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Home > Guides > User Guide > Hiring > Push to an HRIS system > Deltek Costpoint

Deltek Costpoint

Step 1: Prepare the Individual & Verify Required Fields

Once the Costpoint interface is enabled a Costpoint Page in the Applicant File will appear for any users specified in the setup. This page will appear for all applicants but should only be complete for individuals who should be sent over to Costpoint. To start the process, find the individual’s record that will be exported to Costpoint.

Step 2: Complete Costpoint Page

This page is necessary to transfer Individuals into Costpoint because it contains information that doesn’t already exist in Cyber Recruiter. The data from this page in addition to standard data that Cyber Recruiter stores (name, address, phone number, etc…) are transferred for new hires. Before transferring an individual from Cyber Recruiter to Costpoint, ensure this page is complete and contains all the required information for that Individual. 

Two options are listed on the top of the page.
1) Offer - if selected it attempts to fill in the hire date, salary, job title (if it matches the req title) and job code, supervisor and manager.
2) Requisition - if selected it attempts to fill in the job title/job code, supervisor, and manager.

Once the Individual is located, there are six (6) fields required for the transfer to Costpoint, three (3) are on the Demographics Page and three (3) are on the Costpoint Page. If you are using this page in conjunction with the ‘New Hire Process’ you can activated the Demographics page to appear before this page to ensure total accuracy of information.

Demographics Page: First Name, Last Name, Country (defaults to US if blank)
Costpoint Page: Employee ID, Hire Date, Pay Rate

Main Tab – Basic information about the Individual such as pay and labor information. If the Administrator set up this page to assign Employee ID automatically, leave the field blank on this screen.

Timesheet Tab –Information regarding this Individual’s timesheet.

Secondary Tab – Information regarding this individual’s employment with the organization.

All User-Defined codes must be set in Admin > Codes prior to being used on this page. All fields set as required fields must be completed on this screen prior to export or the file will generate an error and this individual’s file will not be included in the export to Costpoint. Defaults will occur as the Administrator setup them to apply.

Step 3: Add Record to the Export File

Click on the green link at the bottom of the page to add this individual to the export file. The red indicator will change to indicate whether the individual is on the list of people to be exported. In this example, the link has not been clicked yet.

Step 4: Generate Export File

After verifying and adding the individual to the export file, from the main menu bar select Applicants > Costpoint Export to generate the export file.

If the Cyber Recruiter Administrator setup to automatically generate the Employee ID number, when the individual is added to the list, he/she will be assigned an ID number. This ID number will also show on the Applicant File (Employee File) > Costpoint Page. If the Employee ID number is not set up to automatically generate, the number at this point will pull from the Applicant File (Employee File) > Costpoint Page > Employee ID Field.

The table that displays lists the individuals who have been flagged to be added to the export file via the Applicant File > Costpoint Page. To add additional records to the list, press the Add button and find the Individual. To remove records from the list, check the box at the end of the line and then click the Delete Selected button. Checking the checkbox in the top of the table will place checkmarks or remove check marks next to everyone’s record. Checkmark everyone who should be exported prior to pressing export.


Enter the name of the file in the Filename field and click the Export button to create the export file. Cyber Recruiter will save the last export file created. However, this file will be overwritten each time the export process is run.

Step 5: Verify Results

The page which appears allows you to verify the results and eventually to save the file generated to a network or disk location.

Correcting Errors

If the error log indicates that some individuals are missing information, the information for those records should be entered and another export performed. Click the Print link to print a report as needed t and click the Individual name to enter the file o make the necessary changes. Re-run the export process; the export process can be run as many times as needed to obtain an error free file.

Saving the File

If the error log indicates that all individuals were Exported Successfully, right-click the indicated link and choose Save Target As to download the ASCII text file created to the network or hard drive. Put the files in a folder on a PC that the Costpoint contact will have access to so that person can pull the file into Costpoint using the Employee Preprocessor. Click on the Return to Costpoint Export Page to finish the process.

Step 6: Prepare Export List for Next Batch

To prepare the Costpoint Export page for the next batch of new hires, checking the checkbox in the top of the table will link to place a checkmark next to the Applicant’s names. Then, press the Delete Selected button to remove them from this list.

