Manage Participants
      Back to home
      1. People Element Knowledge Base
      2. Manage Participants

      HRIS Change Process - New Employee IDs

      If you’re switching to a new HRIS and your employee IDs are changing, follow the below steps to successfully set up the new automated census file push to People Element.

      Set up New Automation

      Notify People Element of your HRIS switch
      • What HRIS are you switching to?
      • What is your timeline?
      You’ll need to connect your new HRIS using the same credentials that the old HRIS used. If you can’t remember your credentials and are using:
      • ShareFile (FTPS) automation, this article will help you locate your credentials.
      • SFTP automation, reach out to People Element for your automation information.

      Employee ID Clean-up

      Before turning off the old automated census file push and switching to the new, you must complete an employee ID clean-up. Find the scenario below that best describes your situation. Failure to complete these steps can result in employees being assigned to and completing surveys twice, terminated employees being assigned to current employee surveys (engagement, stay, etc.), and more issues.

      If you only have “point in time” surveys and they’re all in closed status, follow the below steps.

      For Employees Already in the Platform from the Old HRIS (old employee IDs)
      • Make all employees in the manage participants table inactive and then archive them
      For Employees New to the Platform from the New HRIS
      • Import all active employees from the date of the HRIS switch. Moving forward, your census file imports should include all active and possibly inactive employees (if you’re running exit surveys) for future survey assignment.

      If you only have “point in time” surveys and any of them are in Open status, do not complete any changes while a point in time survey is in open status. Wait until the survey has closed and update based on the above instructions.

      If you have “always on” or “pulse” surveys in Open status, follow the below steps.

      For Employees Already in the Platform from the Old HRIS (old employee IDs)
      Step 1: Unassing from surveys if:
      • The survey is in open status and the participant has completed the survey.
      • Utilize raw data to determine which participants already completed their surveys.
      Step 2: Make employees inactive if:
      • They are not assigned to any surveys.
      • They are only assigned to closed surveys.
      Step 3: Archive employees if:
      • They are listed as inactive.
      Step 4: Update employee IDs
      For the remaining employees that are assigned to open surveys, you will need to manually update their current employee ID (old) to their new employee IDs.

      Employee ID changes need to be done manually in the platform and not with a list import. An import will not change someone’s Employee ID, it will only add new participants

      Use the search bar to quickly find the employee IDs that need updating. Click on the blue employee ID number to make your edits. This allows for these participants to complete the surveys they are already assigned to without affecting data collection.

       
      For Employees New to the Platform from the New HRIS
      • Your new employee census files should only contain active employees from the date of the HRIS switch. This will ensure no duplication of terminated employees being assigned to an exit survey. If you have new hire, onboarding, or other always on surveys with trigger events created, you will need to make sure employees that already completed those surveys are not assigned again. If you have questions on how to avoid duplicate employees moving forward, reach out to People Element.

      Test New Automation

      Work with People Element to select the testing option below that best fits your needs.
      OneDrive/Email
      • Send a small list to People Element via OneDrive or secure email.
      • People Element will approve file format.
      • Once approved, start your HRIS automation.
      New Automation Server (ShareFile/FTPS or SFTP)
      • Drop a small list off-cycle and email People Element once list is dropped.
      • People Element will confirm receipt and approve file format.
      • Once approved, start new HRIS automation.

      Start New Automation & End Old Automation

      Once your new HRIS automation is tested and approved, it’s time to cancel the old HRIS census file push and start the new.
      • Confirm details of census file push (day, time, frequency).
      • People Element will confirm the initial file receipt once automation is live.