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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 7-11 in the Employee Self Service Import to Kiosk guide.
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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Role: Leave Manager, District Manager and Admin roles.
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Absence Create
ESS pulls Frontline Absence Management (AESOP) leave request details hourlyevery 15 minutes. Any newly created (AESOP) leave requests will appear under the ‘Absence Create’ grid on the next scheduled pull. Frontline Absence Management (AESOP) leave requests data will also be displayed under ‘Leave Requests' and ‘Leave Calendars’ in ESS depending on the user’s role. For example, a standard ESS user will see their Frontline Absence Management (AESOP) leave requests under ‘My Leave Requests’ and ‘My Leave Calendar’.
Absence Cancelled
ESS pulls Frontline Absence Management canceled leave requests details hourly. Any canceled Frontline Absence Management (AESOP) leave requests will appear under the ‘Absence Cancelled’ grid on the next scheduled pull. Frontline Absence Management (AESOP) canceled leave requests data will also be displayed under ‘Leave Requests' and ‘Leave Calendars’ in ESS depending on the user’s role. For example, a standard ESS user will see their canceled Frontline Absence Management (AESOP) leave requests under ‘My Leave Requests’ and ‘My Leave Calendar’.
Absence Update Data
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Absence Updated Log
Provides a log of when the AESOP Leave Request was updated.
Sub Assigned Log
Once a sub is assigned to a Frontline Absence Management (AESOP) leave request, the sub assigned log information is pulled into this grid. The substitute’s full name is displayed in the leave request as well.
Sub Removed Log
If a sub is removed from a Frontline Absence Management (AESOP) leave request, the sub removed log information is pulled into this grid. The substitute’s full name will be removed from the leave request as well.
Data Sync View
This option is available on an as-needed basis if, for reason explained below, the data pulled from Frontline Absence Management (AESOP) needs to be synced 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.
Synced Absence Management Data
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Available Grid Columns: Please keep in mind, the information you see on this grid is data stored in Absence Management. Click on 
for more information
School External Id: Building IRN
Employee Identifier: USPS Employee ID
Employee External Id01: Employee’s USPS Position #
Aesop Conf: Absence Confirmation Number
Absence Reason External Id: Absence Reason Types (SI for Sick; DO for Dock)
Leave Date: Date of Absence
Shift Type: How long? (Full day, half day AM, half day PM, etc)
Absence Start Time
Absence End Time
Absence Cancelled
ESS pulls Frontline Absence Management canceled leave requests details hourly. Any canceled Frontline Absence Management (AESOP) leave requests will appear under the ‘Absence Cancelled’ grid on the next scheduled pull. Frontline Absence Management (AESOP) canceled leave requests data will also be displayed under ‘Leave Requests' and ‘Leave Calendars’ in ESS depending on the user’s role. For example, a standard ESS user will see their canceled Frontline Absence Management (AESOP) leave requests under ‘My Leave Requests’ and ‘My Leave Calendar’.
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Available Grid Columns: Please keep in mind, the information you see on this grid is data stored in Absence Management. Click on for more information
Created Date: Date the absence was cancelled
Employee Identifier: USPS Employee ID
Employee External Id01: Employee’s USPS Position #
Employee Email:
Aesop Conf: Absence Confirmation Number
Log Date Time:
Log Description:
Log Status:
Log Where:
Log Who:
Processed Date:
Processed Message:
Absence Reason External Id: Absence Reason Types (SI for Sick; DO for Dock)
Leave Date: Date of Absence
Shift Type: How long? (Full day, half day AM, half day PM, etc)
Absence Start Time
Absence End Time
Absence Update Data
ESs pulls Frontline Absence Management updated leave request details hourly. If any data (i.e. date of leave request, type of leave, etc.) on an existing leave request is updated in AESOP, the leave request details will appear under the ‘Absence Update Data’ grid on the next scheduled ESS pull. The updated information will also be displayed under ‘Leave Requests' and ‘Leave Calendars’ in ESS depending on the user’s role. For example, a standard ESS user will see their updated Frontline Absence Management (AESOP) leave requests under ‘My Leave Requests’ and ‘My Leave Calendar’.
