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ABSTRACT
Data Integration with Reflexis
Reflexis Systems Incorporated Data Imports Integration Requirement
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Table of Contents
Chapter 1. Introduction to Data Integration with Reflexis ........................................................................................................ 6
1.1 PURPOSE OF THE DOCUMENT ..................................................................................................................................... 6
1.2 Data Interface Types .................................................................................................................................................... 6
1.4 Details of All Data Imports with Sample Records: ..................................................................................................... 11
Chapter 2. Organization Data Loads ........................................................................................................................................ 16
1. Unit Load ....................................................................................................................................................................... 16
1.1 Error Logging for Unit Load........................................................................................................................................ 18
2. UNIT Status Load ........................................................................................................................................................... 19
2.1 Error logging for Unit Status Load ............................................................................................................................. 20
3. Store to Department mapping Load ............................................................................................................................. 20
3.1 Error Logging for Store to Department Load ............................................................................................................. 21
4. Store-Department-Merchandise Division mapping Load.............................................................................................. 21
5. Store Timings Load ........................................................................................................................................................ 22
5.1 Error Logging for Store Timings Load ........................................................................................................................ 23
6. Unit/ Department Attribute Load ................................................................................................................................. 24
6.1 Error Logging for Unit/ Department Attribute Load .................................................................................................. 26
7. Job Code Load................................................................................................................................................................ 27
Chapter 3. VOLUME DRIVER DATA .......................................................................................................................................... 28
8. Volume Driver Data Periodic Level Feed .................................................................................................................... 29
8.1 Error Logging for Periodic Level Volume Driver Data (VDP Data Files) ..................................................................... 31
9. Volume Driver Data Interval Level Feed ..................................................................................................................... 32
9.1 Error Logging for Interval Level Volume Driver Data (VDI Data Files) ....................................................................... 36
Chapter 4. Associate/HR Data Loads ....................................................................................................................................... 38
10. HR Associate Basic Details Import HRBA ................................................................................................................. 38
10.1 Sample Formats for Hire and Rehire through HRBA Load: .................................................................................... 42
10.2 Error Logging for Associate Basic Details Import HRBA Load ............................................................................. 43
11. HR Associate Corrections Import HRCI .................................................................................................................... 45
11.1 Transaction type-EMP_BASIC_CHANGE................................................................................................................. 47
1.2.2 Basic Initial Loads Applies to all Reflexis products: RWS, RTA and RTM
OM Imports:
1. Unit Import
2. Unit/Department Attributes Import
3. Store Department Import
4. User Import
Note:
Format:
1. Data loads are done using comma separated flat files.
2. The column values for ALL data types on a record have to be enclosed in double quotes.
3. The fields that can be left empty have to be enclosed in double quotes. E.g. ,,
4. There should not be any spaces between two fields.
o a,b,c VALID
o a, b, c INVALID
o a ,b ,c - INVALID
5. The length of the field does not include double quotes.
o a,b,c VALID
o a,b,c - INVALID
Processing:
1. Successful error free records are updated in the table.
2. System rejects the all erroneous records in a file. The errors are recorded in the log file by line number, with
distinct error codes and error messages.
3. The file itself is not rejected if an error is encountered; only erroneous records are rejected. The errors are logged
and the rest of the records are processed.
4. Logs of data loads will be maintained. End users will have access to the log files online.
Tracking:
1. A common audit trail will be maintained to indicate the status of data loads performed.
2. Automation for data loads via batch execution will be configured to minimize any manual intervention.
3. A common alert email notification mechanism will be adopted. Alerts with log details will be mailed to a recipient
mail id. Email recipients will need to be identified email addresses will be configured in the system in order for
notifications to be sent out.
4. Retention and archiving of data files and log files will be discussed.
4. CHAR: Character - Any string with all numbers or all letters or a combination of letters and numbers; EXCLUDING
all special characters.
5. ALPHA (Restricted): Alphanumeric (Restricted) - Any string with all numbers or all letters or a combination of
letters and numbers; INCLUDING only the special characters listed below: E.g. Unit Id / Location Id, Zip, SSN, etc,
o Hyphen (-)
o Underscore (_).
o Comma (,)
o Apostrophe ()
6. ALPHA: Alphanumeric - Any string with all numbers or all letters or a combination of letters and numbers;
INCLUDING ALL the special characters. E.g. Address, name etc,
1.3.3 Header
This is the common header for all the data feeds.
