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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 will run every 15 minutes pulling in any newly created absences into ESS and any LRs absences that were updated in AESOP, it will pull pulling their updated info on the existing LRs leave requests in ESS. The scheduled job will not create duplicate LRs leave requests 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 will run every 15 minutes pulling in any newly created absences into ESS and any LRs absences that were updated in AESOP, it will pull pulling their updated info on the existing LRs leave requests in ESS. The scheduled job will not create duplicate LRs leave requests 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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Contains the absence data pulled from Frontline Absence Management (AESOP) and stored in various grids (tabs). When pulled in successfully, user can view the leave requests in the ‘leave request’ area of ESS. Please refer to Troubleshooting Absence Management (AESOP) Integration for further information on how to troubleshoot AESOP absences that are not being pulled into ESS successfully or being pulled in to into the wrong position of the employee.
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ESS pulls Frontline Absence Management (AESOP) leave request details every 15 minutes. Any newly created (AESOP) leave request data will be logged under the ‘Absence Create’ grid on the next scheduled pull. Any successfully pulled Frontline Absence Management (AESOP) absences will 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 the leave request form will be denoted with an AESOP Origin, AESOP Absence Instance ID and AESOP Confirmation Number. Since the AESOP generated absence is NOT running through an approval workflow in ESS, the ‘Leave Request Approval Trail’ will be blank on the form.
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Available Grid Columns: Click on 
for detailed information on the absence pulled from AESOP.
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School External Id: School Building IRN
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Employee Identifier: USPS Employee Identifier
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Employee External Id01: Employee’s USPS Position #
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Aesop Conf: Absence Confirmation Number
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When a multi-day absence is entered in AESOP (Absence Management System), when the absence is pulled into ESS, the multi-day absence is not treated as a single block. Instead, each day of the absence is pulled in and recorded as an individual leave request.
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Available Grid Columns: Click on for detailed information on the absence pulled from AESOP. The default sort of the grid is by leave date,
School External Id: School Building IRN
Employee Identifier: USPS Employee Identifier
Employee External Id01: Employee’s USPS Position #
Aesop Conf: Absence Confirmation Number
Split From Aesop Conf: If the ‘Split Absence’ option is selected when updating a multi-day absence in Frontline, each split portion of the absence receives its own unique confirmation number. When the updated information is pulled into ESS, on the leave request, the ‘AESOP Configuration Number’ will be updated with the newly assigned (split) AESOP confirmation number and the previous AESOP confirmation number on the leave request will now appear in the 'AESOP Split From Number' field.
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 Start Time
Absence End Time
Processed Date:
Processed Message: May contain an error message if the AESOP data did not pull in successfully.
Absence Cancelled
Provides a log of when the AESOP absence was cancelled. Any cancelled Frontline Absence Management (AESOP) absence will be logged under the ‘Absence Cancelled’ grid on the next scheduled pull. Any successfully pulled 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: Click on for detailed information on the cancelled absence pulled from AESOP. The default sort of the grid is by processed date.
Created Date: Date the absence was cancelled
Employee Identifier: USPS Employee Identifier
Employee External Id01: Employee’s USPS Position #
Employee Email: Employee’s email address in AESOP
Aesop Conf: Absence Confirmation Number
Log Date Time: Date and time the cancellation was pulled
Log Description: AESOP absence cancellation description
Log Status: AESOP absence status
Log Where:
Log Who: AESOP user who created absence
Processed Date:
Processed Message: May contain an error message if the AESOP data did not pull in successfully.
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Available Grid Columns: Click on for detailed information on the updated absence pulled from AESOP. The default sort of the grid is by leave date.
School External Id: School Building IRN
Employee Identifier: USPS Employee Identifier
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
Processed Date:
Processed Message: May contain an error message if the AESOP data did not pull in successfully.
Absence Updated Log
Provides a log of when the AESOP absence was updated.
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Available Grid Columns: Click on for detailed information on the updated absence log informationabsence log information. The default sort of the grid is by processed date.
Created Date: Date the absence was updated in AESOP
Cancelled: true or false
Employee Identifier: USPS Employee Identifier
Employee External Id01: Employee’s USPS Position #
Employee Email: Employee’s email address in AESOP
AESOP Conf: Absence Confirmation Number
Conf Start Date:
Conf End Date:
Log Date Time: Date and time the updated absence was pulled
Log Description: AESOP absence status description
Log Status: AESOP absence status
Log Where:
Log Who: AESOP user who updated absence
Processed Date:
Processed Message: May contain an error message if the AESOP data did not pull in successfully.
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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. The default sort of the grid is by processed date.
Created Date: Date the sub was assigned in AESOP
Employee Identifier: USPS Employee Identifier
Employee External Id01: Employee’s USPS Position #
Employee Email: Employee’s email address in AESOP
Aesop Conf: Absence Confirmation Number
Log Date Time: Date and time the sub was assigned
Log Description: AESOP sub assigned description
Log Status: AESOP sub status
Log Where:
Log Who: AESOP user who assigned sub
Processed Date:
Processed Message: May contain an error message if the AESOP sub assigned did not pull in successfully.
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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. The default sort of the grid is by processed date.
