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Data Imports Integration Requirement

Reflexis Workforce Scheduler (RWS) Version v4.0

ABSTRACT
Data Integration with Reflexis
Reflexis Systems Incorporated Data Imports Integration Requirement

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Copyright 2004-2016 Reflexis Systems Incorporated. All rights reserved.

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Record of Revisions
The following table contains a list of the revisions made to this document.

Ver Date Author Pages Reviewer Modifications


4.0 October 17, 2016 Karuna.Balla All Initial Document for Version 4.0
4.0a January 24, 2017 Victor Galvez Page 28 Added types of Volume Driver Data and additional details
and rules for how the Driver Data is used by Reflexis
4.0a March 1, 2017 Stan Hawkins Contents

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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

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11.2 Transaction type-STORE_XFER ............................................................................................................................... 49


11.3 Transaction type-JOB_CHANGE ............................................................................................................................. 50
11.4 Transaction type-DEPT_XFER ................................................................................................................................. 52
11.5 Transaction type-FT_PT_CHANGE .......................................................................................................................... 53
11.6 Transaction type-SAL_HOUR_CHANGE .................................................................................................................. 54
11.7 Transaction type-STATUS_CHANGE ....................................................................................................................... 54
11.8 Transaction type-RATE_CHANGE ........................................................................................................................... 55
11.9 Transaction type-TERM_DATE_CHANGE ............................................................................................................... 56
11.10 Transaction type-TRANSFER_DATE_CHANGE ........................................................................................................ 57
11.11 Transaction type-REHIRE_DATE_CHANGE ............................................................................................................. 58
11.12 Transaction type-STATUS_DATE_CHANGE ............................................................................................................ 58
11.13 Transaction type-JOB_DATE_CHANGE ................................................................................................................... 59
11.14 Transaction type-WAGE_DATE_CHANGE .............................................................................................................. 59
11.15 Transaction type-DEPT_DATE_CHANGE ................................................................................................................ 60
11.16 Transaction type-HIRE_DATE_CHANGE ................................................................................................................. 60
11.17 Transaction type- CERTIFICATION_CHANGE .......................................................................................................... 61
11.18 Transaction type- EMP_ATTR ................................................................................................................................. 61
11.19 Error Logging for HR Associate Corrections Import HRCI Load ........................................................................ 62
12. HR Associate Leave Accrual Details ............................................................................................................................... 63
Chapter 5. User Load ............................................................................................................................................................... 65
13. User Load....................................................................................................................................................................... 65
13.1 Error Logging for User Load ................................................................................................................................... 67
Chapter 6. APPENDIX ............................................................................................................................................................... 69
14. APPENDIX-1: EVENTS & FREQUENCIES.......................................................................................................................... 69
14.1 OVERVIEW .............................................................................................................................................................. 69
14.2 Operating Hours usage........................................................................................................................................... 70

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Chapter 1. Introduction to Data Integration with Reflexis

1.1 PURPOSE OF THE DOCUMENT


1. To document clearly and unambiguously the exact new/amended functionality being requested
2. To form the basis for sign off from the customer and act as the reference point for all future discussions with the
customer
3. To form the basis for handover between the implementation and development teams and act as the point of
reference for all future discussions and verification
4. To be used by the development team to prepare detailed system specifications for development work
5. To act as the point of reference for QA, release management and all associated activities to be carried out after
development is complete, before release to the customer

1.2 Data Interface Types


Data import files are used to load and populate client data into the Reflexis applications. This chapter includes format,
file naming conventions and common rules that apply to the different types of data interfaces supported by Reflexis Workforce
Scheduler.

1.2.1 File Naming Convention:


All File Names should follow the following format: ClientId_RecordId_YYYYMMDDHHmm.FileExtension

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

1.2.3 Additional Data Loads required for RWS


OM Imports:
5. Unit Status Import
6. Store Timings Import
HR Imports:
7. HR Basic Details Import
8. HR Changes Import
9. HR Leave accruals Import
VD Imports:
10. Volume Driver Period Import
11. Volume Driver Interval Import

Note:

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1. Batch Ids are used internally by Reflexis Systems.


2. Logs will be generated in the directory corresponding to each File Extension.

1.3 Processing Data Loads

1.3.1 Common Rules

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.

1.3.2 Data Types


1. DATE: DATE format Only YYYYMMDD format supported.
2. TIME: TIME format Hh:mm (24 HR Military time format).
3. NUM: NUMERIC Integer or Decimal. E.g. Employee Id can be a number without decimals, whereas Wage Rate
will typically be with decimals.

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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. All columns are delimited by comma (,).


2. Double quotes are not mandatory for the Header
No. Field Type Len Req (Y/N) Value Comments
1 Record Type Char 2 Y HH File header record
2 Timestamp Num 14 Y File creation Date time Format: YYYY MMDDHHmmss
3 Filename Char 35 Y This should be the same as the actual file name. E.g.
ClientID_VDI_201012312210.OM03
4 File Sequence Num Num 10 N 1 Default to 1 always.

1.3.4 Footer
The common footer applies to all data feeds.

All columns are delimited by comma (,).


Double quotes are not mandatory for the Footer

No. Field Type Len Req (Y/N) Value Comments


1 Record Type Char 2 Y TT File Trailer record
2 Record count Num 6 Y This is the total number of records in the file excluding the
file header and footer records. This record count is used to
validate the number of record included in each file, If
validation is not successful, the file will be rejected and
the information will not be processed
3 Total Record Count Num 6 N This is the total number of records in the file including the
header and the footer records. This record count is used
to validate the number of record included in each file, If

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validation is not successful, the file will be rejected and


the information will not be processed

1.3.5 Not Used columns


The value for the columns that indicate (Not Used) should be sent as blank. These columns are built into the formats to
accommodate for additional functionality that is in our future product roadmap. These columns are not used in the current
application functionality.
It is critical to send these as blanks instead of ignoring these columns, to maintain the integrity of the column count on the
file. If the column count on every record for each of these loads is not correct, the process will reject the record.

