RosterLive
The RosterLive interface is a two-way seamless generic interface, which transfers data from RosterLive via API Web Service to Preceda's Data Extension fields.
A once off transfer of employee-based data from RosterLive into Preceda is firstly initiated by RosterLive. A combination of Field Number and Data Extensions need to be setup in Preceda first, which sets the bases of the information to be imported. This initial data can then be manually maintained in Preceda on an ongoing basis for importing back into RosterLive.
An automatic scheduled process in RosterLive connects to the clients Preceda database and creates, executes and imports employee (Active and Terminated), leave and abilities data.
As a result of the scheduled import, an email is sent to the user detailing if the import was successful, or if any issues were found as result of the import in an attachment.
Rules and Guidelines
The Interface can be run either from an automatically scheduled process or on an ad hoc basis.
Setup
- The Administrator must ensure that the following exist in the PPF27 file:
- RSTL_EMPLOYEE
- RSTL_LEAVE
- RSTL_ABILITIES
- Program Control RLINT is required that operates as follows:
- A 'Y' in position 14 means that leading zeros will be output for ID Number.
- An 'N' or blank in position 14 will mean that leading zeros will NOT be output for ID Number.
- A 'Y' in position 15 means that leading zeros will be output for Terminal ID.
- An 'N' or blank in position 15 will mean that leading zeros will NOT be output for Terminal ID.
- Setup Data Extensions for Field Numbers 292 to 299 for employees to be included in this interface.
- The RosterLive Administrator will provide the required URL which connects a user to RosterLive.
The URL will be in the following format - http(s)://Address:Port/cgi-bin/precedawebservice , e.g. http(s)://www.preceda.com.au/cgi-bin/precedawebservice
File Layout - Interface from RosterLive to Preceda
A file is provided by RosterLive with the mapping requirements to identify the appropriate Preceda Payroll ID. The file contains the following fields which will be interfaced into Preceda as Data Extension Fields. Connector API Web Service is used by RosterLive to interface to Preceda.
Once imported into Preceda, they can be maintained within Preceda and exported out to update the respective RosterLive files.
NB: All other employees that are NOT required to be imported into RosterLive must have a value of "N", "No", "NO" or "n" in the "Import" field.
RosterLive Employee
| # | RL Field Name | Max Length | Mandatory | Type | Comments | Preceda Description | Preceda Field Name | Comments |
|---|---|---|---|---|---|---|---|---|
| 1 | ReferenceNumber | 25 | Yes | Alpha/Numeric | This field contains the reference number of the employee. This must be unique to each employee. | ID Number Employee ID Number |
AEMPNO |
Used as the key to update Data Extension fields Output the ID Number with or without leading zeros based on the Program Control option RLINT. The value output will not have leading blanks eg ID Number = "000456" then output as "456". |
| 7 | MaxhoursPerPeriod | N/A | No | Numeric | This field details the number of hours that the employee can be rostered in a pay period. | MaxHoursPerPeriod (RL Description) | Data Extension | Store in Data Extensions file as field 293 Max Hours Per Period. |
| 8 | MaxHouursPerDat | N/A | No | Numeric | This field details the number of hours per day for the employee. Award interpretation may read this field for accurate timesheet interpretation. | MaxHoursPerDay (RosterLive Description) | Data Extension | Store in Data Extensions file as field 294 Max Hours Per Day. |
| 9 | ContractName | 50 | Yes | Alpha/Numeric | This field contains the name of the contract applicable to employee. Note that the given contract must exist in RosterLive before it is referenced in this file. | ContractName (RosterLive Description) | Data Extension | Store in Data Extensions file as field 295 Contract Name. |
| 11 | ManagerName | 50 | Yes | Alpha/Numeric | This field contains the name of the manager that this employee will be associated to. Note that the given manager must exist in RosterLive before it is referenced in this file. | Costing - Account Number Description (RosterLive Description) | Data Extension | Store in Data Extensions file as field 296 Manager Name. |
