Workforce Central Import User’s Guide

®

A guide to XML and table import.

Kronos Workforce Central Suite Version 5

Document Part Number: 4703390-001 Document Revision: A

The information in this document is subject to change without notice and should not be construed as a commitment by Kronos Incorporated. Kronos Incorporated assumes no responsibility for any errors that may appear in this manual. This document or any part thereof may not be reproduced in any form without the written permission of Kronos Incorporated. All rights reserved. Copyright 2005. Altitude, Cambridge Clock, CardSaver, Datakeeper, Datakeeper Central, eForce, Gatekeeper, Gatekeeper Central, Imagekeeper, Jobkeeper Central, Keep.Trac, Kronos, Kronos Touch ID, the Kronos logo, My Genies, PeoplePlanner, PeoplePlanner & Design, Schedule Manager & Design, ShopTrac, ShopTrac Pro, StarComm, StarPort, StarSaver, StarTimer, TeleTime, Timekeeper, Timekeeper Central, TimeMaker, Visionware, Workforce Accruals, Workforce Central, Workforce Decisions, Workforce Express, Workforce Genie, and Workforce TeleTime are registered trademarks of Kronos Incorporated or a related company. Altitude Dream, Altitude Pairing, Altitude PBS, Comm.Mgr, CommLink, DKC/Datalink, FasTrack, HR and Payroll Answerforce, HyperFind, Improving the Performance of People and Business, Kronos 4500, Kronos 4500 Touch ID, Kronos e-Central, KronosWorks, KVC On Demand, Labor Plus, Momentum, Momentum Essentials, Momentum Online, Schedule Assistant, Smart Scheduler, Smart View, StartLabor, Start Quality, Start WIP, Starter Series, Timekeeper Decisions, Timekeeper Web, VisionPlus, Winstar Elite, WIP Plus, Workforce Activities, Workforce Attendance, Workforce Connect, Workforce Employee, Workforce HR, Workforce Leave, Workforce Manager, Workforce MobileTime, Workforce Payroll, Workforce Record Manager, Workforce Recruiter, Workforce Scheduler, Workforce Scheduler with Optimization, Workforce Smart Scheduler, Workforce Tax Filing, Workforce Timekeeper, and Workforce View are trademarks of Kronos Incorporated or a related company. All other trademarks or registered trademarks used herein are the property of their respective owners and are used for identification purposes only. When using and applying the information generated by Kronos products, customers should ensure that they comply with the applicable requirements of federal and state law, such as the Fair Labor Standards Act. Nothing in this Guide shall be construed as an assurance or guaranty that Kronos products comply with any such laws.

Published by Kronos Incorporated 297 Billerica Road, Chelmsford, Massachusetts 01824-4119 USA Phone: 978-250-9800, Fax: 978-367-5900 Kronos Incorporated Global Support: 1-800-394-HELP (1-800-394-4357) For links to information about international subsidiaries of Kronos Incorporated, go to: http://www.kronos.com Document Revision History Document Revision A Product Version Workforce Central 5.1 Release Date June 2005

Contents

About This Guide Organization of this guide ............................................................................. 6 Users of this guide .................................................................................. 6 Abbreviations and terms ................................................................................ 7 Workforce Timekeeper documents ................................................................ 8 Chapter 1: Data Import Overview Overview of data import .............................................................................. 12 Running data imports ............................................................................ 13 Common information for XML and table imports ...................................... 14 XML and table import comparison ....................................................... 14 Accessing XML and table import components ..................................... 14 User access rights for completing import tasks ................................... 15 Import sequence .................................................................................... 16 Notification of import status ................................................................. 20 Name the import ................................................................................... 21 Import performance and totalization ..................................................... 22 Import reports ........................................................................................ 22 Remove XML and table import files .................................................... 23 Use the import log files ......................................................................... 24 Chapter 2: XML Import About XML import ...................................................................................... 28 Plan the XML import ................................................................................... 30 Run the XML import ................................................................................... 33 Use the Event Manager to schedule an XML import ........................... 33 Run an unscheduled XML import ......................................................... 34 Workforce Connect command line switches ......................................... 35 Check the results of an XML import ........................................................... 38

Contents

View the XML import results summary in the Import Statistics report ................................................................38 View XML import errors in the Import Errors report ...........................39 Transaction Assistant .............................................................................41 Chapter 3: Table Import About table import .......................................................................................48 Plan the table import ....................................................................................50 Table import planning guidelines ..........................................................51 Access the Table Import workspace ............................................................52 Configure the table import batch .................................................................53 Create a new table import batch ............................................................53 Duplicate a table import batch ...............................................................54 Edit an existing table import batch ........................................................55 Delete a table import batch ....................................................................55 Run a table import batch ..............................................................................57 Schedule a table import batch ................................................................57 Set the schedule interval ........................................................................58 Run an unscheduled table import batch .................................................60 Check the table import results ......................................................................61 View table import results summary in Import Statistics report .............62 View the table import errors in Import Errors report ............................63 Delete incorrect data from import tables ......................................................65 Stop and reset a batch import .......................................................................66 Table import reference .................................................................................67 ACCRUALIMPORT .............................................................................67 ACCRUALDATEIMPORT ..................................................................67 LABLEVENTIMPORT ........................................................................68 LLSETIMPORT and LLSETLLEIMPORT ..........................................68 PAYCATEDITIMPORT .......................................................................69 PERSONIMPORT, PERSONDATEIMPORT, and PERSONMANYIMPORT ..........................................................69 PUNCHIMPORT .................................................................................70 SCHEDULEIMPORT ...........................................................................70 SCHEDPCEIMPORT ............................................................................71 Index
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About This Guide

This guide is for people who schedule and run data import operations, track the status of the operations, and correct errors when they occur. This preface contains the following sections: • • • “Organization of this guide” on page 6 “Abbreviations and terms” on page 7 “Workforce Timekeeper documents” on page 8

About This Guide

Organization of this guide
The guide contains information for importing data to Kronos labor management systems, including: • • • • • • • • • Kronos® Workforce Activities™ Kronos® Workforce Attendance™ Kronos® Workforce Leave™ Kronos® Workforce Scheduler™ Workforce Scheduler with Optimization Kronos® Workforce Timekeeper™ Chapter 1, “Data Import Overview,” provides an overview of XML and table import, and describes common features. Chapter 2, “XML Import,” explains how to schedule an XML import and how to review and correct errors using the Transaction Assistant. Chapter 3, “Table Import,” explains how to schedule and run a table import and how to review and correct errors.

This guide contains the following chapters:

Users of this guide
Refer to the following chapters, depending on the type of import that you will run: • • If you are working with an XML import, read Chapter 1, “Data Import Overview” and Chapter 2, “XML Import”. If you are working with a table import, read Chapter 1, “Data Import Overview” and Chapter 3, “Table Import”.

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Abbreviations and terms

Abbreviations and terms
The guide uses the following abbreviations and terms:
Abbreviation DTK XML Meaning Development Toolkit Extensible Markup Language

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About This Guide

Workforce Timekeeper documents
The following documentation is available to help you install, maintain, and use the Workforce Timekeeper database and software: • Guide to Planning a Workforce Central Installation provides an overview of the Workforce Timekeeper architecture, outlines the system requirements, explains how to install the product’s server and client components, and includes licensing and upgrade requirements. Workforce Central System Administrator’s Guide provides an overview of the system architecture, explains system administration tasks, and tells how to work with logs and reports. Getting Started with Workforce Timekeeper—A Managers Guide for Power Users summarizes the most common manager tasks, which include using Workforce Genies, Timecards, Reports, and the People Editor. Getting Started with Workforce Timekeeper—A Guide for Managers summarizes key product features for people who access employee time and attendance information. The book also explains the various Workforce Timekeeper components and the most common tasks that managers are likely to perform with each component. Getting Started with Workforce Timekeeper—An Employee Guide for Power Users explains some of the most common employee tasks, which include using the Timecard and Time Stamp components, as well as viewing personal schedules and reports. Getting Started with Workforce Timekeeper—A Guide for Employees explains some of the most common employee tasks in Workforce Employee- HTML Client, which includes using the Timecard, Time Stamp, and Quick Time Stamp components, as well as viewing personal reports. Workforce Record Manager Installation Guide includes installation and configuration instructions for Workforce Record Manager, the Setup Data Manager, and the non-production databases and application servers that make up the Workforce Record Manager environment.

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Workforce Timekeeper documents

Workforce Record Manager User’s Guide primary use is for customers and service personnel who use Workforce Record Manager and the Setup Data Manager to copy data from one Workforce Central database to another. It contains instructions for creating, running, and scheduling Workforce Record Manager jobs and for administering the Workforce Record Manager environment. Workforce Timekeeper Quick Reference to Schedule Groups explains major changes to how schedule groups work in the current version of Workforce Timekeeper, as opposed to how they worked in earlier versions. Workforce Central Process Manager Programmer’s Guide—Timekeeping and Scheduling provides information on how to configure the Workforce Timekeeper and Workforce Scheduler process templates. Workforce Central Process Manager/Messaging Database Tables Reference Guide is an addendum to the Workforce Timekeeper Database Views Reference Guide that specifically deals with Process Manager and Messaging specific database tables. Workforce Central Process Manager Programmer’s Guide tells how to use Process Manager to configure, implement, and maintain automated business processes across an organization. Workforce Central System Administrator’s Guide—Timekeeping describes the administrator’s activities, such as system configuration and setup, and working with log reports, predefined data, and diagnostic tools. Workforce Timekeeper Database Tables Reference Guide contains details about the Workforce Central database tables. Workforce Timekeeper Database Views Reference Guide provides information and details about Views and how they are used as virtual tables in Workforce Central. Workforce Central Database Administrator’s Guide explains how to maintain the Oracle and SQL Server 2000 databases for Workforce Timekeeper. This guide includes procedures for backing up databases, restoring and recovering databases, adjusting performance, and using maintenance utilities. Workforce Timekeeper Table Format Import Programmer’s Guide provides instructions and table data for Workforce Timekeeper Import tables.

