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Enable Absence Management Integration: Enables the integration of ESS with Frontline’s Absence Management system.
API Key: Used for Employee Self Service/Absence Management integration. Provided by Frontline.
Leave Balance Sync
Enable Leave Balance Sync (Push) to Absence Management: If enabled, it will sync employee leave balance information between Absence Management and ESS.
Scheduled Leave Balance Sync Time: By default, Absence Management leave balances are synced with ESS weekly (Friday at 7:00 PM). If your district would prefer a different time period, it will allow you to select a Time, day of the Week, and Period (Weekly, Biweekly) to run the AESOP Leave Balance Sync job.
Absence Sync
Enable Absence Sync (Pull) to Absence Management: If enabled, it will sync leave request data absences from Absence Management to ESS. For the initial pull, ESS will pull in Absence Management leave request data absence requests with dates up to 60 days prior to the integration date and 90 days after. After initial pull, the absence sync scheduled job will run pull every 15 minutes. Org ID: Organization identification number. When performing the initial pull, the absences with dates prior to the integration date will either be pulled in as ‘approved’ if they are not in an AESOP approval workflow or as ‘initiated’ if they are in an approval work flow. If districts do encounter duplicate leave requests in ESS as a result of the initial pull, they can either cancel the duplicate leave requests in ESS or export them (via the CSV export method) and do not import the CSV fie into USPS.
Org ID: Organization identification number. Provided by Frontline.
Vendor ID: Vendor Identification number. Provided by Frontline.
Vendor Pin: Vendor Personal Identification Number. Provided by Frontline.
The following Template IDs are provided by Frontline.
Absence Data Template:
Absence Data for Update Template
Absence Cancelled/Deleted (Absence Log Data) Template
Absence Updated (Absence Log Data Template
Substitute Assigned (Absence Log Data) Template
Substitute Removed (Absence Log Data) Template
Employee Information Template
School Information Template
Absence Reason Type Template
Enable Absence Management (AESOP) Data Integration Flag - STAFF ID: Checkmark if it was checked in district’s Kiosk application it is a way that AESOP uses inside of their integration systems to confirm users within all their other systems.
NOTE: You may have an extra template ID # from Frontline called ‘Absence Approved’ that is not found in the Absence Management Configuration window. This template ID# is currently not used in Employee Self Service. The data found in this template isn’t for any business logic in ESS and is not included in the configuration.
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This configuration option will default to Production with External Notifications and User Jobs enabled unless the APPLICATION_INSTANCE_TYPE is updated in the Docker Configuration. When configuring Non-Production instances (training/testdemo) this can be used to prevent scheduled jobs or notifications from sending from both the live database and test database. Uncheck the corresponding check box to disable External Notifications or User Job Execution.
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For additional information see the Redesign Technical Documentation page for How to Configure Non-Production Instances. ?
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Data Change Email Configuration
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This option will be moved when ESS-425 is released. The Leave Type Configuration will include a new column for Default Substitute needed for Certificated and Classified appointment types. |
Certificated: When checked, the ‘Substitute Needed’ on the certificated employee’s leave request will always be checked, by default, regardless of the type of leave selected on the leave request. When submitting leave, they won’t have the option of unchecking ‘Substitute Needed’.
Classified: When checked, the ‘Substitute Needed’ on the certificated employee’s leave request will always be checked, by default, regardless of type of leave selected on the leave request.When submitting leave, they won’t have the option of unchecking ‘Substitute Needed’.
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Select the ESS functionality available for a district. NOTE: You will receive a pop-up when saving “NOTE: This change may not take full effect until page is refreshed. Click here to refresh”. Once you refresh, the change will take place.
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Announcement Board: If checked, it displays the Announcement Board panel on the Home screenselected, it displays the Announcement Board panel on the Home screen.
Data Change Requests: If selected, ‘Create New Data Change Request’ will be available for users to request data changes to be made on their Employee Profile record.
Employee Time Sheet: If checkedselected, it displays Timesheet capabilities on the menu in order for user timesheet enabled users to create timesheets in ESS
Leave Analysis Parameters: Provide users leave balance information and any “in process” requests on the same screen. (ESS-335 and ESS-336)Leave Analysis Parameters: If selected, for Supervisor roles, it displays ‘Supervised Leave Analysis' option under Leave Requests menu. For Leave Manager role, it displays ‘District Leave Analysis’ under Leave Management menu. Provide supervisors and leave managers the ability to view leave balance information (as well as leave request details) for their staff/district.
Leave Requests: If checkedselected, it displays the Leave Requests capabilities on the menu in order for users to create leave requests in ESS.
Payslips: If checkedselected, it displays the View/Print Payslip option on the menu in order for users to view and/or download payslip information that came from USPS.
Substitute Needed: N/A: Currently, not in use. It will be removed (with ESS-425).
W2 Wage and Tax Statements - : If checkedselected, it displays the View/Print W2 option on the menu in order for users to view and/or download W2 information that came from USPS.
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Controls what is displayed under a user’s Employee Profile. All options are selected by default.
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If the following are checkedselected, they will display under the Profile tab on the Employee Profile record:
show ID Information
Show Name Information
Show Other Information
If the following is checkedselected, it will display under the Contact Info tab on the Employee Profile record:
Show Contact Information
If the following is checkedselected, it will display under the Dates tab on the Employee Profile record:
Show Employee Dates Information
If the following are checkedselected, they will display under the Qualifications tab on the Employee Profile record:
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Example: If only ‘show active’ is selected on the Job Status Configuration:
when viewing an a user’s position details, only positions that have a job status of ‘active’ in USPS will be displayed on their Position Details record.
when creating a leave request, the user can only select from positions that have a job status of ‘active’ in USPS.
when viewing a leave calendar, it will only display leave requests that have an associated ‘active’ position on the calendar
when viewing leave requests on the leave requests grid, all leave requests will be displayed regardless of the associated position’s job status.
