadata. Email will be assigned to the applicable worker Metadata.  Will be concatenated with   Employee NumberII’_’II’worker’	Default “Datafile.Associate ID_worker”

 

PersonLegislativeData HDL (Employee Legislative Details) 

Oracle FBDI Field Name	Description	Mapping from legacy system/Values
METADATA	This is HDL System required field	Default “MERGE”
PersonLegislativeData	This is HDL System required field	Default “PersonLegislativeData”
EffectiveStartDate		Effective start date of Employee from Legacy System  Datafile.Hire Date
EffectiveEndDate		Default to “4712/12/31” which is Open dated
PersonNumber		Employee Number from Legacy System  Datafile.Associate_ID
LegislationCode		Default “IT”
MaritalStatus		Marital Status as provided in the datafile from legacy. Blank if not provided
MaritalStatusDate		Marital Status Date provided in the datafile from legacy system. Blank if not provided
Sex		Gender as provided in the datafile from legacy system  Datafile.Gender
SourceSystemOwner	This is HDL System required field	Default “SYSTEMOWNER_HDL”
SourceSystemId	This is HDL System required unique value for Employee Worker Metadata. Email will be assigned to the applicable worker Metadata.  Will be concatenated with   Employee NumberII’_’II’PersonLegislativeData’	Default “Datafile.Associate ID_PersonLegislativeData”

 

 

WorkRelationship HDL 

Oracle HDL Field Name	Description	Mapping from legacy system/Values
METADATA	This is HDL System required field	Default “MERGE”
Workrelationship	This is HDL System required field	Default “WorkRelationship”
EnterpriseSeniorityDate	Start date of the Employee	Effective start date of Employee from Legacy System  Datafile.Hire Date
DateStart	Start date of the Employee	Effective start date of Employee from Legacy System  Datafile.Hire Date
PrimaryFlag	Primary Active Flag of the employee	Default “Y”
PersonNumber	Legacy Employee Number	Employee Number from Legacy System  Datafile.Associate_ID
LegalEmployerName	Employee business Unit/Legal Employee Number	Default “Videojet Italia S.r.l” as per as configured in the Oracle Fusion System.  Datafile.Company
RehireRecommendationFlag	Flag indicate whether the Employee can be re-hired	Default “Y”
WorkerType	This value indicates the Employee Type	Default “E” which is configured as Person Type = ‘Employee’
SourceSystemId	This is HDL System required field	Default “SYSTEMOWNER_HDL”
SourceSystemOwner	This is HDL System required unique value for Employee Worker Metadata. Work Relationship will be assigned to the applicable worker Metadata.  Will be concatenated with   Employee NumberII’_’II’WR’	Default “Datafile.Associate ID_WR”
ActionCode	This value defaulted to ‘HIRE’ for a new Employee Hired in Oracle System	Default “HIRE”
PersonId(SourceSystemId)	This is HDL System required unique value for Employee Person Id. Will be concatenated with   Employee NumberII’_’II’worker’	Default “Datafile.Associate ID_worker”

 

Workterms HDL (Employee Workterms) 