• •

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About This Guide

Workforce Central Import User’s Guide provides information about setting up and running XML and table imports for labor management systems. It describes the Transaction Assistant used to correct failed XML import data. Workforce Timekeeper XML Import Programmer’s Guide provides information that specifically addresses XML import issues, and includes descriptions of all of the tags, actions, and properties used by import transactions. Workforce Timekeeper XML Export Programmer’s Guide addresses XML export issues, and includes descriptions of all of the tags, actions, and properties used by export transactions. Guide to Translating and Customizing Workforce Central provides instructions for editing the browser-based graphical user interface, the Setup applications user interface, and the associated browser-based Help files for Workforce Timekeeper and Workforce Scheduler. Developer’s Toolkit documentation: Workforce Timekeeper includes an Application Program Interface (API) that you can use to access certain Workforce Timekeeper features from application programs. The Workforce Central Developers Toolkit Programmer’s Guide includes annotated sample programs that show how to use the API, and the Workforce Central Developers Toolkit Reference Guide—Timekeeping provides detailed information about each element of the API. Online Help for the Workforce Timekeeper system is installed automatically with the product. To access online Help: click the Help link at the bottom of the navigation bar, or click the Help icon in the component, or click the Help button in a dialog box. Release notes provide additional information about Workforce Timekeeper, including a list of new features, resolved issues, and late-breaking changes. Workforce Connect Developer’s Reference Guide describes how to use Workforce Connect to build and modify interfaces between systems.

Other documentation that you might find useful includes: •

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Chapter 1

Data Import Overview

This chapter contains information about both XML and table imports, including the following sections: • • “Overview of data import” on page 12 “Common information for XML and table imports” on page 14

Chapter 1

Data Import Overview

Overview of data import
The import function lets you transfer data from one system to the Workforce Central database, enabling the Kronos labor management products to work with data from other systems that your company uses. Importing data involves selecting data from a source file or database, mapping it to fit the requirements of the Workforce Central database, and updating the data in Workforce Central. Selecting and mapping data between systems is usually done by programmers, using Workforce Connect or another integration tool, and is not discussed here. This guide focuses on scheduling and running imports, and correcting errors if they occur during the import. It is important to schedule imports to ensure that data is updated on a regular basis. For example, you can: • • Run a punch import every hour to update punch data in the Workforce Central database from punch data collected by a separate punch system. Run a person import every night during low network traffic time periods, to update the Workforce Central database from the human resources system and get the most recently hired and updated employee data.

In addition to scheduled imports, you can also run imports whenever you feel it is necessary to do so. Workforce Central provides two types of import: XML and table. If you are already familiar with data import concepts, go directly to the procedures for setting up and running imports: • “XML Import” – – • – – – “Plan the XML import” on page 30 “Run the XML import” on page 33 “Plan the table import” on page 50 “Configure the table import batch” on page 53 “Run a table import batch” on page 57

“Table Import”

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Overview of data import

Running data imports
When you import data from other business systems to the Workforce Central database, you can reuse large volumes of data without having to re-enter it. For example: • Workforce Central startup—You can import data, such as employee data, from an existing system to a new Workforce Central database, eliminating the task of manually entering it into Workforce Central. Synchronize data from another source—You can share data from outside data sources, such as payroll or human resources systems, with Workforce Central, to ensure that all your business systems are working with the same information. For example, after data is added, changed, or deleted in outside sources, you can import it to update the corresponding data in Workforce Central. Provide a single point of entry for database information—When you import existing data into Workforce Central, you benefit from one-time data entry. Apart from saving a significant amount of time in not having to re-enter the data, you avoid introducing errors into the Workforce Central database, because the data that you import has already been validated.

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Chapter 1

Data Import Overview

Common information for XML and table imports
The information in this section is applicable to both XML and table imports.

XML and table import comparison
XML import provides considerably more functionality and flexibility than does table import. • Table import imports data for Workforce Timekeeper only; XML import imports data for Workforce Timekeeper, as well as the other Workforce Central labor management products, such as Workforce Scheduler and Workforce Activities. XML import imports data that table import cannot, such as organizational maps or worked duration. XML import is significantly faster than table import. If you regularly import large amounts of data, this performance improvement might be important.

• •

Accessing XML and table import components
You must log on to Workforce Central to access components for working with XML and table import. For XML import, you will use the Event Manager, Transaction Assistant, and Reports workspaces. For table import, you will use Table Import, Schedule Import, and Report workspaces. Before you log on, you need to know the following information: • • The URL where you will browse to use Workforce Central from your remote client. For example: http://your_company.com/server_name. A logon name and password.

The logon name and password must have the correct function access profile assignment (that is, access rights) to ensure that you can perform all the import tasks required. See “User access rights for completing import tasks” on page 15 for more information.

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Common information for XML and table imports

To log on to Workforce Central: 1. From your browser, enter the URL of Workforce Central; for example, http://your_company.com/server_name. 2. Enter your user name and password.

User access rights for completing import tasks
When you work on imports, you might use tasks and workspaces for which you will need specific access rights. To get the access rights, you must have been assigned the correct function access profile. If you are not a system administrator who can use the People Editor to assign yourself the correct function access profile, contact your system administrator. If you are a system administrator, see the Workforce Central System Administrator’s Guide for more information about assigning the appropriate access rights. These tasks require special access rights: • Running imports — The user who logs on to Workforce Timekeeper to schedule and run an import is the user whose access rights are checked during the import. A unique user name, Import, is available for the specific purpose of importing data. When the Import user name is associated with the import, the correct access rights are set. In addition, using the Import user name will likely improve performance because Workforce Central bypasses the security privilege checks that are associated with other users. If you are importing accruals, accrual dates, pay code edits, people, punches, scheduled pay code edits, or schedules, you can significantly improve performance by using the Import user name. If you must run imports through a user account other than Import—for example, your own user account—make sure your function access profile includes access for all API beans. If you have already scheduled an import using your own username and want to switch, see “Import user name” on page 16. • Setting up and managing table imports — You need access to the Table Import workspace to set up the table import; if you manage table imports, you need additional access rights to the Administration tab in the Table Import workspace.

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Data Import Overview

• • • •

Scheduling imports — You need access to the Event Manager to schedule XML imports, table imports, and reports. Import reports — You need access to the Reports workspace to generate the Import Errors and Import Statistics reports. XML import transaction errors — You need access to the Transaction Assistant to review, edit, and resubmit XML import transactions. Removing imports — You use the purge feature in the Kronos® Workforce Record Manager™ to remove import files (transaction data) from the system. To remove files after copying them, you need access to Workforce Record Manager. To remove files without copying them, you need the additional Purge Override access right.

Import user name To change the user name that is associated with an existing import that is already scheduled: 1. From the navigation bar, select Common Setup > Event Manager. 2. In the Event Manager workspace, select the import that you want to change from the Scheduled Events list. 3. In the Event Details section, select Import from the User name drop-down list. 4. Click Save.

Import sequence
When you import data, be sure to take the sequence of imports into consideration. Some data must be imported before other data is imported. For example, if you import punch data for a person who has not been added to the database yet, the punch import will fail. Consider these dependencies when you schedule or run an import:

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Common information for XML and table imports

An employee must exist in the database before you import the following data: – Personal information, such as postal and e-mail address information, telephone numbers, employment status, badge assignments, expected hours, home account assignments, base wage, hire date, or a license assignment. Access assignments. Punches, pay code edits, schedules, activities, or accruals.

– – • • • •

A labor level entry must exist before you import labor level sets to it. A pay rule must exist before you import pay code edits. A pay code, labor account, job hierarchy, or comment must exist before it is referenced. A license for Workforce Accruals must exist before you can run a People import that includes certain accruals items: – – Table import fields — FTEPERCENTAGE, FTEEXPECTEDHOURS, and FTEHOURS. XML import properties — FullTimePercentage and FullTimeStandardHours in the Person tag, and ExpectedHours in the Person Information tags.

Without a license, the import fails. • If multiple requests are submitted in a single import, apply corrections in the following order: – – – First: errors for pay codes, labor levels, and job hierarchies. Second: errors related to people. Third: errors related to punches and schedules.

In general, use the import sequence in the list below for both XML and table import. If you are not using a component, such as Organizational Maps or Workforce Activities, then you do not need to consider those types when you set up import sequences.

