Determining 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 sub-tracking, 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: PLEASE NOTE: ESS does not provide a sub-calling feature in the software.

  • 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’ on the Sub Coordinator grid. Users with one of these roles will then be able to edit a user’s leave request entering the substitute information and mark ‘Substitute Scheduled’ to indicate a sub has been scheduled for the user’s requested absence. However ESS does not provide a sub-calling feature in the software.

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 7-11 in the Employee Self Service Import to Kiosk guide. Step 13 will convert the AESOP configuration settings from Kiosk to the ESS System>Configuration>AESOP Configuration settings.

  • 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.

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    • 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.

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 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.

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    • 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.

Data Import View

Contains the leave request data pulled from Frontline Absence Management (AESOP) into various grids. However, the grid 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.

Role: Leave Manager, District Manager and Admin roles.

Absence Create

ESS pulls Frontline Absence Management (AESOP) leave request details hourly. 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

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’.

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.

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

Contains a grid of the details from the Data Sync options. This grid will get updated when a Data Sync option has been synced manually.

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 Reason with the ESS Building Code’s IRN.

• Is Matching: 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.

• 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.

• 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

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.

• 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

• ESS Sub Category Description

Employee Sync

Not available yet. ESS-656

More Information on Absence Management (AESOP) Integration

Turning Off Kiosk/AESOP Integration

Please click here for the steps involved in turning off Kiosk/AESOP integration.

Absence Management District Configuration

Please click here for more information on enabling the Absence Management Integration.

User Grid

• Under the More option, the Sync to Aesop column can be added to indicate if the user is synced with AESOP.