Created Date: Date the sub was removed in AESOP
Employee Identifier: USPS Employee Identifier
Employee External Id01: Employee’s USPS Position #
Employee Email: Employee’s email address in AESOP
Aesop Conf: Absence Confirmation Number
Log Date Time: Date and time the sub was removed
Log Description: AESOP sub removed description
Log Status: AESOP sub status
Log Where:
Log Who: AESOP user who removed sub
Processed Date: Timestamp of when
Processed Message: May contain an error message if the AESOP sub removed did not pull in successfully.
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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 Category. When the Absence Reason Sync is performed, it will try to match the AESOP Absence Reason with the ESS Leave Type Category.
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Is Matched: If the AESOP Absence Reason matches the ESS Leave Type Category, a green checkmark is displayed. Otherwise, if it doesn’t match, a red 'X” is displayed. NOTE: A new AESOP Absence Reason sub category will not match unless the corresponding Leave Type sub category has been added in ESS.
NOTE: If the reasons aren’t matched between AESOP/ESS, the AESOP leave absences containing the AESOP reason will not pull into ESS and the district will not be able to locate the AESOP generated absence via the ‘Leave Requests’ menu. To determine why the absence did not pull in, you may filter the specific absence via the Absence Management Data Import View>Absence Create grid and click
to view the details. Review the information under ‘Processed Message’. It may include a message stating ‘Error creating leave request with conf #xxxxxxxxxxx;Reason not found’. From there, you can refer to the Absence Reason grid to determine if a mismatched reason is the issue.
Is Active: Indicates if the Absence Reason is active in AESOP. If it’s marked ‘Public to Employee’ in AESOP, it’s considered active
Description: Populates with the AESOP Absence Reason Name.
Absence Reason ID: is their version of the leave type category. It is located on the ‘External ID’ field on the AESOP Absence Reason record. It must match the 2 character leave type category from ESS/USPS.
Available ESS/USPS leave type categories:
CA = calamity; DO = dock; HO = holiday; JD = jury duty; MI = military; OT = other; PL = personal leave; PR = professional leave; SI = sick; UN = unknown; VA = vacation
Absence Reason DB Key: unique identifier in AESOP.
Absence Reason Id2: is their version of their leave sub category. It is located on the ‘External ID 2’ field on the AESOP Absence Reasons record. It much matc match the 2 character sub category code created in ESS
Sub Category Status: is the ESS Sub Category ‘Active’ status.
ESS Sub Category: If matched, it populates with the ESS Sub Category code
ESS Sub Category Description: If matched, it populates with the ESS Sub Category Description
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Is Matched: If the AESOP Master Data>School>General Information ‘External Number’ matches the ESS Building Code’s IRN, a green checkmark is displayed. On the ESS School grid, the AESOP External Number is stored under the ‘Building IRN’ column. Schools are linked through the USPS Building Code>Building IRN property (which is synced to ESS when a position is synced). Otherwise, if it doesn’t match, a red 'X” will be displayed.
NOTE: If the buildings aren’t matched between AESOP/ESS, AESOP leave absences containing the AESOP building will not pull into ESS and the district will not be able to locate the AESOP generated absence via the ‘Leave Requests’ menu. To determine why the absence did not pull in, you may filter the specific absence via the Absence Management Data Import View>Absence Create and click
to view the details. Review the information under ‘Processed Message’. It may include a message stating ‘Error creating leave request with conf #xxxxxxxxxx;School not found’. From there, you can refer to the School grid to determine if a mismatched school is the issue.
Is Active: Indicates if the building is active in AESOP.
Name: Populates with the AESOP School Name.
NOTE: If the AESOP External ID does not match up the ESS Building Code’s IRN, the Building Code, Building IRN and USPS Description columns will not populate
Building Code: If matched, populates with ESS/USPS Building Code number
Building IRN: If matched, populates with the ESS/USPS Building Code’s Building IRN
USPS Description: If matched, populates with the ESS/USPS Building Code’s description
Web Id: AESOP unique identifier
External ID: AESOP Building Code identifier found on the AESOP Master Data>School>General Information ‘External Number’
Start time/end time and breaks: These values are unused in ESS, but they are imported from AESOP. They serve as defaults in AESOP when entering leave by building. ESS will pull the start/end times from the AESOP Absence Record
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The Employee data pulled from Absence Management is stored on this grid. When the 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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Identifier to the employee’s ESS Employee Number.
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Click
to drill down further to view position data, showing which positions in ESS match one of the AESOP Employee Records.Matched: If the AESOP Employee matches the ESS Employee, a green checkmark will be displayed. Otherwise, if it doesn’t match, a red 'X” will be displayed.
Active in AESOP: Indicates if the Absence Reason the employee is active in AESOP.
ESS Username: ESS username
Full Name: AESOP Full Name
AESOP Employee ID: AESOP Identifier
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 RecordAESOP Email: employee email address on their AESOP employee record
ESS Email: employee email address on their ESS user record
AESOP Phone: employee phone number stored on their AESOP employee record
ESS Phone Number: employee phone number stored on their ESS user record
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More Information on Absence Management (AESOP) Integration
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