Employees Import Fields

You can import this basic employee data into the Deltek database. If the employee does not already exist in Deltek, he or she is added. After you add the employee, you can use other import processes or APIs to bring in skills, credentials, education information, and citizenship information for the employee.

Location of the Employee Import Utilities

How you import employee data depends on the Deltek modules your company has activated:

• If either the Accounting module or the CRM+ module is activated, use the Data Import utility in the desktop application (Utilities > Utilities > Data Import). In this case, you cannot use the browser application to import employee data.
• If the Resource Planning module is activated but neither the Accounting module nor the CRM+ module is activated, use the employee data import options on the Imports tab of the Integrations & Imports form in the browser application (Utilities > Integrations & Imports). In this case, you cannot use the desktop application to import employee data.
• If the CRM module is the only activated module, use the employee data import options on the Imports tab of the Integrations & Imports form in the browser application (Utilities > Integrations & Imports). In this case, you cannot use the desktop application to import employee data.

Security Information

When you import employees who will use Deltek, you have the option to import their security role, user name, and password. However, to help keep that sensitive information secure, Deltek recommends, that you instead enter those in Deltek after you import the employees.

Import Fields

Field	Description/Notes
Employee Number Size: 20 characters Type: Varchar	(Required) If no employee with a matching employee number exists in Deltek, the import process creates a new employee record. If an employee with a matching employee number already exists in Deltek and you select the Update duplicate records option, the import process updates fields in Deltek for that employee based on the data in the .CSV file. If this field is blank, the import process assigns an employee number to the new employee record and displays that number in a warning message.
Last Name Size: 50 characters Type: Varchar	(Required for new employees) If this field is blank for a new employee, the employee is not imported and an error message displays.
Organization Size: 30 characters Type: Varchar	(Required for new employees if you use organizations) Organization ID. If your company sets up organizations in Deltek, each value in the organization field must match an existing organization ID exactly, and that organization ID must be at the lowest level of the organization structure. If this field is blank for a new employee or if the organization does not match an existing organization, the record is not imported.
First Name Size: 25 characters Type: Varchar	If this field is blank, the employee is imported without a first name, and a warning message displays.
Middle Name Size: 50 characters Type: Varchar
Preferred Name Size: 60 characters Type: Varchar	If you specify a preferred name for an employee, it is used instead of the first name in that employee's name throughout Deltek.
Prefix Size: 10 characters Type: Varchar	Prefix code identifying the prefix for the employee's name, such as Mr., Ms., or Mrs. If the prefix code does not match an existing prefix code in Deltek, the record is imported without the prefix code, and a warning displays.
Suffix Size: 20 characters Type: Varchar	Suffix code identifying the suffix for the employee's name, such as Jr. or Sr. If the suffix code does not match an existing suffix code in Deltek, the record is imported without the suffix code, and a warning displays.
Professional Suffix Size: 25 characters Type: Varchar	Professional suffix for the employee's name that indicates educational degrees or professional licenses or accreditation. It can be a single item (for example, PhD) or a combination of two or more (for example, CPA, CMA, MBA).
Title Size: 50 characters Type: Varchar	Job title.
Status Size: See notes. Type: Varchar	Status code. Valid values are A (Active), I (Inactive), or T (Terminated). If this field is blank for a new employee or contains an invalid value, the employee is assigned the Active status, and a warning displays.
Work Phone Size: 24 characters Type: Varchar
Work Phone Ext. Size: 8 characters Type: Varchar
Mobile Phone Size: 24 characters Type: Varchar
Email Size: 50 characters Type: Varchar
Hours Per Day Type: Numeric	Hours normally worked per day. If the import includes no value for this field, it is set to 8, and a warning displays.
Hire Date Type: Datetime	Date the employee was hired. These dates must be in YYYY-MM-DD format or in the date format that is specified in the My Preferences dialog box in Deltek at the time you run the import process.
Termination Date Type: Datetime	Date the employee was terminated, if applicable. These dates must be in YYYY-MM-DD format or in the date format that is specified in the My Preferences dialog box in Deltek at the time you run the import process.
Years with Other Companies Type: Numeric	Number of years of experience (usually relevant experience) working for other firms.
Prior Years with This Company Type: Numeric	If the employee was employed by your company, left the company, and then returned, enter the number of years in the original period of employment.
Location Size: 10 characters Type: Varchar	Location code. If the location code does not match an existing location code in Deltek, the record is imported without the location code, and a warning displays.
Labor Category Size: 10 characters Type: Varchar	Labor category code. If the labor category code does not match an existing labor category code in Deltek, the record is imported without the labor category code, and a warning displays.
Default Labor Code Size: ?? characters Type: Varchar	???
Provisional Billing Overtime Percent Size: ??? Type: Numeric	???
Provisional Billing Overtime-2 Percent Size: ??? Type: Numeric	???
Provisional Cost Overtime Percent Size: ??? Type: Numeric	???
Provisional Billing Rate Size: ??? Type: Numeric	???
Provisional Cost Rate Size: ??? Type: Numeric	???
Utilization Ratio Size: 0 - 100 Type: Numeric	Target utilization percentage. If this field is blank or contains a value outside of the valid range for utilization targets, the value is set to 0, and a warning displays.
Supervisor Size: 20 characters Type: Varchar	Supervisor's employee number. If the employee number does not match an existing employee number in Deltek, the record is imported without the supervisor's employee number, and a warning displays. If you want to import employee information for supervisors and the employees they supervise from the same .CSV file, you can do so by placing the records for supervisors before those for the employees they supervise in the .CSV file. Alternatively, you could import the same .CSV file twice, once to add the employees and a second time, using the update option, to add the supervisor assignments.
User Name Size: 20 characters Type: Varchar	If an employee record in your .CSV file contains a user name, it must not match the user name for another employee in Deltek. If it does match an existing user name, the employee is imported without the user name, and a warning displays.
Password Size: 64 characters Type: Varchar
Security Role Size: 20 characters Type: Varchar	Security role name. If a new employee record in the import contains a user name, it must also contain a security role that matches an existing security role in Deltek. If the security role is missing or it does not match an existing security role, the employee is imported but is not set up as a user, and a warning displays.
Disable Login Size: See notes. Type: Varchar	If you import an employee as a user, the field mapped to Disable Login should be Y or Yes if you want that person's login to be disabled, or N or No if you do not want to disable their login. If you do not import a value for this field, the Disable Login check box in Deltek is not selected for the employee.