1.3.6 Data Import Process Flow


Client-specific information is loaded into the Reflexis system via a set of batch jobs, the information is validated and
processed or rejected using internal Reflexis processes, and finally, the results of the import process and error logs are
emailed out to System Administrators:
Any file with more than 30 records should be processed through set of Batch Jobs Only.
1. Client-specific files are generated outside of Reflexis and loaded into a Secure FTP location
2. Reflexis copies the files into a temporary directory inside the application
3. For each file, the footer is validated in two steps:
a. The system validates whether a footer record is present in the file
i. If the footer is not present, the file is rejected back to the Rejected directory in SFTP and an email is
sent out to inform of the rejected file. No records in the file are processed.
b. If there is a footer record, the system checks the Records/Total Records count in the footer of the file
i. If the Record/Total Record count does not match the actual number of records in the file, the file is
rejected back to the Rejected directory in SFTP and an email is sent out to inform of the rejected
file. No records in the file are processed.
ii. If the Record/Total Record count matches the number of actual records in the file, the records in the
file are processed and the system database is updated with the data. Any errors found against
particular records in the file are logged in a separate log file, but the system continues to process all
records in file until the file is complete.
4. An email notification is sent out to the system administrators with the results and logs of the import process for
each file.
a. If the entire process was successful, an email indicating successful completion is sent out with a summary of
the number of records process.
b. For files with errors, a log file with errors against each faulty record is attached to the email sent out.
c. If the footer record validation failed, the email sent out will be the same indicated in step #3(a)(i) and
#3(b)(i).
5. The initial load of the data files must be done in a specific order so that the buildup of the data layers in the Reflexis
application is done properly. This document has been laid out so that the chapter order follows the loading order for

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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

1.3.7 Error Reporting Format


Each of the data load processes that will be described in subsequent chapters has the ability to report errors when a
problem occurs with the data in the load file. The basic reporting syntax is the same for each of the loads and is described
below. Following is an example of a possible error and its components:
Following is a table with the error message broken down by field:

2 Field 1 - Line number corresponding to the record in the Import File

DLUN003 Field 2 - Internal error code. This code is used internally by Reflexis for debugging purposes

Description of Field 3 - Description of error


Error

12272 Field 4 - This is the incorrect/invalid value generating the error

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Field 2: Reflexis internal


code. Used for debugging
purposes

1.4 Details of All Data Imports with Sample Records:

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

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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

7 110010 User Import USER OM08


"Record ID, User ID, Action Flag, Client Id, User
Default
Name, Unit Id / Location Id, Dept Code, Functional
Columns: 14
Group, Job Title, Profile Id, Email Id, Telephone

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No., Language Code, Primary Unit", Mobile No,


Delivery Preference, Carrier

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

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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

"Record ID, Client ID, Partner ID, Record Effective


11 120012 HR Associate HRAC HR02
From, Operation Code, Accrual Code, Days/Hours
Leave Accrual
Accrued, Unit Of Accrual, Next Award Date,
Details Import
Number of Weeks for Next Award"
Default
Columns:10
REFLEXIS_HRAC_201005012132.HR02 (REFLEXIS_HRAC_201005012

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

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10:15, Value At 10:30, Value At 10:45, Value At


11:00, Value At 11:15, Value At 11:30, Value At
11:45, Value At 12:00, Value At 12:15, Value At
12:30, Value At 12:45, Value At 13:00, Value At
13:15, Value At 13:30, Value At 13:45, Value At
14:00, Value At 14:15, Value At 14:30, Value At
14:45, Value At 15:00, Value At 15:15, Value At
15:30, Value At 15:45, Value At 16:00, Value At
16:15, Value At 16:30, Value At 16:45, Value At
17:00, Value At 17:15, Value At 17:30, Value At
17:45, Value At 18:00, Value At 18:15, Value At
18:30, Value At 18:45, Value At 19:00, Value At
19:15, Value At 19:30, Value At 19:45, Value At
20:00, Value At 20:15, Value At 20:30, Value At
20:45, Value At 21:00, Value At 21:15, Value At
21:30, Value At 21:45, Value At 22:00, Value At
22:15, Value At 22:30, Value At 22:45, Value At
23:00, Value At 23:15, Value At 23:30, Value At
23:45, Operation Code"

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.

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Chapter 2. Organization Data Loads


1. Unit Load
The unit load file contains information to populate and maintain the organization setup in Reflexis. A unit is an entity in the
organization hierarchy, with Corporate being the highest level and Store being the lowest level.
Given below are the features of the unit load:
1. The specific order of records on the Unit load based on the organization hierarchy should be maintained.
a. The setup of corporate record is a one-time setup and is excluded from the unit load. It will be a part of the
base set up done by Reflexis.
b. The Field Units (with Unit category =F) will be loaded in the order of the hierarchy. (E.g. 1. CORP, 2.
DIVISION, 3. REGION, 4. DISTRICT, 5. STORE)
c. All Stores (with Unit category = S) will be loaded subsequently.
2. Organization hierarchy once loaded cannot be modified. Any changes to the organization level have to be taken up
as a change request, since it mandates an in-depth analysis and a data conversion exercise.
3. Units cannot be closed using the unit load process. They can only be transferred or moved in the hierarchy. Any
status other than O will be handled as a custom enhancement/change request.
4. Unit load can be a full load or an incremental load (Incremental load is recommended).

