Reconciling employees

Most employee reconciles processes are automated to run daily. You can manually reconcile employees to import employee information from an external system, such as HR or Payroll software, into RMS. The type of information imported depends on the system from which you are importing. After running the reconcile process, RMS identifies issues with the imported file. There are several tabs that you might need to address: New Employees, Updated Employees, Job Changes, To Be Terminated, and Employees with Errors. The system can be configured to automatically email the results of the reconcile process to multiple recipients.

Reconciling employees

1. In the upper-left corner of the screen, select Access your applications (  ).
   The menu expands.

2. Select Administration > Employee Maintenance.
   The Employee Maintenance screen appears in a new tab.

3. In the upper-right corner of the screen, select the Action menu ().
   A drop-down menu appears.

4. Select  Reconcile Employees.
   The Employee Reconcile screen appears.

   Click here for field descriptions.

   

   Fields on the Employee Reconcile screen

   #	Field	Description	Notes
   1	Reconcile	Opens a file manager window where you can select a file to use for the employee reconcile.
   2	Last Reconcile	Contains information related to the last reconcile that was completed, including: Date and time when the last reconcile employee interface was run. Number of active employees. Employees in RMS that were not in the last reconcile. Employees skipped. Invalid employees. Employees that were updated. New employees that were added. Employee ID numbers that were updated. Employees that will be terminated.	Read-only.
   3	Tabs	Switch between tabs to review results of the reconcile: New Employees—Displays employees who appear in the imported data but were not found in the system. Updated Employees—Displays employees who have had changes made in their records other than their skills. Job Changes—Displays employees who appear in both the imported data and RMS but whose home job is different on each list. This might happen if an employee transferred from one home job to another. To Be Terminated—Displays employees found in RMS but not in the imported records. Select which employee records should be removed or marked as inactive. Employees with Errors—Displays employees who have missing information in the file that is being imported. To fix the error(s), you must go to your original file (the file you are importing from) and manually correct the error, as information in this window is read-only. After you have corrected the error(s), you can run the reconcile process again.
   4	Search	Enter an employee's name or employee ID number to locate the employee in the list. The list automatically updates as you type.
   5	Table	Each tab contains a table displaying relevant information for each employee record that was affected by the reconcile.

5. In the upper-right corner of the screen, select Reconcile.
   A file manager window appears.

6. Select a file to import and wait for the process to complete.

   Note: You can import the following file types: CSV, XLS, and XLSX.

7. Review the tabs (New Employees, Updated Employees, Job Changes, To Be Terminated, and Employees with Errors).
   If necessary, in the Employees to be Terminated tab, select the employees who should be deactivated.