Oracle FBDI Field Name	Description	Mapping from legacy system/Values
METADATA	This is HDL System required field	Default “MERGE”
WorkTerms	This is HDL System required field	Default “WorkTerms”
ActionCode		Default “HIRE”
AssignmentNumber		This will system generated assignment number from Oracle system.
AssignmentStatusTypeCode		Default “ACTIVE_PROCESS
AssignmentType		Default “ET” as configured in the system for Employee Assignment Type
BusinessUnitShortCode		Default “Videojet Italy” legal business unit
EffectiveEndDate		Default to “4712/12/31” which is Open dated
EffectiveLatestChange		Default “Y”
EffectiveSequence		Default “1”
EffectiveStartDate		Effective start date of Employee from Legacy System  Datafile.Hire Date
AssignmentCategory
GradeCode
HourlySalariedCode
JobCode		Job from Datafile provided as part of Employee Assignment
LocationCode		Location from Datafile provided as part of Employee Assignment
ManagerFlag		Manager Flag will be updated as “Y” if person is manager or “N” if not
DepartmentName		Datafile.Cost Centre
PeriodOfServiceId(SourceSystemId)	This is HDL System required unique value for Employee Worker Metadata. Work Relationship will be assigned to the applicable worker Metadata.  Will be concatenated with   Employee NumberII’_’II’WR’	Default “Datafile.Associate ID_WR”
PersonNumber		Employee Number from Legacy System  Datafile.Associate_ID
DateStart		Effective start date of Employee from Legacy System  Datafile.Hire Date
WorkerType
LegalEmployerName		Datafile.Company
PrimaryWorkTermsFlag		Default “Y”
WorkAtHomeFlag		Default “N”
SourceSystemOwner	This is HDL System required field	Default “SYSTEMOWNER_HDL”
SourceSystemId	This is HDL System required unique value for Employee Worker Metadata. Work Relationship will be assigned to the applicable worker Metadata.  Will be concatenated with   Employee NumberII’_’II’WorkTerms’	Default “Datafile.Associate ID_WorkTerms”
FullPartTime		Default “FULL_TIME”
PermanentTemporary
PersonId(SourceSystemId)	This is HDL System required unique value for Employee Person Id. Will be concatenated with   Employee NumberII’_’II’worker’	Default “Datafile.Associate ID_worker”

 

Assignment HDL (Employee Assignments) 

Oracle FBDI Field Name	Description	Mapping from legacy system/Values
METADATA	This is HDL System required field	Default “MERGE”
Assignment		Default “Assignment”
ActionCode		Default “HIRE”
EffectiveStartDate		Effective start date of Employee from Legacy System  Datafile.Hire Date
EffectiveEndDate		Default to “4712/12/31” which is Open dated
EffectiveSequence		Default “1”
EffectiveLatestChange		Default “Y”
AssignmentType		Default “E” for Employee
AssignmentNumber		This will system generated assignment number from Oracle system.
AssignmentStatusTypeCode		Default “ACTIVE_PROCESS”
BusinessUnitShortCode		Default “Videojet Italy” legal business unit
AssignmentCategory
GradeCode
HourlySalariedCode
JobCode		Job from Datafile provided as part of Employee Assignment
LocationCode		Location from Datafile provided as part of Employee Assignment
ManagerFlag		Manager Flag will be updated as “Y” if person is manager or “N” if not
NormalHours
Frequency
PersonNumber		Employee Number from Legacy System  Datafile.Associate_ID
DateStart		Effective start date of Employee from Legacy System  Datafile.Hire Date
WorkerType		Default “E” for Employee
LegalEmployerName		Datafile.Company
PrimaryAssignmentFlag		Default “Y”
WorkAtHomeFlag		Default “N”
WorkTermsAssignmentId(SourceSystemId)	This is HDL System required unique value for Employee Worker Metadata. Work Assignments will be assigned to the applicable Worker Workterms Metadata.  Will be concatenated with   Employee NumberII’_’II’WorkTerms’	Default “Datafile.Associate ID_WorkTerms”
DepartmentName		Datafile.Cost Centre
SourceSystemId|SourceSystemOwner	This is HDL System required field	Default “SYSTEMOWNER_HDL”
FullPartTime		Default “FULL_TIME” for full time employee
PermanentTemporary		Default “R” for regular employee assignment
WorkTermsNumber
PrimaryFlag		Default “Y”
PersonId(SourceSystemId)	This is HDL System required unique value for Employee Person Id. Will be concatenated with   Employee NumberII’_’II’worker’	Default “Datafile.Associate ID_worker”
PeriodOfServiceId(SourceSystemId)	This is HDL System required unique value for Employee Worker Metadata. Work Relationship will be assigned to the applicable worker Metadata.  Will be concatenated with   Employee NumberII’_’II’WR’	Default “Datafile.Associate ID_WR”

 

 

 

 

 

 

 

DATA EXTRACT COMPONENT LOGIC 

1. Describe the component logic for the download component(s) used to convert the entity being converted. 

Bring  Employee and related details from existing legacy system to New Fusion 

 

To bring in Employee (Worker) Data into Oracle fusion we need pre-requisites of Location & Jobs into Oracle Fusion. These will be loaded as part of separate conversions. 

