HR Toolkit Installation Instructions
HR%20Toolkit%20Installation%20Instructions
HR%20Toolkit%20Installation%20Instructions
HR%20Toolkit%20Installation%20Instructions
HR%20Toolkit%20Installation%20Instructions
HR%20Toolkit%20Installation%20Instructions
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HR Toolkit Installation Instructions Dean Evans and Associates LLC. HR Toolkit Installation Instructions Copyright Copyright 2014 Dean Evans and Associates LLC.. All rights reserved. No part of this document may be reproduced, transmitted or stored in a retrieval system in any form, electronic or mechanical, for purposes other than the personal use of the original purchaser except by written permission of Dean Evans and Associates LLC. Dean Evans and Associates LLC. 6465 Greenwood Plaza Blvd Suite 600 Centennial, CO 80111 This document may be copied for use by individuals employed by the purchaser. Information in this document is subject to change without notice. EMS, the EMS logo and EMS Regics are registered trademarks of Dean Evans and Associates LLC.. Event Management Systems, EMS Enterprise, EMS Professional, EMS Lite, EMS Campus, EMS Workplace, EMS Legal, EMS District, EMS Master Calendar and Virtual EMS are trademarks of Dean Evans and Associates LLC.. Microsoft, Windows and Outlook are registered trademarks and SQL Server is a trademark of Microsoft Corporation. Lotus Notes and Domino are registered trademarks of IBM Corporation. Other products, brands and trademarks are property of their respective owners/companies. 2014 Dean Evans and Associates LLC. CONFIDENTIAL 2 HR Toolkit Installation Instructions HR Toolkit Installation Instructions CUSTOMER SUPPORT.............................................................................................................................................4 INTRODUCTION ....................................................................................................................................................... 5 HR TOOLKIT – GROUP/GROUP TYPE MODEL ................................................................................................ 6 OBTAINING THE HR TOOLKIT COMPONENTS ..............................................................................................................6 HR TOOLKIT OVERVIEW ............................................................................................................................................6 The EMS_Staging Database ..................................................................................................................................6 Maintaining Group Records in EMS .....................................................................................................................7 INSTALLING AND EXECUTING THE HR TOOLKIT ........................................................................................................8 Installation ............................................................................................................................................................. 8 Execution ............................................................................................................................................................... 8 HR TOOLKIT – GROUP/CONTACT MODEL .................................................................................................... 10 OBTAINING THE HR TOOLKIT COMPONENTS ............................................................................................................ 10 HR TOOLKIT OVERVIEW .......................................................................................................................................... 10 The EMS_Staging Database ................................................................................................................................ 10 Maintaining Contact, Group and Group Type Records in EMS .......................................................................... 11 Hybrid Group/Contact HR Toolkits ..................................................................................................................... 12 INSTALLING AND EXECUTING THE HR TOOLKIT ...................................................................................................... 12 Installation ........................................................................................................................................................... 13 Execution ............................................................................................................................................................. 13 2014 Dean Evans and Associates LLC. CONFIDENTIAL 3 HR Toolkit Installation Instructions Customer Support Please note that support for the HR Toolkit extends only to installing the EMS components outlined below. For help identifying the appropriate data source within your environment or defining/creating a process to import data into the EMS staging database, please consult your internal IT Department. Unlimited toll-free customer support is available to EMS users who have a current Annual Service Agreement (ASA). Please contact Customer Support (or a member of the Professional Services group if you are working with one) if you have any questions or encounter any issues implementing the HR Toolkit. Email: Web: Phone: Fax: support@dea.com www.dea.com (800) 288-4565 (303) 796-7429 2014 Dean Evans and Associates LLC. CONFIDENTIAL 4 HR Toolkit Installation Instructions Introduction The HR Toolkit (HRTK) is intended to help automate your organization’s creation, updating and inactivation of Web