1.3.4 Footer
The common footer applies to all data feeds.
each of the 13 data load file described in this document. Specifically the load order for the data files is given in the
table below:
Load Order Data Load Data Load Name
1 OM01 Unit Import
2 OM12 Unit Rollout / Status Import
3 OM03 Store to Department Mapping Import
4 OM07 Store-Department-Merchandising Area Mapping Load
5 OM04 Store Timings Load
6 OM06 Unit Attribute Load
7 OM09 Job Codes Load
8 VD01 Volume Driver Data Periodic Level Feed
9 VD02 Volume Driver Data Interval Level Feed
10 HR03 HR Associate Basic Details Import (HRBA)
11 HR12 HR Associate Corrections/Changes Import (HRCI)
12 HR02 HR Associate Leave Accrual Details (HRAC)
13 OM08 User Import
DLUN003 Field 2 - Internal error code. This code is used internally by Reflexis for debugging purposes
No. Batch Id Data Imports Record Id File File Formats and Sample Record (generic file names link
/Interface Ext. to sample files)
Name
Basic OM Loads
1 110011 Unit Import UNIT OM01 "Record ID, Client ID, Unit Id / Location Id, Unit
Name, Parent ID, Unit category , Unit level ,
Default
Location , Street, City, State, Country, Zip
Columns: 26
code, Contact person name, Job title , E-mail Id,
Tel No., Functional Parent ID, Unit Key, County,
Time Zone, Currency Code, Language Code,
Longitude, Latitude, Status Code"
REFLEXIS_UNIT_201005012132.OM01 (REFLEXIS_UNIT_201005012132.
2 120023 Unit Status USTS OM12 "Record ID, Client ID, Unit Id / Location Id, Status
Load Code, Effective Date, End Date, User Fld1, User
Fld2, Operation Code"
Default
Columns: 9
REFLEXIS_USTS_20160304120000.OM12
3 110012 Store DEPT OM03 "Record ID, Client ID, Unit Id / Location Id,
Department Department ID, Open Date, Close Date "
Import
Default
REFLEXIS_DEPT_201005012132.OM03 (REFLEXIS_DEPT_20100
Columns: 06
4 110019 Store- ULCT OM07 Record ID, Client ID, Unit Id / Location Id, Effective
Department- Date, End Date, Selling Area ID, Selling Area Name,
Selling area Department ID, User Fld1,User Fld2
mapping
Import
REFLEXIS_ULCT_201005012132.OM07 (REFLEXIS_ULCT_201005012132.O
5 110015 Unit/ ATTR OM06 "Record ID, Client ID, Unit Id / Location Id, Entity
Department Type, Entity ID, Effective Date, End Date,
Attribute Load Attribute Code, Attribute Value 1, Attribute Value
Default 2, Attribute Value 3, Attribute Value 4, Attribute
Columns: 15 Value 5, Attribute Value 6, Attribute Value 7"
REFLEXIS_ATTR_201005012132.OM06 (REFLEXIS_ATTR_201005012132.O
Store Timings
6 110016 UTIM OM04 "Record ID, Client ID, Unit Id / Location Id, Effective
Import
Date, End Date, Event Code, Frequency Code,
Default Start Time, Duration, Attribute1, Attribute2,
Columns: 19 Attribute3, Attribute4, Attribute5, Attribute6,
Attribute7, Attribute8, Attribute9, Attribute10"
REFLEXIS_UTIM_201005012132.OM04 (REFLEXIS_UTIM_201005012132.O
REFLEXIS_USER_201005012132.OM08 (REFLEXIS_USER_201005012132.OM
8 110020 Job Codes JOBS OM09 "Record ID, Client ID, Job Code ID, Job Code
Import Description"
REFLEXIS_JOBS_201005012132.OM09 (REFLEXIS_JOBS_201005012132.OM
Basic HR Loads
9 120010 HR Basic HRBA HR03 "Record ID, Client ID, Employee ID, Record Effective
Details Import From, Operation Code, Last Name, First Name,
Middle Name, Short Name, Gender Code, SSN,
Default
Emancipated Minor Indicator, School Calendar, Job
Columns:58
Title, Position Code, Job Effective Date, Date Of
Birth, Seniority Date, Seniority Rank, Date Of Hire ,
Date of Termination, Most Recent Rehire Date,
Company ID, Home Store ID, Home Position Code,
Home Department ID, Home Department Effective
Date, Full time/Part Time Indicator, Regular / Temp,
Salaried / Hourly, Union Indicator, Contract Group,
Contract Effective Date, Time Rule, Current Wage
Step, Effective Date, Address Line 1, Address Line
2, City , State Code , Country Code, Zip Code,
Home Phone, Mobile Phone, Email ID, Alternate
Phone, Alternate Phone Notes, Wage Frequency
Type, Base Wage Rate, Base Wage Effective Date,
Badge Number, Badge Effective Date, Employment
Status, Status Effective Date, Full Time Date,
Promotion Date, Standard Hours worked daily,
Supervisor Employee ID", Delivery Preference,
Carrier
REFLEXIS_HRBA_201005012132.HR03 (REFLEXIS_HRBA_201005012132.H
10 120026 HR Changes HRCI HR12 "Record ID, Employee Id, Transaction Type,
Load Effective Date, End Date, Field1, Field2, Field3,
Field4, Field5, Field6, Field7, Field8, Field9,
Field10, Field11, Field12, Field13, Field14,
Field15, Field16, Field17, Field18, Field19,
Field20",
REFLEXIS_HRCI_201005012132.HR12 (REFLEXIS_HRCI_20100501213
Basic VD Loads
Volume Driver
12 110017 VDI VD02 "Record ID, Client ID, Unit Id / Location Id, Feed
Interval
Level, Entity ID, Effective Date, Metric Id, Metric
Import
Category, Value at 00:00, Value At 00:15, Value At
Default 00:30, Value At 00:45, Value At 01:00, Value At
Columns: 105 01:15, Value At 01:30, Value At 01:45, Value At
02:00, Value At 02:15, Value At 02:30, Value At
02:45, Value At 03:00, Value At 03:15, Value At
03:30, Value At 03:45, Value At 04:00, Value At
04:15, Value At 04:30, Value At 04:45, Value At
05:00, Value At 05:15, Value At 05:30, Value At
05:45, Value At 06:00, Value At 06:15, Value At
06:30, Value At 06:45, Value At 07:00, Value At
07:15, Value At 07:30, Value At 07:45, Value At
08:00, Value At 08:15, Value At 08:30, Value At
08:45, Value At 09:00, Value At 09:15, Value At
09:30, Value At 09:45, Value At 10:00, Value At
REFLEXIS_VDI_201005012132.VD02 (REFLEXIS_VDI_201005012132.VD02.VD
Volume Driver
13 110018 VDP VD01 "Record ID, Client ID, Unit Id / Location Id, Feed
Period Import
Level, Entity ID, Effective Date, Metric ID, Metric
Default Category, Metric Granularity, Data Value-1, Data
Columns:16 Value-2, Data Value-3, Data Value-4, Data Value-5,
Data Value-6, Operation Code"
REFLEXIS_VDP_201005012132.VD01 (REFLEXIS_VDP_201005012132.VD01.