No. Field Name Type Len Possible Values Req Comments


(Y/N)
1 Record Id Char 4 UNIT Y Indicates that the upload file is for the Unit Load

2 Client ID Char 10 RFLX Y Client Identifier


3 Unit Id / Alpha (R) 20 00385A Y Unique Unit /Location Identifier
Location Id
4 Unit Name Char 128 Warehouse Y Name of the unit
5 Parent ID Alpha (R) 20 C01 Y The Unit Id / Location Id of the parent for the unit
being loaded. A parent is typically one level above
the unit in the hierarchy.

6 Unit Category Char 1 F Y Unit categorization in the organization hierarchy.


S Valid values are:
F: Field
S: Store
7 Unit Level Num 1 2 Y Level of the unit in the organization hierarchy.
3 A sample hierarchy is as shown below:
4 Corporate ( not expected in the file)
5 2 Division
3 Region
4 District
5 Store

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No. Field Name Type Len Possible Values Req Comments


(Y/N)
8 Location/Mark Char 40 N
et
9 Street Alpha 60 646 S. Main Y
10 City Char 25 Houston Y
11 State Char 6 TX Y
12 Country Char 20 USA Y Country Code must be a three-letter alphabetic
CAN code. Example:
USA for USA
CAN for Canada
13 Zip Code Alpha (R) 20 12348 N
14 Contact Alpha 100 N
Person Name
15 Job Title Alpha 20 N
16 E- Mail Id Alpha 80 N
17 Telephone Alpha 25 N
Number
18 Functional Alpha (R) 16 N Not used
Parent Id

19 Unit Key Char 20 N System Reserved Field


20 County Char 30 N Not used
21 Time Zone Char 50 CST Y Valid Time Zone values:
GMT : Greenwich Mean Time (London)
PRT : Puerto Rico Standard Time
EST5EDT : US Eastern Standard/ Daylight Time
CST : US Central Time
MST : US Mountain Time (Arizona)
MST7MDT : US Mountain Time (Non-Arizona)
PST : US Pacific Time
AST : Alaska Standard Time
HST : Hawaiian Standard Time
22 Currency Code Char 3 USD Y Currency Code must be a three-letter alphabetic
code. Example:
USD for US Dollar
CAD for Canada Dollar
23 Language Char 10 EN Y Language code must be a two-letter alphabetic
Code code. Example:
EN for English

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No. Field Name Type Len Possible Values Req Comments


(Y/N)
FR for French
ES for Spanish
24 Longitude Num 16 N Not used
25 Latitude Num 16 N Not used
26 Status Char 8 O Y Always passed as O for Open.

1.1 Error Logging for Unit Load


The Reflexis RWS application will generate an error when invalid/incorrect/inconsistent Unit information is loaded into the
Reflexis RWS system. An error will be generated for each record containing invalid data. Each error will include all the
pertinent information to assist in the resolution of such error. Anytime a record of a unit that is considered a parent unit
includes errors, the error will cascade down to the units subordinate units. For example, if the record for Region 1 is
rejected due to an error, the record for the subordinate unit (District 1) will also be rejected. And as a result, the records for
the subordinate units of District 1 (Store 1, Store 2, Store 3, etc) will also error out.
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:

Description of Error Reason for Error Process Result Possible resolution


Record contains an
Invalid Country and/or All Required fields must include a
incorrect/invalid Country and/or
State Codes value
State code
Use one of the following
Record contains an invalid Unit Record will be categories:
Invalid Unit Category
Category rejected F = Field
S = Stores
Record contains a Parent ID that Ensure the record contains the
Record will be
Invalid parent unit either does not exist in system or is correct Parent ID for the unit in the
rejected
not above the unit in the record record
Time zone in record is not
Invalid Time zone in Record will be Ensure the time zone is in the list
supported. See Unit Load for the
Input rejected of supported time zones
list of Time Zones supported,
Ensure one of the following
Invalid Currency in Currency in record is not present in Record will be currencies is used:
Input the system rejected CAD = Canadian Dollar
USD = US Dollar
Ensure one of the following
Invalid language in Language code in record is not Record will be
languages are used:
Input present in the system rejected
EN = English

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Description of Error Reason for Error Process Result Possible resolution


FR - French
Invalid Number of Fields Record will be Ensure record includes 26 total
Record includes extra fields
provided in UNIT Import rejected fields
Status code in record is not Record will be Ensure the status code is O (Open)
Invalid status code
supported rejected
Ensure email follows the correct
Invalid email address in Record will be
Email format is incorrect format, i.e.,
Input rejected
systemuser@email.com

2. UNIT Status Load


1. The Unit Status Load is used to close a Unit permanently or temporarily.
2. Store may be reopened by utilizing field 9 (operation code).
3. If no status is loaded exclusively using this load, the unit is considered active.
4. To close a unit permanently, send a C status with an end date of 20991231.
5. Temporary unit closings can be achieved by sending a C status with a specific effective date and end date.
6. To reopen a store, send an O status with an end date of 20991231.
7. Forecast, Workload, Schedule will not be generated during the days when the store is closed using the store status
load. If the unit is partially inactive in a week, only for the active days Forecast, Workload, Schedule will be
generated.
8. Closing a store permanently or temporarily does not result in a deletion of the unit from the system. It is generally
not recommended to delete a unit from the system, but if this is necessary, clients must work with their Reflexis
support team contacts to accomplish this.