Users and Groups/Contacts. The HRTK is populated with information from your organization that is then transferred to EMS to create, update and inactivate groups, contacts and web users as necessary. This allows an automated way for you to keep EMS up to date with changes within your institution without having to perform manual maintenance. The information from your organization’s database(s) is loaded into the EMS_Staging table and then the HRTK process is run to populate the data from the staging table into EMS. This information populates and updates the information for your EMS Groups, Contacts, and Web Users. HRTK comes in two distinct variations: Group and Group/Contact. Your Implementation Consultant will work with you to determine which variant will be best for your organization. The “Group/Contact” model is structured around having your Groups populated with Contacts beneath them; the “Group” model does not create Contacts under the Groups being brought into the HRTK. Note that your EMS environment may use different names for Groups and Contacts. This document lists the steps you must take to install HR Toolkit in your environment. If you are unsure whether your organization is licensed for the HR Toolkit or if you would like to learn more about it, please contact your Account Executive. 2014 Dean Evans and Associates LLC. CONFIDENTIAL 5 HR Toolkit Installation Instructions HR Toolkit – Group/Group Type Model Obtaining the HR Toolkit Components Please contact your Professional Services Consultant to obtain the following components: HRTK Staging DB Install G_GT_WU.sql – SQL file required to create the staging database EMS_Staging. HRTK Update Script G_GT_WU.sql – SQL file required to create the stored procedure HRTK_ Update_Group within your EMS database. HR Toolkit Overview The EMS_Staging Database The EMS_Staging database (created by HRTK Staging DB Install G_GT_WU.sql) is used to stage Group and Web User records before they are imported into EMS. Note: your EMS database may have the “Groups” field renamed to another term. Once you have identified the data source within your organization that will be used to create and maintain your EMS Group and Web User records, you will be required to define/create a process to import ACTIVE Group records into the tblPeople table within EMS_Staging. 2014 Dean Evans and Associates LLC. CONFIDENTIAL 6 HR Toolkit Installation Instructions Maintaining Group Records in EMS The HRTK_Update_Group stored procedure (created by HRTK Update Script G_GT_WU.sql) contains all of the logic to create your EMS Group and Web User data. Records are imported into EMS from the EMS_Staging database according to the specifications outlined in the following table: EMS Staging Table G_GT_WU EMS Staging Field (varchar) Writes Data to EMS Database Fields PersonnelNumber (20) Group.ExternalReference Requirements/Notes Required Unique identifier (e.g. Employee/Student ID, Personnel Number, etc.) for each web user. Used for purposes of creating /updating EMS. Must have at least 1 of 3. Built in EMS as LastName, FirstName Middle Initial Must have at least 1 of 3. Built in EMS as LastName, FirstName Middle Initial can be null Must have at least 1 of 3. Built in EMS as LastName, FirstName Middle Initial Address1 (50) Group.GroupName WebUser.UserName Group.GroupName WebUser.UserName Contact.Title Group.Group Name WebUser.UserName Group.EmailAddress WebUser.EmailAddress Group.Phone WebUser.Phone Group.Fax WebUser.Fax Group.Address1 Address2 (50) Group.Address2 can be null City (50) Group.City can be null State (50) Group.State can be null ZipCode (10) Group.ZipCode can be null Country (50) Group.Country Group.NetworkID WebUser.NetworkID can be null FirstName (50) LastName (50) Title (50) MiddleInitial (10) EMailAddress (75) Phone (50) Fax (50) NetworkID (50) GroupType (50) GroupType.Description if unique Group.GrouptypeID Required for Web User creation can be null can be null can be null Required for Integrated Authentication Required for assignment of Group Type to groups. Will create unique group types in group type table and assign to groups. EMS uses the PersonnelNumber field in EMS_Staging.tblPeople and the tblGroup.ExternalReference and tblWebUser.ExternalReference fields in the EMS database to determine whether a record needs to be added, updated, or inactivated. Group and/or Web User records within EMS with an empty External Reference field are excluded from processing. Therefore, Groups that are not included in your data feed (e.g. contractors, temporary employees, etc.) can be added and maintained manually within EMS and will not impacted by the HR Toolkit. Important Note: Existing EMS clients must ‘synchronize’ existing EMS Group and/or Web User records before activating the HR Toolkit by adding a valid PersonnelNumber value in tblGroup.ExternalReference and tblWebUser.ExternalReference. Ignoring this step will result in duplicate records. Group Type Records Unique GroupTypes in EMS_Staging.tblPeople are added to the Group Types table in EMS (EMS.tblGroupType). Group Types are not updated or inactivated. 