What is a Data Update?
At times, you may need to update the data in your Fourth solution, whether it is a minor change like updating an employee's email address or a major update such as increasing employee pay rates along with National Minimum Wage.
Manually updating the data in the solution is the simplest method, but it may not be practical for large amounts of data. In such cases, you can submit the changes to Fourth for direct loading into the solution's database.
This article covers the types of data that can be loaded into your solution, the templates for data submission, and the available implementation models and processes.
How to Submit your Data Update
Finding the Correct Template
To make sure that your Data Update is processed efficiently and without issue, always use the current version of every template. Each template has a Version tab that displays the version of the template.
Fourth is currently only accepting requests submitted using Templates of Version 2023.1xx or 2023.2xx
Populating the template
Our templates include clear guidance on the required format and content for each cell, as well as examples of correct data. To ensure accuracy in loading your data, our templates are structured in a specific way.
Please do not make any changes to the layout of the templates.
Submitting the Template
When you are happy that you have populated the template with all the updates you wish to make, contact your Fourth Customer Care contact and they will guide you through the next steps.
How Much Will it Cost?
Data Update costs are determined based on the type of data to be updated and the level of implementation support required. Each Data Update template is assigned a Banding from A to C based on its complexity. For instance, a submission on a single template is generally classified as Band A, whereas a full HR Data Load is regarded as Band C.
Furthermore, Fourth provides two implementation support models, Recommended and Optimised, in addition to the banding. The distinctions between the two implementation models are outlined below.
What Happens Next?
After completing your update request template, you should submit it to your Fourth Customer Care contact. They will then confirm the costs with you and pass your request to our Data Services Team. The next steps will depend on the implementation model you select.
For the 'Recommended' implementation model, our data consultants will review your submission, ensure the correct template version is used, and validate a sample of data to ensure the correct format based on data type. This check is only to ensure that the data is correctly formatted, not to verify its accuracy.
After loading your data to the solution, we will provide you with an error report of any failed lines that you will need to correct manually or with a new update. Our data consultants will be available for five (5) days to assist with any issues that may arise.
During this time, you should validate that the confirmed successful data is now present in your solution. If there are any discrepancies between the confirmed successful data and the data in your solution, we will arrange for the update to be rolled back and your submission reloaded.
If the submitted data is incorrect, the update can be rolled back and you will need to request a new update submission from your Customer Care contact.
If you are unsure about the process of populating the templates or submitting your Data Update, we suggest choosing the 'Optimised' implementation model.
As part of this model, our data consultants will offer training on which template to use and how to populate it, including a demonstration of where in your solution the required data can be found. They will also review your submission, ensure the correct template version is used, and validate a sample of data to ensure the correct format based on data type.
Additionally, they will compare a sample of data from your submission against your solution. After loading your data to the solution, you will be provided with an error report of any failed lines, and you will have the opportunity to correct those lines for a second attempt.
Our data consultants will be available for five (5) days to assist with any issues that may arise. During this time, you should validate that the confirmed successful data is now present in your solution. If there are any discrepancies between the submitted data and the data in your solution, where we have confirmed success, we will arrange for the update to be rolled back and your submission reloaded.
If the submitted data is incorrect, the update can be rolled back and you will need to request a new update from your Customer Care contact.
Types of Data Update
The many different types of data that can be updated in your Fourth Solution are listed below. Use the links provided to see additional guidance on each data type.
The full HR Data Load is used to populate core HR data in your Fourth solution - Locations, Sections, Divisions, Job Titles and Employees. This could be as part of an initial implementation or as part of a large-scale change within your business.
Your project team will share this with you in the 'Readiness' phase of your project.
This update can be used to make changes to individual employee records or to make wholesale updates to your entire workforce.
This update allows you to change elements about particular employment details such as Job Titles, Pay Rates or changes in Location of Employment or to terminate employees. Updating Contracts and Multiple Employments can also be carried out using the guidance in this article.
This update focuses on changes that you may wish to make to your Sales Budgets or Wage Targets.
This update covers the changes that can be made to Holiday Entitlements and mechanisms to override or update holidays owed or taken.
6. Proof of Eligibility and Nationality File - coming soon
The PoE & Nationality File is used to extract data to be shared with third-party Applicant Tracking Systems. Please speak to your Customer Care contact if you would like to request an extract.
The Payroll Details Update Templates are used to update information related to Payroll whether that is to update Pay Bandings, insert Payroll or HR Start Dates or record Full-Time Equivalent information.