Setting up employees

The HR system is the system of record for employee information.

Note: Adding employees manually in WFM is not recommended as it may cause duplicate employee name errors when the Employee Import starts to be processed.

The IMS_USER_BOD_EMP_IDENTIFIER registry parameter determines whether the IFS User GUID or the IFS ION Person ID is used as the employee identifier when users are created in WFM through the Sync.SecurityUserMaster BOD.

Processing when IMS_USER_BOD_EMP_IDENTIFIER is set to USER_GUID

If the registry parameter is set to USER_GUID (default), the IFS User GUID is used as the unique employee identifier. With this option, employee information should not be imported until the SecurityUserMaster BODs are processed.

When a new user is created through a SecurityUserMaster BOD, WFM creates a dummy employee without team associations based on WORKBRAIN_EMPLOYEE mapping. The employee name (EMP_NAME) is set to the IFS User GUID. The new user is associated to the dummy employee.

You can use the Employee Import interface to modify the employee information. The employee name can be changed the first time the HR system updates the employee record. An employee created by the SecurityUserMaster BOD may not be visible in WFM due to lack of team assignment records until the employee information is updated by the HR system.

Note: When using the USER_GUID option, you should use the ION processor and ION Employee Interface Template layout. The ION processor allows for changing the EMP_NAME field and provides validations to ensure that the Employee Import does not change user fields controlled by Infor Ming.le.

Processing when IMS_USER_BOD_EMP_IDENTIFIER is set to IFS_PERSON_ID

If the registry parameter is set to IFS_PERSON_ID (recommended), the IFS ION Person ID is used as the unique employee identifier. With this option, employee information can be imported to WFM before the user information is processed through the SecurityUserMaster BODs.

When a new user is created through a SecurityUserMaster BOD, the IFS ION Person ID is matched with the employee name (EMP_NAME) to determine whether the corresponding employee exists in WFM.

If the employee does not exist in WFM, WFM creates a dummy employee without team associations based on WORKBRAIN_EMPLOYEE mapping. The employee name is set to the IFS ION Person ID. The new user is linked to the dummy employee.

Initially, the user can log into WFM from Infor Ming.le, but has no access. Later, when the HR application updates the employee record with EMP_NAME the same as the dummy employee using the core Employee Import processor, the dummy employee is updated with the appropriate team assignments, balances, jobs, and all other relevant information. After the dummy employee record is updated by the HR application, the user can perform all actions as defined by their security setting.

If the employee already exists in WFM, the new user is linked to the employee identified by matching the IFS ION Person ID and EMP_NAME.

Note: When using the IFS_PERSON_ID option, you should use the core Employee Import processor, not the ION processor. The core Employee Import processor uses EMP_NAME as the employee identifier. In addition, you must modify the IFS setting to disallow modification of the IFS Person ID in Infor Ming.le. Modification of the employee identifier would result in employee data disruption.

WORKBRAIN_EMPLOYEE mapping

This table shows how the null-nullable fields in the EMPLOYEE table are populated after the SecurityUserMaster BOD is processed:


EMPLOYEE column	Value	Notes
EMP_ID	Auto-generated
EMP_NAME	DistinguishedName from BOD, if the IMS_USER_BOD_EMP_IDENTIFIER registry is set to USER_GUID IFS-PersonId property from BOD, if the IMS_USER_BOD_EMP_IDENTIFIER registry is set to IFS_PERSON_ID	The employee name can be changed the first time the HR system updates the employee record if the IMS_USER_BOD_EMP_IDENTIFIER registry is set to USER_GUID
EMP_LASTNAME	FamilyName from BOD
EMP_FIRSTNAME	GivenName from BOD
SHFTPAT_ID	Defaults to 'NULL - ALL OFFS'
CALCGRP_ID	Defaults to 0	To be modified once employee information comes in
EMP_BASE_RATE	Defaults to 0.00
PAYGRP_ID	Defaults to 0	To be modified once employee information comes in
EMP_EFFECTIVE_DATE	Defaults to system date
EMP_HIRE_DATE	Defaults to system date
EMP_SENIORITY_DATE	Defaults to system date
EMP_BIRTH_DATE	Defaults to system date	To be modified once employee information comes in
EMP_TERMINATION_DATE	Defaults to 01/01/3000
EMP_STATUS	Defaults to A
EMP_SIN	Defaults to "UNKNOWN"	To be modified once employee information comes in
EMP_SHFTPAT_OFFSET	Defaults to 0
EMP_DEF_MINUTES	Defaults to 480
CLIENT_ID	Defaults to 1	Not used in WFM
TZ_ID	Mapped from ApplicationTimezone from BOD
EMP_FULLNAME	Name from BOD
EMP_FTE	Defaults to 0
EMP_SYSTEM_SCHEDULING_ENABLED	Defaults to value of the registry parameter
EMP_ERASED	Defaults to N	For GDPR
EMP_PENDING	Defaults to Y	Indicates whether the employee record has been updated by an HR system: Y: Pending HR update. The employee has not been updated by an HR system. N: The employee has already been updated by an HR system.

For details on how to configure the system to import employee information, see "Employee Import process" in the Infor Workforce Management Time and Attendance Implementation and Administration Guide.