2 - Supplies
3 - Technology
& service
4 - Copy and
Print Depot
5 - Cleaning /
Breakroom
7 - Peripherals
7 Merchandising area Name Char 40 N Not Used
8 Department ID Alpha (R) 16 43002 Y Department Identifier 43002 SALES
9 User Field 1 16 N Not Used
10 User Field 2 16 N Not Used
See Field 7 of
Invalid Frequency Code Record will be
Invalid frequency code
used rejected
STORE TIMINGS Load for the
supported Frequency Codes
Unit Id / Location Id in
Unit Id / Location Id Not Found in Record will be
the record is not Ensure unit exists in the system
the Unit Master List rejected
present in the system
The first load will be a full load with all historic data going back to at least 2 years. Subsequent driver data should be sent as
an incremental load.
A: Actual
9 Metric Granularity Char 1 A, P, W, D Y A-Annual, P-Period, W-Weekly, D-Daily
10 Data Value - 1 Num 19,4 Y Driver value
Send 0 for no values
11 Data Value - 2 Num 19,4 N Not Used
12 Data Value - 3 Num 19,4 N Not Used
13 Data Value - 4 Num 19,4 N Not Used
14 Data Value - 5 Num 19,4 N Not Used
15 Data Value - 6 Num 19,4 N Not Used
8.1 Error Logging for Periodic Level Volume Driver Data (VDP Data Files)
The Reflexis RWS application will generate an error when invalid/incorrect/inconsistent Volume Driver Data is loaded and
processed by the system. An error will be generated for each record containing invalid data, and each error will include all
the pertinent information that to assist in the resolution of such error. Following is a sample of an Interval Level Volume
Driver Data error and its components:
Please refer to section 1.3.7 for the syntax of how errors are reported. Following is a list of common errors that might be
generated with possible suggested resolutions:
Error Message Reason for Error Process Result Possible resolution
|1|DLVI1|No Data found in Data All Required fields must include a
Data field is blank
Field||| value
Ensure the Unit Id / Location Id is
|1|DLVI1| Unit Id / Location Id is Unit Id / Location Id not
Record will be present in Reflexis database.
not found in the Unit Master List, present in Reflexis
ignored Otherwise, remove Unit / Location
012009 ||| database
from source.
|1|DLVI1|Invalid data value in Record includes invalid Ensure the record include valid
record.||| data information.
No. Field Name Type Len Possible Values Req (Y/N) Comments
1 Record ID Char 4 VDI Y
2 Client ID Char 16 RFLX Y
No. Field Name Type Len Possible Values Req (Y/N) Comments
3 Unit Id / Char 20 S00001, Y Valid unit/location identifier. It should
Location Id S00001A exist in the system.
4 Feed Level Char 1 S Y S-Store; D-Department/ Selling area
D
5 Entity ID Alpha (R) 20 N Department ID/ Selling area ID
If Feed Level = D then this column is a
required field.
