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Guide for HCM Extracts

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Guide for HCM Extracts

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Guide for HCM Extracts

Document Control
Change Record
Date

Author

Version

Change Reference

10-April-2012
04 July- 2012

Ventrapragada Rajasekhar/ Parag Jain


Parag Jain

0.1
0.2

First Release
Details of Changes Only functionality

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Contents
Overview ........................................................................................................................................................................................................................ 5
Tasks related to Extracts: ........................................................................................................................................................................................... 6
Architecture ............................................................................................................................................................................................................... 7
Case Study: Fast Bank wants to set up and run HCM Extract ........................................................................................................................................ 8
Manage HCM Extract Definitions................................................................................................................................................................................... 9
Refine HCM Extracts [Optional Setup] ......................................................................................................................................................................... 45
Submit an HCM Extracts .............................................................................................................................................................................................. 49
View HCM Process ....................................................................................................................................................................................................... 56
How to define Fast Formulae....................................................................................................................................................................................... 58
How to set-up Changes Only data extract ................................................................................................................................................................... 62
Installing BI Publisher Plug-in ................................................................................................................................................................................... 65
Defining the report .................................................................................................................................................................................................. 69

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Overview
HCM Extracts can be used for archiving, reporting, and as an outbound interfacing tool. This document includes information on how you can use HCM Extract
tool to create the Out Bound interfacing, or reporting.
Data Exchange work-area allows you to perform tasks related to InBound and OutBound interfaces, which allows exchange of data between different HR
systems.

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Tasks related to Extracts:
-

Manage HCM Extract Definitions


Define new extracts, edit/modify or delete the existing extracts
Extract definition contains details of what data should be extracted and the structure in which data needs to be extracted, and how this data should
be delivered (ftp, email, fax, etc) as formatted output (xls, csv, pdf, etc) using BI publisher

Refine HCM Extracts (optional step)


When we create an extract, the application creates a flow pattern (i.e. checklist) automatically, which includes a task for executing the extract.
We can refine the flow by adding pre or post tasks that need to be executed along with data extraction.

Submit HCM Process


Submit the extract for processing after entering the parameter values. If the extract definition contains delivery options that specify an output format
and delivery method (email, ftp, etc), then the output will be generated through the integration with BI Publisher application.

View HCM Process Results (optional step)


Archived output stored in tables can be viewed at anytime through Results UI.

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Architecture

Data to be extracted is retrieved from database, through different means i.e. Fast Formula, Balance Groups and Custom Logic defined in PLSQL or Java method.
HCM Extract definition contains Records (grouping of attributes) that contains multiple Data Elements (attributes). These records are archived based on Fast
Formula Database Item groups, or based on structure of the Balance Group, or based on logic defined in PL-SQL or Java method.
Extracted data will be archived into result tables and also stored as an XML output in the database. This XML output will be transformed into formatted output
of HTML, PDF, EFT, XLS, etc and delivered as email, fax, ftp, print, etc based on the Delivery Options set up for the Extract.

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Case Study: Fast Bank wants to set up and run HCM Extract
FAST Bank is a global organization with subsidiaries all over the world. It requires a headcount report with department and employee details. The employee
information needs to be grouped at each department level. They need to distribute this report through FTP to 3rd Party as XML/Flat file, and through email to
HR manager. To generate this report, they need to define an extract and run it using the HCM Extract tool within Fusion HCM.

Fast Bank Extract Design


This Extract consists of 2 Logical Entities or Blocks (i.e. Departments, Employees), which consists of few records in each block and different type of data
elements.

Block represents a logical entity, which contains SQL query for getting data, For example: Organizations, Persons, Employees, etc.
Block links allows you to define the Parent-Child relationship between the entities. For example: you can link Department and Employee blocks through
Department_ID. Record is a collection of fields (data elements) which should be archived/ extracted.

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Manage HCM Extract Definitions


1) Click on Data Exchange workarea to perform tasks related to Extracts.

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2) Data Exchange workarea has 4 tasks (as mentioned above) related to HCM Extracts.

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3) Click on Manage HCM Extract Definitions .


- search for existing Extracts and click on Name to view/edit
- or click on Create to define a new Extract

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4) Provide Name for the Extract definition, and select the Type of Extract and Save the Definition.
[Tag Name field will be derived and defaulted automatically based on the given name (for all level i.e. Definition, Parameters, Blocks, Records and Data
Elements) and will be used while generating the XML output]

For creating custom HR extracts,


use HR Archive, or for HR and
PAY related extracts use Full
Profile
"Payments" and "Payroll Archive"
extract types should not be used.
These types are used only for
specific seeded extracts.

