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If your district is using Frontline Absence Management (AESOP) for all staff sub-scheduling, leave request entry, leave request approval and leave request exporting to USPS, but you would like ESS to pull Frontline Absence Management (AESOP) leave request data into ESS for users to view (only), you will proceed with the following Frontline Absence Management (AESOP) configuration integration steps:
Please refer to the ESS Conversion Guideline and Employee Self Service Import from Kiosk guide if your district plans to use ESS to view USPS employee profile information, position details, leave balances, payslips, W2s and/or Frontline Absence Management (AESOP) leave requests in ESS. Since your district is not using ESS for leave request workflows, you may skip steps 6-10 in the Employee Self Service Import to Kiosk guide. Step 12 will convert the AESOP configuration settings from Kiosk to the ESS System>Configuration>AESOP Configuration settings.
NOTE: Since ESS workflows will NOT be used since ESS is pulling leave requests from Frontline Absence Management (AESOP), users cannot submit and/or approve leave requests in ESS. Leave requests must be created and approved in Frontline Absence Management (AESOP).
Because workflows are done on the Absence Management side of the application, Employee Self Service will bring the leave requests data from Absence Management in and set different status based on the status provided from Absence Management. If the leave request in Absence Management doesn’t require any approvals, it will be set to Approved in ESS. Listed below is a matrix of the approval status.
NOTE: For the initial pull, ESS will pull in Absence Management leave request data with dates up to 60 days before integration date and 90 days after. After initial pull, the scheduled job (currently hourly - this will be increased to 15 minutes with ESS-919) will look for AESOP LRs that were created within the last week and pull them into ESS and any LRs that were updated in AESOP, it will pull their updated info on the existing LRs in ESS. The scheduled job will not create duplicate LRs in ESS.
Users and Supervisors will be able to view (only) Frontline Absence Management (AESOP) leave requests in ESS. The leave requests will be denoted with an external ID and origin of Absence Management.
AESOP Integration>Data Import View will display various grids based on the current activity of the AESOP leave request. Leave Manager, District Manager and Admin roles have the ability to view the data in these grids. Please refer to the Data Import View option below for more information.
NOTE: Exporting Leave Requests from ESS
If the district chooses to export approved Frontline Absence Management (AESOP) leave requests from ESS in order to post into USPS, the status of the leave request in ESS will change from approved to exported. However, ESS does not push leave request status updates to Frontline Absence Management (AESOP), therefore the leave request status will NOT be updated in Frontline’s Absence Management (AESOP) to reflect that it’s been exported to USPS.
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If your district would like to use Frontline Absence Management (AESOP) to submit leave requests for staff who need a substitute and ESS for staff who do not need a substitute, workflow setup will need to take place in both applications. For those needing a sub, the leave request and workflow approval process must be set up and performed in Frontline Absence Management (AESOP). For those who do not need a sub, the leave request and workflow approval process can be set up and performed in ESS.
Please refer to the ESS Conversion Guideline and Employee Self Service Import from Kiosk guide if your districts plans to use ESS for leave request workflow for staff who do not require a sub and also allow ALL staff to view USPS employee profile information, position details, leave balances, payslips and W2s.
For staff who require a substitute, their existing Kiosk workflow should not be converted to ESS and instead their approval workflow and leave requests must be created in Frontline Absence Management (AESOP). Please refer to Frontline’s Absence Management documentation on how to create workflows in their application.
Because workflows are done on the Absence Management side of the application for those who need subs, Employee Self Service will bring the data from Absence Management in and set different status based on the status provided from Absence Management. If the leave request in Absence Management doesn’t require any approvals, it will be set to Approved in ESS. Listed below is a matrix of the approval status.
NOTE: For the initial pull, ESS will pull in Absence Management leave request data with dates up to 60 days before integration date and 90 days after. After initial pull, the scheduled job (currently hourly - this will be increased to 15 minutes with ESS-919) will look for AESOP LRs that were created within the last week and pull them into ESS and any LRs that were updated in AESOP, it will pull their updated info on the existing LRs in ESS. The scheduled job will not create duplicate LRs in ESS.
The leave requests will be denoted with an external ID and origin of Absence Management.
For staff who do not require a substitute, their existing Kiosk workflows will be converted to ESS and they will be able to submit/approve leave requests created in ESS.
AESOP Integration>Data Import View will display various grids based on the current activity of the AESOP leave request. Leave Manager, District Manager and Admin roles have the ability to view the data in these grids. Please refer to the Data Import View option below for more information.
NOTE: Exporting Leave Requests in ESS
If the district chooses to export approved Frontline Absence Management (AESOP) leave requests from ESS in order to post into USPS, the status of the leave request in ESS will change from approved to exported. However, ESS does not push leave request status updates to Frontline Absence Management (AESOP), therefore the leave request status will NOT be updated in Frontline’s Absence Management (AESOP) to reflect that it’s been exported to USPS.
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This option is available on an as-needed basis if, for some reason explained below, the data pulled from Frontline Absence Management (AESOP) needs to be synced more often (than the scheduled hourly job)manually.
Role: District Manager or Admin role.
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Absence Reason Sync
This will pull all Absence Reasons from AESOP and store the records in ESS to look up when matching Leave Request Types.
This will need to be synced on initial config, and any time the Absence Reasons change.
School Sync
This will pull all Schools from AESOP and store the records in ESS to look up by IRN when matching Leave Request buildings / finding a position.
This will need to be synced on initial config and any time the Schools / Building IRN's need updated
Employee Sync
This will pull each employee record from AESOP. The Employees will be by School and stored in ESS. We use these to match employee data.
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Synced Absence Management Data
Contains a grid of the details from the Data Sync options. This grid will get updated when a Data Sync option has been synced manually.
School
The School data pulled from Absence Management is stored on this grid and used when trying to determine which position to select for the absence request. When the School Sync is performed, it will try to match the AESOP Building Code’s IRN Reason with the ESS Building Code’s IRN.
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Is Matching: If the AESOP Building Code’s IRN matches the ESS Building Code’s IRN , a green checkmark will be displayed. Otherwise, if it doesn’t match, a red 'X” will be displayed.
Is Active: Indicates if the building is active in AESOP.
Name: Populates with the AESOP building name.
If the AESOP Building Code’s IRN does not match up with the ESS Building Code’s IRN, the Building Code, Building IRN and USPS Description will not populate.
Start time/end time and breaks: These values are unused in ESS, but they are imported. They serve as defaults in their system when entering leave by building. ESS will pull the start/end times from the AESOP Absence Record
Absence Reason
The AESOP Absence Reason is the same as the ESS Leave Type. When the Absence Reason Sync is performed, it will try to match the AESOP Absence Reason with the ESS Leave Type.
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Is Matched: If the AESOP Absence Reason matches the ESS Leave Type, a green checkmark will be displayed. Otherwise, if it doesn’t match, a red 'X” will be displayed. NOTE: A new AESOP Absence Reason will not be matched unless the corresponding Leave Type (and possible sub category) has been added in ESS.
Is Active: Indicates if the Absence Reason is active in AESOP.
Description: Populates with the AESOP Absence Reason description.
Absence Reason ID: AESOP Absence Reason ID must match the 2 character code from ESS/USPS. (i.e., VA = VA, SI = SI)
Absence Reason DB Key
Absence Reason Id2: The AESOP Absence Reason Id2 must match the 2 character sub category code from ESS/USPS
Sub Category Status
ESS Sub Category
ESS Sub Category Description
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More Information on Absence Management (AESOP) Integration
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