No. Field Name Type Len Possible Values Req(Y/N) Comments


1 Record ID Char 4 USTS Y System Usage
2 Client ID Char 10 RFLX Y Client Identifier
3 Unit Id / Alpha (R) 20 S00001, Y Valid unit /location identifier. It should exist in
Location Id S00001A the system.
4 Status Code Char 10 C or O Y C is passed to close a unit
O is passed to reopen a unit
5 Effective Date Date 8 Y Any date in the format yyyyMMdd
6 End Date Date 8 Y Any date in the format yyyyMMdd
20991231 And should be greater than or equal to
effective date field.
7 User field 1 Char 20 N Not Used, just a placeholder

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No. Field Name Type Len Possible Values Req(Y/N) Comments


8 User field 2 Char 20 N Not used, just a placeholder
9 Operation code Char 1 D, N D Delete the status record, Can be left blank
otherwise The Unit Id / Location Id, Effective
Date and End Dates are exactly matched for
deletion.

2.1 Error logging for Unit Status Load


The Reflexis RWS application will generate an error when invalid/incorrect/inconsistent Unit Status information is loaded to
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.
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
Description of Error Reason for Error Process Result Possible resolution
Unit Id / Location Id Not Found in Record contains Invalid Record will be
Ensure Unit is present in the system
the Unit Master List Unit Id / Location Id rejected
Status Code Not Found in the Unit Record contains an Record will be See Field 4 of UNIT STATUS LOAD
Plan Status Code Set invalid Unit Status Code rejected for the supported Status Codes

3. Store to Department mapping Load


The Store-Department load is used to populate the departments associated with each store in the system. The first load will
be a full load. All subsequent updates should be sent as an incremental load.

No. Field Name Type Len Possible Values Req Comments


(Y/N)
1 Record ID Char 4 DEPT
Y System usage
2 Client ID Char 10 RFLX
Y Client Identifier
3 Unit Id / Alpha (R) 16 S00001,
Y Valid unit/location identifier. It should exist in the
Location Id S00001A
(Store) system.

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4 Department ID Alpha (R) 16 D001, D0010A


Y Valid Department ID. It should exist in the system.
5 Open Date Date 8 20000101
N Not Used
6 Close Date Date 8 20991231
N Not Used

3.1 Error Logging for Store to Department Load


The Reflexis RWS application will generate an error when invalid/incorrect/inconsistent Store Department Load information
is loaded and processed by the system. An error will be generated for each record containing invalid data, and
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
DeptId not found in the Department ID is not Record will be Ensure the department ID in the
Department Master List present in the system rejected record is present in the system
Unit Id / Location Id Is Ensure the Unit Id / Location Id in
Unit Id / Location Id not found in Record will be
not present in the the record is present in the
the Unit Master List rejected
system system

4. Store-Department-Merchandise Division mapping Load


This load is used to establish a mapping between Department and Selling areas in the system.

No. Field Name Type Len Possible Req Comments


Values
(Y/N)
1 Record Type Char 4 ULCT Y Always passed as ULCT

2 Client Id Char 10 RFLX Y Client Identifier


3 Unit Id / Location Id Alpha (R) 16 S0001 Y Valid unit/location identifier
4 Effective Date Date 8 N Not Used
5 End Date Date 8 N Not Used
6 Merchandising area ID Alpha (R) 16 1 Y Merchandise Division Identifier
1 - Furniture

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No. Field Name Type Len Possible Req Comments


Values
(Y/N)

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

5. Store Timings Load


The Store Timings load is used to populate the business hours i.e., the Store Open and Store Close events for each unit in the
organization. For further details on how the operating hours are used in the system, refer to APPENDIX.
The first load will be a full load. All subsequent updates should be sent as an incremental load.

No. Field Name Type Len Possible Values Req Comments


(Y/N)
1 Record ID Char 4 UTIM Y Indicates that the upload file is for Store Timings
2 Client ID Char 10 RFLX Y Client identifier
3 Unit Id / Location Alpha (R) 20 S00001, Y Valid unit/location identifier. It should exist in the
Id S00001A system.
4 Effective Date Date 8 20000101 Y Always passed as 20000101
5 End Date Date 8 20991231 Y Always passed as 20991231
6 Event Code Char 4 ST01 Y ST01 Store Open

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No. Field Name Type Len Possible Values Req Comments


(Y/N)
ST02 ST02 Store Close
7 Frequency Code Num 4 0 to 9 Y 0 Sunday
1 Monday
2 Tuesday
3 Wednesday
4 Thursday
5 Friday
6 Saturday
7 Daily
8 Weekday (Mon thru Fri)
9 Weekend (Sat and Sun)
8 Time Time 5 Y Hh:mm (24 HR Military time format)
9 Duration Time 5 Y Hh:mm (24 HR Military time format)
10 Attribute1 Char 50 N Not Used
11 Attribute2 Char 50 N Not Used
12 Attribute3 Char 50 N Not Used
13 Attribute4 Char 50 N Not Used
14 Attribute5 Char 50 N Not Used
15 Attribute6 Char 50 N Not Used
16 Attribute7 Char 50 N Not Used
17 Attribute8 Char 50 N Not Used
18 Attribute9 Char 50 N Not Used
19 Attribute10 Char 50 N Not Used

5.1 Error Logging for Store Timings Load


The Reflexis RWS application will generate an error when invalid/incorrect/inconsistent Store Timing information 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.
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:

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Description of Error Reason for Error Process Result Possible resolution


Unable to load input parameters Invalid format used in Record will be
in Store Timings Import the value rejected
Ensure the following codes are used
in the records:
Event code not Record will be
Invalid Event Code
supported rejected ST01 Store Open
ST02 Store Close

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

6. Unit/ Department Attribute Load


This load is used to populate the unit attributes or the store department attributes in the system. The first load will be a full
load. All subsequent updates should be sent as an incremental load.
Attributes can be defined as:
1. Specific characteristics that define certain aspects of a unit E.g. Store type, Square footage, no. of entrances, no of
registers. etc.
2. Labor Standards such as transaction times for various activities E.g. Register transaction time, average cash
transaction time, average scan time, etc.
No. Field Name Type Len Possible Values Req Comments
(Y/N)
1 Record Type Char 4 ATTR Y Indicates that the upload file is for
Unit/Department Attribute Load
2 Client Id Char 10 RFLX Y Client Identifier