NOTE: It is suggested to change the Session Effective Date to a fixed value (For example: 01/01/2000) before creating/updating any data. Since Entities like
Criteria, Records, Data Elements etc. Date Effective and Dated, so in case you are creating/editing the extract setup with different Session Effective Dates
then those entities will get created with different dates. This will cause extract definition to produce non-uniform archive for different dates.

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5) Once Extract Definition is Saved, based on the Type of Extract selected few parameters will be created automatically.
[There is an option to add/edit/delete additional parameters from parameters table region. These parameters can be used in the filter conditions,
calculations or extracted as data element]

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6) Click on the Extract Block folder on left hand side Navigation tree to open the Extract Blocks region.
Click on Create to define new block.
[ Block represents a logical entity, which contains SQL query for getting data, For example: Organizations, Persons, Employees, etc]

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7) Provide details for the block and click on Save and Create Another to define the next block.
Create all the blocks needed for this Extract.
[Starting/Parent block from where Extraction will start should be marked as Root Block
User Entity (Logical Entity) will be name of Query for getting required data, i.e. for getting Departments, Employees, etc.]

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8) Create the second block for this case study, and click on Save and Close.

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9) Once all blocks are created then click on Extract Block folder in the navigation tree to view Extract Blocks.
Select each child block record in Extract Blocks table and define Block Link details.
[Block links allows to define the Master-Detail of Parent-Child relationship between the entities,
eg: Employee and Department blocks are linked with Department_ID]

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10) Once all block links are defined, select each block available under the Extract Block folder and define the criteria and records for each block. Using the
Extract Block Criteria, we can specify the filter conditions of what data need to be extracted. Also, we can specify the conditions as an expression and/or
fast formula (if it's complex) To add a Block Criteria; click on Add button in block criteria table.

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11) Clicking on Edit icon in Criteria Expression allows defining the Block Criteria Expression.

Block criteria expression will be translated into WHERE clause of SELECT query and gives better performance compared to criteria formula.
Block criteria formula can be created using Manage Fast Formulas UI and by selecting Formula Type as Extract Criteria. A single value returned by the
formula called either EXCLUDE or INCLUDE, and having value TRUE or FALSE will determine whether to process the record.
More details on Fast formulas can be found here

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12) Click on Create button in the Extract Records table of Extract Block details page (screen shot step 9).
Extract Record is a physical collection of fields (data elements) which should be extracted.
[Provide details on Type of Record i.e. Header/Trailer/Details and Process Type Fast Formula/Balance Group/Custom Logic].

If block has 3 records, then application uses sequence value to identify processing order, and next block value to identify next block to
process.

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13) Click on Save to save the record which enables the Create button in Data Elements table.
Data Elements are the individual fields inside the record. [Provide details like Type Database Item group, Rule, Decoded Element, String, etc, and
corresponding required fields based on the selected Type. Record output will be stored to a table with 300 columns and location where this field has to be
stored will be captured in Output Column value]
Click on Save and Create Another to define all the data elements in this record.

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Data Elements with Type value of Database Item Group (refer box above) will be associated with Fast formula Database Item that corresponds to SQL
query for getting the field value (For example: Organization Name, Person Full Name, Job Name, etc.).
We can add all required data elements of the record one after the other by using the Save and Create Another

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You can add conditional actions to records and data elements within a record, that specify an action, such as, log error or warning, to be performed when
the condition is evaluated as true. Condition can be specified as Expression or as Fast formula. Formula can be defined using Manage Fast Formulas UI
with formula type as Extract Advanced Condition, and return value of Y or N for output variable DO_ACTION.

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14) Once all the data elements (fields) of record are defined, then you can generate and compile the Fast formula which contains the code for extracting this
record data.

RUP1 Note: Compile Formula option doesnt work from here.


As a workaround - please define the complete extract and generate fast formulas. Note the Generated Fast Formula names [as shown in above screenshot]
and use the Navigator menu - Payroll Calculation workarea Manage Fast Formulas UI Search by giving the Formula Name and LDG, edit the formula and
click on Compile option. More details on Fast formulas can be found here

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15) Similarly define other blocks- criteria, records and data elements.
a.

Block criteria for Employee Block

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b.

Create records within Employee Block.

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c.

Create element Full Name within Employee Block.

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d.

Create element Date of Birth within Employee Block.

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e.

Create element Gender within Employee Block. Gender is created as Decoded Database Item group, as this type of element allows decoding
the value returned by Database Item group.

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f.

Create element Salary within Employee Block.

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g.

Create element Bonus within Employee Block. Bonus is created as Record calculation type, as this type of element allows defining expression
based on other data elements and parameters.

