RosterOn

The RosterOn Interface is used to upload employee details, such as Employee Awards, Skills, Leave Balances, Entitlements, etc from Preceda to RosterOn.

Report Manager is used to establish the interface and schedule the program at a determined frequency.

Preceda Connector is used to transfer the files to the client's server and should be setup as an additional procedure after the files are created. Preceda Connector must be made available to the client. Technical Services can be contacted to assist in the installation of the software and configuration parameters.

A licence may be required for Connector and reference to the Account Manager should be made.

Hosted Administration is responsible for making available the Collection Folder to the user. The extracted files are store in the /Interfaces/RosterOn/xxxx, where xxxx is the database name.

Prerequisites

• The field Employee T&A is assigned to each employee whose data should be interfaced to RosterOn. This field is set to Y to ensure that the interface record is selected. This field is held on the Administration/Costing screen.
• All employees who have their details passed to RosterOn will have the personnel group R assigned.

Rules and Guidelines

• The Employee Master record provides the employee header details.
• The Employee Details record provides the specific employee detail attributes.
  Only those employees that have been identified as subject to rostering will be included in this file. If in cases where the employee is terminated, they are only to be included if they have been terminated for less than 14 days. Data is only provided for the latest version of the employee.

Procedure

1. Consultants are to email the Hosted Administrator to request the following:
   • Setup a client Collection Folder on the Environment for the RosterOn interface.
   • Activate the PREVAR setting on the client's database for the RosterOn interface.
   • User Name access should be setup with a non-expiring password.

      

     NOTE: Always include the PCR number and the client name in the email.

 

2. The Hosted Administrator will create a Collection Folder and activate the necessary PREVAR setting (only for hosting RosterOn environment) the consultant will be notified via email when this is completed.
3. It is the responsibility of the Consultant to setup a Report Manager task and package, in the client's database.

    

   Create a RosterOn Task and Package

   Create a RosterOn Task

   1. Select Report Manager for the Preceda toolbar.
   2. Select Create a new Package.
   3. Select Cancel to enable a new task for RosterOn to be setup.
   4. Select Tools | Maintain Tasks
   5. Enter the following information in the relevant Maintain Tasks window:

      Name	RosterOn
      Description	RosterOn Interface
      Program	ROINTCL
      Public Permissions	Use only
      Parameters
      Name	DATE
      Description	Default Date
      Type	Alpha
      Length	10
      Default	01/01/2049
      Visible	De select

       

      

    

   6. Select Save and exit from the Maintain Tasks window.

    

   Attach the RosterOn Task to a Package

   1. From within the Report Manager window, select Actions| Add Task.
   2. Select the newly created RosterOn task from the list.
      The RosterOn task description will appear under the Tasks list.

   3. Select Save.
   4. Enter the Name and Description of the package, and Save.
   5. Select Run Process.
   6. From the Submit Options window select Run Now.

    

 

4. Email the Hosted Administrator to confirm if the files are in the Collection Folder and have them emailed to the consultant for verification.

    

   Speak with RosterOn if they want to review the test files and/or may determine those files to be used for RosterOn data conversion.

   Now that you have tested that the interface files are activated in the client's database and are downloading successfully, Preceda Connector needs to be established to pick up the files from the collection folder and transfer them to the client. Continue with the Run Process and selecting Submit Option of Run Now.

 

 

5. Email Technical Services with a request to setup Preceda Connector for the client.

    

   RosterOn Files

   Record Key	EMPMA - Employee Master
   Employee Number *	The Unique identifier for the employee within the Payroll/HR system
   Title	Employee's Title
   First Name	Employee's First Name
   Surname	Employee's Surname
   Known As	Employee's Preferred Name
   Start Date	Employee's Start Date of Employment
   Termination Date	Employee's Termination Date

    

   Record Key	EMPDE - Employee Details
   Employee Number	The unique identifier for the employee within the Payroll/HR system
   Effective From Date	Date which he award and classification combination becomes valid for the employee
   Effective To Date	Date which the award and classification combination ceases to be valid for the employee
   Preferred Contact Method	Employees preferred contact type code
   Phone No. 1	Employee Home Phone Number
   Phone No. 2	Employee Work Phone Number
   Fax No.	Employee Fax Number
   Mobile No.	Employees Mobile Phone Number
   Email	Employees Home or Personal email Address
   Street Address	Employee's Home Street Address
   Suburb	Employee's Home Address Suburb
   State	Employee's Home State. This field must match the payroll reference field for one of the RosterOn states
   Post Code	Employee's Home Postcode

