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To help ITC’s / Districts with the conversion from Kiosk to Employee Self Service multiple CSV loaders have been created. There is a required load order and each step will provide any extra necessary details.

Before you begin the import process, please make sure the Employee Self Service application is connected to USPS and Workflows. You can verify the connections under the system menu in Employee Self Service.

If your district did not use leave requests in Kiosk nor do they plan to use them in ESS, you may skip step 2 (Leave Type Configuration) and steps 7-11 below (includes Groups, Group Members, Sub Categories, Workflows and Workflow Levels).

Import Process

The outline of the import process is as follows.

  1. Import Kiosk District Configuration

  2. Import Kiosk Leave Type Configuration

  3. Import Kiosk Users

  4. Import Kiosk User Time Preferences

  5. Sync Position Data

  6. Sync Leave Balance Data

  7. Import Kiosk Leave Request Groups

  8. Import Kiosk Leave Request Group Members

  9. Import Kiosk Sub Categories

  10. Import Kiosk Leave Request Workflows

  11. Import Kiosk Leave Request Workflow Levels

  12. Import Kiosk URL’s

  13. Import Kiosk AESOP Configuration

For any of following Import processes you perform via the System>Kiosk Load option in ESS, please review any error messages generated from each import as well as the error file generated. Please fix the errors on the generated error file (not the original CSV) and import the updated error file to fix the errors. Repeat until all errors have been resolved. For any errors that aren’t resolved, please create a ticket to the SSDT.

We also strongly recommend to review the converted data in ESS after import to ensure all data is reflected correctly in ESS.

Import Kiosk District Config

The file for Kiosk District should be in the form of IRN_KIOSK_DISTRICTS.csv

This file will load the Organization data and the majority of Kiosk District Configuration options.

Navigate to System / Kiosk Load, upload the file and select Kiosk District

Headers Required

  • IRN

  • DISTRICT_NAME

  • ADDRESS

  • CITY

  • STATE

  • ZIP

  • COUNTY

  • LEAVE_EXPENSE_FLAGS

  • LEAVE_TYPE_DISPLAY_FLAGS

  • KIOSK_FUNCTIONALITY_FLAGS

  • PROFILE_DISPLAY_FLAGS

  • MILEAGE_RATE

  • JOB_STATUS_DISPLAY_FLAGS

  • POSITION_DETAILS_FLAGS

  • HOURLY_LEAVE_INCREMENT

  • DAILY_LEAVE_INCREMENT

  • SUB_NEEDED_APPOINTMENTTYPE

  • PASSWORD_EXP_DAYS

  • MILEAGE_RATE_CLASSIFIED

  • USER_EXPIRATION

  • AESOP_INTEGRATION

  • ABSENCE_WARNING_THRESHOLD

  • LEAVE_BALANCE_FLAGS

Import Kiosk Leave Type Configuration

The file for Kiosk Leave Type Configuration should be in the form of IRN_KIOSK_ABSENCE_CATEGORIES_ATTR.csv

Once this import has been completed, you can find the results in the Leave Type Configuration found in the System menu

Navigate to System / Kiosk Load, upload the file and select Kiosk Leave Type Configurations

Headers Required

  • ABS_NUM

  • ABS_REASON_REQUIRED

  • ABS_SUBSTITUTE_NEEDED

  • ABS_INCLUDE_EXPENSE

  • SUB_CATEGORY_REQUIRED

  • DISALLOW_BLACKOUT

  • CANCELLATION_REASON

  • ADD_TO_LEAVE_BALANCES_CONTROL

Import Kiosk Users

The file for Kiosk Users should be in the form of IRN_KIOSK_USERS.csv

NOTE: Even though we are not importing Kiosk passwords, some of the foreign characters in that column may prevent users from being imported properly. To prevent this from occurring, edit the CSV file prior to your initial User import, removing the contents in Column K (password) but leave the column header intact.

Headers Required

  • USERNAME

  • EMPID

  • ADMIN_PRIV

  • FIRST_NAME

  • MIDDLE_NAME

  • LAST_NAME

  • SUFFIX_NAME

  • DELETED_DATE

All other columns in this file are ignored. A user with a value in the DELETED_DATE column will be ignored while processing.