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No. Field Name Type Len Possible Values Req Comments


(Y/N)
3 Unit Id / Location Id Alpha (R) 20 S0001 Y Valid unit/location identifier. It should exist in
the system.
4 Entity Type Char 1 U,C,D Y U for Store Attribute
C for Corporate Attribute
D for Department Attribute
5 Entity ID Alpha (R) 20 N Department Identifier in case of Department
(Department ID) level attributes
6 Effective Date Date 10 N Format: YYYYMMDD
7 End Date Date 10 N Format: YYYYMMDD
8 Attribute Code Alpha (R) 80 STORE_SIZE Y Attribute Identifier

9 Attribute Value 1 Alpha 80 Y The value corresponding to each attribute.


In case of attributes which have a specific
value for each day of the week, this column
will hold the value for the first day of the
week.
E.g.
1. Truck delivery - If truck delivery happens on
days 1 and 5 of the week, then this column
will be set to 1.
Where, 1 indicates a truck delivery and 0
indicates non-delivery
10 Attribute Value 2, Alpha 100 N In case of attributes which have a specific
value for each day of the week, this column
Attribute Value 3,
will hold the value from the second day to the
Attribute Value 4, seventh day of the week.
Attribute Value 5, E.g. Truck delivery. If truck delivery happens
Attribute Value 6, on days 1 and 5 of the week, then the values
passed for this column will be:
Attribute Value 7
0,0,0,1,0,0
Where, 1 indicates a truck delivery and 0
indicates non-delivery.

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6.1 Error Logging for Unit/ Department Attribute Load


The Reflexis RWS application will generate an error when invalid/incorrect/inconsistent Attribute information 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 list of common errors that might be generated with possible suggested resolutions:
Description of Error Reason for Error Process Result Possible resolution
Attribute 123ABC Not Found in the Attribute code does not Record will be Ensure the attribute code in the
Attributes Master List exist in the system rejected record is present in the system
Ensure the unit id/location id in
Unit Id / Location Id 01201 Not Record will be
Invalid Unit in the record the record is present in the
Found in the Unit Master List rejected
system

Use of the following entity types:


Entity Id should not be empty for Value for Entity Type is Record will be U for Store
Entity Type blank rejected
C for Corporate
D for Department

Use of the following entity types:


Entity type, 123ABC Not Found in Record will be
Entity value is incorrect U for Store
the Entity Type Master List rejected
C for Corporate
D for Department
No Data type is defined for the
Attribute is not present Record will be Ensure attribute exists in the
Attribute, ABC123 found in the
in the system rejected system
Master List
The attribute value type
Attribute value , ABC123 is not Ensure the attribute value type
in the record does not Record will be
valid for Attribute of type matches the value type defined
match the attribute type rejected
Single/Multiple choice for the attribute
defined for the attribute

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7. Job Code Load


This load is used to populate the master list of job codes in the system. During the HR associate load, the employee job
codes are validated against this master list in the system. Employee records with job codes outside this list are rejected by
the system.
The first load will be a full load. All subsequent updates should be sent as an incremental load.

No. Field Name Type Len Possible Req Comments


Values
(Y/N)
1 Record ID Char 4 JOBS Y Indicates that the upload file is for Job
Code
2 Client ID Char 10 RFLX Y Client Identifier
3 Job Code Char 12 000455 Y Job code from the existing HRIS
4 Job Title Alpha 32 "Benefits Y Job code description from the existing
Manager" HRIS

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Chapter 3. VOLUME DRIVER DATA


Volume Driver Data is used by Reflexis Workforce Scheduler to populate historical driver actuals (Store Transactions, Store
Sales, etc) that are needed in order to generate driver forecasts for future weeks based on trends from the historical
actuals.

There are 2 types of Volume Driver Data Loads used by Reflexis:

1. Volume Driver Period Import:


a. This feed contains the driver data with period level granularity, i.e., granularity higher than 15-min
intervals.
b. Daily Drivers require an effective date and a driver value for each day.
i. If driver data does not exist for a specific day, a record for the day needs to be sent along
with the driver value of zero (0) to prevent future forecasts from being skewed by the
missing driver data.
c. Weekly Drivers require an effective date that corresponds with the weeks start date and the driver
value for each week.
i. If driver data does not exist for a specific week, a record for the week needs to be sent along
with the driver value of zero (0) to prevent future forecasts from being skewed by the
missing driver data.

2. Volume Driver Interval Import:


a. This feed contains the driver data at a 15-minute Interval granularity.
b. Interval-level Drivers require an effective date for each day, and the driver values for each of the 96
15-minute intraday intervals.
i. If driver data does not exist for one of the 96 intraday intervals, a value of zero (0) will be
sent to prevent future forecasts from being skewed by the missing driver data.
ii. If driver data does not exist for an entire day, a value of zero (0) will be sent for each of the
96 intraday intervals to prevent future forecasts from being skewed by the missing driver
data.

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.

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8. Volume Driver Data Periodic Level Feed


This feed contains the driver data with a period level granularity i.e. granularity higher than 15 min intervals.

