Integration Set Up

Integration information for Frontline’s Absence Management application with ESS is provided below.

Using ESS only to track substitutes and leave request workflows

• If your district plans to use ESS only for tracking sub-calling, entering leave requests, approving leave requests and exporting leave requests to USPS, there is no Frontline Absence Management (AESOP) integration setup required. For additional information about substitute tracking in ESS, please refer to the following chapters:

  • System>Configuration>Default Substitute for Appointment Type Configuration: Allows user with District Manager or Admin role the ability to set certified, classified (or both) appointment types to require ‘Substitute Needed” on a user’s leave request.

  • Sub Coordinator: Allows user with Sub Coordinator, District Manager or Admin role the ability to view outstanding leave requests that have been marked with ‘Substitute Needed’. Users with one of these roles will then be able to enter substitute information on outstanding leave requests.

Using Frontline Absence Management (AESOP) only to track substitutes and leave request workflows

• 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. Step12 will convert the AESOP configuration settings from Kiosk to ESS System>Configuration>AESOP Configuration settings.

  • NOTE: Since workflows will NOT be used for leaves coming from Frontline Absence Management (AESOP) in ESS, users cannot submit and/or approve leave requests in ESS. Leave requests must be created and approved in Frontline Absence Management (AESOP). ESS will pull leave request data from Frontline Absence Management (AESOP) into ESS with an ‘Approved’ status. 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 and are pulled into ESS every hour.

  • 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 or Frontline Absence Management (AESOP) (necessary to note this?)

    • If the district exports 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 updates to Frontline Absence Management (AESOP) therefore the leave request status will NOT be updated in Frontline Absence Management (AESOP) to reflect that it’s been exported to USPS. Same applies if the district exports approved leave in AESOP in order to post into USPS. The status of the leave request in Frontline Absence Management (AESOP) will change from approved to exported, however the status of the leave requests will NOT be updated in ESS. The two systems will NOT update each other’s leave request status in this case.

Using both Frontline Absence Management (AESOP) and ESS at the same district

• 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, W2s and/or Frontline Absence Management (AESOP) leave requests in ESS. For staff who require a substitute, their existing Kiosk workflow should not be converted to ESS and instead created in Frontline Absence Management (AESOP). Please refer to Frontline’s Absence Management documentation on how to create workflows in their application. As stated above, staff requiring a sub will need to submit their leave and process the workflow approval in Frontline Absence Management (AESOP).

  • ESS will pull Frontline Absence Management (AESOP) leave request data into ESS with an ‘Approved’ status. Staff needing a sub will be able to view (only) their Frontline Absence Management (AESOP) leave requests in ESS. The leave requests will be denoted with an external ID and origin of Absence Management and are being pulled into ESS every hour.

  • 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 or Frontline Absence Management (AESOP) (necessary to note this?)

    • If the district exports 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 updates to Frontline Absence Management (AESOP) therefore the leave request status will NOT be updated in Frontline Absence Management (AESOP) to reflect that it’s been exported to USPS. Same applies if the district exports approved leave in Frontline Absence Management (AESOP) in order to post into USPS. The status of the leave request in Frontline Absence Management (AESOP) will change from approved to exported, however the status of the leave requests will NOT be updated in ESS. The two systems will NOT update each other’s leave request status.

Data Import View

Contains the leave request data pulled from Frontline Absence Management (AESOP) into various grids. However, it only contains data within the last seven days in these grids. Any leave requests outside of this range can be viewed in the user’s ‘leave request’ area of ESS. Leave Manager, District Manager and Admin roles have the ability to view the data in these grids.

Absence Create

ESS pulls Frontline Absence Management (AESOP) leave requests hourly. The details of the leave request will appear under the ‘Absence Create’ grid. 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

Any canceled Frontline Absence Management (AESOP) leave requests will appear under the ‘Absence Cancelled’ grid when ESS pulls hourly. 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’. Once canceled, does it remove it from the absence create grid?

Absence Update Data

I don’t know what ‘update’ means for this grid. If a LR is exported from AESOP (to post into USPS), I’m assuming that’s not considered an update because it’s not looking at statuses. Does update mean if any LR details are changed in AESOP, it will then display the updated AESOP LR in this grid? Does it then remove it from the absence create grid?

Absence Updated Log

I don’t know what this includes or how it’s different than the absence update data above.

Sub Assigned Log

Once a sub is assigned to an 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 an 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.

AESOP Data Sync

This option is available on an as-needed basis if, for some reason, the data pulled from Frontline Absence Management (AESOP) needs to be synced more often (than the scheduled hourly job).

Need information for the following:

• Absence Reason Sync

• School Sync

• Employee Sync