| 30 | DefaultManagerName | 50 | No | Alpha/Numeric | This field contains the name of the default manager that this employee will be associated with. Note that the given manager must exist in RosterLive before it is referenced in this file. | Costing - Account Number Description (RosterLive Description) | Data Extension |
Store in Data Extensions file as field 297 Default Manager Name. Will be used for both the Abilities & Employee RosterLive fields. |
| 31 | DefaultLocationName | 50 | No | Alpha/Numeric | This field contains the name of the default location that this employee will be associated to. Note that the given location must exist in this file. The given location must also be associated to the default manager of the employee. | DefaultLocationName (RosterLive Description) | Data Extension | Stored in Data Extensions file as 298 Default Location Name. |
| 33 | PayLevelName | 25 | No | Alpha/Numeric | This field contains the default pay level for the employee. | PayLevelName (RosterLive Description) | Data Extension | Stored in Data Extensions file as field 299 Pay Level Name. |
| 34 | Import | 3 | No | Alpha | This field contains details on whether the employee record should be uploaded or ignored. Acceptable values are: Yes, YES, Y, No, NO, N. | Import | Data Extension |
Stored in Data Extensions file as field 292 Import. Can contain a value of Yes, YES, Y, No, NO, N. NB: All other employees that are NOT required to be imported into RosterLive must have a value of "N", "No", NO or "n" in the "Import" field. |
File Layout for Interface from Preceda to RosterLive
Employee
The file produced is called EMPLOYEE<date><time>.csv. The key fields from Preceda People are identified as:
- RosterLive employee fields 23 to 29 are not required and have been left off the export file.
| # | RL Field Name | Max Length | Mandatory | Type | Comments | Preceda Description | Preceda Field Name | Comments |
|---|---|---|---|---|---|---|---|---|
| 1 | ReferenceNumber | 25 | Yes | Alpha/Numeric | This field contains the reference number of the employee. This field must be unique to each employee. |
ID Number Employee ID number |
AEMPNO |
Current record to be used, i.e. version = blank. Employees recently terminated with a status of T to be also selected. Output the ID Number with or without leading zeros based on the Program Control option RLINT The value output will not have leading blanks eg ID Number = "000456" then output as "456" |
| 2 | FirstName | 25 | Yes | Alpha/Numeric | This field contains the first name of the employee. Since RosterLive roster via name, the first & last name combination needs to be unique. | First Name | AFNAME | |
| 3 | LastName | 25 | Yes | Alpha/Numeric | This field contains the last name of the employee. Since RosterLive rosters via name, the first & Last name combination needs to be unique. | Surname | ASNAME | |
| 4 | MobileNumber | 25 | No | Numeric | This field contains the mobile number of the employee. This can be in the international form (with the country code) +61400123456 or just the number 0400123456. | Mobile Phone Number | MMOBPH | |
| 5 | EmailAddress | 50 | No | Alpha/Numeric | This field contains the email address of the employee. | Business Email Address | MUREML | |
| 6 | TerminalID | 16 | No | Numeric | This field contains the terminal ID of the employee, which links the employee to the data capture terminals. | ID Number | AEMPNO | Preceda will always output the employee ID Number as the Terminal ID |
| 7 | MaxHoursPerPeriod | N/A | No | Numeric | This field details the number of hours that the employee can be rostered in a pay period | MaxHoursPerPeriod (RL Description) | Data Extension | Stores in Data Extensions file as field 293 Max Hours Per Period |
| 8 | MaxHoursPerDay | N/A | No | Numeric | This field details the number of hours per day for the employee. Award interpretation may read this field for accurate timesheet interpretation. | MaxHoursPerDay (RL Description) | Data Extension | Stored in Data Extensions field as field 294 Max Hours Per Day |