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No. Field Name Type Len Possible Values Req Comments


(Y/N)
1 Record ID Char 4 VDP Y
2 Client ID Char 16 RFLX Y
3 Unit Id / Location Alpha (R) 20 0091 Y Valid unit/location identifier. It should exist in
Id the system.
4 Feed Level Char 1 S, D Y S-Store; D-Department/ Selling area
5 Entity ID Alpha (R) 20 N Department / Selling area
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.
Specific Day for Daily Driver (interval drivers)
7 Metric ID Alpha (R) 16 DAILY_SALES, Y Valid driver identifier
CUST_COUNT
8 Metric Category Char 1 E, F, U, P, Y E: Annual - System Generated
R, S, A F: Annual - Imported/Adjusted

U: Period - System Generated


P: Period - Imported/Adjusted

R: Weekly - System Generated


S: Weekly - Imported/Adjusted

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

16 Operation Code Char 1 , A N Null/blank value will insert/update the record.


A will add the metric value to the existing
record. If record does not exist, then the
process will reject the record with this value.
(i.e. For the first time, record can be sent with
null/blank value. Subsequently, send with

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value = A to append the metric data, if


needed).

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 date format in Record will be Date format should be Format:


Date format is incorrect
the effective date, 01012010 ||| ignored YYYYMMDD
Entity IDs allowed are:
Entity ID is incorrect.
S if the metric value is for the
See field 5 of VOLUME
|1|DLVI1|Invalid Entity ID, X ||| entire store
DRIVER DATA
PERIODIC LEVEL FEED D If the metric value is for a
particular department in the store.
The driver is not a
|1|DLVI1|The Driver is Minute Period Lever driver. Use Correct format to load Periodic Level
Level Driver, METRIC1 ||| VDI to load Minute Driver data must be used
Level drivers
Store Department not Ensure Merchandising Department is
|1|DLVI1|Invalid store Record will be
present in Reflexis present in Reflexis. Otherwise,
department, 99||| ignored
database. remove department from source.
Use a valid Metric Category. See
|1|DLVI1|Invalid Metric Category An invalid Metric
field #8 of table VOLUME DRIVER
|X ||| Category has been used
DATA PERIODIC LEVEL FEED table

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An invalid Metric Use a valid Metric Granularity. See


|1|DLVI1|Invalid Metric
Granularity has been field #9 of table VOLUME DRIVER
Granularity|{2} |||
used DATA PERIODIC LEVEL FEED
Metric (Driver) ID is Ensure Metric (Driver) ID matches
|1|DLVI1|Invalid metric, incorrect, or not Record will be what has been defined in Reflexis
METRIC1||| present in Reflexis ignored database, or add Metric if not
database present
|1|DLVI1| Metric record with
same key exists in file. Will use Duplicate records exist Record will be
Remove duplicate records
the previous instance and ignore in file ignored
this record.|||
|1|DLVI1| Negative values for
Record includes Record will be
forecasted data cannot be Negative values are not allowed.
negative values ignored
imported.|||
|1|DLVI1|Invalid Operation Operation code not See field #16 of VOLUME DRIVER
CD|XXX||| supported or invalid DATA PERIODIC LEVEL FEED
Record includes an
incorrect/invalid entity Entity IDs allowed are:
type.
S if the metric value is for the
|1|DLVI1|Entity type , X, invalid Record will be
See field 5 of Error! Not entire store
for Store level feed ||| ignored
a valid bookmark self-
D If the metric value is for a
reference.
particular department in the store.

|1|DLVI1|Invalid data value in Record includes invalid Ensure the record include valid
record.||| data information.

9. Volume Driver Data Interval Level Feed


This feed contains the driver data with Interval level granularity.

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

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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

7 Metric ID Alpha (R) 16 DAILY_SALES, Y


CUST_COUNT
8 Metric Category Char 1 E Y E: Annual - System Generated
F F: Annual - Adjusted
U
P U: Period - System Generated
R P: Period - Adjusted
S
A R: Weekly - System Generated
S: Weekly - Adjusted

A: Actual
9 Value At 00:00 Num 19,4 Y Send 0 for no values

10 Value At 00:15 Num 19,4 Y Send 0 for no values


11 Value At 00:30 Num 19,4 Y Send 0 for no values
12 Value At 00:45 Num 19,4 Y Send 0 for no values
13 Value At 01:00 Num 19,4 Y Send 0 for no values
14 Value At 01:15 Num 19,4 Y Send 0 for no values
15 Value At 01:30 Num 19,4 Y Send 0 for no values
16 Value At 01:45 Num 19,4 Y Send 0 for no values
17 Value At 02:00 Num 19,4 Y Send 0 for no values
18 Value At 02:15 Num 19,4 Y Send 0 for no values
19 Value At 02:30 Num 19,4 Y Send 0 for no values
20 Value At 02:45 Num 19,4 Y Send 0 for no values
21 Value At 03:00 Num 19,4 Y Send 0 for no values
22 Value At 03:15 Num 19,4 Y Send 0 for no values

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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

24 Value At 03:45 Num 19,4 Y Send 0 for no values


25 Value At 04:00 Num 19,4 Y Send 0 for no values
26 Value At 04:15 Num 19,4 Y Send 0 for no values
27 Value At 04:30 Num 19,4 Y Send 0 for no values
28 Value At 04:45 Num 19,4 Y Send 0 for no values
29 Value At 05:00 Num 19,4 Y Send 0 for no values
30 Value At 05:15 Num 19,4 Y Send 0 for no values
31 Value At 05:30 Num 19,4 Y Send 0 for no values
32 Value At 05:45 Num 19,4 Y Send 0 for no values
33 Value At 06:00 Num 19,4 Y Send 0 for no values
34 Value At 06:15 Num 19,4 Y Send 0 for no values

35 Value At 06:30 Num 19,4 Y Send 0 for no values


36 Value At 06:45 Num 19,4 Y Send 0 for no values
37 Value At 07:00 Num 19,4 Y Send 0 for no values
38 Value At 07:15 Num 19,4 Y Send 0 for no values
39 Value At 07:30 Num 19,4 Y Send 0 for no values