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Import 1 2 3 4 5 6 7 8 9 Labor Level Entries Labor Level Sets Labor Accounts Organizational Maps Organizational Sets Activities Customers Result Codes Activities

Associated with Workforce Timekeeper Workforce Timekeeper Workforce Timekeeper Workforce Timekeeper Workforce Timekeeper Workforce Activities Workforce Activities Workforce Activities Workforce Activities Workforce Timekeeper Workforce Scheduler Workforce Scheduler Workforce Scheduler

Available with XML and table imports XML and table imports XML import only XML import only XML import only XML import only XML import only XML import only XML import only XML import only XML import only XML import only XML import only XML import only

10 Availability Templates 11 Certifications 13 Schedule Rules 14 Skills 15 Worker Type 16 Workload 17 People 18 Accrual Dates 19 Accruals 20 Punches 21 Pay Code Edits 23 Schedules 24 Approvals 25 Activities People 26 Pay From Schedule

12 Schedule Assistant Criteria Workforce Scheduler

Workforce Timekeeper and XML import only Workforce Scheduler Workforce Scheduler Workforce Timekeeper Workforce Timekeeper Workforce Timekeeper Workforce Timekeeper Workforce Timekeeper Workforce Timekeeper Workforce Timekeeper Workforce Activities Workforce Timekeeper XML import only XML and table import XML and table import XML and table import XML and table import XML and table import XML and table import XML and table import XML import only XML import only XML import only

22 Scheduled Pay Code Edits Workforce Timekeeper

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Common information for XML and table imports

Import 27 Pay Stub Viewer 28 Attendance Profile 29 Schedule Rule Sets 30 Auto-Scheduler Option Sets 31 Minor Rule Sets 32 School Calendars 33 Scheduler Profiles 34 Volume Drivers 35 Category Property Sets 36 Labor Drivers 37 Forecast Map 38 Labor 39 Special Events 40 Labor Standards 41 Task and Task Groups 42 Labor Forecast Limits 43 Hours of Operation

Associated with Workforce Timekeeper Workforce Attendance

Available with XML import only XML import only

Workforce Scheduler with XML import only Optimization Workforce Scheduler with XML import only Optimization Workforce Scheduler with XML import only Optimization Workforce Scheduler with XML import only Optimization Workforce Scheduler with XML import only Optimization Workforce Scheduler with XML import only Optimization Workforce Scheduler with XML import only Optimization Workforce Scheduler with XML import only Optimization Workforce Scheduler with XML import only Optimization Workforce Scheduler with XML import only Optimization Workforce Scheduler with XML import only Optimization Workforce Scheduler with XML import only Optimization Workforce Scheduler with XML import only Optimization Workforce Scheduler with XML import only Optimization Workforce Scheduler with XML import only Optimization

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Import

Associated with

Available with

44 Forecast Map Data Access Workforce Scheduler with XML import only Profiles Optimization 45 Batch Processing Workforce Scheduler with XML import only Optimization XML import only XML import only XML import only XML import only XML import only XML import only XML import only XML import only XML import only XML import only XML import only XML import only XML import only XML import only XML import only XML import only XML import only Workforce Attendance Workforce Attendance Workforce Leave Workforce Leave Workforce Leave Workforce Leave Workforce Leave Workforce Leave Workforce Leave Workforce Leave Workforce Leave Workforce Leave Workforce Leave Workforce Leave Workforce Central

46 Attendance Balance Reset Workforce Attendance 47 Attendance Balance Update 48 Attendance Add Event 49 Leave Profile 50 Leave Category 51 Leave Type 52 Leave Reason 53 Leave Rule 54 Leave Case 55 Approval Status 56 Eligibility Requirement 58 Document 59 Document Status 60 Document Due Date 61 Document Reminder 62 XML

57 Leave Document Template Workforce Leave

Notification of import status
Kronos recommends you include an e-mail notification when you set up a schedule for an import in Event Manager. The e-mail notification is sent when a scheduled import starts and finishes. Specify that the e-mail notification be sent to the person who is responsible for checking the status of each import. Note: If an import fails or it never starts, no e-mail notification is sent.

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Common information for XML and table imports

If you do not set up e-mail notification in Event Manager when the import was scheduled, you can use Workflow Notifications to set it up, as follows: 1. From the Workforce Central navigation bar, select System Configuration > Workflow Notifications. 2. From the Notification Type list, select the import event for which you want to set up notification. 3. Specify the recipients, using one of the following ways: – – In Recipients, enter the e-mail addresses, separating them with commas. Click the down arrow to select a group of e-mail recipients, if groups are already defined in your system.

4. In Message, enter the text for the notification. Click Insert Custom Tag to insert any of the following tags, so that the notification includes useful information: Event name, Event detail, Host name. 5. Click Save.

Name the import
When you schedule an XML import and configure a table import batch, you must specify a name for it that will identify it in Workforce Central. For an XML import, the name is used by Event Manager as the event name for the XML import. For table import, the name is used by Table Import, Schedule Import, and Event Manager. Specify a descriptive name for the import; for example: • • • WeeklyImpLL_P_Acc to process the contents of import tables for Labor Level entries, People, and Accruals DailyImpPunch_PCEdit to process punches and pay code edits BiweeklyAccruals to maintain accurate totals of vacation and sick time.

If your organization runs both XML and table imports, you might want to use a prefix or append one or more characters to the name of the import to identify it as XML or table. For example: XML_WeeklyAccruals or WeeklyAccruals_Table. Avoid using special or reserved characters in names.

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Import performance and totalization
Some database tables require employee totals to be regenerated as each data item is added. Frequent totalizations can affect the performance of the import. You can achieve better performance by updating the totals after all entries have been imported. Before an import starts, stop the Background Processor, which performs totalizations, and restart it after the import has completed. To start and stop the Background Processor: 1. Select System Configuration>System Information and click Threads. 2. In the BackgroundProcessingController entry, click Stop. 3. After the import is done, click Restart. Examples of imports that are impacted by frequent totalizations are: • An accrual import, an accrual date import, or a pay code edit that affects an employee’s data with a series of entries, such as an accrual date entry, several punches, and pay code edits. An employee who typically enters multiple punches per day.

Import reports
When an import has completed, you can generate the following reports to see if any problems occurred: • • Import Statistics—Summarizes the results of the import. Import Errors—Details errors that occurred during the import run.

You can run these reports yourself at any time, or you can schedule them to run at a particular time. Chapters 2 and 3 contain instructions about how to generate these reports for XML and table imports. Check status of import reports You can review the progress of the import report generation process to see when they are ready.

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Common information for XML and table imports

1. Select Reports. 2. Click Check Run Status. A list of all recently run reports appears. 3. Review the Reports list. When Completed appears in the Status column for the report that you are interested in, click View Report. 4. If the report does not appear in the Adobe Reader window, click your browser’s Refresh button. Time considerations for imports When the system starts to run an import, a message appears indicating that the import has started and the time that processing began. This time also appears on the Import Errors and Import Statistics reports. If you see a discrepancy between the times on the reports, note the following: • The time on the status summary matches the time when the import was initiated on the client system. The time on the import report matches the time on the server from where the report data was retrieved. Therefore, you might see a discrepancy if the client and server clocks do not match. The report time is the time that the import was started, not the time that the report was started. You might see a discrepancy if the client is in a different time zone from the server.

• •

Remove XML and table import files
If you no longer need to run an import, complete these steps to remove the XML and table import files from Workforce Central: 1. Remove imports from the list of scheduled events. a. Choose Common Setup > Event Manager. b. In the Scheduled Events list, choose the import to be removed. c. Click Disable. 2. If you no longer need the import batch files, use the purge feature in Workforce Record Manager to remove the import files. For information on

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running Workforce Record Manager, see the Workforce Record Manager User’s Guide. To run Workforce Record Manager, you need special access rights. See “User access rights for completing import tasks” on page 15.

Use the import log files
Whenever an import is run, whether you run it yourself or it is run as a scheduled event, information about the import is written to Workforce Central log files located in ../Kronos/wfc/logs. Information in a log file includes: • • Start and completion or termination times of the import run. Any workflow notification problems (for example, if the import is set up to send e-mail notification to anyone).

Log file information that appears depends on the Workforce Timekeeper site.log.loglevel property setting (System Configuration > System Settings, Log File tab). The values, and the information they represent, are: • INFO – – The start time of the import. The completion or termination time of the import. The termination time represents the time that you intentionally stop an import in process (Stop/ Reset action on the Administration workspace), or that the process terminates due to an error. Information associated with the ERROR and WARNING settings. Termination of a batch import because of an application error, disconnection from the database, or a conflict with another batch import in process. Information about the termination. Information associated with the INFO setting. Problems with e-mail transmittals.

– • –

ERROR

– – • –

WARNING

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– • – –

Information associated with the INFO and ERROR settings. Information about the processing of import records. Information associated with the INFO, WARNING, and ERROR settings.

DEBUG

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Chapter 2

XML Import

This chapter is for the person who schedules and runs XML imports and who reviews and corrects errors resulting from the import. This chapter contains the following sections: • • • • “About XML import” on page 28 “Plan the XML import” on page 30 “Run the XML import” on page 33 “Check the results of an XML import” on page 38

Chapter 2

XML Import

About XML import
XML import works with any of the Workforce Central labor management systems, including Workforce Timekeeper, Workforce Scheduler, Workforce Scheduler with Optimization, Workforce Accruals, Workforce Activities, Workforce Attendance, and Workforce Leave. The Workforce Central database contains data for all these systems. When you use XML import, you can import data into any of these systems as well as any other part of the Workforce Central labor management system. An XML import includes the following steps. 1. Planning the XML import. See “Plan the XML import” on page 30. A developer uses an integration tool to set up the XML import requests. If your company uses Workforce Connect for its integration tool, a developer can select the data for an import and Workforce Connect automatically generates the XML requests and sends them to Workforce Central, based on how the Workforce Connect interface was set up. If your company uses another integration tool, the developer sets up the integration tool so that it can generate XML requests from the source data that are compatible with Workforce Central. The Workforce Timekeeper XML Import Programmer’s Guide provides descriptions of XML import and the XML tags, actions, and properties that are used specifically for import. This guide is primarily for the programmer who is preparing the XML import that you will schedule or run. 2. Running the XML import. See “Run the XML import” on page 33. After the developer has prepared the XML import requests, you schedule the import to update Workforce Central. Alternatively, you can run the XML import whenever it is necessary. 3. XML import processing When the import runs, the integration tool passes the XML import requests to the XML Service, which processes and validates the requests to ensure conformance with Workforce Central rules and constraints. For valid requests, the XML Service updates the Workforce Central database. 4. Reviewing the results. See “Check the results of an XML import” on page 38.