Navigate to System / Kiosk Load

image-20240430-155614.png

From here you can select the file to upload and kiosk load option Kiosk User. Then click the import button.

image-20240430-155814.png

An error file will be generated and any messages will be displayed on the screen once the file has been processed.

Verify that the total records loaded match non-deleted users in the Kiosk Users file. You can also extract the users to a CSV file from the Users grid.

Possible error conditions include:

  • image-20240723-175400.png

    • This indicates a possible issue with the contents in Column K (password) column. Even though we are not importing Kiosk passwords, some of the foreign characters in that column may be preventing users from being imported. To fix this, on the CSV file created as a result of the User import, remove the contents in Column K (password) and run the User import again to import the remaining users.

Import Kiosk User Time Preferences

The file for Kiosk Users should be in the form of IRN_KIOSK_USER_TIME_PREF.csv

This file will use the kiosk username to set the time pref. Make sure that the usernames are not changed until after this step (if changing usernames).

Headers Required

  • USERNAME

  • DEFAULT_START_TIME_PREF

  • DEFAULT_END_TIME_PREF

All other columns in this file are ignored.

Navigate to System / Kiosk Load

image-20240430-155614.png

From here you can select the file to upload and kiosk load option Kiosk User Time Preferences. Then click the import button.

image-20240718-124144.png

An error file will be generated and any messages will be displayed on the screen once the file has been processed.

  • “Unknown user with username ssmith@sampleville.org”: On the related KIOSK_USERS.CSV import file that is loaded into ESS prior to this step, it will not load users that have DELETED listed at the beginning of their username. The USER_TIME_PREF.CSV file will generate an error and not load the user preferences since the (deleted) user was never imported into ESS.

Sync Positions

Once Users have been imported, you will want to sync positions. Navigate to the USPS Data Sync view which can be found under the System menu.

Click the Sync Positions button to being the background job. This could take a few mins.

image-20240430-160824.png

Sync Leave Balances

Once the positions have been synced to Employee Self Service, you can perform a Leave Balance Sync from the same view as above.

Import Kiosk Leave Request Groups

The file for Kiosk Groups should be in the form of IRN_KIOSK_LAAWF_GROUP.csv

Navigate to System / Kiosk Load, upload the file and select Kiosk Leave Request Groups

Headers Required

  • GROUP_ID

  • GROUP_NAME

  • GROUP_TYPE

All other columns in this file are ignored.

Import Kiosk Leave Request Group Members

The file for Kiosk Group Members should be in the form of IRN_KIOSK_LAAWF_GROUP_MEMBERS.csv

Navigate to System / Kiosk Load, upload the file and select Kiosk Leave Request Group Members

Headers Required

  • GROUP_ID

  • GROUP_MEMBER_ID

  • APPROVER

Possible error conditions include

  • Could not find Employee in USPS with number {employeeNumber}

    • The Employee for the provided number does not have a User linking back to USPS in Employee Self Service.

  • Could not find group with kiosk ID {kiosk id}

    • This message indicated an orphaned record from Kiosk. A group member with no group to belong to.

  • Unknown approver type

    • The valid approver types are Y, E, or N

Import Kiosk Sub Categories

The file for Kiosk Sub Categories should be in the form of IRN_KIOSK_ABSENCE_SUB_CATEGORIES.csv

Navigate to System / Kiosk Load, upload the file and select Kiosk Sub Categories

Headers Required

  • STATUS

  • REQUIRED

  • SUB_CATEGORY

  • SUB_CATEGORY_DESCRIPTION

  • ASSOCIATED_ABSENCE_CATEGORY

Possible error conditions

  • Unknown STATUS value

    • Value must be A or I

  • Unknown REQUIRED value

    • Value must be Y or N

  • Unknown associated absence type

    • Value must be

      • VA

      • SI

      • PL

      • PR

      • HO

      • MI

      • JD

      • CA

      • DO

      • CT

      • OT

      • UN

      • Blank

Import Kiosk Leave Request Workflows

The file for Kiosk Workflows should be in the form of IRN_KIOSK_LEAVE_APPROVAL_AWF.csv

If BUILDING_IRN is used for workflows, you will want to verify each building code included in the workflow is correct. Building IRN in USPS is not unique and could reference more than one Building Code. When multiple codes are found for the same Building IRN, ALL codes are included in the workflow.