40 Value At 07:45 Num 19,4 Y Send 0 for no values


41 Value At 08:00 Num 19,4 Y Send 0 for no values
42 Value At 08:15 Num 19,4 Y Send 0 for no values

43 Value At 08:30 Num 19,4 Y Send 0 for no values


44 Value At 08:45 Num 19,4 Y Send 0 for no values
45 Value At 09:00 Num 19,4 Y Send 0 for no values
46 Value At 09:15 Num 19,4 Y Send 0 for no values
47 Value At 09:30 Num 19,4 Y Send 0 for no values
48 Value At 09:45 Num 19,4 Y Send 0 for no values
49 Value At 10:00 Num 19,4 Y Send 0 for no values
50 Value At 10:15 Num 19,4 Y Send 0 for no values
51 Value At 10:30 Num 19,4 Y Send 0 for no values
52 Value At 10:45 Num 19,4 Y Send 0 for no values
53 Value At 11:00 Num 19,4 Y Send 0 for no values
54 Value At 11:15 Num 19,4 Y Send 0 for no values
55 Value At 11:30 Num 19,4 Y Send 0 for no values
56 Value At 11:45 Num 19,4 Y Send 0 for no values

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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

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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

104 Value At 23:45 Num 19,4 Y Send 0 for no values


105 Operation Code Char 1 , A N Null/blank value will insert/update the
record.
A will add the metric value to the
existing record. If record does not exist,
then the process will reject the record
with this value.
(i.e. For the first time, record can be sent
with null/blank value. Subsequently,
send with value = A to append the
metric data, if needed).

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

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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.

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|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.

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|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

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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

Record includes Entity IDs


|1|DLVI1|Entity an allowed are:
Record
type , X, invalid incorrect/invalid S if the
will be
for Store level entity type. metric value is
ignored
feed ||| for the entire
See field 5 of
Error! Not a store

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valid bookmark D If the


self-reference. metric value is
for a
particular
department in
the store.
Ensure the
|1|DLVI1|Invalid
Record includes record include
data value in
invalid data valid
record.|||
information.

Volume Driver Data Interval Level Feed

|1|DLVI1|Invalid Ensure the record


data value in Record includes invalid data include valid
record.||| information.

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Chapter 4. Associate/HR Data Loads


10. HR Associate Basic Details Import HRBA
HRBA is used to populate new hires, rehires and any employment changes in the system. The first load will be a full load. All
subsequent updates should be sent as an incremental load.

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.

IMPORTANT NOTE: The system does not allow deletion of records.

The data elements will adhere to the following file format:

No. Field Name Type Len Possible Req Comments


Values
(Y/N)
1 Record ID Char 4 HRBA Y
2 Client ID Char 10 RFLX Y
3 Employee ID Num 16 EMP001 Y
4 Record Effective From Date 8 20160310 Y Format: YYYYMMDD
Date when the record is extracted from
the source.
5 Operation Code Char 1 N Not Used
6 Last Name Alpha 80 Y
7 First Name Alpha 30 Y

8 Middle Name Alpha 30 N


9 Short Name Alpha 30 N Not Used
10 Gender Code Char 1 F, M, N F Female
M Male
11 SSN Alpha (R) 11 N
12 Emancipated Minor Ind Char 1 Y, N Y Y Yes,
N No
13 School Calendar Char 12 N Not Used

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No. Field Name Type Len Possible Req Comments


Values
(Y/N)
14 Job Title Alpha 50 Y Title corresponding to the Position Code.
15 Job Code Char 50 Y
16 Job Effective Date Date 8 Y Format: YYYYMMDD
17 Date Of Birth Date 8 Y Format: YYYYMMDD
This date is used for identifying minors. A
dummy date can be used if the actual
value cannot be sent.
Impact:
1. Until an update to this dummy date is
explicitly sent, the associate will continue
to be treated as a minor.
2. The scheduling sort order relies on this
date if sorting on seniority is expected.
18 Seniority Date Date 8 N Not Used

19 Seniority Rank Num 3 N Not Used


20 Date Of Hire Date 8 20000101 Y Format: YYYYMMDD
21 Date of Termination Date 8 Y Format: YYYYMMDD
Only if The Employee is/has terminated.
22 Most Recent Rehire Date Date 8 20150404 Y Format: YYYYMMDD
Terminated employees will be rehired if
this date is present in the feed.
For Active employees and New Hires this
field should be blank. Otherwise the
employee record will be rejected.
23 Company ID Char 16 N Not Used
24 Home Store ID Alpha (R) 16 S001 Y Store ID of the primary store where the
employee works
25 Home Position Code Alpha (R) 50 LG0001 Y Home Position Code (Primary Position
Code) of the employee. Send Staff group
Id if Position codes are not applicable
26 Home Department ID Alpha (R) 16 DEPT001 Y ID of the primary department that the
employee belongs to.
27 Home Department Date 8 20150404 Y Format: YYYYMMDD
Effective Date

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No. Field Name Type Len Possible Req Comments


Values
(Y/N)
28 Full time/Part Time Char 2 F, P Y F FT, P PT
Indicator
29 Regular / Temp Char 1 N Not Used
R Regular, T-Temp
30 Salaried / Hourly Char 1 S, H Y S Salaried, H Hourly
31 Union Indicator Char 1 N Not Used
Y if the employee belongs to a Union.
32 Contract Group Alpha 20 Default Y Contract Group as defined in People-soft
(Time rule level)
33 Contract Effective Date Date 8 Y Format: YYYYMMDD
34 Time Rule Char 20 N Not Used
35 Current Wage Step Char 4 N Not Used
36 Effective Date Date 8 N Not Used
37 Address Line 1 Alpha 80 N
38 Address Line 2 Alpha 80 N
39 City Char 50 N
40 State Code Char 6 Y Code Only State Code for Store
41 Country Code Char 3 USA, CAN Y Country code must be a three-letter
alphabetic code. Country code must be
the same code used for the Unit Load.
Example:
USA for US employees
CAN for Canada employees
42 Zip Code Alpha (R) 15 Y Store Zip Code
43 Home Phone Num 15 N
44 Mobile Phone Num 15 N For Push notifications, if being fed to
(Option Reflexis from an outside system. Will be
al) required if sms/email push notifications
required.
45 Email ID Alpha 80 N Used for Schedule
(Option Notification
al) For Push notifications, if being fed to
Reflexis from an outside system.
Will be required if sms/email push
notifications required.