6 Effective Date Date 8 Y Format: YYYYMMDD
Fiscal Week Start date for Weekly Drivers
A: Actual
9 Value At 00:00 Num 19,4 Y Send 0 for no values
No. Field Name Type Len Possible Values Req (Y/N) Comments
23 Value At 03:30 Num 19,4 Y Send 0 for no values
No. Field Name Type Len Possible Values Req (Y/N) Comments
57 Value At 12:00 Num 19,4 Y Send 0 for no values
58 Value At 12:15 Num 19,4 Y Send 0 for no values
59 Value At 12:30 Num 19,4 Y Send 0 for no values
60 Value At 12:45 Num 19,4 Y Send 0 for no values
61 Value At 13:00 Num 19,4 Y Send 0 for no values
62 Value At 13:15 Num 19,4 Y Send 0 for no values
63 Value At 13:30 Num 19,4 Y Send 0 for no values
64 Value At 13:45 Num 19,4 Y Send 0 for no values
65 Value At 14:00 Num 19,4 Y Send 0 for no values
66 Value At 14:15 Num 19,4 Y Send 0 for no values
67 Value At 14:30 Num 19,4 Y Send 0 for no values
68 Value At 14:45 Num 19,4 Y Send 0 for no values
69 Value At 15:00 Num 19,4 Y Send 0 for no values
70 Value At 15:15 Num 19,4 Y Send 0 for no values
71 Value At 15:30 Num 19,4 Y Send 0 for no values
72 Value At 15:45 Num 19,4 Y Send 0 for no values
73 Value At 16:00 Num 19,4 Y Send 0 for no values
74 Value At 16:15 Num 19,4 Y Send 0 for no values
75 Value At 16:30 Num 19,4 Y Send 0 for no values
76 Value At 16:45 Num 19,4 Y Send 0 for no values
77 Value At 17:00 Num 19,4 Y Send 0 for no values
78 Value At 17:15 Num 19,4 Y Send 0 for no values
79 Value At 17:30 Num 19,4 Y Send 0 for no values
80 Value At 17:45 Num 19,4 Y Send 0 for no values
81 Value At 18:00 Num 19,4 Y Send 0 for no values
82 Value At 18:15 Num 19,4 Y Send 0 for no values
83 Value At 18:30 Num 19,4 Y Send 0 for no values
84 Value At 18:45 Num 19,4 Y Send 0 for no values
85 Value At 19:00 Num 19,4 Y Send 0 for no values
86 Value At 19:15 Num 19,4 Y Send 0 for no values
87 Value At 19:30 Num 19,4 Y Send 0 for no values
88 Value At 19:45 Num 19,4 Y Send 0 for no values
89 Value At 20:00 Num 19,4 Y Send 0 for no values
90 Value At 20:15 Num 19,4 Y Send 0 for no values
91 Value At 20:30 Num 19,4 Y Send 0 for no values
No. Field Name Type Len Possible Values Req (Y/N) Comments
92 Value At 20:45 Num 19,4 Y Send 0 for no values
93 Value At 21:00 Num 19,4 Y Send 0 for no values
94 Value At 21:15 Num 19,4 Y Send 0 for no values
95 Value At 21:30 Num 19,4 Y Send 0 for no values
96 Value At 21:45 Num 19,4 Y Send 0 for no values
97 Value At 22:00 Num 19,4 Y Send 0 for no values
98 Value At 22:15 Num 19,4 Y Send 0 for no values
99 Value At 22:30 Num 19,4 Y Send 0 for no values
100 Value At 22:45 Num 19,4 Y Send 0 for no values
101 Value At 23:00 Num 19,4 Y Send 0 for no values
102 Value At 23:15 Num 19,4 Y Send 0 for no values
103 Value At 23:30 Num 19,4 Y Send 0 for no values
9.1 Error Logging for Interval Level Volume Driver Data (VDI Data Files)
The Reflexis RWS application will generate an error when invalid/incorrect/inconsistent Volume Driver Data is loaded and
processed by the system. An error will be generated for each record containing invalid data, and each error will include all
the pertinent information that to assist in the resolution of such error. Following is a sample of an Interval Level Volume
Driver Data error and its components:
Following is a list of common errors that might be generated with possible suggested resolutions:
Process Possible
Error Message Reason for Error Result resolution
Ensure the
location ID is
|1|DLVI1|Invalid Record present in Reflexis
Location ID, Location not present in Reflexis database will be database.
050834||| ignored Otherwise, remove
Location from
source.
Effective date is
|1|DLVI2|Invalid Record
not within the
effective date, Effective date is out of range will be
range defined in
20090101||| ignored
Reflexis database.
Ensure
Merchandising
|1|DLVI1|Invalid Record Department is
store department, Store Department not present in Reflexis database. will be present in Reflexis.
99||| ignored Otherwise, remove
department from
source.
Ensure Metric
(Driver) ID
Record matches what has
|1|DLVI1|Invalid
Metric (Driver) ID is incorrect, or not present in Reflexis database will be been defined in
metric, METRIC1|||
ignored Reflexis database,
or add Metric if
not present
Correct the
number of
intervals in the
record. VDI files
will always include
96 fields each
|1|DLVI1|Interval field is a 15minute
Record
level data not Number of intervals does not match granularity defined for the interval. 96 15min
will be
supported for this metric intervals for in day.
ignored
metric|||
Metrics with
intervals above 15
minutes should be
imported using
VDP import file,
not VDI.
|1|DLVI1| Metric
record with same key
Record
exists in file. Will use Remove duplicate
Duplicate records exist in VDI file will be
the previous instance records
ignored
and ignore this
record.|||
|1|DLVI1| Negative
Record
values for forecasted Negative values
Record includes negative values will be
data cannot be are not allowed.
ignored
imported.|||
Record includes an incorrect/invalid entity type.
