Preliminary Data Migration Tasks
Full reconciliation of all leave balances for all employees prior to loading into COINS
Agree on a cut-off date for leave balance from legacy system
Loaded all employee records into COINS Payroll, creating a HR record
Map COINS employee number to legacy identification
Map your leave codes from your legacy system to corresponding COINS leave codes.
Personnel Workbench – HR identification
Navigate to the following menu:
Human Resources > Personnel Workbench
Select the Print icon at the bottom
Print window will appear
In the ‘Available’ fields box – search for ppo_seq (CTRL F)
Highlight the field and click on the > to move the field to ‘Selected’ box
Remove from the ‘Selected’ box fields not required eg job title.
Minimum fields required: ppo_seq, hrp_id, ppo_surname, ppo_1stname
7. Select Next
8. When the Print process has completed a message window will appear
9. Navigate to the Report Status:
Click on the ‘Printer’ icon
OR
Navigate from the Menu; Home > Report Status
10. Open the report in excel by clicking the icon
11. Using the report output map the COINS employee ‘Internal Reference’ and the ‘ID’ to the employee ID in the legacy system. COINS HR uses the ‘Internal Reference’ field to identify individual records.
Populate the Template
Populate the ‘HR Leave Balance Load’ Template with the relevant data from your legacy system.
Remove column A
Remove the help lines (highlighted in yellow in the sample below) once complete
Ensure the first line of the file is the HR table to be populated
pp_organisation for personnel records
pp_events – appraisals, disciplinarians
pp_orgtime – leave balances
pp_quals – employee qualifications and memberships
The second line must be the list of fields for the table data to be loaded.
Ensure that the second line includes a key to identify individual records
Save the template in CSV format ready for upload to COINS.
NOTE: Recommend having a template for each individual leave type. Load leave types one at a time.
Screenshot of sample Template:
Load the Data into COINS
Navigate to the following menu path:
Human Resources > Administration > Personnel Data Load
Populate the fields as required:
Field Name: | Response: |
File Location | Click on the Radio Button for PC |
PC File Name | Click on the ‘Choose File’ option and select your template file from the pop up screen |
Upload Mode | Select ‘Check’ first to validate for errors. |
2. Press the NEXT button.
3. A warning message will appear – Select OK.
4. Navigate to the Report Status:
Click on the ‘Printer’ icon
OR
Navigate from the Menu; Home > Report Status
5. Once the file has a status of ‘Complete’ review the file by selecting the Hyperlink :
6. The report will open and display any errors or warnings.
All errors will need to be resolved before reloading the file.
The file will upload if only Warnings displayed.
7. Make changes to the csv file to resolve all errors. Complete from step 1 again.
8. A successful ‘Check’ load should return a status of ‘Complete’
9. Once the file has been validated successfully use ‘Personnel Data Load’ with ‘Upload Mode’ set to LOAD
10. A successful ‘Load’ should return a status of ‘Complete’ .
11. Navigate to the Report Status.
12. Open the report by selecting the hyperlink and ensure the number of data lines loaded equates to the number of employees loaded.
Validate the Data in COINS
1. Period Maintenance
Navigate to the following menu path:
Payroll > [pay frequency] > Period Maintenance
Create the first Pay Period for your first Go Live pay run.
2. Leave Liability Report
Navigate to the following menu path:
Payroll > Company Reports > Leave Liability Report
Field Name: | Response: |
Leave Type | Select ‘ALL’ or run one leave type at a time |
Year | Enter current financial year |
As at Date | Enter the date up to which the leave accumulation should be calculated. |
Sort | Enter sort selection for report |
2. Select Next ->Open Report Status
View report as a PDF by selecting the hyperlink
View report as an excel spreadsheet by clicking the excel icon