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Business Unit Import

The import of groups, position and user data is crucial for managing organisational structures. Based on the fact that mass data is to be updated regularly, e.g. once a week, a manual update would not be practicable for bigger organisations.

The import needs to be configured in the Configuration Manager.

Basic Priciple

Groups contain users and positions, positions contain users. Therefore the whole organisational structure import process should be scheduled in the following way:

User import (existing) > Position import (new) → Group import (new) This order will minimize the number of invalid object assignments.

This depends on job configuration and is no task for implementation.

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BU Import

The xml structure is defined by imc as a standard structure. The customers are in charge of creating a valid xml file. 

The import is triggered by a job. On GUI it can be triggered besides this job manually. This can be done separately for positions and groups. 

The import starts with loading the current xml file and validating it. If the validation is OK, the database update starts. 

Group Import

The main purpose of the group import concerning talent management is to create or update an organisational structure. New groups should be created on import, existing ones should be updated. The update includes relocations and deletions within the group structure. 

The new group import will not substitute the existing LDAP import. It supports org unit and standard group import but is not enhanced in functional scope. 

imc Learning Suite will expect an XML file to process its data into the existing org structure. The generation of this xml file will be done by the customers.

Via businessprocess configuration a folder can be defined where imc Learning Suite expects the latest xml files. 

The import expects always an xml file with the whole structure of a defined main group. Groups, which are not integrated into the xml file, will be removed from DB. 

All attributes and their values included in the xml-file are imported. This means, when the values are changed in imc Learning Suite, the next import will overwrite these changes.

When attributes should be read-only in imc Learning Suite, they have to be included in the businessprocess configuration to make the corresponding field in imc Learning Suite read-only.

Import Specifications

  • The import will ignore if an imported object is locked in the LMS, because edited by another user. There will be a mechanism which will forbid the user to save his changes.

  • The import will be restricted to one main group by configuration. If a customer wants to import several main groups he has to configure separate imports for this.

  • The main group folder must be created manually in the LMS. When it is updated by import the first time it receives an external ID and can no longer be administered like a not-imported object.

  • It can be specified if the import of an empty field will ignore or delete an existing entry.

  • If groups are created, the clearances of the direct parent group are written to the new group. If not possible: write standard ACL rights.

  • If a group is deleted in source system, the corresponding group is also deleted in imc Learning Suite after the import of the updated xml-file. Child groups of the deleted groups should also be deleted in DB if not moved to another parent based on the structure update. Remark: No influence on reporting, because data from the past come from history table copies.

  • If the creator of a new group (creator by configuration) is not allowed to create groups on GUI, no special action is to be performed. The group will be created with him as creator.

  • Group attribute fields can contain HTML strings. The import exchange format (xml) must handle this correctly.

  • Note for later functional specifications: Depending on data history mechanism it should be avoided that each import update causes a history table entry, even if there is nothing changed for the group.

Validation Steps

For the case the xml file might not contain valid data, it must be avoided that imc Learning Suite starts import into DB without prior check. Otherwise it could be possible that parts of the structure will be updated and others will not because the update was cancelled. This could lead to massive data inconsistencies.

Therefore, when imc Learning Suite receives an xml file, the following validations are necessary:

Step

Message

Description

Step 1:
General Validation

 

General tests

 

Configuration in BP not valid

Cancel import; Logfile: CONFIGURATION NOT VALID.

 

For the same main group different configuration are found in BP

Cancel import; Logfile: CONFIGURATION NOT VALID.

 

Another group import is running for the same main folder

Cancel import; Logfile: ANOTHER GROUP IMPORT Running for main group 12345.

 

XML file not in folder

Cancel import; Logfile: SOURCE FILE NOT FOUND (path/filename).

 

Folder not found

Cancel import; Logfile: SOURCE FILE NOT FOUND (path/filename).

Step 2:
XML Structure Validation

 

 

 

XML structure not valid

Cancel import; Logfile: INVALID XML STRUCTURE

 

XML structure doesn’t contain user assignment attribute definition

The xml file must contain the name of the user attribute which is used to identify assigned users.

E.g.

<xml>

<userAssignment attribute=”USER_ID”/>

(structure)

</xml>

 

If this information is missing, the import is interrupted and an error message is written to logfile: INVALID USER ASSIGNMENT ATTRIBUTE. Or: USER ASSIGNMENT ATTRIBUTE MISSING IN FILE.

 

Allowed user attributes:

LOGIN

PERSON_ID

EXT_ID_CSV

EXT_ID_LDAP

EXTERNAL_ID

EXTERNAL_SYSTEM_ID

EXT_SHIB_UID

EXT_SHIB_ENTITY_ID

EMAIL

 

The target main group contains  not-imported subgroups

Cancel import; Logfile: INVALID TARGET GROUP STRUCTURE

 

The creator does not exist in imc Learning Suite

The xml file must define a creator. When a new group is created by import, the creator will be written to the DB.

 

Cancel import; Logfile: CREATOR UNKNOWN IN TARGET SYSTEM.

Step 3:
Groups Structure Validation

 

 

 

There is not exactly one main group.

Cancel import; Logfile: INVALID SOURCE GROUP STRUCTURE.

 

Not all external IDs of the remai­ning groups are unique in imc Learning Suite

Cancel import; Logfile: EXTERNAL IDs NOT UNIQUE IN TARGET  SYSTEM.

 

After import each group will have a valid parent group

…except the main group.

This check must regard re-arrangement and deletion of groups.

Cancel import; Logfile: INVALID SOURCE GROUP STRUCTURE.

 

Position  assigned  several

times

After import the position assignments must be unique for the whole LEARNING SUITE DB.

Cancel import, Logfile: POSITION ASSIGNMENT NOT UNIQUE (POSITION 1234).

Step 4:
Object Validation

 

Some mandatory settings must be checked which can cause

invalid data structure. Other settings are not checked in this

check, because there is a fall-back handling for them (see

next chapter).

 

Any group doesn’t have an external ID or name

Cancel import, Logfile: MANDATORY FIELDS MISSING (GROUP 3254235423).

 

A group has the same user

assignment into the fields

SUPERVISOR, DEPUTY1 or

DEPUTY 2

Cancel import, Logfile:

GROUP 1234: ASSIGNMENT OF SUPERVISORS AND DEPUTIES NOT UNIQUE FOR GROUP.

Table 1: Pre-validation for group import

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