Performing Actions Using Data Load Rules

You can perform Actions—Termination, Promotion, and Transfer—on existing employees directly through Data Load Rules (DLRs).

This capability enables organizations to streamline bulk workforce changes while maintaining consistency in compensation, reporting attributes, and allocation data.

In addition to that, you can also perform post-action updates to compensation items, allocations, and even employee types using the Data Load Rules, eliminating the need for manual edits post-promotion or transfer. To learn more about the Actions menu, click here.

Key Notes

The existing Workforce Planning - Employee Load Data Load Rule, traditionally used to load employee data, has been extended to support advanced planning actions. This means that Promotions, Transfers, and Terminations can now be initiated using the same DLR process. To learn more about the Workforce Planning - Employee Load DLR, click here

Prerequisites

As you know, the initial step to create a Data Load Rule is to prepare the input file. To use this feature, your input file must now include two new columns:

• Action: Specifies the planning action (e.g., Promote, Transfer, Terminate)

• Planned Action Date: Defines the effective date of the action

These columns ensure the execution of the appropriate planning action, such as creating new positions, ending existing roles, or transitioning employees across budget entities.

Mandatory Fields for Each Action Type

The table below shows which fields are mandatory in your input file based on the action type. This ensures accurate execution and avoids errors during the load process:

Notes:

• For Terminate, all other fields are ignored.

• For Promote and Transfer, optional compensation updates can also be included.

Additionally, make sure each employee included in the load file has complete profile data, including:

• All relevant Reporting Attributes

• Compensation Attributes set up.

• Compensation Items and Compensation Attributes

• Defined Allocations

Refer to the sample file, which demonstrates Termination, Promotion, and Transfer actions using Data Load Rules. Each row aligns with the action-specific requirements:

• EMP1 – Terminate: Only required fields are populated.

• EMP2 – Promote: Includes position and salary updates.

• EMP3 – Transfer: Provide updated budget entity and salary.

All records must include the Action and Planned Action Date fields and meet the mandatory field criteria based on action type.

Using the Workforce Planning - Employee Load DLR to Perform Actions

The process to create a Workforce – Employee Data DLR for advanced planning actions (Promote, Transfer, Terminate) is the same as the existing Workforce employee load process, except that the Define Overall Settings tab will now have the newly added fields, both Action and Planned Action Date, as shown below.

To learn more about how to create a Workforce Planning - Employee Load Data Load Rule, click here.

High-Level Steps to Create or Use the DLR

1. Navigate to Maintenance > Data Integration > Data Load Rules.

2. Click Add to create a new DLR or open an existing one.

3. Select the following on the New Data Load Rule tab:

   1. Load Type: File Load

   2. Load Item: Workforce Planning

   3. Load Sub Item: Workforce - Employee Data

4. Complete all the steps and proceed to Load Data, then click Finish to run the DLR. To learn more about DLRs, click here.

5. Go to Workforce Planning > Employees to validate the Actions in Workforce Planning.

6. Filter by the scenario and entity to view affected employees.
   The image below shows how actions like Promotion and Transfer are executed via the DLR, resulting in two employee profiles (e.g., for EMP2 and EMP3), just like when using the Actions menu in the application. The Planned Action column confirms the applied actions (e.g., Promotion, Transfer Out/In, Termination).
   

Verify that:

• • Terminated employees show end dates.
    
    

  • Promoted employees have updated roles and compensation.
    
    

  • Transferred employees are now listed under the new entity.
    
    

Updating Fields Using Data Load Rules (DLR)

After applying advanced planning actions (such as Transfer or Promotion) to employee records, you can optionally update certain fields using the same Data Load Rule (DLR) structure. This allows for further modifications to attributes like:

• Bonus

• Allowances

• Allocations

• Employee Type (only after completing the promotion or transfer action)

Important: Be sure to remove the Action field from the update rows. This avoids re-triggering any previous actions unintentionally.

General Guidelines

• Actions must be applied only to valid employee records.

• Employee Type cannot be changed during an action, but it can be updated afterward.

• Allocation splits and compensation dependencies are retained unless explicitly overridden.

How to Update Compensation Fields

To update compensation-related fields (e.g., Bonus, Allowance) for employee records that have already undergone actions like Transfer or Promotion:

1. Use the same DLR that was used to load the employee data originally.

2. In the input file:

   1. Update the compensation values (e.g., Bonus, Allowance).

   2. Update the Employee Type (e.g., from Full-Time (FT) to Part-Time (PT)).

      Note:

      Employee Type cannot be modified as part of an action like Transfer or Promotion; it can be updated after the action is complete

3. Ensure both the Action and Planned Action Date columns are blank.

4. Re-upload the file and run the same DLR.

Example

• Employee EMP3 previously had a Transfer applied.

• Original values: Bonus = 10, Allowance = 12,000, Employee Type: FT (Full Time)

• New values: Bonus = 20, Allowance = 24,000, so the I/P compensation shows the calculation as 24000/12 = 2000 per month, Employee Type: PT (Part Time)
  

  Notes:

  • While new compensation items mapped to PT may apply, common fields like Salary, Bonus, and Allowance will persist unless explicitly changed.

  • Allocations will continue to be driven by the wage-type compensation items associated with the new Employee Type.

  
  

Limitations

You cannot update values for:

• Terminated employee profiles

• Transfer-Out profiles

• Previous positions in a Promotion profile