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About XML import

If there are errors, they are described in the import reports and displayed in the “Transaction Assistant”. With XML import, you can use the Transaction Assistant to view errors, correct data, and resubmit transactions without having to re-run the entire import. See “Transaction Assistant” in this chapter for detailed information.

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Chapter 2

XML Import

Plan the XML import
Complete these steps to make sure you have all the information that you need to schedule (or run) the XML import. See the “Event Manager Example” at the end of the procedure to see how the example in the procedure appears in the Event Manager. 1. Determine a descriptive name for the import that you will use when you set up the import schedule. This name is the name of the event that is used by the Event Manager to identify the XML import among all the events being scheduled. For example, if you specify Weekly Paycode XML, that name will appear in the Scheduled Events list. A descriptive name is useful if you are working with several import jobs. See “Name the import” on page 21. 2. Determine the command for running the import. You will need to specify the exact command, or set of commands, when you schedule the import. If you are using a batch file, use the complete path name of the batch file that contains the set of commands to run the import. For example, the batch file c:\links\add_weekly_paycode.bat contains these commands, which run a Workforce Connect XML import for the Weekly Paycode XML import: c: cd c:\links\Pay Code Edit "e:\Kronos\Connect\Knx.exe" /run="c:\links\ Pay Code Edit\Add_weekly_paycode.KNI" /noconfirm /nogui Note: An XML import that is scheduled using Event Manager will fail if the command calls a user interface component. For Workforce Connect, you must use the /nogui command line switch in the command to make sure not to invoke a user interface component. If you are using another integration tool, refer to its documentation to find out whether you can disable the user interface. If not, you cannot schedule the XML import with Event Manager. However, you can use other scheduling tools such as Windows Task Manager. 3. Determine the frequency and time requirements for the import. See “Set the schedule interval” on page 58. For example:

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– – –

If the import will run once a week, can it be run over the weekend or must it run on a specific day of the week? If the import will run once a day, can it run during off-peak hours or must it run at a specific time? If the import occurs after employees are hired, what is the interval between the hire date and the employees’ information becoming available in the Workforce Central database?

4. Review the sequence for imports to make sure that the imports that you are working with follow the correct sequence. See “Import sequence” on page 16. 5. Determine who should receive import notification e-mail. See “Notification of import status” on page 20. 6. If you want to use the import reports to review errors, consider whether you want to schedule the reports to be generated after the import completes. If you want to use the “Transaction Assistant”, make sure that the programmer, using an integration tool to generate the XML import, sets it up to submit errors to the Transaction Assistant. For example, if the programmer is using Workforce Connect, a specific output option must be set. For more information about Workforce Connect, see the Workforce Connect Developer’s Reference Guide.

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Event Manager Example

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Run the XML import
You can run the XML import, using one of these methods: • • As a scheduled event—“Use the Event Manager to schedule an XML import”. At any time required—“Run an unscheduled XML import”.

Use the Event Manager to schedule an XML import
Requirements • Log on to Workforce Timekeeper with a username that has a Function Access Profile that specifies access to the Event Manager’s scheduling function. See “User access rights for completing import tasks” on page 15. The integration tool (for example, the Workforce Connect server, if you are using Workforce Connect) must be installed on the server designated as the Event Manager server. Check with the system administrator to make sure that the integration tool is installed. If you are using Workforce Connect, refer to the Workforce Connect Installation Guide for information about configuring the Event Manager to run with Workforce Connect.

Procedure 1. From the Workforce Timekeeper navigation bar, select Common Setup > Event Manager. 2. Click New on the actions menu. 3. In the Event Details section: a. In the Name text box, enter the name of the event used by the Event Manager to identify the XML import. Use the information from step 1 in “Plan the XML import” on page 30. For example, enter: Weekly Paycode XML b. (Optional) In the Description text box, enter a description of the import. c. In the Batch command text box, enter the command, or set of commands, required for running the import. Remember to specify that the user

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interface must not be invoked; otherwise, the XML import will fail. Use the information from step 2 in “Plan the XML import” on page 30. If you are using batch files, enter the complete path name of the batch file. For example, enter: c:\links\add_weekly_paycode.bat 4. In the Event Schedule section: a. Select the frequency from the Schedule Type drop-down list; use the information from step 3 in “Plan the XML import” on page 30. b. Depending on the schedule type that you select, specify information for other options that appear. c. Specify whether the import should run indefinitely; select Forever to run indefinitely. 5. Click Save. The XML import is added to the Event list. 6. Select the XML import from the Event list and set up notification information. a. In the Event Output section, select E-Mail. b. Enter the e-mail address of the person who will receive the notification email. Use information from step 5 in “Plan the XML import” on page 30. c. Click Save. You can also set up e-mail notification using Workflow Notifications. See “Notification of import status” on page 20.

Run an unscheduled XML import
You can run an XML import at any time using one of these methods: • • “Enter commands at the command line to run an XML import” “Use a batch file to run an XML import”

Enter commands at the command line to run an XML import Open a command line window and enter the commands directly. The commands are the same as you entered in the Batch command field of the Event Manager. See step 3 in “Run the XML import” on page 33

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For example, enter the following commands to run the import Weekly Paycode XML, generated by Workforce Connect: c: cd c:\links\Pay Code Edit "e:\Kronos\Connect\Knx.exe" /run="c:\links\ Pay Code Edit\Add_weekly_paycode.KNI" /noconfirm /nogui Use a batch file to run an XML import 1. Use a file navigator and go to the directory where the XML import batch file is stored on the server. The batch file is the file you entered in the Batch command field of the Event Manager. See step 3 in “Run the XML import” on page 33. For example, go to the following directory where the add_weekly_paycode.bat batch file is stored for the Weekly Paycode XML import that was generated by Workforce Connect: c:\links 2. Double-click the batch file. For example, double-click add_weekly_paycode.bat The batch file runs.

Workforce Connect command line switches
The command line switches in the following table are available for Workforce Connect. Some of these switches might be useful for an XML import
Switch /nogui Description The interface will run without any graphical user interface. This switch is required when you schedule the XML import using Event Manager. Links will prompt for confirmation. Links will not prompt for confirmation.

/linkconfirm /nolinkconfirm

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Switch /wait /current

Description Workforce Connect will not exit after running the interface. The specified current pay period will override the link setting. Applies only to Workforce Timekeeper source types. The specified previous pay period will override the link setting. Applies only to Workforce Timekeeper source types. The specified date range for a pay period will override the link setting. You must enter the dates. Applies only to Workforce Timekeeper source types. The Last Run Summary will be sent to the default printer. The specified date range on the command line will use the format mm/dd/yy or mm/dd/yyyy. If you specify a start date, you must also specify an end date (/ end=<ENDDATE>). The date range on the command line will use the format mm/dd/yy or mm/dd/yyyy. If you specify an end date, you must also specify a start date (/start=<STARTDATE>). The specified 3-digit company code will override the company code in ADP output. Does not change the file name. The specified 3-digit batch number will override the batch number used in ADP output. All links will process signed off records only. Applies to Workforce Timekeeper source types only. All links will ignore signoff status. Applies to Workforce Timekeeper source types only. All links will process active employees only. Applies to Workforce Timekeeper source types only. All links will ignore active employees status. Applies to Workforce Timekeeper source types only.

/previous

/range

/print /start=<STARTDATE>

/end=<ENDDATE>

/adpcompany=<nnn>

/adpbatch=<nnn> /noignoresignoff /ignoresignoff /activeemployeesonly /noactiveemployeesonly

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Switch /dailyrecords /nodailyrecords /renamepreviousout

Description All links will create daily detail records. Applies to Workforce Timekeeper source types only. All links will create one detail record for the period. Applies to Workforce Timekeeper source types only. All links will prompt to rename the previous output file before overwriting. This switch cannot be used with an automated interface, as information cannot be passed from the command line to populate the prompt. Each link will not prompt to rename the previous output file before overwriting.

/norenamepreviousout

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Check the results of an XML import
After you receive the e-mail notification that the XML import has run, you can check the results, as follows: • • • • “View the XML import results summary in the Import Statistics report”. “View XML import errors in the Import Errors report”. Use the “Transaction Assistant”, which records XML import errors. “Use the import log files”.

This section contains information about the import reports and the Transaction Assistant. See Chapter 1, “Data Import Overview,” on page 11 for information about using the log files. Note: Your Function Access Profile must enable you to access and run Import reports. See “User access rights for completing import tasks” on page 15. If you do not receive e-mail notification about an import when you expected to, either the import failed (or never started) or your name might not be listed on the e-mail notification list. First, check to see if the import failed. Generate the Import Errors report or review the Transaction Assistant. If the import was successful, then you might not be on the e-mail notification list. To be added to the e-mail notification list, complete step 6 in “Use the Event Manager to schedule an XML import” on page 33.

