A Blog About Learning Workday HCM: Converting Data Into Workday

Like many companies, we track Emergency Contact data. Inside our case, it’s in a PeopleSoft system. Nothing fancy, no matter the new employee composed onto the paper form just, which got inserted in to the system then. During fit gap, we viewed yep and WD, it offers Emergency Contact data pages too, so we should be good to go.

1. WD has built-in formatting on the phone and address numbers, PSoft will not. In particular, PSoft will not offer standardization on phone numbers, and it wasn’t a higher concern item for the HR users to keep formatted. 2. WD requires one little bit of contact information for a crisis Contact, to conserve it–either mobile phone or email amount. We do not necessarily have contact details, and specifically, we do not store email for emergency contacts. Not the best from an HR perspective, as it defeats the purpose of a crisis contact, but we do have a true name, and it preserved fine into PSoft just. WD needs a more in this respect little.

So above, we lost 20% of the population because of the various odd number formats, and today we lost another 10% credited to insufficient any contact details. 3. WD breaks aside the name areas for Emergency Contact, PSoft has in it one text field. This is a large one for us from a transformation perspective, because like the inconsistent contact number formatting, we’ve inconsistent name forms also. In some instances it was ‘First Last’ in others it’s ‘Last, First’.

Then, we have the additional difficulty of Mexican names, in which a 2nd last name is included, which is an additional damaged out field in WD. Divining the mapping on this one was unpleasant and I am not self-confident of the correctness of the data once mapped. 4. As PSoft has that one text message box for titles, our HR users also used it for other pieces of data, in particular where they did not have a dropdown value for Emergency Contact type. So in PSoft rather than putting ‘Joe Smith’ and choosing the type of ‘dad’ and ‘Mary Smith’ and ‘mom’, our HR users put ‘Joe and Mary Smith (parents)’ in the name package.

Trying to break this out in any automated fashion is impossible. 5. PSoft has a ‘same address as employee’ functionality on emergency connections. WD has something similar, a checkbox which allows you to take the emp’s data. Our consulting partner, however, cannot convert this checkbox utilizing their proprietary conversion/load program. They are able to however, weight the address, etc. data. I was given by them a large explanation, due to technical web services that are called on the fly, bla bla. The end result, however, is that people don’t have this checkbox enabled in WD for our loaded data. Manually entered data will be just fine.

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Based on all the above, my suggestion was to open up this area to self-service and push it out to the emps as a ‘to do’. I am uncertain of the viability of the info in any event, nevermind the above conversion issues that will result in incomplete data and additional entry steps. Our business owner, however, is insistent that people convert whatever we can convert, as she’s little confidence that the employees will get into the system and revise their emergency contact details. Workday offers Emergency Contact pages, and the functionality is ideal for the reason.

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