| HRMS system interfaces Defined | | | | name," you simply direct the "fnam" data in product to |
| During your search and evaluations of payroll HRIS | | | | populate the "first name" field. The same process is |
| Systems or HRMS payroll software applications, you | | | | repeated for each and every field contained in both |
| will hear a great deal about interfaces. The purpose of | | | | systems. The good news is that after you set up the |
| this article is to explain in detail how they are typically | | | | data mapping, you won't have to repeat this process. |
| used. If you are looking at purchasing payroll HRIS | | | | The next time you need to transfer data, you will |
| Systems, HRMS payroll systems or HR Software | | | | spend only a few minutes to do so. |
| application and plan to tie it to an existing payroll | | | | The challenge with the setup occurs when the fields |
| application, this article will prove very helpful. The vast | | | | are in different formats or lengths. In these cases, the |
| majority of HRMS payroll system applications will offer | | | | data can be brought into Excel and any needed |
| some type of capability for transferring HRIS data or | | | | modifications can be made there before importing the |
| payroll data from one system to another. | | | | data. In some cases, the actual interface software will |
| First, it's important to point out the difference between | | | | provide the ability to alter the information. |
| HRMS payroll integration and an interface. With an | | | | Populating your HRMS system and payroll database |
| integrated system, you have two products sharing the | | | | Let's say you have just purchased a new Payroll HRIS |
| same HRIS data and payroll data or you have an | | | | system. By some means or another you are going to |
| automatic real time transfer and update of data from | | | | want to easily pull as much information from other |
| one system to another. With HR and Payroll software | | | | sources as possible into your new system. If you have |
| applications, this is rare unless you are working with the | | | | another HR product, you may create a file from that |
| same company for both systems. If that's not the | | | | system and transfer this data over to your new HRIS |
| case, then you are going to be dealing with interfaces. | | | | system. If you don't, then most likely you will be pulling |
| With an interface you will have to either manually, or | | | | data from your payroll system to HR. It's important to |
| via an automated process, transfer HRIS data from | | | | note that your payroll system will not contain all the |
| either payroll to hr or vice versa. In many cases, this is | | | | information of your HRIS system. So there are only so |
| a fairly manual process to setup but easy to maintain. | | | | many fields you will be able to update. Typically, this |
| If you want to transfer data from Payroll to HR, you | | | | information is going to include demographic data and |
| will create a file from the payroll system and import | | | | data related to pay that will be tracked in your HRIS |
| this into the HR Software product using some type of | | | | system. I have seen what rarely transfers from one |
| software. The problems with this type of process are | | | | system to another are benefits data and history. Make |
| that if it's not automated, you will have to frequently | | | | sure to ask about the transfer of this data while you |
| perform the transfer of data because, in this example, | | | | are reviewing systems. |
| your data in HR is only as up to date as the last | | | | Payroll to HRMS or HRMS to Payroll |
| transfer of information from your payroll application. | | | | Going forward, you will have to determine which |
| There is no reason to not accept using interfaces | | | | direction you want to push data and in what system |
| since it's still the standard for getting two unique | | | | your core input for new hires, terminations, and |
| products to share data. | | | | employee changes will happen. Whichever direction |
| How a HRM system, payroll Interface works | | | | you decide to go, payroll to HR or HR to payroll, it's |
| If you are using a well known payroll product, such as | | | | important to realize that whichever system is |
| ADP, almost all, if not all, HRIS Data systems will | | | | accepting the data will have the interface for that |
| provide some type of interfacing capability between | | | | import of data. This is not always the case but in most |
| your HRIS system and your payroll product. If not, your | | | | circumstances it will be. |
| payroll HRIS system will offer some type of import | | | | Remember the data in the system being updated is |
| and export program. | | | | only as up to date as when the last interface data |
| System interfaces are also defined as data mapping. | | | | transfer was performed. This can create problems. |
| Once you determine which system will push the data, | | | | Let's say, for example, that you are pushing data from |
| a report will be run from that system containing the | | | | your payroll system to your HRIS product and the last |
| data needed to import into your import application. | | | | time you performed an update was two weeks ago. If |
| Once the report is run, it is typically converted to either | | | | you run a termination or new hire log from your HRIS |
| Excel or a text file for importing. Now you need to | | | | system, the data you are relying on is two weeks old. |
| make sure both systems are speaking the same | | | | You may have to go through the process of updating |
| language. This is called data mapping. If in one system | | | | your data before running the report. As you have |
| the field name for first name is "fnam", and in the | | | | seen, interfaces are not a perfect world but they are |
| system you are mapping to the field name is "first | | | | a necessity. |