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h.

Create element Tax Rate within Employee Block. Tax Rate is created as Rule type. Data Elements with Type value of Rule (refer box in the
screenshot) will be associated with Fast formula. Fast formula can be defined using the Manage Fast Formulas UI with formula type as Extract
Rule. Formula will contain the logic for calculating the value that should be extracted for the data element.
More details on Fast formulas can be found here

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i.

Click on Create option of Extract Records tables to create additional records in Department Block.

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j.

Create record Department Summary within Department Block.

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k.

Create elements within Department Summary Record.

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l.

Create element Record Code within Department Summary Record.

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m. Create element Report Date within Department Summary Record.

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n.

Create element Employee Count within Department Summary Record.

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16) We can navigate to any of Block/Record in Extract Definition by clicking links in Navigation Tree shown on the left. To view complete Execution tree click
on option Extract Execution Tree. This will validate Extract definition setup and gives validation messages, along with Fast formula compilation status.

Click on Export to XSD button to download the XML Schema Definition (.xsd) file for this Extract setup.

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Exported XSD can be viewed through any browser and will contain the structure of Definition Blocks Records and Data Elements

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17) After defining the extract [setup and structure] details, define the formatting or layout options using BI Publisher.
More details on BI Publisher are available here.
18) Delivery options for an extract can be defined by specifying the BI publisher template, delivery file output type i.e. PDF, XLS, XML, DOC, etc. and Delivery
Mode i.e. FTP, Email, Fax, etc. Also Delivery mode can be Documents of Record which allows you to store the output in the database (eg: this allows
employees to view online pay slips from documents of record).
If the XML output should be split and burst as separate files then bursting node can be specified. For example: if all employees should be sent with payslip
as an email then bursting node will be Employee_ID.
RUP1 Note: Delivery options are not supported in RUP1, and it should be defined.
[Instead formatted output can be viewed directly from the BI Publisher]

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19) Based on the type of delivery mode you select, you would need to provide additional details. For example, if you select FTP as the delivery type, then you
must provide the server, username and password details.

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20) Once all delivery options are defined. They can be associated with different Report Categories.

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Refine HCM Extracts [Optional Setup]


1) Once an Extract is defined it will automatically create a Flow Pattern with same name as Extract. Flow Pattern allows defining execution sequence of
multiple tasks, and hence allows adding any pre or post tasks along with extraction of data (default task that is created automatically).
Refine HCM Extracts allows viewing and modifying the Flow pattern. This is an optional step. You can search for existing Flow Patterns and select Edit to
View or Modify if needed.

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2) Additional (pre or post) tasks can be added (if needed).

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3) Sequence in which these tasks should be executed can be modified (if needed).

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4) Additional parameters used across multiple tasks in the flow pattern can be defined (if needed).
Also, parameters can be edited by selecting the required parameter row and by clicking on Edit.

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Submit an HCM Extracts


1) Once an Extract is defined it will automatically create a Flow Pattern with same name as Extract.
If there are no changes needed in Flow Pattern then it can be run directly by using Submit an HCM Process option.
RUP1 Note: Data Exchange Workarea Submit an HCM Process doesnt show the automatically generated Flow Pattern name.
Workaround is to use the Navigator Menu - Payroll Checklist workarea Submit a Process or Report

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2) Name for the current flow run (i.e. Flow Instance), parameter values can be specified click on Next.

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3) If this task is dependent on other tasks from different flow patterns, then you can specify interaction details (Optional).

For example, if you would like this task to wait because another task is running, then select Next.

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4) Review the Extract that is being submitted and click on Submit.

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5) Once submitted you can click on OK, or to view the process status you can click on OK and View Checklist.

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6) Clicking on OK and View Checklist will show the status.

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7) Check the Status column, if green ticks are not indicated, refresh the status by clicking on refresh button. Repeat this till the green ticks are appearing
against all the rows. Also, if process is taking too long we can query for the status of any of the Extracts executed earlier by using the View an HCM
Process option [as shown in the below steps]

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View HCM Process


1) View HCM process allows you to view the results of Extract run. Search for the different runs of Extract by giving the Flow Pattern name.

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2) Click on Flow instance name will show the status page and clicking on Go to Task show the report output.

