How to Combine Different HR Data Formats Using Power Query
Question details
The user needs to standardize and merge HR data from various systems where column names, status values, and date formats are inconsistent.
- Product
- Microsoft Excel (Power Query)
- Device & OS
- not provided
- Scenario
- Consolidating HR data from multiple databases or files into a single standardized master list.
- Observed behavior
- Source data contains differing column names, date formats, and status values, requiring transformation before they can be merged.
Ensure all source HR files or databases are accessible and identify a unique identifier, such as an Employee ID, across all datasets to use as a matching key.
Standardize and Combine Sources in Power Query
Create separate queries for each data source to clean and standardize the data before merging them into a single output.
By transforming each source individually, you can handle discrepancies in column names and data types without altering the original files. Setting them as connection-only queries keeps your workbook lightweight.
Open Excel, go to the Data tab, and use 'Get Data' to create a separate query for each HR database, file, or folder.
In the Power Query Editor, rename column headings so they match exactly across all queries. Replace inconsistent status values with standard definitions and format all date columns to a consistent data type.
Select 'Append Queries' to stack the data if they share the same structure, or 'Merge Queries' to join tables using Employee ID as the matching key.
Load the combined query to your worksheet. In the future, simply click 'Refresh All' on the Data tab to update the master list when source files change.
Easily Manage and Consolidate HR Data with WPS Office
If you are looking for a highly compatible and cost-effective way to manage HR data, WPS Office is an excellent choice. While Power Query is specific to Microsoft, WPS Spreadsheet provides robust data consolidation tools, familiar lookup formulas, and flawless handling of complex Excel files for free.
- 1. Open your data: Launch WPS Spreadsheet and open your primary HR data file.
- 2. Consolidate records: Use Data Consolidation or XLOOKUP formulas to pull in matching data from other departmental files using Employee IDs.
- 3. Save in Excel format: Save your unified master list as an .xlsx file to ensure perfect compatibility with other Office suites.
Frequently Asked Questions
Do column headers need to match to combine data in Power Query?
If you are appending (stacking) data, matching column headers will align automatically. If they differ, you should manually rename the headers in the Power Query Editor before appending so they line up correctly.
Can I combine a CSV file with an SQL database?
Yes, Power Query supports combining disparate data sources. Connect to each source separately, perform any necessary formatting, and then merge or append the resulting queries.
Will I have to repeat this process when new HR data is added?
No. Once you have established your transformation and merge steps, the process is saved. You only need to click the 'Refresh All' button to pull in the latest data from your connected sources.
