Filling Out the HR Data Spreadsheets

To get your HR data into Nakisa HR Suite, you need to enter data about every employee and position in your company into the spreadsheet Nakisa HR SuiteDataUploadTemplate.xlsx. If you did not receive one when you signed up for Nakisa HR Suite for (Undefined variable: Nakisa.License2), you can download this template from the Data Management page. This section describes how to get the template and some general tips and best practices for filling out the spreadsheet.

To download a blank spreadsheet:

  1. Go to the Data Management page, either from the Landing Page or from the main menu.
  2. Click Upload Data. This opens the Upload Data dialog.
  3. Note: There are two templates you can download here: the HR data template, or a currency exchange template. You enter data about the employees and positions in your company into the HR data template. If you have locations in multiple countries and need to track multiple currencies in your analytics, you will put that information in the currency exchange template. (In Nakisa HR Suite, you can have salaries paid in multiple currencies, but for the analytics, all of the currencies are converted to US dollars.) You have two options for each template: to download a blank version of the template, or to download a template populated with sample data.

  4. Click the button to download the blank template.

How to fill out the HR Data template:

Nakisa recommends filling out as much of the data in the spreadsheet as you have available to you, because the more data you enter in, the more Nakisa HR Suite features you and your users will be able to take advantage of. For each employee, you should have a corresponding position and a unique email address. (It is not required that each employee have their own unique PositionID, but that does tend to make troubleshooting your data easier.)

To fill out your spreadsheet:

  • Populate as many of the columns as you feel appropriate for each employee and position in your organization.
  • Do not rename or re-order the columns of the template
  • Asterisks * indicate mandatory fields
  • Each employee must have a unique EmployeeID in the spreadsheet
  • Each position must have a PositionID that exactly corresponds to a Position Code you enter in the Position tab.
  • Any dates used in the spreadsheet must follow the yyyy-mm-dd format.

The following tables explain the sort of data that should go in each of the fields.

Employee Tab Column Data
Email (Username)* Enter an email address for each employee you want to be able to log into the application. . This is a required field for every user you want to be able to log into Nakisa HR Suite.
App Access Level* Nakisa HR Suite supports five roles, each of which has different access/ responsibilities:
  • No Access: Users in the No Access role cannot log into the application at all. You can enter "No Access" or leave the column blank for employees who should not have access to the system. Nakisa recommends, as a best practice, that you use "No Access" and populate the field using the drop-down menu. This could help you assess whether your users are indeed precluded from accessing the system, instead of just a new addition to the template whose data is not yet complete.
  • Employee: Employee users can see their company org chart (all perspectives, styles, and views that do not contain sensitive information such as headcount, salary, or talent data), the Employee Map, and non-sensitive information on the Details Panel. They can also give and receive Recommendations and receive Badges.
  • Manager: Manager users can access all of the data in Nakisa HR Suite that the Employees can access, as well as sensitive data (headcount, salary, talent) for their area and the areas that report to them. They can make changes within a scenario if a Creator assigns part of it to them, but only the part that falls into their area. .
  • Human Resources: HR users can access all of the data in Nakisa HR Suite, but cannot create scenarios. They can make changes within a scenario if a creator assigns all or part of it to them.
  • Full Access: Creator users can create scenarios and have access to all Nakisa HR Suite functionality.

This is a required field for every user you want to be able to log into Nakisa HR Suite.

EmployeeID* Enter a unique ID for every employee in your company. This is a required field for all employees, whether they are logging in or not.
First Name* Enter each employee's first name. This is a required field for all employees, whether they are logging in or not.
Last Name* Enter each employee's last name. This is a required field for all employees, whether they are logging in or not.
Display Name* Enter each employee's name as you want it to appear on the nodes in Nakisa HR Suite. This is typically a combination of the first and last name, but that is not mandatory. This is a required field for all employees, whether they are logging in or not.
Title Enter each employee's title.
Telephone Enter each employee's office phone number.
Mobile Enter each employee's cellular/mobile phone number
Disability Enter "YES" or "NO" to track analytics about the number of employees with disabilities across your company.
Ethnicity Enter each employee's ethnicity to track analytics about the ethnic composition of your company.