Where the Data Goes (Costpoint version 7.0)

 

The input file layouts for the fixed-length file format follow:

Input Record 1 (EMPL, EMPL_PHONE, DFLT_REG_TS, EMPL_LAB_INFO)

Field

Field Name

Costpoint Table/Column

Data Type and Size

Contents

 
Included in File

1

Record Code

 

Char 1

N or 1

 
Yes

2

Social Security Number

EMPL.SSN_ID

Numeric 9

 

 
Yes

3

Employee ID

EMPL_ID for all tables

Char 12

 

 
Yes

4

First Name

EMPL.FIRST_NAME

Char 20

 

 
Yes

5

Middle Name

EMPL.MID_NAME

Char 10

 

 
Yes

6

Last Name

EMPL.LAST_NAME

Char 25

 

 
Yes

7

Hire Date

EMPL.ORIG_HIRE_DT

Char 10

YYYY-MM-DD

 
Yes

8

Employee Status

EMPL.S_EMPL_STATUS_CD

Char 3

ACT, FML, IAL, IN

 
Yes (sent as ACT)

9

Timesheet Cycle

EMPL.TS_PD_CD

Char 4

Value must exist in the TS_PD table.

 
Yes

10

Leave Cycle

EMPL.LV_PD_CD

Char 4

Value must exist in the LV_PD table.

 
Yes

11

General Labor Category

DFLT_REG_TS nd EMPL_LAB_INFO.GENL_LAB_CAT_CD

Char 6

Value must exist in the GENL_LAB_CAT table.

 
Yes

12

Default Pay Type

DFLT_REG_TS.PAY_TYPE

Char 3

Value must exist in the PAY_TYPE table.

 
Yes

13

FLSA Exempt

EMPL_LAB_INFO.
EXEMPT_FL

Char 1

Y, N

 
Yes

14

Employee Type

EMPL_LAB_INFO.S_EMPL_TYPE_CD

Char 1

R, P, T

 
Yes

15

Hourly/Salaried Status

EMPL_LAB_INFO.S_HRLY_SAL_CD

Char 1

H, F, S

 
Yes

16

Home Organization

EMPL_LAB_INFO.ORG_ID

Char 20

Value must exist in the ORG table.

 
Yes

17

Home Reference 1

EMPL_LAB_INFO.HOME_REF1_ID

Char 20

Value must exist in the REF_STRUC table.

 
Yes

18

Home Reference 2

EMPL_LAB_INFO.HOME_REF2_ID

Char 20

Value must exist in the REF_STRUC table.

 
Yes

19

Default OT State

EMPL_LAB_INFO.WORK_STATE_CD

Char 2

Value must exist in the OT_RULES_BY_STATE table.

 
Yes

20

Default Worker's Comp

DFLT_REG_TS.WORK_COMP_CD

Char 6

Value must exist in the WORK_COMP table.

 
Yes

21

Effective Date

EMPL_LAB_INFO.EFFECT_DT

Char 10

YYYY-MM-DD

 
Yes

22

Rate Type

Used to interpret Rate and calculate
other rates

Char 1

A, H, S

 

23

Rate

EMPL_LAB_INFO.
ANNL_AMT, HRLY_AMT, SAL_AMT
(calculation based on Rate Type)

Char 14

 

 

24

Default Account

DFLT_REG_TS.
ACCT_ID

Char 15

Value must exist in the ACCT table.

 
Yes

25

Default Organization

DFLT_REG_TS.CHG_ORG_ ID

Char 20

Value must exist in the ORG table.

 
Yes

26

Default Project

DFLT_REG_TS.PROJ_ID

Char 30

Value must exist in the PROJ table.

 
Yes

27

Default Reference 1

DFLT_REG_TS.REF_STRUC_1_ID

Char 20

Value must exist in the REF_STRUC table.


Yes

28

Default Reference 2

DFLT_REG_TS.REF_ STRUCT_2_ID

Char 20

Value must exist in the REF_STRUC table.

 
Yes

29

Default Labor Location

DFLT_REG_TS.LAB_LOC_ CD

Char 6

Value must exist in the LAB_LOCATION table.

 
Yes

30

Address Line 1

EMPL.LN_1_ADR

Char 30

 

 
Yes

31

Address Line 2

EMPL.LN_2_ADR

Char 30

 

 
Yes

32

Address Line 3

EMPL.LN_3_ADR

Char 30

 

 

33

City

EMPL.CITY_NAME

Char 25

 

 
Yes

34

State

EMPL.MAIL_STATE_DC

Char 15

Value must exist in the MAIL_STATE table.