See field 5 of
ERROR LOGGING FOR PERIODIC LEVEL VOLUME Driver Data (VDP
Data Files)
The Reflexis RWS application will generate an error when
invalid/incorrect/inconsistent Volume Driver Data is loaded and
processed by the system. An error will be generated for each
record containing invalid data, and each error will include all the
pertinent information that to assist in the resolution of such
error. Following is a sample of an Interval Level Volume Driver
Data error and its components: Entity IDs allowed
are:
Please refer to section 1.3.7 for the syntax of how errors are
reported. Following is a list of common errors that might be S if the metric
generated with possible suggested resolutions: value is for the
|1|DLVI1|Entity type Record
entire store
, X, invalid for Store Reason for Process Possible will be
level feed ||| Error Message Error Result resolution ignored D If the metric
value is for a
All Required particular
|1|DLVI1|No
Data field is fields must department in the
Data found in
blank include a store.
Data Field|||
value
Ensure the
Unit Id /
Location Id is
|1|DLVI1| Unit Unit Id /
present in
Id / Location Id is Location Id not Record
Reflexis
not found in the present in will be
database.
Unit Master List, Reflexis ignored
Otherwise,
012009 ||| database
remove Unit /
Location from
source.
|1|DLVI1|Invalid
date format in Record Date format
Date format is should be
the effective will be
incorrect Format:
date, 01012010 ignored
||| YYYYMMDD
Entity IDs
allowed are:
S if the
Entity ID is
metric value is
incorrect. See
for the entire
field 5 of
|1|DLVI1|Invalid store
VOLUME
Entity ID, X |||
DRIVER DATA D If the
PERIODIC LEVEL metric value is
FEED for a
particular
department in
the store.
The driver is not Correct
|1|DLVI1|The
a Period Lever format to load
Driver is Minute
driver. Use VDI Periodic Level
Level Driver,
to load Minute Driver data
METRIC1 |||
Level drivers must be used
Ensure
Merchandising
Store Department is
|1|DLVI1|Invalid
Department not Record present in
store
present in will be Reflexis.
department,
Reflexis ignored Otherwise,
99|||
database. remove
department
from source.
Use a valid
Metric
Category. See
|1|DLVI1|Invalid An invalid field #8 of
Metric Category Metric Category table VOLUME
|X ||| has been used DRIVER DATA
PERIODIC
LEVEL FEED
table
Use a valid
Metric
|1|DLVI1|Invalid An invalid Granularity.
Metric Metric See field #9 of
Granularity|{2} Granularity has table VOLUME
||| been used DRIVER DATA
PERIODIC
LEVEL FEED
Ensure Metric
(Driver) ID
Metric (Driver) matches what
|1|DLVI1|Invalid ID is incorrect, Record has been
metric, or not present will be defined in
METRIC1||| in Reflexis ignored Reflexis
database database, or
add Metric if
not present
|1|DLVI1|
Metric record
with same key
Duplicate Record Remove
exists in file. Will
records exist in will be duplicate
use the previous
file ignored records
instance and
ignore this
record.|||
|1|DLVI1|
Negative values Record Negative
Record includes
for forecasted will be values are not
negative values
data cannot be ignored allowed.
imported.|||
See field #16
|1|DLVI1|Invalid Operation code of VOLUME
Operation not supported DRIVER DATA
CD|XXX||| or invalid PERIODIC
LEVEL FEED
New Hire: If an associate record exists in the file and does not already exist in the system, then the process will insert the
record. All the effective dates in this file can be past/future dated.
Rehire: If an associate record exists in the file with an active status but exists in the system with a terminated status, then
the system will process it as a rehire transaction. All the effective dates in this file can be past/future dated. In addition to an
Active status a Rehire date is mandatory.
