Implementing the Human Resources (HR) Feed Extension involves collaboration between your HR, IT, and CyberGrants teams to ensure secure, reliable delivery of employee data.
By acquiring this extension and following the steps below, you’ll ensure a successful implementation and ongoing integrity of your HR Feed Extension—empowering accurate program participation and effective system management.
The following steps will guide you through implementation, from planning to post-launch best practices.
Pre-implementation planning
Step 1: Define data requirements and project contacts
- Identify required fields and any optional data that supports your program logic.
- Determine which internal system (e.g., Workday, SAP) will provide the data.
- Assign roles for HR, IT, and project coordination.
Step 2: Review the technical specification
- Obtain the HR Feed specification document from your CyberGrants Business Analyst.
- Familiarize your team with the formatting requirements (pipe-delimited), encryption standards, and transfer protocol.
- Understand naming conventions, record types, and two-character coding for states and countries.
Step 3: Prepare a sample test file
- Generate a complete file including header, detail, and trailer records.
- Populate with test data, ensuring inclusion of all required fields.
- Internally validate formatting and ensure the file adheres to the data policy.
Implementation process
Step 4: Submit the sample file for validation
Step 5: Coordinate go-live and file schedule
- Work with your Implementation team to establish a go-live date.
- Confirm delivery frequency (weekly/monthly) and file transmission schedule.
Step 6: Send the first production file
- Encrypt and transmit your full production file to the SFTP Bunker.
- CyberGrants processes the file and sends success or error notifications via email.
Step 7: Conduct user acceptance testing (UAT)
- Verify donor records in CyberGrants.
- Confirm field values, eligibility logic, and record statuses.
Post-implementation management
Step 8: Monitor file loads
- Assign internal recipients for load success/error notifications.
- Review and resolve any file-level or record-level errors promptly.
Step 9: Maintain consistency and data quality
- Donor IDs and Donor Codes must remain stable and unchanging.
- Avoid using email addresses or SSNs.
- Ensure continued compliance with internal data policy.
Step 10: Plan and manage changes
- Extensions allow for one change per year within the defined scope.
- All changes must go through formal client sign-off and may impact timelines.
- Coordinate with your CyberGrants Business Analyst in advance.
Step 11: Troubleshoot errors and retest
See below for guidance on resolving common file issues such as corruption, formatting errors, or missing data.
- Corrupted files → Re-export and re-encrypt.
- Incorrect formats → Revalidate structure using the integration guide.
- Missing fields or duplicates → Correct and resubmit the full file.
A successful end-to-end test is required before moving to production.
What else do you need help with?
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