The System menu contains programs that control how processing is defined and done in the system and other options in ESS.

Role: District Manager or Admin role.

App Log

Used by SSDT and ITC to debug issues, but it also stores Auditable Events and logging info that can be useful to ITC / users.  Click for more details.

Open

Batch Job

Displays ESS scheduled or manually run batch job in grid format. Click on on a specific batch job for further information

Batch job include:

• syncAbsencesJob: automatically scheduled to run hourly

• leaveBalancesSyncJob: automatically scheduled to run nightly unless the manual sync has been performed under System>USPS Data Sync

• positionSyncJob: automatically scheduled to sync weekly unless the manual sync has been performed under System>USPS Data Sync

• generatePeriodsJob: automatically scheduled to run ??

Open

Configuration

Please click here for more information on the system’s Configuration options.

Date Codes

Used with existing Custom Date Codes in USPS’s Core>Date Codes (i.e. FBI check).

Create a Date Code

1. Once a date code exists in USPS, the user can pull the USPS Date Code into ESS. Next, click ‘Continue’

2. The Date Code and Description from USPS auto loads. The user can enter the following:

   1. Expiration Terms in Days: Number of days the date code is valid

   2. Days Before Expiration to Notify: Number of days prior to the expiration date that the employee will be notified

   3. Notification Message: Message employee will receive in ESS based on days before it’s set to expire

   4. Active checkbox: uncheck when users needs to disable date code notification.

Kiosk Load

Used to import data extracted from the Legacy Kiosk application.

Kiosk Load options include the ability to import:

• Kiosk District Configuration

• Kiosk Leave Type Configuration

• Kiosk Users* - please refer to Employee Self Service Import from Kiosk guide for further information on editing the Kiosk User spreadsheet prior to importing into ESS

• Kiosk User Time Preferences

• Kiosk Leave Request Groups

• Kiosk Leave Request Group Members

• Kiosk Sub Categories

• Kiosk Leave Request Workflows

• Kiosk Leave Request Workflow Group Levels

• Kiosk URLs

• Absence Management (AESOP) District

Please follow the steps in the Employee Self Service Import from Kiosk in the order provided. 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 any errors. Repeat until all errors have been resolved.

Mass Load

Used to mass load new information or mass update existing ESS data via a spreadsheet. Once the data is saved in the spreadsheet, the user can then mass load the data via the Mass Load option.

Example of existing ESS User data in a spreadsheet

• Upload File: Must be in CSV format.

• Mass Load Option: Currently, only User data is allowed to be mass loaded into ESS.

• Click Import to load the User data

• A ‘loader-error.csv' file will be generated displaying any errors and the number of records loaded. Error messages will also be displayed on the screen in the ‘Message’ area.

User Import Criteria:

• When loading user data, the field names on the spreadsheet must exactly match the Field names listed below.  The field names are not case sensitive.

• When creating new records, the fields specified below as "Required" must be included in the spreadsheet.  All other fields are optional.  All date formats are accepted (i.e. mm-dd-yyyy, mm/dd/yyyy, mmddyyyy, etc).

• When updating existing records, use the to extract the desired User data from the User grid. It will generate a CSV formatted file containing the filtered user data as well as automatically includes a ‘user_id' column that contains the existing user record’s UUID.  Leave the 'user_id' column in the spreadsheet and do not edit or remove the data in this column.  This field is needed when loading changes made to existing user record data.

Please reference the available roles table below when entering a role on your user spreadsheet. The role must be in UPPERCASE and match exactly to what is displayed in the ‘Role Name for User Import' column.

Organization

The 'Organization' refers to district information such as district address and ID numbers that are unique to a district. Currently, the organization is not included on the Legacy Kiosk load imports. Districts will have to manually add their Organization information into ESS.

Test Connection

Testing the connection between ESS, USPS and Workflows is part of the post-installation procedures from the Employee Self Service Installation Guide.

The Test USPS Connection and Test Workflow Connection buttons are selected to notify the user whether or not ESS is properly connected to the district’s USPS and Workflows applications. If the connection is successful, the user will see "Connection Successful" messages. 

Test Email

May be used to send a test email to an ESS user to ensure email notifications work for their leave request submissions/approvals.

If a user wants to opt out of leave request emails, in their User Profile (located on the Home Screen) they may disable the select to opt out of receiving emails.

Enter the user’s email address in the To: field and click on ‘Send Email’ to send the test email.

USPS Data Sync

This option is available on an as-needed basis if, for some reason, the position or leave balance data from USPS needs refreshed. ESS is set up to always pull the most recent USPS Position and Leave Information upon log in.