Navigate to System / Kiosk Load, upload the file and select Kiosk Leave Request Workflows

Headers Required

  • LEAVE_FLOW_NAME

  • LEAVE_FLOW_ID

  • LEAVE_FLOW_PRIORITY_SEQ

  • EMPLOYEEID

  • PAYGROUP

  • LEAVETYPE

  • DEPARTMENTCODE

  • SUB_CATEGORY

  • DELETED_DATE

  • BUILDING_IRN

  • JOB_NO

Possible error conditions include

  • Group Chains with job number(s) has not been implemented in Employee Self Service. This will be done on a future release

    • It is not possible to load group chains with positions at this time. Follow ESS-236 - Getting issue details... STATUS for progress updates.

  • Could not find Employee in USPS with number {number}

    • The Employee for the provided number does not have a User linking back to USPS in Employee Self Service.

  • Could not find pay group with number {pay group code}

    • The pay group has not been synced with Employee Self Service

  • Could not find building with irn {irn number}

    • The building code has not been synced with Employee Self Service

  • Could not find department with code {department code}

    • The department code has not been synced with Employee Self Service

  • Could not find leave type of {leave type}

    • The leave type is not valid.

    • Valid leave types are;

      • Calamity

      • Compensatory Time

      • Dock

      • Holiday

      • Jury Duty

      • Military

      • Other

      • Personal Leave

      • Professional Leave

      • Sick Leave

      • Vacation Leave

      • Unknown

      • *

  • Count not find sub category with category {category}

    • Sub Category with the provided code does not exist in Employee Self Service.

Import Kiosk Leave Request Workflow Group Levels

The file for Kiosk Workflow Group Level should be in the form of IRN_KIOSK_LAAWF_LEVEL.csv

Navigate to System / Kiosk Load, upload the file and select Kiosk Leave Request Workflows Group Level

Headers Required

  • GROUP_ID

  • LEAVE_FLOW_ID

  • LEAVE_FLOW_LEVEL

Possible error conditions include

  • Could not find Group Chain with kiosk id {kiosk_id}

    • A workflow level record has been orphaned in Kiosk

Import Kiosk URL’s

The file for Kiosk URLs should be in the form of IRN_KIOSK_URLS.csv

This loader is optional

Employee Links are not supported in Employee Self Service. Modern web browsers bookmarks are a better replacement. Please let you users know to bookmark any of their custom links before conversion.

Navigate to System / Kiosk Load, upload the file and select Kiosk URL

Headers Required

  • URL

  • URL_DESC

  • DISPLAY_ORDER

  • EMPID

Import Kiosk AESOP Configuration

If the district plans to integrate with AESOP, this loader can be used to convert the AESOP configuration.

The file for AESOP Configuration should be in the form of IRN_KIOSK_AESOP_DISTRICT.csv

Navigate to System / Kiosk Load, upload the file and select Absence Management (AESOP) District

Headers Required

  • ORG_ID

  • API_KEY

  • TEMPLATE_ABSENCE

  • TEMPLATE_ABSENCE_REASON

  • TEMPLATE_EMPLOYEE

  • TEMPLATE_SCHOOL

  • TEMPLATE_SUBSTITUTE_ASSIGNED

  • TEMPLATE_SUBSTITUTE_REMOVED

  • LEAVE_TYPES_SEND_INTIATED

  • TEMPLATE_CANCELLED

  • TEMPLATE_ABSENCE_DATA_UPDATE

  • TEMPLATE_UPDATED

  • AESOP_DATA_INTEGRATION

  • AESOP_SUB_NEEDED_APPT_TYPE

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