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.

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

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

Open

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

Open

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 https://mcoecn.atlassian.net/browse/ESS-236 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

13. Import Kiosk AESOP Configuration

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