View the XML import results summary in the Import Statistics report
The Import Statistics report summarizes the results and current status of an import. Review this report first, to see if the results of the import indicate a successful run. If the import ran for the expected length of time and did not create an unusually large number of errors, it is probably a successful run. Procedure 1. From the navigation bar, select Reports. 2. In the Categories list, expand Import and select Import Statistics.

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3. Click Set Options and select Import Batch. All scheduled imports are listed. 4. Select Specific Batch to select an import, or select Latest Completed Batch to select the most recent import. 5. Optionally, change the output format of the report in E-mail Format. 6. Click Run Report. The reports status list appears. Review the value in the Status column for the Import Statistics report; when Complete appears, click View Report. If you want to schedule the report to run at another time instead of running it immediately, click Schedule, instead of Run Report, and the Schedule Report workspace appears with the name of the report already listed. Specify the frequency and Output sections and click Save. Description • • • • • • Name of the import. Import type (XML for all XML imports). Number of records that were successfully imported. Number of records that failed. Duration of the import. Status and status time, at the time the report was generated. A report status type can be one of the following: – – – – Running: Reporting is still in progress. Waiting: The report is queued. Updating: The report data is being totalized. Completed: The reporting is finished; all data has been totalized.

View XML import errors in the Import Errors report
The Import Errors report provides detailed information about errors identified during the run. It provides general information provided is similar to the Import Statistics report. In addition, an error message appears for each failed transaction.

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Use this report to gain an understanding of the errors that occurred. You can also look for trends. For example, if too many transactions of the same type, such as person imports, are in error, the data imported might be invalid. Review the dates and times of errors to note whether many occurred during heavy network usage times. Analyze the error descriptions for data entry patterns that may have affected the results. To correct errors you see in this report, use the “Transaction Assistant” on page 41. Procedure 1. From the navigation bar, select Reports. 2. In the Categories list, expand Import and select Import Errors. 3. Click Set Options and select Import Batch. All import batch jobs are listed. 4. Select Specific Batch to select any import batch job, or select Latest Completed Batch to select the most recent import batch job. 5. Optionally, change the output format of the report in E-mail Format. 6. Click Run Report. The report status list appears. Review the value in the Status column for the Import Errors report; when Complete appears, click View Report. If you want to schedule the report to run at another time instead of running it immediately, click Schedule instead of Run Report and the Schedule Report workspace appears with the name of the report already listed. Specify the frequency and Output sections and click Save. Description The Import Errors report provides general information similar to the Import Statistics report. In addition, an error message is shown for each failed transaction. Information includes: • • • • • The name of the import and internal number. The import type (always XML). Date and time the errors occurred. Table columns that are reporting the errors. A description of the errors. Typically, the data value is null or invalid for the column.

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• •

Total errors and successes per import type. Totals for all successes and failures, per import type in the import.

Transaction Assistant
While an XML import is running, failures can occur as follows: • If the XML syntax in the XML request itself is incorrect, or if there was a connection failure, Workforce Central returns an error to the integration tool that submitted the XML import. The XML import stops and no failed transactions are reported. The person responsible for developing the XML import must correct these types of errors before you can re-run the import. If the XML syntax is correct, Workforce Central creates a transaction for each item included in the import. For example, it creates a transaction for each employee in a Person import, or a transaction for each labor level entry in a Labor Level Entry import, are created, resulting in possibly hundreds of transactions. Workforce Central then validates each transaction. If any transaction fails validation, the database is not updated. Instead, a failure transaction is retained, which appears in the Transaction Assistant.

Use the Transaction Assistant to correct the transaction errors so that you do not have to correct the original XML import requests, and repeat the import. When there are only a few errors or when you have a strict deadline to meet, using the Transaction Assistant to correct the errors and finish the import is particularly valuable. While the Transaction Assistant is useful to solve import problems on a short-term basis, you must determine whether to correct the errors in the source as well. Correcting the source errors might require making changes in the integration tool used to generate the XML import, or in the data source itself. If you do not correct some errors at the source, they will recur. In other cases, source corrections are not necessary. For example: • A Person import will fail if Labor Level information has not yet been entered in the database. You can use the Transaction Assistant to resubmit the failed Person import transactions after Labor Level information has been entered; in this case, you do not need to correct the source because the error was due to missing information, which is now available.

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A Punch import will fail if the badge number is incorrect. You can use the Transaction Assistant to correct the badge number and re-submit the failed Punch import transaction. However, if you do not correct the badge number in the source, this error will recur because the source of the data remains incorrect. “Review errors in the Transaction Assistant” for each failed transaction to determine what caused the failure. “Correct errors in the Transaction Assistant” in a transaction. “Resubmit transactions in the Transaction Assistant” whether or not they changed. “Delete transactions in the Transaction Assistant”.

In the Transaction Assistant, you can: • • • •

If you need more information while working with the Transaction Assistant, the following documents might be helpful: • If you are correcting data in a transaction, review the Workforce Timekeeper XML Import Programmer’s Guide . It provides descriptions of each XML tag, action, and property available for import and how to format the values for them. If you are using Workforce Connect as your integration tool, review the Workforce Connect log. See the Workforce Connect Developer’s Reference Guide for more information.

Access the Transaction Assistant workspace Requirements • To review, edit, and resubmit transactions using the Transaction Assistant, you need the same access rights as for scheduling an import. See “User access rights for completing import tasks” on page 15. All users with access rights to use the Transaction Assistant can view all errors displayed. To resubmit a failed transaction for an employee transaction, the user must have access rights to that employee. See “User access rights for completing import tasks” on page 15.

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Procedure 1. From the Workforce Timekeeper navigation bar, select Transaction Assistant. 2. Do one or more of the following: – – – Select a single transaction to edit. Click the Description to view the failed transaction data. Select one or more transactions to act on as a group to delete or resubmit. Click Select All to select all transactions on the current page. Click Select All Pages to select all transactions on all pages. Review errors in the Transaction Assistant The Transaction Assistant displays the following error information: • • • Start and end dates and times that you can change to view different errors. A Refresh button. If you make any changes to the start and end dates or times, be sure to click Refresh to view the latest information. The list of failed transactions. If there is more than one page of failed transactions, page numbers appear. Click any page that you want to see. You can also click any column to sort the display according to the value in that column. – – Error Number: An identifier for the error description, which is displayed in the Description column. Description: Contains a brief error message. Move the cursor over a Description to display more information. To view all error information available, select a failed transaction and click Edit. The Description column lists the technical name for the XML tag where the error occurred. If you are unsure what the technical name means, review the information about the error that is available when you edit the transaction. You can also look up the XML tag’s technical name in the Workforce Timekeeper XML Import Programmer’s Guide . The index in the Workforce Timekeeper XML Import Programmer’s Guide lists the

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technical name for each XML tag, which you see in the Transaction Assistant, along with the non-technical name. – Error Date/Time: Date and time when the error occurred. The date and time can be useful if a specific date and time triggers other errors after it. For example, if you intended to import a new person ID and that transaction fails, all other transactions for that person ID will also fail, including punches, pay code edits, schedules, and so on. The error date and time are set by the XML integration tool that created the XML import. – ID: The value associated with the failed item, such as person ID, labor account name, shift code name, or any other value identified in the detailed error description of the failed transaction. The specific value varies, depending on what information the integration tool sends to the Transaction Assistant. For example, if a failure occured in a punch import created by Workforce Connect, the ID column displays the Person ID associated with the punch that failed. If you sort the display according to the ID column, it is sorted according to the property that failed, and then by the value that is associated with the property that failed. Move the cursor over the ID column to see the tool tip that displays the name of the property that failed. For example, suppose the transaction type is People, for a Person import, and failures occurred for a number of employees. All the failed transactions are sorted together: first, according to the value associated with the failed item, Person ID. Then, failures for each employee are sorted by employee. In this way, you can scan the list for related errors— for example, for all errors that occurred for employee 123456 in the People transactions of the Person import. Note: The property name (Person ID, in the example above) does not appear in the ID column; only the value of the property appears. If you move the cursor over the ID column, Person ID appears in the tool tip. – Transaction Type: Import category for the transaction; for example, punches or labor level sets.

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Transaction Start Date/Time: Date and time when the XML transaction was run. The date and time will be the same as the Error Date/Time, unless the XML integration tool specifies that the transaction date and time be used. For example, Workforce Connect specifies that the transaction start date and time is when the XML import started, and that the error date and time is when an error occurred in an XML transaction.

Note: The date and time that is displayed in the Transaction Assistant might be different from the date and time in the import reports. The Transaction Assistant displays dates and times in the Error Date/Time and Transaction Start Date/Time columns according to when the errors were generated, and optionally when the transaction was run. The Import Statistics and Import Errors reports display the date and time according to when the error information was saved. Correct errors in the Transaction Assistant 1. Select a row in the Transaction Assistant and click Edit. Depending on the XML tag where the error occured, different text boxes associated with the tag appear. 2. Review the detailed failed transaction data to determine what caused the error. – Error Date and Time: Date and time of the initial occurence of the error. The date and time remain the same regardless of how many times the transaction is resubmitted. Error number Description: Brief description of the error. ID: Value associated with the failed item, such as person ID, labor account name, shift code name, or any other value identified in the detailed error description of the failed transaction. Error Details: Scrollable window that shows more information about the error.