 
Yes

35

Country

EMPL.COUNTRY_CD

Char 8

Value must exist in the MAIL_STATE table.

 
Yes

36

Postal Code

EMPL.POSTAL_CD

Char 10

 

 
Yes

37

Home Telephone

EMPL_PHONE.PHONE_ID
(with PHONE_TYPE_DC = "HOME")

Char 25

 

 
Yes

38

Emergency Telephone

EMPL_PHONE.PHONE_ID
(with PHONE_TYPE_DC = "EMERG")

Char 25

 

 

39

Locator

EMPL.LOCATOR_CD

Char 20

The application validates the Locator code upon import if at least one Locator code exists in the Locator Code table for the login company; otherwise, no validation occurs.

 
Yes

40

Date Of Birth

EMPL.BIRTH_DT

Char 10

YYYY-MM-DD

 
Yes

41

Marital Status

EMPL.MARITAL_CD

Char 1

 

 
Yes

42

Gender

EMPL.SEX_CD

Char 1

M, F

 
Yes

43

Employee Class

EMPL_LAB_INFO.EMPL_ CLASS_CD

Char 12

Value must exist in the EMPL_CLASS table.

Yes

44

Union Employee Flag

EMPL.UNION_EMPL_FL

Char 1

Y, N

 Yes

45

Race/Ethnicity

EMPL.S_RACE_CD

Char 10

Value must exist in the RACE_ETHNIC table.

 Yes

46

Manager

EMPL_LAB_INFO.MGR_EMPL_ID

Char 12

 

 

47

PLC

EMPL_LAB_INFO.BILL_LAB_CAT_CD

Char 6

Must exist in the BILL_LAB_CAT table.

 

48

Corporate Officer Flag

EMPL_LAB_INFO.CORP_OFCR_FL

Char 1

Y or N

 

49

Seasonal Employee Flag

EMPL_LAB_INFO.SEASON_EMPL_FL

Char 1

Y or N

 

50

Home Phone Extension

EMPL_PHONE.PHONE_EXT_CD
(where PHONE_TYPE_DC = ‘HOME’)

Char 6

 

 

51

Emergency Phone Extension

EMPL_PHONE.PHONE_EXT_CD
(where PHONE_TYPE_DC = "EMERG")

Char 6

 

 

52

Timesheet Default GLC

DFLT_REG_TS. GENL_LAB_CAT_CD

Char 6

Value must exist in the GENL_LAB_CAT table.

 Yes

 

53

Timesheet Default Labor Location

DFLT_REG_TS. LAB_LOC_CD

Char 6

 

Value must exist in the LAB_LOCATION table.

 Yes
 54 Vendor ID    Char 12    No
 55 Variable Hours Employee    Char 1    No

 


 

Input Record 2 (EMPL and EMPL_LAB_INFO)

Field

Field Name

Costpoint Table/Column

Data Type and Size

Contents

 
Included in File

1

Record Code

 

Char 1

2

 
Yes

2

Employee ID

EMPL_ID

Char 12

 

 
Yes

3

Taxable Entity

EMPL.TAXBLE_ENTITY_ID

Char 10

Value must exist in the TAXBLE_ENTITY table.

 

4

Adjusted Hire Date

EMPL.ADJ_HIRE_DT

Char 10

YYYY-MM-DD

 
Yes

5

Termination Date

EMPL.TERM_DT

Char 10

YYYY-MM-DD

 

6

Supervisor Name

EMPL.SPVSR_NAME

Char 25

 

 
Yes

7

Preferred Name

EMPL.PREF_NAME

Char 10

 

 
Yes

8

Name Prefix

EMPL.NAME_PRFX_CD

Char 6

 

 

9

Name Suffix

EMPL.NAME_SFX_D

Char 6

 

 

10

Prior Name

EMPL.PRIR_NAME

Char 25

 

 
Yes

11

Eligible for Auto Pay

EMPL.ELIG_AUTO_PAY_FL

Char 1

Y, N

 

12

Email ID

EMPL.EMAIL_ID

Char 60

 

 

13

PR Service Employee ID

EMPL.PR_SERV_EMPL_ID

Char 12

 

 
Yes

14

Job Title Description