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
|
EMPL_LAB_INFO.TITLE_ DESC
|
Char 30
|
|
Yes
|
|
15
|
Estimated Hours
|
EMPL_LAB_INFO.STD_EST_HRS
|
Char 10
|
|
|
|
16
|
Labor Group
|
EMPL_LAB_INFO.LAB_GRP_TYPE
|
Char 3
|
Value must exist in the LAB_GRP table.
|
|
|
17
|
Personnel Action Reason Description 1
|
EMPL_LAB_INFO.REASON_DESC
|
Char 30
|
|
Yes
|
|
18
|
Security Organization ID
|
EMPL_LAB_INFO.SEC_ORG_ID
|
Char 20
|
Value must exist in the ORG table.
|
Yes
|
|
19
|
Work Hours in Year
|
EMPL_LAB_INFO.WORK_ YR_HRS_NO
|
Char 4
|
|
|
|
20
|
Visa Type
|
EMPL.VISA_TYPE_CD
|
Char 10
|
Value must exist in the VISA_TYPE table.
|
Yes
|
|
21
|
Comments
|
EMPL_LAB_INFO. COMMENTS
|
Char 254
|
|
|
|
22
|
Visa Exp Date
|
EMPL.VISA_DT
|
Char 10
|
YYYY-MM-DD
|
|
Input Record 3 (EMPL)
|
Field
|
Field Name
|
Costpoint Table/Column
|
Data Type and Size
|
Contents
|
Included in File
|
|
1
|
Record Code
|
|
Char 1
|
3
|
|
|
2
|
Employee ID
|
EMPL.EMPL_ID
|
Char 12
|
|
|
|
3
|
Notes
|
EMPL.NOTES
|
Char 254
|
|
|
Input Record 4 (EMPL and EMPL_LAB_INFO)
|
Field
|
Field Name
|
Costpoint Table/Column
|
Data Type and Size
|
Contents
|
Included in File
|
|
1
|
Record Code
|
|
Char 1
|
4
|
Yes |
|
2
|
Employee ID
|
EMPL.EMPL_ID
|
Char 12
|
|
Yes |
|
3
|
Last Review Date
|
EMPL.LAST_REVIEW_DT
|
Date (10)
|
YYYY-MM-DD
|
|
|
4
|
Next Review Date
|
EMPL.NEXT_REVIEW_DT
|
Date (10)
|
YYYY-MM-DD
|
|
|
5
|
Display Name
|
EMPL.LAST_FIRST_NAME
|
Char 25
|
|
Yes |
|
6
|
Disabled Flag
|
EMPL.DISABLED_FL
|
Char 1
|
Y or N
|
Yes |
|
7
|
Contact Name 1
|
EMPL.CONT_NAME_1
|
Char 25
|
|
|
|
8
|
Contact Relationship 1
|
EMPL.CONT_REL_1
|
Char 15
|
|
|
|
9
|
Contact Phone 1
|
EMPL.CONT_PHONE_1
|
Char 20
|
|
|
|
10
|
Contact Name 2
|
EMPL.CONT_NAME_2
|
Char 25
|
|
|
|
11
|
Contact Relationship 2
|
EMPL.CONT_REL_2
|
Char 15
|
|
|
|
12
|
Contact Phone 2
|
EMPL.CONT_PHONE_2
|
Char 20
|
|
|
|
13
|
Special Disabled Veteran
|
EMPL.VET_STATUS_S
|
Char 1
|
Y or N
|
Yes |
|
14
|
Vietnam Era Veteran
|
EMPL.VET_STATUS_V
|
Char 1
|
Y or N
|
Yes |
|
15
|
Active Duty Warfare or Campaign Badge Veteran (Other Protected Vet)
|
EMPL.VET_STATUS_O
|
Char 1
|
Y or N
|
Yes |
|
16
|
Reservist
|
EMPL.VET_STATUS_R
|
Char 1
|
Y or N
|
|
|
17
|
Disabled Veteran
|
EMPL.VET_STATUS_D
|
Char 1
|
Y or N
|
Yes |
|
18
|
Armed Forces Services Medal Veteran
|
EMPL.VET_STATUS_A
|
Char 1
|
Y or N
|
Yes |
|
19
|
Military Discharge/Release Date
|
EMPL.VET_STATUS_DT
|
Date (10)
|
YYYY-MM-DD
|
Yes |
|
20
|
Home E-mail ID
|
EMPL.HOME_EMAIL_ID
|
Char 60
|
|
Yes |
|
21
|
Time Collection Work Schedule
|
EMPL_LAB_INFO.TC_WORK_SCHED_CD
|
Char 10
|
|
|
|
22
|
Time Collection Timesheet Schedule
|
EMPL_LAB_INFO.TC_TS_SCHED_CD
|
Char 10
|
|
|
|
23
|
ESS Class of Service
|
EMPL_LAB_INFO.S_ESS_COS_CD
|
Char 2
|
1, 2, 3, 4, 9, NA
|
|
|
24
|
Personnel Action Reason Description 2
|
EMPL_LAB_INFO. REASON_DESC_2
|
Char 30
|
|
|
|
25
|
Personnel Action Reason Description 3
|
EMPL_LAB_INFO. REASON_DESC_3
|
Char 30
|
|
|
Input Record 5 (EMPL and EMPL_LAB_INFO)
|
Field
|
Field Name
|
Costpoint Table/Column
|
Data Type and Size
|
Contents
|
Included in File |
|
1
|
Record Code
|
|
Char 1
|
4
|
Yes |
|
2
|
Employee ID
|
EMPL.EMPL_ID
|
Char 12
|
|
Yes |
|
3
|
Detail Job Code
|
EMPL_LAB_INFO.DETL_JOB_CD
|
Char 10
|
Must exist in the DETL_JOB_TITLE table.
|
Yes |
|
4
|
Personnel Action
Code 1
|
EMPL_LAB_INFO.PERS_ACT_RSN_CD
|
Char 10
|
Must exist in the PERS_ACT_REASON table.
|
Yes |
|
5
|
Personnel Action
Code 2
|
EMPL_LAB_INFO.PERS_ACT_RSN_CD
|
Char 10
|
Must exist in the PERS_ACT_REASON table.
|
|
|
6
|
Personnel Action
Code 3
|
EMPL_LAB_INFO.PERS_ACT_RSN_CD
|
Char 10
|
Must exist in the PERS_ACT_REASON table.
|
|
|
7
|
HR Org
|
EMPL_LAB_INFO.HR_ORG_ID
|
Char 25
|
Must exist in the HR_ORG_MGR_DFLT table.
|
|
See also
Setting Up Costpoint Integration
|