HR & Employee Communications - Employee Data Requirements

HR Communications; Traditional Full Service

Section 1 For your HRIS (data) person

Start at the Finish?What do you want to deliver?
"An employee benefit statement" is too vague."An employee benefit statement with a1...z33.", is much better.
If you know exactly what you want, then it is easy to 'back into' (derive the data items) that need to be collected.
But now, your goals are probably not that precise. That's OK. We'll start General, then refine the list.
Your Employee Communication Goals will eventually become concrete - the sooner the better. As they solidify, so will the Employee Communication Data Requirements.

Census (General)ee_iddivisiondeptlocationname_lastname_firststreet_address_1street_address_2citystatezippay_typepay_freqpay_period_hoursee_statusbirth_dateorig_hire_dateseniority_date

1) Multiple Tables (or xls) are fine2) CSV, Tab Separated, Pipe, User defined or xls. 3) Required - EOL (end of line) between rows/records. 4) Required - Column headers (names) for each table.5) Required- Descriptive def for each Column header.6) Helpful - CODES Tables with column descriptors7) Helpful - Detail on any Known Column constraints8) Helpful - Relations diagram (hand drawn is fine)9) Required - SSN 'file' = {SSN, name, EE_ID, EE address}. SSN should only appear in this file. SSN as 9 Char string. File must be encrypted.10) Do not - Send EBCDIC. Convert to ASCII.11) Do - place all files in 1 folder, then zip, encrypt.

12) Do - request email receipt.13) Avoid- Reports lacking keyExample:

EE_ID would have been helpful as it would likely be the linking key field to the census_table. We can fix the above, but .... :-)

ee_id ben code eeded freq1234 med 028 33.42 26 den 003 7.15 26 vsn 002 1.86 26 life 044 0.00 26

Example12345petrolwidgetsnorthHEMMAHENRY123 ANYWHERE LN.APT # 99ROCHESTERNY14611S2680FT11/12/19517/9/198811/1/1988

Benefits (General)ee_idname_lastname_firstben_typeben_desctyoe_codetype_descee_dedfreq

Example12345HEMMAHENRY01MEDICAL11SINGLE54.2226

Here's how it worksSince you probably do not know your precise, desired End Result, we'll start with the 'basics' and build as we go.
You may know you are going to "Benefit Statement Land" but do not know the exact 'Street Address'.
Don't give your HRIS folks lengthy directions until you know your destination.
Here's how it should work:1) Your HRIS person gathers 'sample data' which we'll use to set up a sample database. This wil also 'test' the very basics under Section 1.2) We receive your Content Source Documents & review, comparing these written documents to your Sample Tables and data. This usually uncovers questions.3) We also use your requested Styling & Images along with your Content Source Docs to begin writing the initial 'Copy' and combining to begin creating a Sample Template. This Template will be the preliminary design for your Project's output. Meanwhile, we are working on a Sample Template.4) We complete the Sample Template, you review and pick at it until it is Complete.
This is your top priority as it will dictate the eventual, 'Employee Communications Precise data list'.

Section 2 -Data & the Workflow of a Project

Section 1- For HRIS PersonSection 2- Data & the Workflow of a Project

We take data in its "Best - Current available form".
This makes life much easier for your HRIS Specialist or IT Team member.

Employee Communications Data Requirements

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Personalized Content Delivery for HR

SPD's, Brochures Plan Booklets Style, Images Layout, charts Reports Delivery Feedback Access Census data Plan codes table Benefits tables Medical,Dental FSA, DCA STD, LTD, Life Social Security calcs PTO rules Retirement data Print or Web Form Content Left Join Inner Join Full Join

Most Vendors for Employee Communications Projects insist on 'Flat File". It is unlikely that your HRIS stores employee data in Flat File Tables as it is 'bad design'. It is usually much easier for you to give us employee files (Tables) as they are on your system. We create the Joins, which should reduce your time, increase the overall flexibility & 'reuseability' of the Project.

Comp (General)ee_idpay_ratewhateverwhateverwhatever

Example123452000############

Table 1 Employee Census (+ or -) depends on the Project & your System

Table 2 Comp (+ or -)

Table 3 Benefits (+ or -)Initially Optional-Later Mandatory

Example below shows 'Starter Tables' for Employee Benefits Statements - Precise data reqs depend on the Project and your Future Plans

Rochester, NY, USA

HR Communications Divisions

Younicycle.com HRuser.com XML-HR.com

Slide Shows ... and how we made them Total Rewards Statements Total Compensation Statements Employee Benefit Statements EmployeeAttitudeSurveys Employee Benefit Enrollment

DIY Employee Communications for HR

General, EmployeeCommunicationsRequirements

Requirements Define Communication Goals Choose Method(s) of Delivery Styling and Images Content Source documents Data requirements Reports - During & Post project Employee... Feedback loop One time use or Updateable Cross Project Integration? Access Control List Watch - Collaborate - or DIY Possible Project Types

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Including Other Vendors Pricing Brokers and Consultants Contact Us Site Map DIY for HR DIY for HR Overview Create a Layout for Print DIY Template Demo RemoteWorkplace RetirementCommunications InsuranceCommunications