Employee Self Service Import from Kiosk

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.

Import Kiosk District Configuration
Import Kiosk Leave Type Configuration
Import Kiosk Users
Import Kiosk User Time Preferences
Sync Position Data
Sync Leave Balance Data
Import Kiosk Leave Request Groups
Import Kiosk Leave Request Group Members
Import Kiosk Sub Categories
Import Kiosk Leave Request Workflows
Import Kiosk Leave Request Workflow Levels
Import Kiosk URL’s

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.

1. Import Kiosk District Config

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

2. Import Kiosk Leave Type Configuration

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

3. Import Kiosk Users

NOTE: Even though we are not importing Kiosk passwords or phone numbers, some of the foreign characters in those columns 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) and Column Q (phone number) 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

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

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:

- 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.

4. Import Kiosk User Time Preferences

Headers Required

USERNAME
DEFAULT_START_TIME_PREF
DEFAULT_END_TIME_PREF

All other columns in this file are ignored.

Navigate to System / Kiosk Load

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

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.

5. 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.

6. 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.

7. Import Kiosk Leave Request Groups

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.

8. Import Kiosk Leave Request Group Members

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

9. Import Kiosk Sub Categories

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

10. Import Kiosk Leave Request Workflows

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: Users want to filter group chains by positionClosed 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.
could not execute statement [ERROR: duplicate key value violates unique constraint ""group_chain_name_key
- The Group Chain Name was already imported into ESS. It will not import succeeding group chains with a duplicate name. Either edit the Group Chain Name in the resulting CSV file and re-import resulting CSV file or add the group chain manually in ESS (with a different name).

11. Import Kiosk Leave Request Workflow Group Levels

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

12. Import Kiosk URL’s

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

Headers Required

URL
URL_DESC
DISPLAY_ORDER
EMPID