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The snapshot data can be exported to several different file types for use with PayEval. These file types include:
- Microsoft® Access databases (*.mdb)
- Microsoft® Excel workbooks (*.xls)
- Text files (*.txt, *.csv, *.asc, *.tab)
- Stata® databases (*.dta)
- XML files (*.xml)
If the file used requires password validation to open, includes macros, or utilizes any protocol that initiates when opening the file, then there may be difficulties using this file with PayEval. Simple text files are preferable to best import, transfer, and manage the data used for a workforce analysis.
The database should be in the format that is best for use by PayEval. The layout is as follows:
- Individual employee observations arranged in rows or lines.
- Each employee's characteristics arranged in columns.
- A single-line header describing all of the data fields in the first line. The header can be a word or phrase (without punctuation), but it should only occupy one row.
- Rows should only occupy one line and not "wrap" to fit a certain page format.
- Data values should be separated by a comma, tab, or whatever method is specific to the file management type (e.g. a spreadsheet table for MS® Excel). If a simple text file is used, any string values with punctuation should be enclosed in quotes.
- If a value is to be understood as a numeric value (e.g. pay), none of the values can contain letters or characters that are not interpretable as a number ("50,000.00" is understood to be a number, "50,000 dollars" will not be).
- Dates need to be in a commonly accepted format. The preferred format is "month/day/year", where "month" can be the month name or number, day is a number between 1 and 31, and year is the four-digit year, e.g. 1/12/2007 (many formats can be interpreted as dates, but the previous format ensures proper reading of the information).
If the database is not in this format, PayEval may not be able to properly read or interpret the information.
Following is an example of a data table that is properly formatted to be used in PayEval:
empid,jobtitle,empstat,regtemp,ftpt,hiredt,dob,gender,race
281,"Head of Food Services","A","R","F",7/22/2002,5/4/1969,"F","H"
296,"Guard","A","R","F",5/28/1991,8/19/1946,"M","H"
153,"Ticket Booth Operator","A","R","F",12/22/2003,11/26/1980,"F","B"
305,"Vice President","A","R","F",11/13/2000,1/10/1973,"M","H"
324,"Human Resources","A","R","F",5/16/1997,5/31/1961,"F","API"
372,"Cheerleader","A","R","F",11/2/1992,11/10/1960,"M","B"
225,"Back-up Mascot","A","R","F",11/2/1992,4/7/1962,"F","W"
249,"Team Security","A","R","F",5/24/2004,2/5/1955,"M","W"
236,"Mgr-Internet Ticket Sales","A","R","F",2/2/1994,7/9/1962,"M","W"
171,"Public Address Announcer","A","R","F",1/28/2002,6/28/1974,"M","B"
45,"Human Resources","A","R","F",9/17/2001,4/10/1972,"F","B"
264,"Halftime Activities Staff","A","R","F",9/15/2003,12/4/1976,"F","H"
341,"Owner","A","R","F",7/21/1997,4/3/1947,"F","API"
90,"Halftime Activities Staff","A","R","F",6/14/2004,12/24/1978,"F","B" |
which will look like the following table when brought into PayEval:
| empid |
jobtitle |
empstat |
regtemp |
ftpt |
hiredt |
dob |
gener |
race |
| 281 |
Head of Food Services |
A |
R |
F |
7/22/2002 |
5/4/1969 |
F |
H |
| 296 |
Guard |
A |
R |
F |
5/28/1991 |
8/19/1946 |
M |
H |
| 153 |
Ticket Booth Operator |
A |
R |
P |
12/22/2003 |
11/26/1980 |
F |
B |
| 305 |
Vice President |
A |
R |
F |
11/13/2000 |
11/10/1960 |
F |
H |
| 324 |
Human Resources |
A |
R |
F |
5/16/1997 |
5/31/1961 |
F |
API |
| 372 |
Cheerleader |
A |
R |
P |
11/2/1992 |
4/7/1962 |
F |
B |
| 225 |
Back-up Mascot |
A |
R |
F |
11/2/1992 |
1/10/1973 |
F |
W |
| 249 |
Team Security |
A |
T |
F |
5/24/2004 |
2/5/1955 |
M |
W |
| 236 |
Mgr-Internet Ticket Sales |
A |
R |
F |
2/2/1994 |
7/9/1962 |
F |
W |
| 171 |
Public Address Announcer |
A |
R |
F |
1/28/2002 |
6/28/1974 |
M |
B |
| 45 |
Human Resources |
A |
R |
F |
9/17/2001 |
4/10/1972 |
F |
B |
| 264 |
Halftime Activities Staff |
A |
R |
P |
9/15/2003 |
12/4/1976 |
M |
H |
| 341 |
Owner |
A |
R |
F |
7/21/1997 |
4/3/1947 |
F |
API |
| 90 |
Halftime Activities Staff |
A |
T |
P |
6/14/2004 |
12/24/1978 |
F |
B |
Following is one example of a database that could not be used properly in PayEval:
Effective
Date |
Employee
ID |
Field
Name |
Field
Value |
7/22/2002 |
372 |
JOB TITLE |
Cheerleader |
7/22/2002 |
281 |
GENDER |
"F" |
7/22/2002 |
281 |
HIRE DATE |
7/22/2002 |
7/22/2002 |
281 |
RACE |
"H" |
12 Dec.04 |
296 |
PAY CHANGE |
502,988.79 |
This table is laid out in such a way that it would be unusable by PayEval. Some of the problems with this table are: there are multiple entries per employee, the characteristics for a single employee are spread across multiple entries at different effective dates, the header takes up two rows, the dates are given in different formats, and the "Field Value" column includes multiple data types (numbers, dates, and strings). Any one of these problems could make the data unusable by PayEval.
Go to PayEval contacts and send a question for assistance with data export and import issues.
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