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Core HR & Talent Management Mapping Guide

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David N

To help eliminate double-entry for you and your employees, employee data from Onboarding can flow into Core HR and from Core HR into our LMS/Performance Modules. The way the data is mapped is detailed below as it travels between the modules.

Table of Contents

Employee Data Mapped from Onboarding to Core HR

Onboarding Core HR Required Format Notes
Social Security Number SSN / Employee ID [key] Y xxxxxxxxx 9 characters – no dashes necessary
First Name First Name Y Text Up to 30 characters
Middle Name Middle Name   Text Up to 30 characters
Last Name Last Name Y Text Up to 30 characters
Suffix Suffix   Text Up to 30 characters
Address Line 1 Street 1 Y Alphanumeric Text Up to 50 characters
Address Line 2 Street 2   Alphanumeric Text Up to 50 characters
Employee City City Y Text Up to 30 characters
State State Y System Defined 2 characters
Zip Code Zip Y Numeric Text Up to 15 characters
Home Phone Number Home Phone   Text Up to 20 characters
Mobile Phone Number Mobile Phone   Text Up to 20 characters
Employee Email Address Home Email   Text Up to 20 characters
  Work Phone   Text  
Date of Birth Birth Date Y MM/DD/YYYY  
  Birth Location   Text  
Gender Gender Y System Defined (M, F, U) Limited to 1-character, blank values will pass “U”
Marital Status Marital Status Y System Defined (Single, Married) Blanks will pass over “undefined”
  Tobacco User   System Defined (True/False)  
  Handicapped   System Defined (True/False)  
  Employee ID   Numeric Text  
  Hours Worked   Numeric Text  
  Work Email   Text  
  Employee Status Y System Defined BDHR will send over “undefined”
  Department   Client Defined  
  Location Facility 1 Name   Client Defined  
  Facility 2 Name   Client Defined  
  Job Code Job Code   Client Defined Up to 50 characters
Employment Type Employee Type   Client Defined  
Start Date Hire Date Y MM/DD/YYYY Blank values will pass “undefined”
  Original Hire Date   MM/DD/YYYY  
  Alternate Service Date 1   MM/DD/YYYY  
  Alternate Service Date 2   MM/DD/YYYY  
  Benefit Eligibility Date   MM/DD/YYYY  
  Benefit Status Y System Defined BDHR will send over “undefined”
  Retirement Date   MM/DD/YYYY  
  Termination Date   MM/DD/YYYY  
  Termination Reason   Client Defined  

 

Onboarding Core HR Required Format Notes
Job Title Title   Text Up to 150 characters
  Pay Schedule   Client Defined  
Race Ethnicity EEOC Ethnicity   Client Defined Up to 75 characters
  EEOC Occupation   Client Defined  
  EEOC Workers Compensation   Client Defined  
  User Defined Field 1   Text  
  User Defined Field 2   Text  
  User Defined Field 3   Text  
  User Defined Field 4   Text  
  User Defined Field 5   Text  
  User Defined Field Lookup 01   Client Defined  
  User Defined Field Lookup 02   Client Defined  
  User Defined Field Lookup 03   Client Defined  
  User Defined Field Lookup 04   Client Defined  
  User Defined Field Lookup 05   Client Defined  
  User Defined Field Lookup 06   Client Defined  
  User Defined Field Lookup 07   Client Defined  
Custom Field with mapping ID = “UDF1” User Defined Field Lookup 08   Client Defined If blank, or doesn’t exist, BDHR can leave blank
Custom Field with mapping ID = “UDF2” User Defined Field Lookup 09   Client Defined If blank, or doesn’t exist, BDHR can leave blank
Custom Field with mapping ID = “UDF3” User Defined Field Lookup 10   Client Defined If blank, or doesn’t exist, BDHR can leave blank
Custom Field with mapping ID = “UDF4” User Defined Field Lookup 11   Client Defined If blank, or doesn’t exist, BDHR can leave blank
Custom Field with mapping ID = “UDF5” User Defined Field Lookup 12   Client Defined If blank, or doesn’t exist, BDHR can leave blank
Custom Field with mapping ID = “UDF6” User Defined Field Lookup 13   Client Defined If blank, or doesn’t exist, BDHR can leave blank
Custom Field with mapping ID = “UDF7” User Defined Field Lookup 14   Client Defined If blank, or doesn’t exist, BDHR can leave blank
  User Defined Field Lookup 15   Client Defined  
  ACA Employee Status   System Defined (Full Time, Part Time, Seasonal, Variable)
  Additional Household Income   Text  
Country Country   System Defined (United States of America) Up to 150 characters
         
        Country populated from Address, not passport
  EEO Class   System Defined (1.1, 1.2, 2, 3, 4, 5, 6, 7, 8, 9)  
  Work Phone Extension   Text  
  Payroll Hours Worked   Text  
  Payroll Auto Pay   Text  
Pay Rate Type Pay Type Salary   System Defined (Hourly, Salary) 3 characters
  Payroll Frequency   Client Defined  

Important Notes

  • Data will be pushed from Onboarding to Core HR when the employee/manager completes their section in Onboarding and will only sync once.
  • Once an employee is created through the integration, the system will only update any changes to the employee record from Core HR. This allows customers to assign users to Job Codes, Locations, etc. in Talent and the system will retain those assignments.
  • All fields listed will be populate upon create. Fields that will be impacted upon update are noted.

Employee Data Mapped from Core HR to LMS/Performance

The following data fields are mapped between the modules. Some fields are required, some can be ignored, and some depend on what you have set up in your modules. 

Core HR Field Talent Field On Update Required Notes
Username Username No Yes  
Employee Status Active Status Yes Yes
  • Sends all statuses except Retired and Terminated as Active/True
  • If the employee status is Retired or Terminated, will not be sent to Talent or can be set up to send an employees Termination for 15 days.
Last Name Last Name Yes Yes  
First Name First Name Yes Yes  
Middle Name Middle Initial Yes No Truncated to the first letter
Nickname Display Name Yes No If the NickName field in Core HR is blank, Nickname will be equal to the Core HR First Name.
Employee ID Employee ID Yes Yes  
Work Email Email Yes Yes  
Home Phone Home Phone Yes No  
Employee Mobile Phone Mobile Phone Yes No  
Job Code Job Code No Yes Default Value
Title Job Title Yes No  
PA Manager (Full Name) Manager No Yes If the field is blank in Core HR, the value will default to “ToBe Assigned” in Talent.
Facility 1 Location No Yes Values must match in both modules.
Is Manager Manager Role No Yes TRUE/FALSE
Gender Gender Yes No  
Hire Date Hire Date No Yes  
Department Department   Yes*

*Dependent on your set up. If you are not using Departments, can be ignored.

Values must match in both modules.
  Last Promotion Date Yes No  
  Last Raise Date Yes No  
Termination Date Termination Date Yes No* *Not required if not using Terminations export file.

Important Notes

  • Data will be pushed from Core HR to Talent every 4 hours.
  • Upon creation of Talent instance, the Implementation Specialist will create a User with the following information:
    • Username: ToBeAssigned@HRIS.com
    • First Name: ToBe
    • Last Name: Assigned
    • Display Name: ToBe
    • Email: ToBeAssigned@HRIS.com
    • Employee ID: ToBeAssigned
    • Supervisor: System Administrator
    • Job Code: ToBeAssigned (1)
    • Location: ToBeAssigned (1)
    • Hire Date: 12/31/2050
  • If you encounter an error after Core HR ties to push data into Performance, you can refer to our dedicated article that covers common errors and how you can resolve them.
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