10.1 Sample Formats for Hire and Rehire through HRBA Load:
New Hire Upload:
HRBA,RFLX,EMP001,20100415,,"Alan","Smith",,,M,,N,,"Checker", 011128,20090831,19851009,,,20100515, ,
,,00425A,08,08,20100515,P,,H,,,,,,,"5813 English ", ,"Corpus
Christi",TX,US,78414,3619850856,,,,,H,11.29536,20100515,,,A,20100515,,,,,PTH,APR
"Record ID, Client ID, Employee ID, Record Effective From, Operation Code, Last Name, First Name, Middle Name, Short
Name, Gender Code, SSN, Emancipated Minor Indicator, School Calendar, Job Title, Job Code, Job Effective Date, Date Of
Birth, Seniority Date, Seniority Rank, Date Of Hire , Date of Termination, Most Recent Rehire Date, Company ID, Home
Store ID, Home Position Code/Staff Group Id, Home Department ID, Home Department Effective Date, Full time/Part
Time Indicator, Regular / Temp, Salaried / Hourly, Union Indicator, Contract Group, Contract Effective Date, Time Rule,
Current Wage Step, Effective Date, Address Line 1, Address Line 2, City , State Code , Country Code, Zip Code, Home
Phone, Mobile Phone, Email ID, Alternate Phone, Alternate Phone Notes, Wage Frequency Type, Base Wage, Base Wage
Effective Date, Badge Number, Badge Effective Date, Employment Status, Status Effective Date, Full Time Date,
Promotion Date, Standard Hours worked daily, Supervisor Employee ID"
Re Hire Upload: (Do termination first and then Rehire Employee again)
HRBA,RFLX,EMP001,20100415,,"Alan","Smith",,,M,,N,,"Checker", 011128,20090831,19851009,,,20100515,
,20100915,,00425A,08,08,20100515,P,,H,,,,,,,"5813 English ", ,"Corpus
Christi",TX,US,78414,3619850856,,,,,H,11.29536,20100515,,,A,20100515,,,,,PTH,APR
"Record ID, Client ID, Employee ID, Record Effective From, Operation Code, Last Name, First Name, Middle Name, Short
Name, Gender Code, SSN, Emancipated Minor Indicator, School Calendar, Job Title, Job Code, Job Effective Date, Date Of
Birth, Seniority Date, Seniority Rank, Date Of Hire , Date of Termination, Most Recent Rehire Date, Company ID, Home
Store ID, Home Position Code/Staff Group Id, Home Department ID, Home Department Effective Date, Full time/Part
Time Indicator, Regular / Temp, Salaried / Hourly, Union Indicator, Contract Group, Contract Effective Date, Time Rule,
Current Wage Step, Effective Date, Address Line 1, Address Line 2, City , State Code , Country Code, Zip Code, Home
Phone, Mobile Phone, Email ID, Alternate Phone, Alternate Phone Notes, Wage Frequency Type, Base Wage, Base Wage
Effective Date, Badge Number, Badge Effective Date, Employment Status, Status Effective Date, Full Time Date,
Promotion Date, Standard Hours worked daily, Supervisor Employee ID"
10.2 Error Logging for Associate Basic Details Import HRBA Load
The Reflexis RWS application will generate an error when invalid/incorrect/inconsistent HR information is loaded into the
system. An error will be generated for each record containing invalid data, and each error will include all the pertinent
information that to assist in the resolution of such error.
Following is a list of common errors that might be generated with possible suggested resolutions:
Description of Error Reason for Error Process Result Possible resolution
Status Effective Date cannot be Status Effective date is Record will be Ensure an effective date is present in
empty for <Employee> blank rejected record
Record contains
Invalid Date Of Hire for invalid/incorrect Date Record will be Ensure the format of Date of Hire is
<Employee> of hire for the rejected correct and valid
employee
While hiring New Employee, Date
Date of Rehire is equal
of Rehire provided should be Record will be Date of Rehire should be greater
or before original Hire
greater than or equal to Date of rejected than the original Hire Date
Date
Hire
While hiring New Employee,
Department Effective Department Effective Date must be
Home Department Effective Date Record will be
Date is before the equal or after the employees hire
should be greater than or equal to rejected
Employees Date of Hire date
Date of Hire
While hiring New Employee, Base
Base Wage Effective Base Wage Effective Date must be
Wage Effective Date should be Record will be
Date is less than the equal or after the employees hire
greater than or equal to Date of rejected
Employees Date of Hire date
Hire
Termination Date (If
While hiring New Employee, employee has been Termination Date (If employee has
Termination Date should be previously terminated Record will be been previously terminated
greater than or equal to previously) is less than rejected previously) must be equal or after
Employment Status Effective Date the Employees Date of the employees hire date
Hire
While hiring New Employee, Termination Date (If Record will be Termination Date (If employee has
Termination Date should be employee has been rejected been previously terminated
All effective dated changes are handled by this load. E.g. Staff Group, Department Id, Associate Status (Active, Inactive,
Leave, Terminated, etc.) and Associate Type (Full Time, Part Time).
The number fields (Field 1, Field 2, etc) in this load will be varying based on the Transaction type. The above-mentioned
fields should be sent as comma separated values (CSV) to Reflexis. Following is a list of all supported change/correction
transaction types and the corresponding fields for each transaction type.
1. For All Transaction first 5 fields are common Record Type*,Employee id*,Transaction Type*,Effective Date, End
Date
2. * indicates mandatory field.
3. Record Type*, Employee id*, Transaction Type* mandatory for any transaction.
4. For any transaction specify latest value in field which will be applicable for that employee from the effective date
provided in import.
5. Independent of Effective date is past/future values will be applicable from the given effective date
6. Newly changed values (future dated or past dated) will be applicable from the given effective date
7. End Date will be calculated by Reflexis internally. Any End Date provided in the record will be ignored.
8. Provide Empty for all Non mandatory fields.
9. For All Date Change Transactions, Dates should be calculated properly in both RWS and RTA tables. No overlapping
of Dates should present in System.
10. If there is No Change in field value for given effective date then Records will be rejected with appropriate error
message.
11. To fetch all previously communicated transaction data, Reflexis will expose one Audit view to Client through which
client can track all changes communicated to Reflexis.
