How to upload Apprenticeship and Traineeship Claim data into SuccessFactors

How to upload Apprenticeship and Traineeship Claim data into SuccessFactors

Process background:

SuccessFactors is used to capture the data against employee records for Apprenticeship and Traineeship participation.  The adding of the participant base data is managed manually and centrally via the people services team.

There is a data capture form created in SuccessFactors using extension centre. There are 2 objects, base data and claims data.

The claims data comes from the people services team and is imported into SuccessFactors claims data object via import process.

This document provides the steps on importing the claim data into SuccessFactors to support that process.

Inputs: Claim data import spreadsheet (provided by People Services)
Outputs: Claim data updated against employee record and is reflected in the Apprenticeship and Traineeship PowerBi dashboard.

Steps to import data:

1. Open the Claim data import template provided by People Services team.
2. Open the tab related to the quarter to import and transpose that information into the Import Template TAB (by copy and paste).
3. Open the Apprenticeship and Traineeship PowerBi dashboard - on the summary page filter both inactive and active employees and download the data table.
4. In the Import template tab of the Claim data import template, in column B "Sys id" calculate a vlookup to bring in the sys id of the employee. 

Note: People Services will only provide employee id and not the sys id. The sys id is a successfactors unique identifier and people services don't have this information. 


5. If the vlookup returns #N/A's for system id - this means that there is no base data entered in for this employee, which means the claim data cannot be loaded. 

Note: In this case note who in the Quarter tab this is impacting so the People Services team can resolve manually. 


6. Delete the rows with #N/A in sys id column from within the "Import template" tab - you cannot import these records, they will fail. 
7. Copy the tab into a new workbook. 
8.  Delete the first row of data that is in italics font this is sample data. 
9.  Copy paste values column B
10.  Delete column A (this is not required for the import), ensure column C has "Today's Date" listed in DD/MM/YYYY format, this is the effective date. ,

Column D remains Blank.

11. Check data in "claim Type" column. this is a picklist field. If the data in the column doesn't match the picklist external code, the import will error. Check the claim type picklist in "Picklist Centre" to ensure all data is in SF. If not, create a new claim type value in the picklist with the same details in the import template. 
12. Repeat for "Claim Subtype"
13. Ensure there is "Paid" in column E data rows
14. Ensure "Paid Date" format is DD/MM/YYYY and there is no blank rows
15. For "amount paid" the amount cannot have decimals, has to be whole number. Format the column to see if there is data with decimals. Remove the decimals. 
16. File save as csv in the sharepoint folder:  

Tip: Close the file after you save it. 

17. Open SuccessFactors
18. Go to "Import/Export Data" in Admin Centre


19. Select "Import Data"


20.  Select Generic Object "Apprentice Base Objet-Apprentices..." the second option when typing APP


21. Choose file and select the csv file that has been saved in csv





22. Change "Use Locale Format" to Yes



23.  Click on "Validate"





24. Go to "Monitor Jobs" to view job status and review if there are any errors. 
Tip: Duplicate SF tab so you don't loose the tab you are on. 



25. Check the job details

Correct issues. sometimes there are duplicate records in the file. 

26. If no errors, go back to the tab with the import details and select "Import" 


System will sent email notification of import status. 

Data is now imported. 






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