Kronos Import Users Guide
Kronos Import Users Guide
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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
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Abbreviations and terms
Abbreviation Meaning
DTK Development Toolkit
XML Extensible Markup Language
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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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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
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Overview of data import
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Common information for XML and table imports
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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Common information for XML and table imports
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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.
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.
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.
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.
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Common information for XML and table imports
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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
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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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Plan the XML import
– 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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Run the XML import
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
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 e-
mail. 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.
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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Run the XML import
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
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.
Switch Description
/nogui The interface will run without any graphical user
interface. This switch is required when you schedule
the XML import using Event Manager.
/linkconfirm Links will prompt for confirmation.
/nolinkconfirm Links will not prompt for confirmation.
Switch Description
/wait Workforce Connect will not exit after running the
interface.
/current The specified current pay period will override the link
setting. Applies only to Workforce Timekeeper source
types.
/previous The specified previous pay period will override the link
setting. Applies only to Workforce Timekeeper source
types.
/range 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.
/print The Last Run Summary will be sent to the default
printer.
/start=<STARTDATE> 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>).
/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>).
/adpcompany=<nnn> The specified 3-digit company code will override the
company code in ADP output. Does not change the file
name.
/adpbatch=<nnn> The specified 3-digit batch number will override the
batch number used in ADP output.
/noignoresignoff All links will process signed off records only. Applies
to Workforce Timekeeper source types only.
/ignoresignoff All links will ignore signoff status. Applies to
Workforce Timekeeper source types only.
/activeemployeesonly All links will process active employees only. Applies to
Workforce Timekeeper source types only.
/noactiveemployeesonly All links will ignore active employees status. Applies
to Workforce Timekeeper source types only.
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Run the XML import
Switch Description
/dailyrecords All links will create daily detail records. Applies to
Workforce Timekeeper source types only.
/nodailyrecords All links will create one detail record for the period.
Applies to Workforce Timekeeper source types only.
/renamepreviousout 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.
/norenamepreviousout Each link will not prompt to rename the previous
output file before overwriting.
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Check the results of an XML import
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
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
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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Check the results of an XML 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.
• 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.
In the Transaction Assistant, you can:
• “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”.
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.
Requirements
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Check the results of an XML import
Procedure
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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Check the results of an XML import
– 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.
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.
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.
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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
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About table import
– 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
• 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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Configure the table import batch
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.
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Configure the table import batch
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Run a table import batch
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.
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Run a table import batch
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Check the table import results
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Check the table import results
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Delete incorrect data from import tables
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Table import reference
ACCRUALIMPORT
Add or modify employee accrual balances, such as vacation or sick time that was
earned or taken.
Details
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
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
Details
Member tables
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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
Details
• Add a person
• Update a person
• Add or update a person
• Delete a person
Member tables
PUNCHIMPORT
Add or delete employee punches.
Details
• 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
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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.
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Index
A C
access rights change table import 55
effect on import 15 command for XML import
requirement for generating import reports 61 determine 30
requirement for import 16 command line switches
requirement for resubmitting employee Workforce Connect and XML import 35
transactions in Transaction configure
Assistant 46 table import batch 53
requirement for running a table import 52 create table import 53
requirement for running import reports 38 current
requirement for scheduling an XML Workforce Connect command line switch 36
import 33
requirement for scheduling table imports 57 D
requirement for Transaction Assistant 42 Daily
activeemployeesonly option in Event Manager 58
Workforce Connect command line switch 36 dailyrecords
adpbatch Workforce Connect command line switch 37
Workforce Connect command line switch 36 data import, See import
adpcompany define
Workforce Connect command line switch 36 table import batch 53
delete
B invalid table import data 65
batch table import 55
define for table import 53 dependencies
modify 55 import sequence 16
batch command for XML import 30 Description
batch file in Transaction Assistant 43
use to run unscheduled XML import 35 duplicate table import 54
Index
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Index
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Index
troubleshooting
table import errors 64
Transaction Assistant 41
XML import errors 38
U
user interface
restriction for XML import 30
user name for import 15
W
wait
Workforce Connect command line switch 36
Weekly
option in Event Manager 59
Workflow Notification
for import status 21
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
78 Kronos Incorporated