– – –

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3. Enter corrections to the data for the transaction. You can modify data in any of the text boxes. Refer to the Workforce Timekeeper XML Import Programmer’s Guide for detailed information about how to format the data correctly. 4. To resubmit the transaction, click Resubmit. Resubmit transactions in the Transaction Assistant To resubmit a transaction from the error list: • If the transaction is correct, but some other condition caused it to fail — Click Resubmit without making any changes or edits. For example, a labor account transfer might have failed because the labor level entry was not yet entered. Once the labor level entry is successfully entered, you can resubmit the labor account transfer without making changes. If the transaction is incorrect — “Correct errors in the Transaction Assistant” in the data, then click Resubmit.

When you resubmit a transaction, it is submitted as an XML request and deleted from the failed transaction list. The detailed failed transaction display closes and the Transaction Assistant list appears. The resubmitted transaction is no longer listed. If the transaction fails again, it will be listed again in the Transaction Assistant. If you click Cancel, any changes that you entered for this transaction are discarded and will not be saved. The Transaction Assistant list appears. Note: If an employee transaction fails and you resubmit the transaction, the transaction is processed only if you have access rights to that employee. Without appropriate access rights, you will receive the “employee not found” error message. See “User access rights for completing import tasks” on page 15. Delete transactions in the Transaction Assistant 1. Select one or more transactions. 2. Click Delete. The selected transactions will be deleted from the list of failed transactions.

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Chapter 3

Table Import

This chapter is for the person who defines, schedules, and runs table imports and who reviews and corrects errors resulting from the import. The chapter contains the following sections: • • • • • • • • “About table import” on page 48 “Plan the table import” on page 50 “Access the Table Import workspace” on page 52 “Run a table import batch” on page 57 “Check the table import results” on page 61 “Delete incorrect data from import tables” on page 65 “Stop and reset a batch import” on page 66 “Table import reference” on page 67

Chapter 3

Table Import

About table import
Data that is imported into the database by table import is for use only by Workforce Timekeeper. A table import includes the following steps: 1. A developer uses Workforce Connect or any other integration tool to define the data for a table import. The integration tool uses the data definitions to generate SQL statements for the import. The Workforce Timekeeper Table Format Import Programmer’s Guide tells how to define data for a table import. The guide is primarily for the programmer who is preparing the table import for you to schedule or run. 2. The integration tool populates a number of tables that are located in the Workforce Central database that are used only for staging an import; that is, the tables are loaded with imported data such as people or schedules. Many rows in many import tables can be populated. The tables then hold the data for the update to the Workforce Central database tables. 3. After the data has been loaded to the import tables, the import that you create and run transfers the data in the import tables to the appropriate Workforce Central database tables. – – To create the import, see “Configure the table import batch” on page 53. To run the import, see “Run a table import batch” on page 57

4. Workforce Central validates all the data that is being transferred from the import tables to ensure conformance with Workforce Timekeeper rules and constraints. Any record that fails validation is not imported and remains in an import table. Error messages that explain why the record failed the validation are listed in the Import Errors report. You review these error messages to determine how to correct the errors and whether you need to re-run the import. – To review the error messages, see “View the table import errors in Import Errors report” on page 63.

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– –

To correct invalid import data, see “Delete incorrect data from import tables” on page 65. To rerun the import, see “Stop and reset a batch import” on page 66.

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Plan the table import
Complete these steps to make sure you have all the information that you need to configure and schedule (or run) the table import: 1. Determine a descriptive name for the import to use when you configure the table import batch. This name is used by Table Import, as well as Schedule Import and Event Manager, to identify the table import batch among all the other imports being run. For example, if you specify Biweekly Add Accruals Table Import, that name will be displayed in the Batches list in Table Import. A descriptive name will be useful if you are working with several import jobs. See “Name the import” on page 21. 2. Determine which tables to include in each import. Work with the person responsible for developing the import to find out which import tables will be used. See “Table import reference” on page 67 for more information about the import tables. 3. Determine the frequency and time requirements for the import. For example, a weekly import might run every Sunday night at 10:00 PM. You can schedule run times at regular intervals or set up a one-time schedule. See the “Set the schedule interval” on page 58. 4. Review the sequence for imports to make sure that the imports that you are working with follow the correct sequence. See “Import sequence” on page 16. 5. Determine who should receive import notification e-mail. To set up automatic e-mail deliveries for each time the import is run, see “User access rights for completing import tasks” on page 15. 6. If you want to use the import reports, consider whether you want to schedule them to be generated after the import completes. See “Check the table import results” on page 61.

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Table import planning guidelines
Review these general rules about table import: • For best results, include more than one table in a batch. Table import always processes the table data in the correct order when these tables are run or imported within one batch. Setting up a series of single table imports that are run in the incorrect order can corrupt your data. Employees who are referenced in the tables must exist in the database prior to the import. Import employee information using the People table import before you import data with punches, pay code edits, or accruals. You can also enter employee information one-by-one using Common Setup > New Person from the Workforce Timekeeper navigation bar. • An employee-based import will fail if the referenced or dependent pay code, labor account, or comment does not already exist in the Workforce Central database. If they are not already present, enter them using the Workforce Central Setup. Tables that require an employee identification field process all the records for a single employee together, regardless of which import table contains the records. The changes that are made to a record during the import process affect how you refer to the record later in the process. The processing order is determined internally. For example, Employee J.D. Smith’s identification number was changed from 1234 to 4321 during a People import. In addition, J.D. Smith has entries in a Punches import. The new identification number will be processed first. Therefore, all imported punches that follow for J.D. Smith must use 4321 as the identification number.

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Access the Table Import workspace
1. From the Workforce Timekeeper navigation bar, select Common Setup > Table Import. Note: Make sure you log on using a username and password with the correct access rights. See “User access rights for completing import tasks” on page 15. 2. Use Table Import: – – – – – To specify the table data that will be imported. See “Configure the table import batch” on page 53. To run a table import right away. See “Run an unscheduled table import batch” on page 60. To delete a table import, when it is no longer used.“Delete a table import batch” on page 55. To remove incorrect data from an unsuccessful import. See “Delete incorrect data from import tables” on page 65. To stop and restart a table import after a problem with an unsuccessful table import has been corrected. See “Stop and reset a batch import” on page 66.

Multiple users might have access to create and run imports and reports about the imports. To make sure that you are working with the most up-to-date data, click Refresh on the Table Import workspace if you are interrupted. In addition, save your work before you exit from Workforce Timekeeper.

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Configure the table import batch

Configure the table import batch
Use the Table Import workspace to configure the table import batch; that is, to specify information about the table import batch, including its name and description and the tables that will be used in the import. You can configure a table import batch using any of these methods: • • • “Create a new table import batch” on page 53. Copy a table import batch and and then modify its name, description, tables, or schedule. See “Duplicate a table import batch” on page 54. Make minor changes to an existing table import batch keep up to date with the data import requirements. See “Edit an existing table import batch” on page 55.

Always save any import that you create or edit. If you do not save it, its name does not appear as a selection on the Import, Reports, or Schedule workspaces. The batch lists in these workspaces include the date of the last edit.

Create a new table import batch
1. Select Common Setup > Table Import. 2. Click the Batch tab; then click New. 3. Select New from the Batch actions. 4. Enter the name of the table import batch in the Name box. Use up to 20 characters. Use the name that you decided on in step 1 of “Plan the table import” on page 50. 5. Enter a description of the table import batch in the Description box. Use up to 255 characters. For future reference, be specific about the purpose of the import.

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6. In the Available Tables list, select the tables using the information that you determined in step 2 of “Plan the table import” on page 50, as follows: – – To include every table, click Add All. To include specific tables, select the tables that you want from the list and click Add.

7. Click Save. The new table import batch appears in the Batches table.

Duplicate a table import batch
Duplication creates a new table import batch by copying an existing import. The duplicate contains the same tables as the original until you change them. Use Duplicate when you want to run a table import batch off-schedule or make a minor change to an existing import, such as removing a table, and you want to keep the original intact. To duplicate a table import batch: 1. Select Common Setup > Table Import. 2. Click the Batch tab. 3. From the Batch list, select the batch to duplicate and click Duplicate. 4. Enter a new name and description. 5. Change the tables to be imported: – – To add tables, select the tables from the Available Tables list and click Add, or click Add All to select every table for the import. To delete tables, select the tables that you want to remove from the Selected Tables list and click Remove. To remove every table, click Remove All.

6. Click Save. 7. To change the schedule, see “Schedule a table import batch” on page 57.

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Configure the table import batch

Edit an existing table import batch
Editing a table import batch changes the existing import but does not create a new one. To change the name, description, tables, or schedule: 1. Select Common Setup > Table Import. 2. Click the Batch tab. 3. From the Batch list, select the batch to modify. 4. Make any of the following optional changes: a. Enter a different name in the Name box. Use up to 20 characters. b. Enter a new description of the batch in the Description box. Use up to 255 characters. For future reference, be specific about the purpose of the import. c. Add tables. Select tables from the Available Tables list and click Add. To add all remaining tables, click Add All. d. Remove tables. Select tables from the Selected Tables list and click Remove to delete them. To delete all tables, click Remove All. e. Click Save.

Delete a table import batch
Delete a table import batch when you no longer need to run the data import. Deleting removes the table import batch from the Batches list. You cannot undo a deletion. Deleting a batch does not delete the schedule or events associated with the deleted import. Open the Schedule Import workspace to delete the associated schedules and tasks. To delete a table import batch: 1. Select Common Setup > Table Import. 2. Click the Batch tab. 3. From the Batch list, select the batch to delete and click Delete. 4. Click Yes in the confirmation message box, to confirm the operation.