    

   Record Key	EMPAW - Employee Award
   	Employee award details define which award employees are paid by their classification and rate of pay. These fields populate the award tab of employee maintenance.
   Employee Number*	The unique identifier for the employee within the Payroll/HR system
   Effective From Date	Date which the award and classification combination becomes valid for the employee
   Effective To Date	Date which the award and classification combination ceases to be valid for the employee
   Employment Pay Type	This field must match the payroll reference field for one of the employee payment types. Below are the default options
   Award	This field must match the payroll reference field for one of the RosterOn awards
   Classification	This field must match the Classification Payroll Reference within RosterOn for the particular award
   Pay Run	The payroll run for which the employee belongs
   Alternate Rate Flag	Y or N
   Alternate Rate	Employee's base rate if different from the award classification

    

   Record Key	EMPSK - Skills
   	Employee Skills enable certificate, license or skill information stored in the Payroll/HR system to be down loaded into RosterOn as skills.
   Employee Number *	The unique identifier for the employee within the Payroll/HR system
   Skill*	This field must match the Payroll reference field for one of the skills within RosterOn
   Competency	Employee level of competency for the skill. This field must match the payroll reference field for one of the RosterOn competencies
   Area*	This field must match the Payroll reference field for one of the area within RosterOn
   Effective From Date*	Date the certificate was obtained
   Effective To Date	Date the certificate expires
   Reference	This field defines who issued the certificate or the license or certificate number

    

   Record Key	EMPBA - Employee Leave Balances
   	Leave Balances enable RosterOn to provide alert conditions if leave entry exceeds the relevant entitlement. This data will only be refreshed at the end of a pay period as a part of the standard payroll process. These records should only be exported once per pay period after they have been updated.
   Employee Number	The unique for the employee within the Payroll/HR system
   Leave Type	The type of leave. This must match the payroll reference field for one of the RosterOn leave types
   Effective Date	The data on which the entitlement is valid
   Entitlement	Current Entitlement
   Pro-rata	Pro rata Entitlement
   Pro-rata Taken	Any Pro rata leave taken
   Anniversary Date	Anniversary Date where Pro rata is converted to entitlement

    

   For Other Employee Files such as EMPHR, EMPAR and EMPAT, contain other data pertaining the employee's entitlements and other employee details including flags to indicate automatic allocation to public holiday or ADO leave days.

   Record Key	EMPHR
   Employee Number *	The unique identifier for the employee within the Payroll/HR system
   Effective From Date *	Date which the contract hours becomes valid for the employee
   Effective To Date	Date which the contract hours ceases to be valid for the employee
   Minimum Hours per Week	Current Entitlement
   Maximum Hours per Week	Pro rata Entitlement
   Hours per Shift	Any Pro rata leave taken

    

   Record Key	EMPAR
   Employee Number*	The unique identifier for the employee within the Payroll/HR system
   Area	Payroll reference of the Area
   Effective From Date*	Date which the contract hours becomes valid for the employee
   Effective To Date	Date which the contract hours ceases to be valid for the employee
   Minimum Hours per Week	Current Entitlement
   Maximum Hours per Week	Pro rata Entitlement
   Hours per Shift	Any Pro rata leave taken
   Public Holiday	Y or N Default N Indicates if the employee is to be automatically allocated a Public Holiday leave day for each public holiday set to Y else set to N
   ADO	Y or N Default N Indicates if the employee is to be automatically allocated an ADO set to Y else set to N. This flag also enables an employee to request an ADO
   Default	Y or N Default Y Indicates the employee's default area

    

   OPTIONAL
   Record Key	EMPAT
   Employee Number *	The unique identifier for the employee within the Payroll/HR system
   Attribute	Attribute Code
   Value	Attribute Value
   Effective From Date	Date which the contract hours becomes valid for the employee
   Effective To Date	Date which the contract hours ceases to be valid for the employee

    

 

 

This Setting can only be maintained by the Support Team. For inquiries or assistance, please contact the Support Team.