 

Pool: Only Include Active Employees Data 

 

Employees (Worker) will have multiple HDL Information to be loaded as Metadata to process the records into Oracle HCM Fusion. With Metadata of Worker, Person Name, Person Address, Person Email, Person Legislative Data, Work terms, Assignment & Work Relationship. 

 

 

 

 

Data Extraction Rules 

Only Active Employees from workday for all the countries in scope will be extracted in the Data File. 

 

 

UPLOAD COMPONENT LOGIC  

1. Download the template: 

        1. Log in to Oracle Fusion Applications. 

        2. Navigate to My Client Groups. 

        3. Go to Data Exchange and click on View Business Objects under HCM Data Loader. 

        4. Search for Woker Business object and click on the Template File to download the template. 

        5. Save the template to your local drive. 

2. Prepare the data in the HDL file, then save the file and click on Compress to ZIP file to generate the ZIP file. 

3. Upload the template: 

        1. Navigate to My Client Groups. 

        2. Go to Data Exchange and click on Import and Load Data. 

        3. Click on Import File and select the Zip File from your system. 

        4. Click Submit Now to upload the Worker data. A confirmation message will display the Process Request ID for the upload. Use these IDs to track the progress of the upload process. 

        5. Monitor the progress of process request ID in the Search Results section. Click the Refresh icon to refresh the status. 

        6. You can view the Import success (%), Load success (%) and previous upload submission. Click the Refresh icon to refresh the status. 

Navigation Steps 

1. Log in to Oracle Fusion Applications. 

2. Go to ‘My Client Groups’ and search for ‘Person Management’. 

1.      3. Click on Person Management and search for Person Number.

1.      4. Once you click on the name field, the employee details will be visible:

Data Flow Assumptions/ Prerequisites

The development specifications for Employee data assume the following:

Key Assumptions are:

·        The data of Employee data will be provided by the CLIENT extraction team directly into CSV Datafile.

·        Oracle technical team will prepare the data in the required Oracle standard HDL formats.

·        HDL Metadata will be build based on single Employee datafile provided; Worker, Person Name, Person Address, Person Email, Person Legislative Data, Work terms, Assignment & Work Relationship

·        All required setups/configurations have been completed before the program is run.

·        All the lookup ex. like Person Type, Assignment Type, Country, Legal Employer(BU) in application are setup.

·        All system level profile options have been setup.

·        Locations Data is loaded.

·        Jobs Data is loaded.

·        Cost Centre of Employee provided in datafile will be loaded as Department of Employee Assignments.

 

Open and Closed Issues

 

Note:Add open issues that you identify while writing or reviewing this document to the open issues section.  As you resolve issues, move them to the closed issues section and keep the issue ID the same.  Include an explanation of the resolution.

When this work product is complete, any open issues should be transferred to the project- or process-level Issue Log (Manage focus area) and managed using a project level Issue Form (Manage focus area).  In addition, the open items should remain in the open issues section of this work product, but flagged in the resolution column as being transferred.

Open Issues

 

ID	Issue	Resolution	Responsibility	Target Date	Impact Date
1	Cost Centre of Employee provided is still under discussion with Business	Agreement on the correct cost Centre to be considered for load
2	BU/LE assignment for all employees load	Yet to finalize the approach to load employees from other countries
3.	BU/LE change for employee	Check BU/LE can be changed through HDL
4

 

Closed Issues

 

ID	Issue	Resolution	Responsibility	Target Date	Impact Date
1
2
3.
4