Gender

Enter each employee's gender to track gender demographics across your company. The default responses are "Female," "Male," and "Other," but you may work with Nakisa to add more, if needed.
Nationality Enter each employee's nationality to track nationality metrics across your company.
Salary Enter the annual salary of each employee.
Currency Enter the currency in which this salary is paid.
Date of Birth Enter each employees date of birth to track age demographics across your company.
PositionID* Enter the PositionID of each employee. These must match the Position Codes enter in the Position tab of the spreadsheet. This is a required field for all employees and must match the corresponding position codes on the next tab.
Part Time Enter "YES" to indicate if an employee is part time, or "NO" to indicate if they are full-time.
Performance Enter each employees performance rating on a scale of 1-5, with 1 being a low performer and 5 being a top performer.
Potential Enter each employee's potential rating on a scale of 1-5, with 1 being low potential and 5 being high potential.
Scarce Skill Enter "YES" to indicate if this employee has a skill that is difficult to find in the marketplace. Otherwise, enter "NO."
Critical Resource Enter "YES" to indicate if this employee has been deemed a critical resource. Otherwise, enter "NO."
Consultant Enter "YES" if the employee is a consultant. Otherwise, enter "NO."

 

 

Position Tab Column Data
Position Code* Enter the Position Code for each position in your organization. These must match the PositionIDs you entered in the Employee tab. This is a required field for all positions, whether they are logging in or not.
Name* Enter the name of each position in your organization. This is a required field for all positions, whether they are logging in or not.
Description Enter a longer descriptor for each position, where appropriate.
Salary Scale (Min) Enter the lowest salary each position can earn.
Salary Scale (Max) Enter the highest salary each position can earn.
Salary Scale (Midpoint) Enter the midpoint between the high and low ends of the salary scale for this position.
Currency

Enter the currency in which each position's salary is paid.

Pay Grade Enter the pay grade of each position.
Key Enter "YES" if this position has been deemed a key position.
Cost Center Enter the cost center to which each position belongs.
Department Enter the department to which each position belongs.
Legal Parent Position* Enter the Position Code to which each position has a direct, legal reporting relationship. This is a required field for all positions, whether they are logging in or not.
Functional Parent Position Enter the Position Code to which a position has a non-standard reporting relationship, if it exists.
Country Enter the country in which each position is based. This information is needed for the Employee Map to work.
Region/State/Province Enter the region, state, or province in which each position is based. This information is needed for the Employee Map to work.
City Enter the city in which each position is based. This information is needed for the Employee Map to work.
Building Nr. and Street Enter the physical address where each position is based.
Vacancy Enter "YES" if this position is currently vacant. Otherwise, enter "NO."
FTE Enter the whole number or percentage of a full-time resource required to staff each position.

How to fill out the Currency Exchange template:

This template has only one tab.

  1. Enter the 3-letter acronym of the source currency in the CurrencyId column.
  2. Enter the 3-letter acronym of the destination currency (currently USD) in the ToCurrencyId column.
  3. Enter the date on which you want this exchange rate to be effective in the Begda column.
  4. Tip: Unless you plan to upload this template every day, we recommend setting the start date as 1900-01-01, to indicate that the exchange rate is valid for the entire time you will use Nakisa HR Suite.

  5. Enter the date on which you want this exchange rate to stop being effective in the Endda column.
  6. Tip: Unless you plan to upload this template every day, we recommend setting the end date as 9999-12-31, to indicate that the exchange rate is valid for the entire time you will use Nakisa HR Suite.

  7. Enter the actual currency exchange rate you want to apply between these two currencies in the Rate column.

Tip: If your company does not have preferred exchange rates, you can find exchange rate tables on banking websites and in Google.

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