PrismHR Import Queue Initial Clients scheduled process

Note:   Scheduled process PrismHR Import Initial is deprecated and should NO LONGER be used -- It is now scripted out as inactive). Scheduled processes PrismHR Import Queue Initial Clients and PrismHR Import Initial Sync are used now.

Scheduled process PrismHR Import Queue Initial Clients obtains a list of all clients available through the API, creates Import records for each, and sets the Sync with PrismHR flag on the Client Master for each Client imported (company initial import map HRPAPI_initial_company*.csv MUST be active). The company initial import map contains the Sync with PrismHR column (scripted out active) to allow the setting of that flag on the Client Master.

The API Configuration Additional Parameter InitialImportClients=x determines how many clients at a time are processed when the scheduled process runs (Location, ClientTeam, Employee, Employment). The parameter defaults to 5 clients per PrismHR Import Initial scheduled process run. If the client number cannot be matched in PrismHR, the client is ignored. These related locations are then mapped into an import file for all clients based on the initial_location import configuration, and when all locations for all clients have been retrieved, the import begins. This process syncs the system with any missing or new client locations, at the end of which the scheduled process inactivates itself.

Scheduled process PrismHR Import Initial Sync then processes the Clients to Sync and imports the remaining ACTIVE Import Map data (employee, employment, location). The PrismHR Automation process is the preferred method to use when attempting to sync all client data. It handles the newer initial import process. It has logic to turn on/off respective scheduled processes to prevent conflicts (the Prism Events scheduled process is not included in this, it can be running while initials are running).

Parameters for the PrismHR Site

Use the following parameters to configure the PrismHR site before using the API. This configuration is done in the client Payroll System.

HRP site	Parameters
Valid User account	• Username (case sensitive) • Password (case sensitive) • PEO ID (case sensitive) • HRP API URL. The endpoint of the WSDL on the server to be used.
Account	The Account must be Enabled.
Subscriptions	The Account must have permission to create subscriptions (for Imports only).  The following subscriptions are automatically created on the PrismHR server when the process first executes: • Employee/Person | Client | Compensation. Description is: “ClientSpace Employee Person-Client-Compensation Subscription All Clients” • Client/Master | Location. Description is "ClientSpace Client master Subscription All Clients”
Requirements	PrismHR requires the following for each Client: • Business Entity Type (Example: LLC, S Corp, etc.) (Client Details) • Payroll Check Account (Account) • Garnishments Check Account (Account) • Receipts Account (Account) • Processing Schedule (Control) • GL Template (Control) • Bill Format (Billing) • Billing Template (Billing) • Delivery Method (Payroll) • Pay Groups (Payroll) • Pay Groups (Payroll) • Pay Group • Description • Pay Schedule • Pay Date • Job Codes (Positions)

Process

1.

The Client and Employee records are AUTOMATICALLY populated by the PrismHR Import Queue Initial Clients Scheduled Process. For the system to auto populate the record, you need to create stub records for the Client and Employee imports:

2.

Run the PrismHR Import Queue Initial Clients scheduled process (before PrismHR Import Initial Sync).

3.

All Companies available on the PrismHR site are imported.

4.

Special Import Queue records are generated for each Company AND FOR EACH ACTIVE INITIAL IMPORT MAP HEADER (Location, ClientTeam, Employee, Employment), as in:

106!.!106!.!Location	(Company 106, Location import map)
106!.!106!.!ClientTeam
106!.!106!.!Employee
106!.!106!.!Employment
107!.!107!.!Location	(Company 107, Location import map)
107!.!107!.!ClientTeam
107!.!107!.!Employee
107!.!107!.!Employment

5.

Those Import Queue records are set to Status = InitialPending.

6.

The PrismHR Import Queue Initial Clients should only execute once. If for some reason it needs to execute multiple times, DELETE all of the Import Queue Records before proceeding.

7.

Run the PrismHR Import Initial Sync scheduled process.  A list of active Initial Import Maps is retrieved.

8.

For each Map, a list of Import Queue records for that map are retrieved (the quantity to process is defined by API Config InitialImportClients=x).

9.

Import files are generated

10.

Assuming HRPRunImport=1, running the PrismHR Import Initial again grabs the next set of Import Queue records (those marked InitialPending). This continues until all Import Queue records are processed (marked InitialCompleted).

11.

To see if the process was successful, review the HRP API Import Ongoing log ad hoc report.

Employment Status Codes

• Employment Status Codes are recorded in the ClientSpace Employment Status (EmploymentStatus) field. The code imports from the PrismHR vemployeeStatus field. See the ClientSpace API Data Mapping file in Attachments and Templates.

• To determine a "Termination" code, ClientSpace uses the PrismHR Status Classification (statusCode) field. See the ClientSpace API Data Mapping file in Attachments and Templates.

• If the PrismHR statusCode is set to "Terminated", the ClientSpace Employment Status field is updated to "Terminated" and the ClientSpace Termination Date is set to the PrismHR statusDate value. If PrismHR statusCode is NOT set to "Terminated", the ClientSpace Employment Status field is updated to the value in the PrismHR employeeStatus field.