The People-data feed plays a crucial role in maintaining consistency and efficiency in your Learn LMS - from transferring employee data right through to ensuring accurate reporting - but what actually is the People-data feed?
In this article, we’ll introduce the People-data feed, explain how it works, and explore the flow of data from its source to reporting.
We’ll cover:
- The role of an automated People-data feed
- The purpose of a People-data feed
- Overview of how data flows from source to reporting
- Information to include in your People-data feed
- Locating your People data
- Methods for transferring User data to Learn
- Setting up a connection with the Kallidus SFTP
- Considerations for setting up a Data-feed
- What to do if you need to change your automated People-data feed
- Troubleshooting People-data on SFTP
The role of an automated People-data feed
An Automated People-data feed ensures your employee information remains accurate and consistent across different systems. This feed securely transfers employee data from a source system, such as your HR system (HRIS), to Learn via SFTP
With this feed, you can automate things like onboarding and offboarding, cutting down on manual tasks like assigning training or sorting users into groups based on what you already know about them. It often includes a file (in CSV format) that is output from your source data and transferred via a secure server (commonly through SFTP) to Learn LMS.
It’s usually a completely automated process but transfer to SFTP can also be semi-automated.
LMS administrators may still add some people directly into Learn LMS, even when an Automated People-data feed exists. For example, employees may be added via the People-data feed, whereas contractors and temporary staff - people who don’t exist in your source data - may be added and managed manually.
View The people-data import template for a video walkthrough of the People-data mapping template and a description of the format Learn requires for your people-data.
View The Big picture: people in The Academy to find out more about how people are added and managed in Learn.
The purpose of a People-data feed
The feed's purpose is to manage and maintain Users. It will create new Users, unenable leavers, create your manager hierarchy, and maintain User information for existing Users.
Of course, this depends on having accurate and up-to-date people-data at the source. Once that’s in place, the feed ensures that data stays consistent and current as it flows into and through Kallidus systems.
With this reliable information, Learn can:
- Organise your people into Groups so they can be assigned the right training
- Link employees to managers and update them as teams change
- Provide accurate data for reports, such as by department, team, or business unit
- Help keep track of 'Long Term Absent' employees
This keeps everything running smoothly and ensures your data works for you!
What training do your people need?
The People-data feed can automate training assignment for you, but have you mapped out the training your people need? A training matrix is the perfect way to map out the training your people need, and a key element in deciding how you’ll organise your people into Groups.
View Map out LMS content with a training matrix in The Academy for an example template, and a video walk through of how to use it.
Overview of how data flows from source to reporting
The below diagram summarises data flow:
- Source People-data is transferred to SFTP, either manually or through an automated process.
- Kallidus picks up the data from SFTP and transfers it to Learn to update/create/maintain User information.
- Based on User information, the People-data organises people into Groups.
- The batch processor runs every night – applies Group rules, sends notifications etc.
- Learn data is exported to Reporting and analytics with Power BI twice in every 24 hrs.
What is SFTP?
SFTP (Secure File Transfer Protocol) is a safe way to send and receive files between computer systems. It’s used when people need to transfer important or sensitive information, like documents or data, without worrying about anyone intercepting or tampering with it.
Businesses and individuals use SFTP to keep their files private and secure, especially when sharing them online or across networks. Think of it like a secure, locked box for moving files, so only the right people can open it.
Key aspects of SFTP include:
- Encryption: All data, including usernames, passwords, and files, is encrypted during transfer to ensure privacy and prevent unauthorized access.
- Strong Authentication: SFTP requires user authentication through passwords or SSH keys, adding an additional layer of security to confirm identity.
- Data Integrity: SFTP verifies that files are not altered or corrupted during transfer, ensuring the data remains accurate and secure.
What is the batch processor?
Many activities in Learn are processed instantly. For example, a User booking a place on an Event, a manager approving a booking request, an administrator launching a new course, and so on.
A handful of actions, however, occur on a batch basis to ensure that Learn runs efficiently. This batch processor activity typically happens once every 24 hours.
The batch processor will send some notifications, update dashboards and apply Group rules.
To find out when the batch processor last ran on your site, go to Settings | Other settings | BatchProcess.LastExceutionTime:
To find out more about how your People-data will flow through Learn, take a look at The Big picture: data in The Academy.
To get the big picture of all things Learn, take a look at Big Picture: Learn, in which you’ll see how people are added and managed, how training is assigned, and how to curate learning in your Learn LMS.
Information to include in your People-data feed
It’s different for every customer, but there are common themes.
First, whatever people-data you include, it’s crucial to ensure it’s as clean and reliable as possible. This may require some preparation before setting up the feed, but it’s worth the effort - it will save time and reduce the need for manual workarounds in the future.
The better the data, the easier it is to automate processes and generate more detailed reports. Examples of useful people-data fields include department, division, and voluntary roles.
Start by thinking about how you want to filter reports and organise people into groups. Do you already have the data needed for this? If not, is it possible to add it?
View Key techniques for using Power BI Fixed reports in The Academy to see how your people-data can be used to filter reports down to really granular detail.
Locating your People data
To streamline automation and reduce manual admin tasks, it’s crucial to identify the most reliable and rich source of your people data.
‘Reliable’, means data that is regularly updated and captures all recent employee changes, while ‘rich’ data contains detailed information that helps classify employees, making it easier to assign training and reviews.
Your people data might currently be stored in different places, such as:
- An enterprise System
- Identity or Access Management Software (e.g. Microsoft Entra)
- Payroll or HRIS system
- Manually maintained spreadsheet (employee roster on someone’s local computer)
Methods for transferring User data to Learn
There are different ways of doing it. Here they are, with pros and cons.