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Available Grid Columns: Please keep in mind, the information you see on this grid is data stored in Absence Management. Click on for more information
School External Id: Building IRN
Employee Identifier: USPS Employee ID
Employee External Id01: Employee’s USPS Position #
Aesop Conf: Absence Confirmation Number
Absence Reason External Id: Absence Reason Types (SI for Sick; DO for Dock)
Leave Date: Date of Absence
Shift Type: How long? (Full day, half day AM, half day PM, etc)
Absence Start Time
Absence End Time
Absence Updated Log
Provides a log of when the AESOP Leave Request was updated.
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Available Grid Columns: Please keep in mind, the information you see on this grid is data stored in Absence Management. Click on for more information
Created Date: Date the absence was created
Cancelled: true or false
Employee Identifier: USPS Employee ID
Employee External Id01: Employee’s USPS Position #
Employee Email:
Conf Start Date: Confirmation Start Date
Conf End Date: Confirmation End Date
Log Date Time:
Log Description:
Log Status:
Log Where:
Log Who:
Processed Date:
Processed Message:
Sub Assigned Log
Once a sub is assigned to a Frontline Absence Management (AESOP) leave request, the sub assigned log information is pulled into this grid. The substitute’s full name is displayed in the leave request as well.
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Available Grid Columns: Please keep in mind, the information you see on this grid is data stored in Absence Management. Click on for more information
Created Date: Date the sub was assigned
Employee Identifier: USPS Employee ID
Employee External Id01: Employee’s USPS Position #
Employee Email:
Aesop Conf: Absence Confirmation Number
Log Date Time:
Log Description:
Log Status:
Log Where:
Log Who:
Processed Date:
Processed Message:
Sub Removed Log
If a sub is removed from a Frontline Absence Management (AESOP) leave request, the sub removed log information is pulled into this grid. The substitute’s full name will be removed from the leave request as well.
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Available Grid Columns: Please keep in mind, the information you see on this grid is data stored in Absence Management. Click on for more information
Created Date: Date the sub was removed
Employee Identifier: USPS Employee ID
Employee External Id01: Employee’s USPS Position #
Employee Email:
Aesop Conf: Absence Confirmation Number
Log Date Time:
Log Description:
Log Status:
Log Where:
Log Who:
Processed Date:
Processed Message:
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Data Sync View
This option is available on an as-needed basis if, for reason explained below, the data pulled from Frontline Absence Management (AESOP) needs to be synced manually.
Role: District Manager or Admin role.
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Absence Reason Sync
Pulls 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.
Please refer to the Synced Absence Management Data>Absence Reason Grid for details on the leave types that were synced between ESS and AESOP
School Sync
Pulls 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
Please refer to the Synced Absence Management Data>School grid for details on the schools that were synced between ESS and AESOP
Employee Sync
This will pull each employee record from AESOP. The Employees will be by School and stored in ESS. This is used to match employee data between ESS and AESOP.
Please refer to the Synced Absence Management Data>Employee grid for details on the employees that were synced between ESS and AESOP
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Synced Absence Management Data
Contains a grid of the details from the Data Sync options (above). This grid will get updated when a Data Sync option has been synced manually.
NOTE: Outstanding Jira issues to improve the way the AESOP data is being pulled as well as Employee Sync Grid improvements: ESS-995; ESS-996; ESS-1000
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: If matched, it populates with the ESS Sub Category
ESS Sub Category Description: If matched, it populates with the ESS Sub Category Description
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 with the ESS Building Code’s IRN.
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Is MatchingMatched: 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.
NOTE: 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.USPS Description will not populate
Building Code: If matched, populates with ESS/USPS Building Code
Building IRN: If matched, populates with the ESS/USPS Building IRN
USPS Description: If matched, populates with the ESS/USPS Building descripttion
Web Id:
External ID: AESOP Building IRN
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
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Employee Sync
The AESOP Absence Reason is the same as the ESS Leave TypeEmployee data pulled from Absence Management is stored on this grid. 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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Employee Sync is performed, it will try to match the AESOP Employee School Name, School External ID (IRN), Employee email and Employee phone number between the two applications.
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Is Matched: If the AESOP Absence Reason Employee matches the ESS Leave TypeEmployee, 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 Activebe displayed.
Active in AESOP: 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
Employee Sync
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ESS Username:
Full Name:
AESOP Employee ID
AESOP External ID 01:
DbKey:
School in ESS
AESOP Employee School Name
AESOP Employee School Ext Id
ESS Position School Name
ESS Position School IRN
AESOP Email
ESS Email
AESOP Phone
ESS Phone Number
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
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More Information on Absence Management (AESOP) Integration
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