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Show Accumulation Max: If uncheckeddeselected, ‘Absence Max’ column is removed
Show Balance: If uncheckeddeselected, ‘Balance’ column is removed
Show Beginning Balance: If uncheckeddeselected, ‘Beginning Balance’ column is removed
Show Leave Type: If uncheckeddeselected, ‘Leave Type' column is removed
Show Monthly Accrual: If uncheckeddeselected, ‘Monthly Accrual’ is removed
Show Unit: If uncheckeddeselected, ‘Unit’ is removed.
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Leave Expenses Configuration
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Mileage Rates: You can enter a mileage rate for certified and classified staff. Entering a mileage rate in certified will apply to staff with an appointment type of certified and the classified rate will apply to staff with an appointment type of classified.
If the following are checkedselected:
Show Budget Account Approvers: Future Improvement INV-620Displays ‘Budget Account Codes’ section on leave request form in order to allow approvers the ability to enter/edit registration, lodging and/or mileage budget accounts on their staff’s leave requests.
Show Budget Acct Everyone: Future Improvement INV-620Displays ‘Budget Account Codes’ section on leave requests form in order for user to enter their registration, lodging and/or mileage budget accounts on their professional leave request form.
Show Estimated Costs: Displays ‘Estimated Costs’ section on the Leave Expense area of the leave request
Show Event Location Displays ‘Event Location’ section on the Leave Expense area of the leave request
Show Leave Purpose: Displays ‘Purpose of Leave/Leave Description’ section on the Leave Expense area of the leave request
Show Vendor Location: Displays 'Vendor Location' section on the Leave Expense area of the leave request.
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Available Leave Types: By default, all leave types are checked. If your district does not want to implement one or more of the leave types listed, uncheck the desired leave type(s) and it will not appear as a listed leave type when creating a leave request.
Reason Required: If checked on specific leave type(s), it will require users to enter a Reason when creating a leave request.
Default Substitute Needed: If specific leave type(s) requires a substitute, check the appropriate leave type(s) and the ‘Substitute Needed’ box will be checked automatically when creating a leave request. Once the leave request has been submitted, the ‘Substitute Needed’ box cannot be unchecked.
Capture Expense: If specific leave type(s) requires estimated expenses to be defined, check the appropriate leave type(s) and the Leave Expenses area will be displayed in the leave request allowing the user to enter estimated expenses.
Sub Category Required: If you require staff to select a sub category for specific leave type(s), check the appropriate leave type(s). Additional prompting will be provided in the leave request where the user can select a sub category. Sub Categories are defined under the Leave Management menu.
Disallow Blackout Date: If you want to restrict leave requests from being created for black out dates (defined under the Leave Management menu) for specific leave type(s), check the appropriate leave type(s). TIP: Please refer to USPS calendars for the black out dates that need to be created in ESS.
Required Cancellation Reason: For specific leave types, if you require staff enter a reason when canceling an existing leave request, check the appropriate leave type(s).
Disallow Negative Balances: If you want to restrict leave requests from being created due to negative leave balances, please check the appropriate leave type(s).
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ESS-425: Will add a new column for Certificated and Classified default sub needed (in order to replace the options under ‘Default Substitute for Appointment Type Configuration’. |
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Password Expiration Configuration
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Please refer to the image below. If any of the following fields are unchecked deselected in the Position Details Configuration, those fields will no longer be displayed under the user’s position details record in ESS.
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NOTE: Compensation Pay Rate should be the Unit Amount from USPS'
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Timesheet Configuration
The Controls the Time Entry Precision can be set in order to increase/decrease ‘Hours Worked’ and ‘Break Time’ on a user’s timesheet form. If timesheet employees are required to enter a reason for overtime items on their timesheet, please ensure ‘Require Reason for Overtime Items’ is checkedemployee’s form, enable overtime reason to be required and select if an email notification should be set when a timesheet has been edited.
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The Time Entry Precision option sets the increment for the Hours Worked and Break Time number fields in the user’s Timesheet form.
Hourly increments
No restrictions
1/4 hour
1/2 hour
1 hour
The Require Reason for Overtime Items option determines if lines items that have a Timesheet Activity of type “Overtime” require a reason to be entered.
Email User on Timesheet Edit: When enabled, a user will receive an email notifying them if another user (i.e. approver) has edited their Timesheettimesheet.
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Timesheet Period Close Configuration
If a district would like their timesheet periods to close automatically, the ‘Automatically Close Periods’ setting must be checkedselected. The district can then specify how many days after the period ending date the timesheet period will be closed. For example, if the timesheet end date is 09/28, and the ‘days after end date to close’ is set to 3 days, the period will automatically close on 10/1.
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Allows you to customize the verbiage on the default emails sent during the timesheet workflow approval process. Variables listed in image below are included in the following email details. Please click on the arrow to view the details of each email.
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Timesheet Submitted Email Details: Email sent to Timesheet Submitter when their timesheet has been initially submitted.
Approver Email Details: Email sent to each approver in a group when a timesheet requires their approval.
Timesheet Approval Email Details: Email sent to Timesheet Submitter when their timesheet has been approved.
Timesheet Rejection Email Details: Email sent to Timesheet Submitter when their timesheet has been rejected.
Escalated Approval Email Details: Email sent to Timesheet Submitter when their timesheet has gone through escalated approval.
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