Automated/semi automated (to SFTP)
Either your team manually place source data at SFTP location, or an automated process places source data at SFTP location via File Transfer software. Typically, this is a daily action.
The two common approaches Kallidus sees are:
- HRIS creates and delivers file to Kallidus-provided SFTP server.
- HRIS creates file and delivers to another destination. Customer IT Team writes a PowerShell script to move file from destination to Kallidus-provided SFTP server.
After the file is uploaded to the SFTP server, the Kallidus overnight batch processor will automatically run to process the people data file.
Any updates in the file will then be reflected in Kallidus, (for example, new accounts will be created and leavers will be disabled). Once the file runs, it will move to the Archive folder on the SFTP server.
Pros:
- Accurate data, reducing errors and increasing trust
- Saves LMS admin time by automating processes
- Maintains Groups for automatic training assignments
- Manager dashboards and job changes are updated the next day
- Starters and leavers are automatically tracked
- Automates training assignments based on up-to-date data
Cons:
- Requires additional resources from HR/IT teams
- HRIS extract may come with extra costs and a lengthy implementation process
- Changes in Kallidus aren't instant, requiring overnight processing
- LMS Adminiatrators without access to source data may be unable to verify errors
- Feed will ignore any fields manually maintained in LMS
- Changes to column positions or headers without notifying Kallidus will cause the feed to fail and prevent updates
Manual (direct to LMS)
With this method, the LMS admin team manually adds and manages every User in Learn, either by adding them one by one or bulk importing via a spreadsheet directly into Learn. There’s no automation at all.
Pros:
- LMS Admin can add users instantly as needed
- No additional resources required
- Changes can be made in real-time within the system
- Easily add new fields when necessary
Cons:
- Time-consuming process
- Prone to typos and inaccurate information
- Risk of outdated data
- Starters and leavers must be manually tracked
- User profile fields require manual updates
- Groups need to be manually created and maintained
- Training assignments are done manually
Not sure how people-data gets to the SFTP server for your Learn site? Talk with your HR or IT teams, they’ll be able to advise. View Automate training assignment in the Academy to see how The People-data feed and Group rules can be used to automate training assignment.
Have questions about your manual process? Reach out to our Support team, we'll be happy to help.
Setting up a connection with the Kallidus SFTP
To securely send people data and training records via SFTP, LMS Administrators will need file transfer software installed to access the designated Kallidus-provided server.
The customer is responsible for preparing and formatting their people data, ensuring its accuracy and quality. Kallidus will process the data as provided but will not change the information itself.
SFTP credentials are:
- Host: sftp.kallidus-suite.com
- Port: 22
Ask your Consultant or Support Representative for the SFTP username & password.
Kallidus uses and recommends FileZilla Client (free version). FileZilla is a free, open-source software tool for transferring files between a local computer and a remote server. Because of its simplicity and security features, it is popular among web developers, system administrators, and anyone who regularly manages server files.
Considerations for creating, updating, and saving your People Data file:
- Kallidus can process one row of data per user, with one manager per user.
- Each update requires a full file of active users. Users no longer on the file (after the initial upload) will be considered leavers and become unenabled in Kallidus.
- The file must be in CSV format - comma delimited, record delimiters of carriage return + line feed. (For any data that contains a comma, this must be surrounded by quotes. (e.g.: "Memphis, TN, USA"))
- The column headers must be in the first row and remain consistent. (After the initial upload, any changes to column headers or column positions in the file will need to re-mapped by Kallidus.)
- The file name must remain consistent, and contain an indication of organisation name: e.g. CUSTOMER_People_Data.csv*
*(We are able to use wildcards so if there is a date stamp in the file name, Kallidus can cater for this as long as the beginning of the file name remains consistent. e.g. CUSTOMER_People_Data_10022024.csv)
Considerations for setting up a Data-feed
Providing clear guidance on who is responsible for each of the steps outlined below ensures smooth operation and minimal disruption when new users need to be onboarded or data updates need to be made.
What/where is the source data?
Decide what single source of truth will be used for the employee information to be synchronised with Kallidus.
What user information should be sent to Kallidus?
Only employees who need Kallidus accounts should be sent. This typically includes personal identifiers (such as employee ID, name, and email) and employment details (department, role, and manager). It’s crucial to work closely with both HR and IT to ensure only necessary information is transferred securely.
Who inputs the data?
Understand who the data owner is at your company. The input of the source data is generally handled by HR or the department managing the company’s HRIS system. They are responsible for ensuring that employee information is correct and up-to-date in the system. Input methods can vary – this could be manual entry into a textbox or selecting options from a drop-down menu.
Who transfers the data?
Depending on your setup, data transfer can be done in different ways. If you are using daily automated data feeds, your HRIS may send the file on your behalf. Your IT team may write a script to handle this, such as using PowerShell to move files between systems.
For less frequent updates, LMS Administrators, HR team, or the IT team might manually upload files. It’s crucial that all stakeholders understand their roles in this process to ensure data integrity and security throughout.
What to do if you need to change an automated People-data feed
The People-data feed can be changed if required, however it is essential that you contact the Support team in advance to discuss what you need (note that if you're currently implementing Learn, contact your consultant).
We will then update the feed to accommodate the new format.
If the file is changed in any way, for example if the file name or format changes, headers are modified, or column positions are altered, the overnight processing will not work.
Troubleshooting People-data on SFTP
If you suspect that the feed has not functioned correctly, the first step is to identify whether the issue is at the source or with Kallidus.
Start by checking the source data. Did the file get delivered to SFTP as expected? If so, has anything changed about the format or content of the data?
Next, check the User import report. The User Import report details any exceptions or failures with the previous night's data feed. For example, users not created or invalid/duplicate information.