2 Employee ID Num 16 Y
STORE_XFER TRANSFER_DATE_CHANGE
JOB_CHANGE JOB_DATE_CHANGE
DEPT_XFER DEPT_DATE_CHANGE
RATE_CHANGE WAGE_DATE_CHANGE
STATUS_CHANGE TERM_DATE_CHANGE
STATUS_CHANGE STATUS_DATE_CHANGE
SAL_HOUR_CHANGE
FT_PT_CHANGE
E.g. If the associates address needs to be corrected, then the record will look as shown below:
2. Sample File:
HRCI,EMP001,EMP_BASIC_CHANGE,,LN,FN,MN,SN,F,,,,,,,,,,,,,
3. Details/Behavior of Transaction:
As there are no Effective Date and End Date fields for all these partner basic information, latest values provided in
import will be considered.
While Rehiring partner whatever information provided in HRBA import will be considered as latest.
Basic Details/Contact details will be updated if the value is provided.
7 Job title Alpha 50 Y Job title corresponding the job code of the
associate
8 Wage Rate Num 9,2 N Wage rate corresponding to the job code of
the associate
2. Sample File:
HRCI,EMP001, FT_PT_CHANGE,20101010,,F
3. Details/Behavior of Transaction:
New Contract change (Full Time/Part Time/..) will be applicable from Effective date.
Existing values communicated by client will be retained in system (will not be override).
This New value will be applicable till next change in value communicated by client. It can be same transaction type
or different transaction type.
2. Sample File:
HRCI,EMP001, SAL_HOUR_CHANGE,20101010,,H
3. Details/Behavior of Transaction:
New Contract change (Salary/Hourly) will be applicable from Effective date.
Existing values communicated by client will be retained in system (will not be override).
This New value will be applicable till next change in value communicated by client. It can be same transaction type
or different transaction type.
To terminate an associate, provide the Employment Status as T with the termination date in the Effective date column.
This format can be used to cancel or undo the any previously communicated status records. For e.g. to undo the previously
communicated termination, send Employment Status as H.
2. Sample File:
HRCI,EMP001, STATUS_CHANGE,20101010,,I
3. Details/Behavior of Transaction:
New Contract change (A/I/L/..) will be applicable from Effective date.
Existing values communicated by client will be retained in system (will not be override).
This New value will be applicable till next change in value communicated by client. It can be same transaction type
or different transaction type.
Termination:
o Provide Employee Status as T.
o HRCI,EMP001, STATUS_CHANGE,20101010,,T
o Delete whole data present after termination date from both RWS and RTA tables
Correction of Termination/Cancel Termination:
o Provide Employee Status as H.
o HRCI,EMP001, STATUS_CHANGE,,,H
o After Termination if Client communicated this record undo the last termination of that employee.
o Extend his period from termination date to 20991231.
4. RTA impact: Same functionality of RWS will be applicable for Termination and Cancel termination in RTA also.
2. Sample File:
HRCI,EMP001,RATE_CHANGE,20101010,,12.567,H
3. Details/Behavior of Transaction:
New Wage Rate change and Wage Frequency will be applicable from Effective date.
Existing values communicated by client will be retained in system (will not be override).
This New value will be applicable till next change in value communicated by client. It can be same transaction type
or different transaction type.
4. RTA Impact: Not Applicable
6 Old Rehire Date Date 8 Y Old rehire date for the associate
6 Old Status Effective Date 8 Y Old status effective date for the associate
Date
1. Upload File Format:
Record Type*" , "Employee Id*" , "Transaction Type*" , "Effective Date*" , "End Date" , Old Status Date*
2. Sample File:
HRCI,EMP001, STATUS_DATE_CHANGE,20101010,, 20100615
3. Details/Behavior of Transaction:
This is just to correct existing date communicated by Client.
Date will be corrected only if there is No overlapping with other records in that table.
6 Old Job Effective Date 8 Y Old job code effective date for the associate
Date
1. Upload File Format:
Record Type*" , "Employee Id*" , "Transaction Type*" , "Effective Date*" , "End Date" , Old Job Effective Date*
2. Sample File:
HRCI,EMP001, JOB_DATE_CHANGE,20101010,, 20100615
3. Details/Behavior of Transaction:
This is just to correct existing date communicated by Client.
Date will be corrected only if there is No overlapping with other records in that table.
6 Old Wage Rate Date 8 Y Old wage rate effective date for the associate
Effective Date
1. Upload File Format:
Record Type*" , "Employee Id*" , "Transaction Type*" , "Effective Date*" , "End Date" , Old Wage Effective Date*
2. Sample File:
HRCI,EMP001, WAGE_DATE_CHANGE,20101010,, 20100615
3. Details/Behavior of Transaction:
This is just to correct existing date communicated by Client.
Date will be corrected only if there is No overlapping with other records in that table.
6 Old Dept Date Date 8 Y Old department effective date for the associate
6 Old Hire Date Date 8 Y Old hire date for the associate
Note: This HRCI transaction will work in the system even when the HRBA load is used to communicate all other HR changes.
Note: This HRCI transaction will work in the system even when the HRBA load is used to communicate all other HR changes.