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5. To delete the batch from the schedule: a. Click Schedule. b. From the Scheduled Events list, select the batch that you just deleted and click Delete. c. Click Yes in the confirmation message box to confirm the operation.

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Run a table import batch

Run a table import batch
You can run a table import, using one of these methods: • • “Schedule a table import batch” “Run an unscheduled table import batch”

Note: Only a user whose Function Access Profile specifies access to the Event Manager has access to the scheduling function. Without this access, the Schedule option does not appear in the Table Import workspace. See “User access rights for completing import tasks” on page 15.

Schedule a table import batch
1. Select Common Setup > Table Import. 2. Click the Batch tab. 3. From the Batches list, select a batch to schedule and click Schedule. The Schedule Import workspace appears. The name and description that you specified when you defined the table import appear in the Event Details section. 4. In the Event Schedule section: a. Select the frequency from the Schedule Type drop-down list. Use the information from step 3 in “Plan the table import” on page 50. b. Depending on the schdule type you select, specify information for other options that appear. c. Specify whether the import should run indefinitely; select Forever to run indefinitely. 5. Click Save. 6. Select the table import from the Scheduled Events list and set up notification information. a. In the Event Output section, select E-Mail.

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b. Enter the e-mail of the person who will receive e-mail notification. Use information from step 5 in “Plan the table import” on page 50. Alternatively, you can use Workflow Notifications. See “Notification of import status” on page 20. 7. Click Save.

Set the schedule interval
This table summarizes the frequency intervals you can choose from when you use Event Manager to schedule an import.
Run Option Now Hourly Result Runs the selected batch immediately. Other scheduled times for the batch are not affected. Select Now. Runs the selected batch at the hours and time period that you specify. 1. Select Hourly. 2. Select start and end dates from the Start Date and End Date dropdown calendars. 3. Specify times to associate with the Start Date and End Dates to define the first and last times the batch is scheduled to run. Include “AM” or “PM” as appropriate. Daily Runs the selected batch daily, or on specific days of the week, at the time period that you specify. 1. Select Daily. 2. Type the frequency in the Number of days between runs box. Type between 1 and 7 to indicate how often the Daily run occurs. For example, type 3 to run the batch every third day. 3. Select start and end dates from the Start Date and End Date dropdown calendars. 4. Specify times to associate with the Start Date and End Dates to define the first and last times the batch is scheduled to run. Include “AM” or “PM” as appropriate.

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Run a table import batch

Run Option Weekly

Result Runs the selected batch at weekly intervals on the days and at the time period that you specify. 1. Select Weekly. 2. Type the frequency in the Number of weeks between runs box. For example, type “2” to run the batch every other week. 3. Select one or more days of the week on which to run the batch. 4. Select start and end dates from the Start Date and End Date dropdown calendars. 5. Specify times to associate with the Start Date and End Dates to define the first and last times the batch is scheduled to run. Include “AM” or “PM” as appropriate.

Monthly

Runs the selected batch monthly in the months you select, on the same day each month, during the time period that you specify. 1. Select Monthly. 2. Specify on which day of each month the batch should run. For example, type 15 in the Day of Month box to run the batch on the fifteenth day of each month. 3. Select all the months in which you want the batch to run. 4. Select start and end dates from the Start Date and End Date dropdown calendars. 5. Specify times to associate with the Start Date and End Dates to define the first and last times the batch is scheduled to run. Include “AM” or “PM” as appropriate.

Once

Runs the selected batch only at the specified time. 1. Select a date from the Start Date drop-down calendar. 2. Specify a time for the batch to run on that date. Include “AM” or “PM” as appropriate.

Forever

An optional selection that maintains the schedule indefinitely. Previously selected End times are ignored.

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Run an unscheduled table import batch
You can run a table import batch at any time, as follows: 1. Select Common Setup > Table Import. 2. Click the Batch tab. 3. From the Batches list, select a batch to run and click Run.

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Check the table import results

Check the table import results
After you receive the e-mail notification that the table import batch has run, you can check the results: • “View table import results summary in Import Statistics report”. This report contains a summary of the results and current status of the import. Review this report first, to see if the results of the import indicate a successful run in general. “View the table import errors in Import Errors report”. This report contains information about specific errors in the table import. Use this report for resolving problems. “Use the import log files”.

After you review the table import results, you might decide you need to re-run the import. To re-run a table import after an error: 1. Follow the instructions in “Delete incorrect data from import tables” on page 65. If the import is still running, you will receive a message to stop the import. Follow the instructions in “Stop and reset a batch import” on page 66, and then proceed with the next step. 2. Follow the instructions in “Run a table import batch” on page 57. Note: Your Function Access Profile must enable you to access and run Import reports. See “User access rights for completing import tasks” on page 15. If you do not receive e-mail notification about an import when you expected to, one of these things happened: • The import failed, or never started Generate the Import Errors report (see “View the table import errors in Import Errors report” on page 63). If the import was successful, then you might not be on the e-mail notification list. • Your name might not be listed on the e-mail notification list To be added to the e-mail notification list, see “Notification of import status” on page 20.

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View table import results summary in Import Statistics report
The Import Statistics report summarizes the results and current status of an import. Review this report first, to see if the results of the import indicate a successful run. If the import ran for the expected length of time and did not create an unusually large number of errors, it is probably a successful run. Procedure 1. From the navigation bar, select Reports. 2. In the Categories list, expand Import and select Import Statistics. 3. Click Set Options and select Import Batch. All scheduled imports are listed. 4. Select Specific Batch to select an import, or select Latest Completed Batch to select the most recent import. 5. Optionally, change the output format of the report in E-mail Format. 6. Click Run Report. The reports status list appears. Review the value in the Status column; when Complete appears, click View Report. If you want to schedule the report to run at another time instead of running it immediately, click Schedule, instead of Run Report. The Schedule Report workspace appears with the name of the report already listed. Specify the frequency and Output sections and click Save. Description The Import Statistics report contains the following information: • • • • • • The batch name and import type Date and time when the import began Number of records that were successfully imported Number of records that failed Duration of the import Status and status time, at the time the report was generated. A report has a status of one of the following status types:

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Check the table import results

– – – –

Running: Reporting is still in progress. Waiting: The report is queued. Updating: The report data is being totalized. Completed: The reporting is finished; all data has been totalized.

View the table import errors in Import Errors report
The Import Errors report contains information about specific errors in the table import. Use this report for resolving problems. For example, check the table column errors to decide whether to delete table data and re-run the report, if too many of the entries are invalid. Check the date and time of errors to note whether errors occurred during heavy network usage times. Analyze the error descriptions for patterns in data entry. Procedure 1. From the navigation bar, select Reports. 2. In the Categories list, expand Import and select Import Errors. 3. Click Set Options and select Import Batch. All import batch jobs are listed. 4. Select Specific Batch to select any import batch job, or select Latest Completed Batch to select the most recent import batch job. 5. Optionally, change the output format of the report in E-mail Format. 6. Click Run Report. The reports status lists appears. Review the value in the Status column; when Complete appears, click View Report. If you want to schedule the report to run at another time instead of running it immediately, click Schedule, instead of Run Report. The Schedule Report workspace appears, with the name of the report already listed. Specify the frequency and Output sections and click Save. Description The Import Errors report provides general information similar to the Import Statistics report. In addition, an error message is shown for each failed record, which locates exactly where the error occurred. Most errors are self-explanatory, pointing to the precise table and column where an error occurred.

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• • • • •

Batch name and internal number. Import type. Date and time the errors occurred. Table columns that are reporting the errors. A description of the errors in the table import. – The data being imported does not have a corresponding entry in the Workforce Central database. For example, the employee, accrual code, or labor level entry does not exist in the Workforce Central database. You need to add the corresponding entry in the Workforce Central database before it can be imported. The data being imported did not specify a value and a value is required before it can be imported to the Workforce Central database. That is, there is a null value when an actual value is required. Specify a value in the data to be imported and re-import the data. The data being imported has an invalid value. Either the format or data type specified in the imported data does not match the Workforce Central database format or type. For example, text was entered into a numeric field. Fix the entry in the imported data and re-import the data.

• •

Total errors and successes per table. Totals for all successes and failures per import table and for all tables in the import.

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Delete incorrect data from import tables

Delete incorrect data from import tables
Deleting data from tables empties an import table, clearing it of all values after it has been imported. Use caution when deleting table data. You might clear a table for the following reasons: • • You want to repeat an import on a specific batch because you are aware of invalid data in the tables. You know that the originating system had errors that are now in the Workforce Central database. As an alternative to manually changing the entries, you can clear the table, correct the data in the originating system, and then import the corrected data at the next scheduled import.

Note: The following procedures refer to Administration functions. The Administration tab appears only for users whose Function Access Profile specifies these functions. Users who do not have access to Administration functions cannot delete data from tables, or check the status of an import batch, or stop and reset and import operation. See “User access rights for completing import tasks” on page 15. To delete table data: 1. Select Common Setup > Table Import. 2. Click the Administration tab. 3. Click Delete Data from Tables and click Yes to confirm the operation. 4. Select the table that you want to empty. If an import is in progress when you attempt to delete table data, you are notified to stop the import first. See “Stop and reset a batch import” on page 66.

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Stop and reset a batch import
Stopping a batch pauses the import operation. Resetting resumes the import at the point that it was stopped. Data that has been imported remains intact within the database. Data that has not yet been imported remains in the import table. For example, if you imported 500 records and stopped, on resetting, the import resumes with the 501st record. You might stop a batch for the following reasons: • • System performance has degraded. You decide to import when resources are freed. The wrong information is being imported; the database records need to be corrected. You might be alerted to this by an unacceptable number of errors in the table import in process.