| 9 | ContractName | 50 | Yes | Alpha/Numeric | This field contains the name of the contract applicable to employee. Note that the given contract must exist in RosterLive before it is referenced in this file. | ContractName (RL Description) | Data Extension | Stored in Data Extensions file as field 295 Contract Name |
| 10 | EmploymentType | Yes |
This field contains the employment type of the employee. Acceptable values are: FT (full-time) |
Employment Type | AEMPT |
Preceda to output value and RosterLive will map it to their corresponding value. Preceda Values are: C - Casual |
||
| 11 | ManagerName | 50 | Yes | Alpha/Numeric | This field contains the name of the manager that this employee will be associated to. Note that the given manager must exist in RosterLive before it is referenced in this file. | Manager Name (RL Description) | Data Extension | Stored in Data Extensions file as field 296 Manager Name |
| 12 | IsActive | Yes |
This field determines whether the employee is an active employee in RosterLive or not. Acceptable values are: TRUE |
Status | ATC | A = Active. Preceda to output value only A employees and RosterLive will map it to their corresponding value. | ||
| 13 | Gender | No |
This field contains the gender of the employee. Acceptable values are: M (male) |
Gender | ASEX | Preceda to output value of either an uppercase M or F | ||
| 14 | DateOfBirth | No | Date | This field contains the date of birth of the employee. The date should be in the dd/mm/yyyy format. | Date of Birth | ABRDAT | export in dd/mm/yyyy format | |
| 15 | StartDate | No | Date | This field contains the employment start date of the employee. The date should be in the dd/mm/yyyy format. When used for imports if this field is left blank, then the import date will be added. | Hire Date | AHRDAT | Output in dd/mm/yyyy format. | |
| 16 | HomePhone | 25 | No | Numeric | This field contains the home phone number of the employee. | Home Phone | AHTEL | |
| 17 | WorkPhone | 25 | No | Numeric | This field contains the work phone number of the employee. | Work Phone | AWPHON | |
| 18 | Address1 | 100 | No | Alpha/Numeric | This field contains the first line of the street address of the employee. | Address Line 1 | AADDR | |
| 19 | Address2 | 100 | No | Alpha/Numeric | This field contains the second line of the street address of the employee. | Address Line 2 | TBD | 1. If address line 3 NOT = blank then use address line 2 2. If address line 3 = blank then use address line 2. |
| 20 | Suburb | 100 | No | Alpha/Numeric | This field contains the suburb detail of the employee's address. | Address Line 2 or Address Line 3 | ACITY | 1. If address line 3 = blank then use address line 2 for suburb. 2. If address line 3 NOT = blank then use address line 2 for suburb. |
| 21 | State | 20 | No | Alpha/Numeric | This field contains the state detail of the employee's address. | State | ASTATE | e.g. SA, NSW etc. |
| 22 | PostCode | 10 | No | Alpha/Numeric | This field contains the postcode detail of the employee's address. | Postcode | APOST | |
| 22A | Country | 100 | No | Alpha/Numeric | This field contains the country detail of the employee's address, e.g. Australia. This field must be populated if the value of State is populated. The maximum length of this field is 100 characters. | Country |
If the State is present default Australia. If a stat is not presented and if Operating Country = N therefore allocated country code. |
|
| 30 | DefaultManagerName | 50 | No | Alpha/Numeric | This field contains the name of the default manager that this employee will be associated to. Note that the given manager must exist in RosterLive before it is referenced in this field. | Default Manager Name (RosterLive Description) | Data Extension | Stored in Data Extensions file as field 297 Default Manager Name |
| 31 | DefaltLocationName | 50 | No | Alpha/Numeric | This field contains the name of the default location that this employee will be associated to. The given location must also be associated to the default manager of the employee. | DefaultLocationName (RosterLive Description) | Data Extension | Stored in Data Extensions file as field 298 Default Location Name |
| 32 | PayrollActivationDate | No | Date | This field contains the payroll activation date of the employee. The date should be in the dd/mm/yyyy format. | Hire Date | AHRDAT | ||
