LMS Data Import: Syncing with a 3rd Party HR System (HRIS or Payroll Synchronization AKA HR Sync)

Article Links Introduction | Technical Details | Set-up Process | Breakdown of Fields |

INTRODUCTION

Convergence can be setup to synchronize users and company hierarchy data from a 3^rd party HR system (“the sync”) by uploading data to a secure FTP site on a regular basis. This allows clients to automatically create and update users without having to do so manually in the Convergence LMS. The sync also can create and update the company hierarchy. The changes made to the users/hierarchy can be setup to work in tandem with training assignments and reporting. Here is a small set of example use cases that can be accomplished using the sync:

• New Users
  A new user created in the HR system can automatically create the new user in Convergence
• Status Changes
  Deactivating/activating users in the HR system can deactivate/activate users in Convergence
• Details
  Updating user details like name, username, email, title, etc., in the HR system can update the corresponding fields in Convergence
• Hierarchy
  Transferring a user to a different team/department/site in the HR system can update the user’s team/department/site in Convergence. If desired and setup properly, the user would then inherit the assignments for the department/site

Back to top

TECHNICAL DETAILS

The sync works by having the customer upload a text file with a specific format to a secure FTP site. File specifications:

• Text file (*.txt)
• Each row in the file corresponds to the details for one user
• Each value/column needs to be enclosed in quotes and separated by a comma
  • Or each column can be separated by a vertical bar/pipe “|”
• The file should contain all users that are in Convergence, the sync will process the new users or updates automatically (don’t need to send over changes only)
• See the txt for an example file, and see the last page of this document for a description of the fields

The file is most commonly uploaded to the FTP site nightly, but could be uploaded manually or on other schedules as needed.

• We suggest doing the upload using WinSCP via command line and scheduling it with a Windows Scheduled Task (or similar)
• The uploaded file can be processed by Convergence daily, weekly, or custom schedules if needed
• Multiple files can be processed if different sites/divisions are using different HR systems.

Back to top

SET UP PROCESS

The Setup Process

1. Planning and review
   • The Convergence point of contact and the client should review the technical details above and ensure they can all be accomplished, as well as answering any questions that come up.
2. File validation
   • Before getting the automation working, the client should export the data from their HR system and ensure it meets the file standards. Send that file to Convergence for review and test processing. This may take a few iterations to get correct.
   • Once correct and processed, the client should review the users/hierarchy in the LMS to ensure the output is as desired.
   • Once validated, proceed to FTP setup.
3. FTP Setup
   • Convergence will setup an FTPS site and provide the credentials to the client.
     • Convergence will need the IP address/range from which you (or your HR Software provider) will be uploading the file. Note: The client can request this from their IT department.
   • The client should ensure they can login manually and upload the file to be processed.
   • Once manual uploading is working, proceed to Automation.
4. Automation
   • Once everything above is validated and working, setup the export to happen automatically form the HR system and working with your HR/IT departments
   • Then, schedule the upload of the .txt file to the Convergence FTP site.
   • Convergence will ensure the file is found and processed accordingly.

Back to top

BREAKDOWN OF THE FIELDS

The following table provides information on the fields that should be included in the sync file. See the SyncFileExample.txt for an example file.

Back to top