To stop or reset an import operation: 1. Select Common Setup > Table Import. 2. Click the Administration tab. 3. From the Batches list, select the batch operation to stop. 4. Click Stop/Reset and click Yes to confirm the operation.

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Table import reference

Table import reference
This section describes each of the import tables.

ACCRUALIMPORT
Add or modify employee accrual balances, such as vacation or sick time that was earned or taken. Details • • Add an earned accrual amount for an employee Reset an employee's accrual balance for employees who have an accrual profile

You cannot import the following accrual records: • • • Transfer hours from a pool to a specific employee Transfer hours from or into a pool or group Suspend or reinstate accruals

ACCRUALDATEIMPORT
Add or modify employee-specific dates that affect accruals for the specified employee. An accrual date is associated with an accrual event, such as vacation time earned or sick leave taken. Details • • • Add accrual date records Update accrual date records Add or update accrual date records

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LABLEVENTIMPORT
Add or modify labor level entries. A combination of labor level entries constitutes a labor account. Always import new labor level entries before you import information from other tables to ensure that other import operations with the new labor level entries for an employee, a punch, or a pay code edit, will succeed. Details • • • • Add a labor level entry Update a labor level entry Inactivate a labor level entry Reactivate a labor level entry

LLSETIMPORT and LLSETLLEIMPORT
Add or modify labor level sets and the labor level entries associated with a labor level set, using two member tables: LLSETIMPORT and LLSETLLEIMPORT. Details • • • Add a labor level set Update a labor level set Add or update a labor level set

You cannot delete, activate, or inactivate, or create ad hoc labor level entries in a Labor Level Sets import. Member tables • • LLSETIMPORT — contains all single instance attributes of a labor level set; for example, the name of the labor level set. LLSETLLEIMPORT — contains all multiple instance attributes of a labor level set; for example, the name of a labor level entry.

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Table import reference

PAYCATEDITIMPORT
Add or subtract the specified number of hours or amount of money associated with a pay code, including historical adjustments and totaled amounts, or a pay rule. Details • • • • • • • • Add or delete a pay code edit Add a comment to a pay code edit Add or delete a historical adjustment Add a comment to a historical adjustment Add or delete a totaled amount Add a comment to a totaled amount Add a comment to a totaled amount Add a pay code to schedule hours or a historical edit

PERSONIMPORT, PERSONDATEIMPORT, and PERSONMANYIMPORT
Add or modify employee or user data, such as name, address, and dates associated with the person’s data using the member tables PERSONIMPORT, PERSONDATEIMPORT, and PERSONMANYIMPORT. Details • • • • Add a person Update a person Add or update a person Delete a person

Member tables • PERSONIMPORT — contains all single instance attributes associated with a person; for example, a person’s surname and license type.

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• •

PERSONDATEIMPORT — contains attributes that might have multiple instances of effective date entries; for example, a primary account assignment. PERSONMANYIMPORT — contains data that might have multiple instances where you want to store all instances in the database; for example, a phone number.

PUNCHIMPORT
Add or delete employee punches. Details Use either an employee ID or badge number with these operations: • • • • Add a punch Delete a punch Clear a punch work rule transfer Add a comment to a punch

SCHEDULEIMPORT
Add or delete scheduled shifts for employees, including dates and times of shifts, breaks, and off days. Details You can import the following information: • • • • Delete all schedule shifts and off days that begin on a specified date Add a new shift Insert a break in a shift Insert a transfer in a shift

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Table import reference

SCHEDPCEIMPORT
Import employee scheduled pay code edit information from an external system. Details Scheduled pay code edits are used when it is known in advance that employees will be entering a different pay code, such as for upcoming training or company shutdown periods. You can import the following information: • • • Add a scheduled pay code edit for an employee Delete a specific scheduled pay code edit Add a comment to a specific scheduled pay code edit

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Index

A
access rights effect on import 15 requirement for generating import reports 61 requirement for import 16 requirement for resubmitting employee transactions in Transaction Assistant 46 requirement for running a table import 52 requirement for running import reports 38 requirement for scheduling an XML import 33 requirement for scheduling table imports 57 requirement for Transaction Assistant 42 activeemployeesonly Workforce Connect command line switch 36 adpbatch Workforce Connect command line switch 36 adpcompany Workforce Connect command line switch 36

C
change table import 55 command for XML import determine 30 command line switches Workforce Connect and XML import 35 configure table import batch 53 create table import 53 current Workforce Connect command line switch 36

D
Daily option in Event Manager 58 dailyrecords Workforce Connect command line switch data import, See import define table import batch 53 delete invalid table import data 65 table import 55 dependencies import sequence 16 Description in Transaction Assistant 43 duplicate table import 54

37

B
batch define for table import 53 modify 55 batch command for XML import 30 batch file use to run unscheduled XML import

35

Index

E
e-mail notification import status 20 XML import 38 email notification set up for import status 21 employee not found error message in Transaction Assistant 46 employee transaction restriction in Transaction Assistant 46 end Workforce Connect command line switch 36 Error Date/Time in Transaction Assistant 44 Error Number in Transaction Assistant 43 errors resubmit corrected transaction in Transaction Assistant 46 review report for table import 63 review report for XML import 39 to correct in Transaction Assistant 45 Transaction Assistant overview 41 troubleshooting for table import 64 troubleshooting for XML import 38 example commands to run an XML import 30

for scheduling an XML import 33 for scheduling table imports 57 for Transaction Assistant 42 requirement for resubmitting employee transactions in Transaction Assistant 46

G
guidelines for record processing 51

H
Hourly option in Event Manager 58

I
ID in Transaction Assistant 44 ignoresignoff Workforce Connect command line switch 36 import check status of reports 22 dependencies 16 determine name 21 notification of status 20 overview 12 overview of table 48 overview of XML 28 planning guidelines for table import 51 review errors 63 review summary report for table import 62 sequence 16 tables descriptions 67 XML and table compared 14 Import Errors report table import 63 XML import 39

F
Forever option in Event Manager 59 frequency XML and table import scheduling 58 function access profile requirement for generating import reports 61 for import 16 for running a table import 52 for running import report 38

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Index

Import Statistics report table import 62 XML import 38 Import user name 15

O
Once option in Event Manager order for importing data 16 35 59

L
linkconfirm Workforce Connect command line switch log files for import 24

P
performance totalization and import 22 type of import 14, 16 user name and import 15 permissions for import 16 previous Workforce Connect command line switch print Workforce Connect command line switch privileges for import 16

M
modify table import 55 Monthly option in Event Manager

59

36 36

N
name specify for import 21 noactiveemployeesonly Workforce Connect command line switch nodailyrecords Workforce Connect command line switch nogui Workforce Connect command line switch noignoresignoff Workforce Connect command line switch nolinkconfirm Workforce Connect command line switch norenamepreviousout Workforce Connect command line switch notification XML import status 38 notification of import status 20 using Workflow Notifications 21 Now option in Event Manager 58

R
36 37 35 36 35 37 range Workforce Connect command line switch 36 Record Manager for removing import files 23 record processing guidelines 51 reference import tables 67 remove batch files for XML and table import 23 renamepreviousout Workforce Connect command line switch 37 report access rights requirements for import reports 61 check status of import reports 22 Import Errors for table import 63 Import Errors for XML import 39 Import Statistics for table import 62

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Index

Import Statistics for XML import 38 time discrepencies in import reports 23 requirement for scheduling XML import 33 for XML import batch command 30 restart table import 66 restriction employee transaction in Transaction Assistant 46 results from XML import 38 run command line switches for Workforce Connect and XML import 35 table import 57, 60 table import as scheduled event 57 run XML import 33 as a scheduled event 33 unscheduled 34 unscheduled, using a batch file 35 unscheduled, using commands 34

T
table import access workspace 52 create 53 delete 55 delete invalid data 65 duplicate 54 logs 24 modify 55 overview 48 plan 50 planning guidelines 51 remove batch files 23 restart 66 review results 61 run 57 run unscheduled batch 60 schedule 57 set up 53 stop 66 table reference information 67 troubleshooting errors 64 tables descriptions 67 time in import reports 23 totalization effect on performance during an import 22 Transaction Assistant access 43 access rights 42, 46 correct errors 45 overview 41 requirement 31 resubmit transaction 46 transaction errors, see Transaction Assistant Transaction Start Date/Time in Transaction Assistant 45 Transaction Type in Transaction Assistant 44

S
schedule access rights requirements for table imports 57 intervals 58 restriction for XML import 30 table import 57 XML import 33 sequence of import types 16 start Workforce Connect command line switch status XML import 38 stop table import 66

36

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Index

troubleshooting table import errors 64 Transaction Assistant 41 XML import errors 38

U
user interface restriction for XML import user name for import 15 30

W
wait Workforce Connect command line switch Weekly option in Event Manager 59 Workflow Notification for import status 21 36

X
XML import command line switches for Workforce Connect 35 correct errors with Transaction Assistant 45 logs 24 notification by e-mail 38 overview 28 plan 30 remove batch files 23 restriction when scheduling 30 review results 38 review summary report 38, 39 run unscheduled import 34 run unscheduled import using a batch file 35 run unscheduled import using commands 34 specifying command 30 troubleshooting errors 38 using Event Manager to schedule 33 XML import errors reported in Transaction Asssitant 41

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Index

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