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How to define Fast Formulae


Manage Fast Formulas UI can be launched from Navigator Menu Payroll Calculation workarea - > Clicking on task Manage Fast Formulas.
The following table lists the different types of formula you can use for extracts:
Formula Type
Extract Criteria
Extract Rule
Extract Advanced
Condition
Extract Record

Description
Formulas of this type will be listed in the Block Criteria Fast formula list, can be used for specifying complex criteria which indicates if
record should be extracted or not
Formulas of this type will be listed in the Rule type Data Elements Fast formulas list can be used for deriving/calculating data element value
if it is based on complex logic or business rules
Formulas of this type will be listed in the Record/Data Element Advanced conditions Fast formulas list can be used for specifying complex
conditions which indicates if actions (eg: log error/warning) should be raised.
Formulas of this type will be generated automatically when using Generate Formula option in Extract Records

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1) You can query/view/edit/create formulas from this UI. Fast Formula can contain any complex business logic, and can be used along with Extracts.
Following screen is displayed on clicking the Create button.

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2) Enter the relevant Fast Formula details and click on Continue button. Manage Formula details page is shown, Enter the formula text.
[Sample Extract Rule formula text is given below]

.
Extract Rule formula should have value returned through variable RULE_VALUE

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Similarly Extract Criteria (Block Criteria) formula should have value returned through variable INCLUDE/EXCLUDE and return value as TRUE/FALSE
[Sample Extract Criteria formula text is given below]

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How to set-up Changes Only data extract


1) Navigate to the Extract Definition, and add an extract parameter "Changes Only" by clicking on Add button, if it is not defaulted already. Please note that
the value of ESS Parameter has to be accurately typed as CHANGES_ONLY in upper cases without any spelling mistake.

2) Setup multi threading database item in any one of the blocks.


If you are choosing PAYROLL_RELATIONSHIP_ID equivalent DBI as Threading Database Item (present in user entity), you need to choose Threading Action
Type as "Relationship actions". For example: if you choose PER_EXT_PAY_EMPLOYEES_UE as user entity, you can have Threading Database Item as
'PER_EXT_PAY_PAY_RELATIONSHIP_ID' and Threading Action Type as 'Relationship Actions'.

Note: Please note that the above step should be done only for a new extract block. Existing extract blocks cannot be modified to add a Threading Database
Item

3) Run the Extract Definition with CHANGES_ONLY='N' now, so that it produces XML with complete data.
4) Now, run extract with CHANGES_ONLY='Y' to get only the data that has been corrected or updated since the last run. i.e. If any data changes are observed
from previous run, only those changes would reflect in the generated XML.

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Integration with BI Publisher
BI publisher can be launched from the Navigator menu Reports and Analytics workarea.

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Click on Browse Catalog option to open the BI Publisher Enterprise.

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Installing BI Publisher Plug-in


Template Builder for Word is a plug-in available from BI Publisher Enterprise Home page or can be downloaded from Oracle link.

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This Plug-in provides sample documents, Demos, templates and Template Viewer. These will help understand the concepts and also create template (EFT,
RTF, etc. ) to view formatted output of XML

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After installing the BI Publisher plug-in for MS Word , we can find Oracle BI Publisher option in the Add-Ins. Use the Add-ins option to load the structure
of data (XSD) using Load XML Schema option.

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Once Load XML Schema is completed, we can arrange fields in required layout and format, and upload the template to BI Publisher as mentioned below.

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Defining the report


Report will be based on a BI Publisher Data Model.
We can use existing standard data model available at this folder location: /Human Capital Management/Payroll/Data Models/globalReportsDataModel.

This data model contains SQL query to get XML output taking flow instance run name as parameter.

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Click on Save to save the report.

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There are many options available for defining the Layouts of a Report.
Based on template uploaded, which can be based on RTF, PDF, etc. created using MS Word plugin
Based on Basic Templates and inbuilt layout editor available in BI Publisher Enterprise
Based on template generate automatically based on selected data model.

We can upload the earlier defined BI publisher RTF template, and test Layout by clicking on View Report and output can be viewed in required file format.

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Contents of Report Layout is displayed below. This report can be downloaded as a pdf file by clicking on the PDF option.
Latest data model will have flow instance name parameter also along with the Payroll Action ID. Flow instance name will be the name of the flow pattern
run given earlier when submitting the Extract.

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A PDF file would be generated and displayed in a new window.

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Similarly other templates (for EFT Electronic File Transfer) can be uploaded by defining the layout in MS-Word.
EFT template can be used for generating the fixed length delimited text files.

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Guide for HCM Extracts

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EFT templates must be uploaded as type eText Template

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Test the Layout by clicking on View Report and output can be viewed in required file format.

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Two tabs ReportLayout and EFT Layout are displayed.
Latest data model will have flow instance name parameter also along with the Payroll Action ID. Flow instance name will be the name of the flow pattern
run given earlier when submitting the Extract.
Contents of EFT Layout is displayed below.

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