Data File Requirements

The new Data File (your employee population) is the engine that makes Culture Cloud’s integrated suite of capabilities possible—and it simplifies the user and admin experience to be more seamless, more engaging, and more inspiring.

Implementation overview

As you implement Culture Cloud’s employee experience programming, it’s helpful to plan population data file requirements (based on your program’s criteria) in the following areas.

  • Culture Cloud experiences (eligible employees to participate in recognition, service award, wellbeing, leadership, celebrations or team initiatives)
  • Global Award Store (rules around award fulfillment and geography)
  • Admin Tools (role-based permissions for reporting and program budget planning)

The process

  1. Our data team will talk with you to better understand program goals and ensure that on-going, up-to-date data transfer is automated and seamless.
  2. Based on this conversation, a data file spec will be given to you to share with your IT admin.
  3. You’ll then need to work with your IT team to build an automated query pulling from their HRIS system. When available, the query will be tested by our data team to ensure program accuracy. (This typically takes 2 weeks, contingent on integrity of client provided data, of course.)

Data Field Types

Client Identification Information
This is data provided by O.C. Tanner to be included in the user population file that will ensure proper routing and handling of the data within the O.C. Tanner system. This includes field header names and a unique client ID that will be included in the file name.

User Identification and Contact Information
These are data elements such as user name, ID, email, and contact phone number. It is used to store and uniquely identify each user record. It is also used for site login and communication purposes.

Security Role
This data indicates what site access within the Victories application each user should be given, i.e. administrative, recipient, initiator of recognition, etc.

This information is used for approvals and for making relationships in the system between users and their direct reports.

Notification Email
Email address used for notifications and Leader/Peer Comments when they are being sent to someone besides their direct manager.

Effective Hire Date
This is the date used to determine when a user should receive communication regarding their service anniversary. It will be used for both award anniversaries and off-year / non-award anniversaries. This date should be adjusted to account for any bridge of service requirements prior to sending to OC Tanner.

Birth Date
This is the date used (month and day only) to determine when birthday communication is sent to the user.

Business Unit
This information tells us where in the organization each user is located. It is also used for employee searches, reporting, and budgets.

Business Unit Hierarchy
This is used to create relationships between each business unit, and to enhance reports and the budget tool.

Billing Information
This links a user to their correct billing location for invoicing purposes and includes the billing contact, address, and email where invoices will be sent.

User’s Country
When multiple countries are configured, this makes the redemption process easier by routing users directly to their country’s catalog.

This allows the user to view the site in their preferred language (if that language has been configured for the program).

User’s Preferred First Name
This allows a user to be searched and referred to by their preferred first name, instead of a formal or given name, for a better recognition experience. (Users can also provide or change their preferred name after logging in.)

Work Address
The work address for each employee is for award or award invitation shipping purposes; if using location codes, each must be unique to the address and attention.

Home Address
The employee’s home address is needed if any award invitations or notifications are shipping to their residence. It can be updated by the recipient when the order is placed.

Label Lines
These are fields that print on the award label and invoice; they are often used to identify cost centers, departments, or other information for sorting packages and invoices.

Additional Client Fields
Any number of additional client-defined fields can be provided on the data file, mainly to enhance reporting. They include fields like Job Title, Department, and Cost Center.


What should be included on the file?
Each submitted data file should contain data for all participating users (i.e. full population file) each time data is sent to O.C. Tanner.

How do I submit the data file?
Files should be submitted to O.C. Tanner via an SFTP file transfer process. The file’s name should begin with “DTLD_” to ensure proper routing. A custom client ID, provided by O.C. Tanner, is required after the “DTLD_”. The file name should also include a date stamp.

How often should the data file be sent?
File frequency is recommended to coincide with payroll cycle; weekly and bi-weekly file submissions are the most common. We currently do not accept daily file feeds.

What’s the file format?
Each file should be submitted as a tab-delimited text file. Additionally, UTF-8 encoding should be used on all files. Failure to do so may result in missing or changed special characters (i.e. letters with accents, etc.).