2014 Dean Evans and Associates LLC. CONFIDENTIAL 7 HR Toolkit Installation Instructions New Group Records If PersonnelNumber in EMS_Staging.tblPeople is not found on a Group record in EMS, a Group and Web User account will be created for that record. In addition to creating a new Web User record, this process also automatically assigns the Group to the Web User record. This allows a Web User to make a reservation using their Group record within Virtual EMS. Various configuration settings are available to automatically assign the appropriate Web Process Template(s) when a user hits your Virtual EMS site for the first time. Within the Virtual EMS Parameters area of EMS (System Administration > Settings > Parameters (Virtual tab)), the following parameters must be set accordingly to activate this feature: Note: Ignore the “Auto Creates…” and “Security Status…” parameters if your HR Toolkit was customized to automatically assign Web Process Templates to Web Users. Area Account Management Value Yes Account Management Description Auto Creates Web Users During Integrated Authentication Default Security Template for User Account Management Security Status for User Active Must be specified To automatically assign a Web Process Template to new Web Users, select the ‘Available to New Web Users’ option within your Web Process Template(s) (Configuration > Web > Web Process Templates). Updates to Existing Group Records If PersonnelNumber in EMS_Staging.tblPeople is found in EMS, existing Group, Web User and Contact records will updated with any changes. Inactive Group Records If PersonnelNumber in EMS is not found on a record in EMS_Staging.tblPeople, the Group and Web User record in EMS will be inactivated. Installing and Executing the HR Toolkit Installation The followings steps should be performed on the MS SQL Server that hosts your EMS database. 1. Obtain the SQL files outlined in the section above. 2. Using Microsoft SQL Server Management Studio execute the HRTK Staging DB Install G_GT_WU.sql script against your master database. This will create the EMS_Staging database containing one table named tblPeople. 3. Using Microsoft SQL Server Management Studio execute the HRTK Update Script G_GT_WU.sql script against your EMS database. This will create a stored procedure in your EMS database named HRTK_Update_Group. Execution 1. Import ACTIVE records from your organization’s data source into the tblPeople table within the EMS_Staging database. 2. For current EMS clients only: Ensure that existing Group and/or Web User records have been ‘synchronized’ as outlined above. 2014 Dean Evans and Associates LLC. CONFIDENTIAL 8 HR Toolkit Installation Instructions 3. Using Microsoft SQL Server Management Studio execute the HRTK_Update_Group stored procedure. Note: Step 3 (and Step 1 with assistance from your IT Department) can be scheduled to execute automatically using a SQL Job. Please refer to your MS SQL Server documentation for more information on creating and scheduling a SQL Job. This is NOT an EMS managed process. 2014 Dean Evans and Associates LLC. CONFIDENTIAL 9 HR Toolkit Installation Instructions HR Toolkit – Group/Contact Model Obtaining the HR Toolkit Components Please contact your Professional Services Consultant to obtain the following components: HRTK Staging DB Install G_C_GT_WU.sql – SQL file required to create the staging database EMS_Staging. HRTK Update Script G_C_GT_WU.sql – SQL file required to create the stored procedure HRTK_ Update_Group within your EMS database. HR Toolkit Overview The EMS_Staging Database The EMS_Staging database (created by HRTK Staging DB Install G_C_GT_WU.sql) is used to stage Contact, Group and Web User records before they are imported into EMS. Note: your EMS database may have the “Groups” and “Contacts” fields renamed to other terms. Once you have identified the data source within your organization that will be used to create and maintain your EMS Contact, Group and Web User records, you will be required to define/create a process to import ACTIVE records into the tblPeople table within EMS_Staging. 2014 Dean Evans and Associates LLC. CONFIDENTIAL 10 HR Toolkit Installation Instructions Maintaining Contact, Group and Group Type Records in EMS The HRTK_Update_Group stored procedure (created by HRTK Update Script G_C_GT_WU.sql) contains all of the logic to create your EMS Contact, Group and Web User data. Records are imported into EMS from the EMS_Staging database according to the specifications outlined in the following table: EMS Staging Table G_GT_C_WU EMS Staging Field (varchar) Writes Data to EMS Database Fields PersonnelNumber (20) Contact.External Reference WebUser.ExternalReference Requirements/Notes Required Part of Primary Key Cluster. Unique identifier (e.g. Employee/Student ID, Personnel Number, etc.) for each web user. Used for purposes of creating /updating EMS. Must have at least 1 of 3. Built in EMS as LastName, FirstName Middle Initial Must have at least 1 of 3. Built in EMS as LastName, FirstName Middle Initial can be null Must have at least 1 of 3. Built in EMS as LastName, FirstName Middle Initial Address1 (50) Contact.Contact WebUser.UserName Contact.Contact WebUser.UserName Contact.Title Contact .Contact WebUser.UserName Contact.EmailAddress WebUser.EmailAddress Contact.Phone WebUser.Phone Contact.Phone WebUser.Fax Contact.Address1 Address2 (50) Contact.Address2 can be null City (50) Contact.City can be null State (50) Contact.State can be null ZipCode (10) Contact.ZipCode can be null Country (50) Contact.Country can be null NetworkID (50) WebUser.NetworkID GroupID (50) Group.ExternalReference GroupName (50) Group.GroupName GroupType (50) Group.GroupTypeID GroupType.Description if unique Required for Integrated Authentication Required. Unique identifier for each group. Along with PersonnelNumber, part of primary key cluster. Use value of ‘0’ when web user has no group associations. Required only for Web Users associated with Groups. If null, GroupID must be ‘0’. Required only for Web Users associated with Groups. Associates groups with group types. Unique group types will be created. If null, GroupID must be ‘0’. FirstName (50) LastName (50) Title (50) MiddleInitial (10) EMailAddress (75) Phone (50) Fax (50) Required for Web User creation can be null can be null can be null Group Type Records Unique GroupTypes in EMS_Staging.tblPeople are added to the Group Types table in EMS (EMS.tblGroupType). Group Types are not updated or inactivated. Group Records Groups that exist in EMS_Staging.tblPeople, but not in EMS.tblGroup (based on EMS_Staging.tblPeople.GroupID and EMS.tblGroup.ExternalReference) will be created in EMS. For Groups that exist in EMS_Staging.tblPeople and in EMS.tblGroup, GroupName and GroupType changes in EMS_Staging will be updated in EMS. Groups that exist in EMS.tblGroup, but not in EMS_Staging.tblPeople will be inactivated in EMS (includes all of the Contacts associated with the Group). 