Failed: Employee not available in Employees effective Ensure Employees effective is less
Record will be
system for the Effective Date date is not valid (Out of than the original status effective
rejected
provided-Out of Range Range) date
Employees
Certification date is not
Failed: Unable to find Employee Ensure Certification Effective Dates
consistent with the Record will be
Status Record while adding are consistent with the employees
effective dates for the rejected
Certification for Employee Status
employees States
Record
Employees Staff Group
Failed: Employee Staff Group
Details are not Ensure Employees Staff Group
Details are not present for the Record will be
consistent with the Details are consistent with the
Effective Date provided. Please rejected
Employees Status Status Effective dates
change Staff Group Effective Date
Effective Dates
Employees Wage
Failed: Employee Wage details
Effective Dates are not Ensure Employees Wage Effective
are not present for Effective Date Record will be
consistent with the Dates are consistent with the Status
provided. Please change Wage rejected
Employees Status Effective dates
Effective Date.
Effective Dates
Home Staff Group is
Home Staff Group ID is not Record will be Ensure the Employees Staff Group is
not present in the
present in the System rejected present in the system
system
RTM Integration:
In Reflexis Workforce Scheduler (RWS), one user cannot be mapped to multiple profiles. Whereas, in Reflexis Task
Management (RTM), one user can be mapped to multiple profiles.
NOTE: If it is required that one file is maintained for both RTM and RWS, then the Profile ID column can have only
one value. But if there is a need to send multiple profiles (comma separated values) for the same user in a single
record, then this interface should be treated as two distinct loads for RTM and RWS.
User ID should only contain A-Z, Invalid characters Record will be Use only the following characters:
a-z, 0-9, '-', '_' included in USER ID rejected A-Z, a-z, 0-9, '-', '_'
Profile ID in the record
Profile Id mapping is not present Record will be Ensure the Profile ID is present in
is not present in the
in the System rejected the system
system
Dept ID is not present for the Department is not Record will be Ensure the department is mapped to
particular Unit in the System mapped to the unit rejected the users unit
Dept ID is not present in the Department is not Record will be Ensure the department is present in
System present in the system rejected the system
Chapter 6. APPENDIX
14. APPENDIX-1: EVENTS & FREQUENCIES
14.1 OVERVIEW
Reflexis Workforce Scheduler generates the workload demand based on certain business related events, such as the
operating hours, truck deliveries, armored truck pickup, cleaning hours, etc.
Frequency once defined cannot be changed. If a change is necessary, then it will be treated as a change request, since it
mandates an in-depth impact analysis and a possible data conversion exercise.
Frequency is classified as:
1. System defined frequency: These frequency definitions are used internally by the system and are critical to the
successful operation of the system. The setup for system defined frequencies is done during the initial stage of sandbox
creation. System defined frequency is classified further into 3 pattern types as shown below:
FREQUENCY PATTERNS
2. User defined frequency: These are custom frequency definitions based on the client requirements.
Store Timings Load. All records for these events are effective dated.
If there are multiple Store open /Store close events effective for a given day and store, the system picks the most appropriate
Store open/Store close record for workload calculation based on the frequency pattern.
For example, if the workload is being generated for a Sunday, Monday and Tuesday. Then, the system will follow the
processing sequence for the scenarios listed below in order to identify the most eligible record:
Scenario 1: Events with distinct frequency patterns (i.e. no overlaps)
The system will pick the records with appropriate frequency patterns for both Store Open and Store Close events.
Unit Effective Date End Date Event Frequency Pattern Store Open Timing Duration(in Hrs)
S7026 01/01/2000 12/31/2099 Store Open Sunday 10:00 10:00
S7026 01/01/2000 12/31/2099 Store Open Monday 08:00 10:00
S7026 01/01/2000 12/31/2099 Store Open Tuesday 09:00 10:00
S7026 01/01/2000 12/31/2099 Store Close Sunday 19:00 00:30
S7026 01/01/2000 12/31/2099 Store Close Monday 17:00 00:30
S7026 01/01/2000 12/31/2099 Store Close Tuesday 18:00 00:30
Scenario 2: Events with overlapping frequency patterns
Tuesday - The system will pick the record with frequency pattern Tuesday for both Store Open and Store Close events,
which is the most specific record among the three for the day which the workload is being generated.
Monday - The system will pick the record with frequency pattern Weekday for both Store Open and Store Close events,
which is the most specific record between daily and weekday.
Sunday - The system will pick the record with frequency pattern Daily for both Store Open and Store Close events, which is
the only applicable frequency for Sunday.
Unit Effective Date End Date Event Frequency Pattern Store Open Timing Duration(in Hrs)
S7026 01/01/2000 12/31/2099 Store Open Daily 10:00 09:00
S7026 01/01/2000 12/31/2099 Store Open Weekday 08:00 09:00
S7026 01/01/2000 12/31/2099 Store Open Tuesday 09:00 09:00
S7026 01/01/2000 12/31/2099 Store Close Daily 19:00 00:30
S7026 01/01/2000 12/31/2099 Store Close Weekday 17:00 00:30
S7026 01/01/2000 12/31/2099 Store Close Tuesday 18:00 00:30