This article applies to organization admins in the PI2 platform.
Once you've upgraded to the PI2 software, we strongly recommend performing a new organization upload. Doing so ensures your software users are working with up-to-date employee data in the new PI experience.
In this article, you’ll learn more about why we recommend a fresh org upload, as well as how to do so.
Note: To perform the steps in this article, you'll need organization admin permissions in the PI2 software.
If you are an Account Owner in Legacy PI, you will automatically become an organization admin in PI2.
If you are an Account Admin in Legacy PI, you will become a product admin, which does not meet the requisite permissions for this article.
Why upload a new file?
Even if you had pristine data hygiene in the legacy PI experience, uploading an updated file will help fill in any missing employee information. In certain cases, you may not be able to perform certain actions in the software without that information.
Example: The following settings/features rely heavily on up-to-date org data:
Setting: Behavioral data permissions (Administration) - requires a list of current employees and their managers
Feature: Employee performance reviews (PI Perform) - requires a list of current employees and their managers; also uses “date of hire” to set tenure rules
By uploading a new organization file, you ensure your organization can make full use of the PI products you’re subscribed to.
How should I upload this file?
The org upload process is flexible; we want you to perform this step however makes the most sense during your organization’s upgrade journey.
Generally speaking, here are 2 popular options other clients have found successful:
Option 1: Export HRIS data and upload it to PI2 (recommended)
The most straightforward option for clients is to export employee headcount data (likely through your Human Resources Information System) and upload it as a fresh file to PI2.
With this option, you can ensure all employees in your organization are accounted for in PI2, making it easier to send assessments and perform other software actions.
How to do this:
Use your HRIS platform to export your employee data as a CSV file.
Upload that file to PI2 by following the steps in this support article.
Benefits of this method
As mentioned before, this method is the more straightforward of the two. You can upload your data in one motion, then pull from it whenever you need to in PI2.
This option is recommended if you intend to hit the ground running with PI2. By uploading your data, you will be able to:
Ensure the right employees have access to the PI software
Set/modify behavioral data permissions for these users
Send the Behavioral Assessment to employees who haven’t taken it
Potential downsides to this method
If your organization only uses PI for a specific subsection or division of your employee base, uploading your entire headcount might result in excess data.
If you don’t intend to use PI2 insights with the majority of your employee base, Option 2 may be a better fit.
Option 2: Download existing data from PI2, then update and reupload it
Another option is to wait until your upgrade date, download a copy of your imported data, then update and reupload that file to PI2.
How to do this:
Follow the first 6 steps of this support article.
When prompted to upload your org file, click the link titled “Download your existing data.”
A file will download via your browser.
Open the file.
Edit and save your file with any new employees and/or information (e.g., manager data).
Continue the steps in this support article to upload your new file.
Benefits of this method
Once you’re upgraded to PI2, the system will be able to surface an org file containing your imported data from Legacy PI. If your organization is concerned about uploading excess data to PI, this option will allow you the flexibility to update just the information you previously had.
Potential downsides to this method
Unlike Option 1, which is a simple blanket upload, this option likely requires some manual work. This is especially true if your data has changed dramatically since the last time you uploaded org data to PI.
Example: You use PI2 to download a copy of your imported data, then cross-reference it with the current employee data in your HRIS. If the two documents look drastically different, you likely will have to spend time reconciling the two before you reupload.
If you’re looking to get up and running quickly with PI2, we recommend Option 1.
Which option is best for my organization?
Although we recommend Option 1 of the two methods, our clients have found success with either option. The choice depends on you, your organization, and your specific approach to employee data.
When deciding for your organization, consider the following questions:
Do we want all our employees to benefit from PI data?
Do we intend to restrict behavioral data permissions for users in PI2?
Do we have access to employee reviews via PI Perform? Is it important for us to set tenure rules?
Would it require a lot of manual effort to reconcile our HRIS data with our PI data?
Is it important for us to have accurate data from day one in PI2?
If the answer to most of these questions is “Yes,” we recommend Option 1. If not, Option 2 may be a better fit.
FAQs
I'm worried about uploading excess data to PI2. Is there a best practice?
I'm worried about uploading excess data to PI2. Is there a best practice?
Every organization has its own level of sensitivity around data. We also understand being cautious about uploading data you don't think you'll need.
That said, please keep the following in mind:
No data is truly "excess" data. (Even if you don't use the data immediately, it can be helpful for sending assessments or software invites later.)
Any data you upload is kept secure and purely confidential. (Only software users with the appropriate access levels can view/edit employee data.)
If you're worried about "bloating" your subscription headcount, don't be. (You can always archive employees if it turns out you don't need their data.)
I don't know which employees have data in the legacy PI software. What should I do?
I don't know which employees have data in the legacy PI software. What should I do?
The answer depends on your organization’s needs:
If you’re comfortable uploading data for your entire headcount, we recommend Option 1.
If it’s important to update only the employees in your legacy software, we recommend Option 2.
Our organization doesn’t use an HRIS. What now?
Our organization doesn’t use an HRIS. What now?
The answer likely depends on how frequently your organization uploads employee data to PI:
If your organization frequently updates employee data using PI, Option 2 will likely give you a good starting point.
If your organization rarely updates employee data in PI, or you keep more frequent records using another tool (e.g., payroll software, benefits software, a spreadsheet), Option 1 may still apply. So long as you can export your data as a CSV, you can upload it to PI2.
I’m having issues formatting my org file for PI2. What now?
I’m having issues formatting my org file for PI2. What now?
For help formatting your file, check out our support article here.