2014 Dean Evans and Associates LLC. CONFIDENTIAL 11 HR Toolkit Installation Instructions Contact Records Contacts that exist in EMS_Staging.tblPeople , but not in EMS.tblContact (based on EMS_Staging.tblPeople.PersonnelNumber and EMS.tblContact.ExternalReference) will be created in EMS for the associated Group (see section above for Group maintenance logic). A Web User account will also be created for the Contact in EMS and the Group record will be automatically assigned to the Contact’s Web User record. This allows the Contact to make a reservation on behalf of the Group in Virtual EMS. For Contacts that exist in EMS_Staging.tblPeople and in EMS.tblContact, any/all changes to the Contact’s information (name, address, etc.) in EMS_Staging will be updated in EMS. If the Group that a Contact is assigned to changes, the Contact record under the original Group will be inactivated and a new Contact record will be added under the new Group. This process also automatically assigns the Group record to the Contact’s Web User record. Contacts that exist in EMS.tblContact, but not in EMS_Staging.tblPeople will be inactivated in EMS. Virtual EMS Considerations Various configuration settings are available to automatically assign the appropriate Web Process Template(s) when a user hits your Virtual EMS site for the first time. Within the Virtual EMS Parameters area of EMS (System Administration > Settings > Parameters (Virtual tab)), the following parameters must be set accordingly to activate this feature: Note: Ignore the “Auto Creates…” and “Security Status…” parameters if your HR Toolkit was customized to automatically assign Web Process Templates to Web Users. Area Account Management Value Yes Account Management Description Auto Creates Web Users During Integrated Authentication Default Security Template for User Account Management Security Status for User Active Must be specified To automatically assign a Web Process Template to new Web Users, select the ‘Available to New Web Users’ option within your Web Process Template(s) (Configuration > Web > Web Process Templates). Hybrid Group/Contact HR Toolkits In some instances, it may be necessary to combine elements of the Group/Group Type and Group/Contact model HR Toolkits. Usually this is necessary when you will have some web users belonging to a department while other web users will not be part of a department and simply using Virtual EMS on their own behalf. A common example is with study rooms on college campuses; all students on campus should have access to Virtual EMS to book these study spaces, but they may not all belong to a Group, and therefore are created following the Group/Group Type rules. In addition with this Toolkit, it is possible to have users created that belong to both individual Groups and organizational Groups. For instance, John Doe could be created as a contact for the History department as well as an individual Group. You should work with your Professional Services Consultant for guidance on whether this particular version of the HR Toolkit is right for you. Installing and Executing the HR Toolkit Important Note: Existing EMS clients must ‘synchronize’ existing EMS Group, Contact and Web User records before activating the HR Toolkit. Ignoring this step will result in duplicate records. Please see your Professional Services Consultant for more details. 2014 Dean Evans and Associates LLC. CONFIDENTIAL 12 HR Toolkit Installation Instructions Installation The followings steps should be performed on the MS SQL Server that hosts your EMS database. 4. Obtain the SQL files outlined in the Obtaining the HR Toolkit Components section above. 5. Using Microsoft SQL Server Management Studio execute the HRTK Staging DB Install G_C_GT_WU.sql script against your master database. This will create the EMS_Staging database containing one table named tblPeople. 6. Using Microsoft SQL Server Management Studio execute the HRTK Update Script G_C_GT_WU.sql script against your EMS database. This will create a stored procedure in your EMS database named HRTK_Update_Group. Execution 4. Import ACTIVE records from your organization’s data source into the tblPeople table within the EMS_Staging database. 5. For current EMS clients only: Ensure that existing Group and/or Web User records have been ‘synchronized’. 6. Using Microsoft SQL Server Management Studio execute the HRTK_Update_Group stored procedure. Note: Step 3 (and Step 1 with assistance from your IT Department) can be scheduled to execute automatically using a SQL Job. Please refer to your MS SQL Server documentation for more information on creating and scheduling a SQL Job. This is NOT an EMS managed process. 2014 Dean Evans and Associates LLC. CONFIDENTIAL 13
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