| 33 | PayLevelName | 25 | No | Alpha/Numeric | This field contains the default pay level for the employee. | PayLevelName (RosterLive Description) | Data Extension | Stored in Data Extensions file as field 299 Pay Level Name |
| 34 | Import | 3 | No | Alpha | This field contains details on whether the employee record should be updated or ignored. | Import | Data Extension | Stored in Data Extensions file as field 292 Import. Can contain a value of Yes, YES, Y, No, NO, N |
Leave Balances
The file produced is called LEAVE BALANCES<date><time>.csv. The accrual balances extract would normally be run immediately after the pay run, at which time the accrued leave balances would be up to date. The Key fields from Preceda are identified as:
| # | Header Name | Max Length |
Mandatory | Type | Comments | Preceda Description | Preceda Field Name | Preceda Comments |
|---|---|---|---|---|---|---|---|---|
| 1 | ReferenceNumber | 25 | Yes | Alpha/Numeric | This field contains the reference number of the employee. This field must be unique to each employee. | ID Number | AEMPNO |
"Current" record only to be used, i.e. version = blank. Output the ID Number with or without leading zeros based on the Program Control option RLINT. The value output will not have leading blanks eg ID Number = "000456" then output as "456". |
| 2 | LeaveCode | 50 | Yes | Alpha/Numeric | This field contains the leave code to be imported | Classification | PCLASS | |
| 3 | Balance | 9 | Yes | Decimal (up to 5 decimal places) | This field contains the balance to be imported. Can be negative. | Total Entitlement | PTTLENTITL | Will export the Total Entitlement. The value exported will be the Total Entitlement value. This value will be presented exactly as is and it will need to be viewed in conjunction with the Accrual Method Unit Type configured in Preceda for the Classification Code eg. LSL AL SK etc. Consequently could be represented in either Hours, Days or Weeks. |
| 4 | Import | 3 | No | Alpha | This field contains details on whether the employee record should be uploaded or ignored. Acceptable values are: Yes, YES, Y, No, NO,N | Import | Data Extension | Stored in Data Extensions file as field 292 Import. Can contain a value of Yes, YES, Y, No, NO, N |
Abilities
The file produced is for all certification records for all employees and is labelled ABILITIES<,date><time>.csv. The following are the key fields from Preceda identified as:
| # | Header Name | Max Length | Mandatory | Type | Comments | Preceda Description | Preceda Field Name | Preceda Comments |
|---|---|---|---|---|---|---|---|---|
| 1 | ReferenceNumber | 25 | Yes | Alpha/Numeric | This field contains the reference number of the employee. This field must be unique to each employee. | ID Number | AEMPNO |
Current record only to be used. ie version = blank Output the ID Number with or without leading zeros based on the Program Control option RLINT The value output will not have leading blanks eg ID Number = "000456" then output as "456" |
| 2 | AbilityName | 50 | Yes | Alpha/Numeric | This field contains the ability name. Note that the given ability name must exist in RosterLive before it is referenced in this file. | Competencies | AbilityName | Description |
| 3 | SkilledLevel | 2 | Yes | Numeric | This field contains a value between 1 & 10. 1 is the lowest level and 10 is the highest. | Competencies | SkillLevel | User Reference Field |
| 4 | ExpiryDate | No | Date/Time | This field contains the expiry date of the ability. The date should be in the dd/mm/yyyy format. | Competencies | ExpiryDate | export in dd/mm/yyyy format | |
| 10 | ManagerName | 50 | Yes | Alpha/Numeric | This field contains the name of the manager that this ability is associated to. Note that the given manager must exist in RosterLive before it is referenced in this file. | Data Extension | Data Extension | Store in Data Extensions field as 297 "-Manager Name" |
| 11 | Import | 3 | No | Alpha | This field contains details on whether the employee record should be updated or ignored. Acceptable values are: Yes, YES, Y, No, NO, N | Import | Data Extension | Stored in Data Extensions file as field 292 Import. Can contain a value of Yes, YES, Y, No,NO,N |
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