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No. Field Name Type Len Possible Req Comments


Values
(Y/N)
46 Alternate Phone Num 15 N
47 Alternate Phone Notes Num 20 N Not Used
48 Wage Frequency Type Char 1 H, M, Y H-Hourly
B, A M-Monthly
B-Bi-weekly
A-Annual
49 Base Wage Rate Num 9,2 Y It has to be always Hourly rate of the
Employee.

System will only process x.xx (two decimal


precision) for the Wage fields in both
HRBA and HRCI.

If system receives any value as .xxxxx we


will round this value to .XX where .xx5
rounds UP and .xx4 rounds down.
50 Base Wage Effective Date 8 Y Format: YYYYMMDD
Date
51 Badge Number Num 16 N
52 Badge Effective Date Date 8 N Format: YYYYMMDD
53 Employment Status Char 1 A, I, T, Y A-Active, I-Inactive, T-Terminated, L-
L Leave
54 Status Effective Date Date 8 Y Format: YYYYMMDD
55 Full Time Date Date 8 N Format: YYYYMMDD
56 Promotion Date Date 8 N Format: YYYYMMDD
57 Standard Hours worked Num 2 N Not Used
daily
58 Supervisor Employee ID Char 30 N Not Used
59 Delivery Preference Char 1 B,E,S N B Both Email and SMS
(Option E Email only
al) S SMS only
For Push notifications, if being fed to
Reflexis from an outside system.
Will be required if sms/email push
notifications required.

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No. Field Name Type Len Possible Req Comments


Values
(Y/N)
60 Carrier Char 30 AT&T, N Will be required if SMS/email push
Boost (Option notifications used. Must be one of the
Mobile, al) preconfigured carriers in the system.
Metro PCS,
Sprint, T-
Mobile,
TracFone

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,

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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

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Description of Error Reason for Error Process Result Possible resolution


greater than or equal to Home previously terminated previously) must be equal or after
Department Effective Date previously) is less than the Employees Home Department
the Employees Home Effective Date
Department Effective
Date
Termination Date (If
Termination Date (If employee has
While hiring New Employee, employee has been
been previously terminated
Termination Date should be previously terminated Record will be
previously) must be equal or after
greater than or equal to Base previously) is less than rejected
the Employees Base Wage Effective
Wage Effective Date the Employees Base
Date
Wage Effective Date
Unable to terminate. Employee
Date Termination is not Ensure the employee is active in the
Status details not present for Record will be
within the employees system before terminating, or
given termination date for an rejected
Effective Date Range employee is already terminated
employee
A termination for the A termination for the employee has
Failed to update. Termination is Record will be
employee has already already occurred, so this record is
already executed for employee rejected
occurred redundant
Unable to update. Status Effective Employees Status in
Date provided is greater than record is not consistent Record will be Ensure the employee status is active
termination date. Employee with the status rejected before trying to terminate employee
should be rehired first currently in the system
While Updating Employee Details, Employees Status in
Ensure the employees status in the
Status Effective Date should be record is not consistent Record will be
system is consistent with the
greater than or equal to Date of with the status rejected
operation that is being executed
Hire currently in the system
Unable to update. Home
Employees Status in
Department Effective Date Ensure the employees status in the
record is not consistent Record will be
provided is greater than system is consistent with the
with the status rejected
termination date. Employee operation that is being executed
currently in the system
should be rehired first
While Updating Employee Details, Home Department
Ensure the Home Department
Home Department Effective Date Effective Date is less Record will be
Effective Date is equal or greater
should be greater than or equal to than the employees rejected
than the employees Date of hire
Date of Hire Date of Hire
Please provide Home Staff Group Home Staff Group in Record will be Ensure the employees Home Staff
Id the record is blank rejected Group is present in the record

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11. HR Associate Corrections Import HRCI


HRCI is used to update the changes or corrections to existing associates in the system. Any corrections to associate HR
information, other than rehire transactions are handled by this load.

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).

This load will always be an incremental load.

IMPORTANT NOTE: The system does not allow deletion of records.

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.

The layout of this load can be generalized as:

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No. Field Name Type Len Possible Req Comments


Values
(Y/N)

1 Record ID Char 4 HRCI Y

2 Employee ID Num 16 Y

3 Transaction Type Char - Y Transaction types:


1. EMP_BASIC_CHANGE
2. STORE_XFER
3. JOB_CHANGE
4. DEPT_XFER
5. FT_PT_CHANGE
6. SAL_HOUR_CHANGE
7. STATUS_CHANGE
8. RATE_CHANGE
9. TERM_DATE_CHANGE
10. TRANSFER_DATE_CHANGE
11. REHIRE_DATE_CHANGE
12. STATUS_DATE_CHANGE
13. JOB_DATE_CHANGE
14. WAGE_DATE_CHANGE
15. DEPT_DATE_CHANGE
16. HIRE_DATE_CHANGE
17. CERTIFICATION_CHANGE
18. EMP_ATTR

4. Column 4.. Layout from columns 4 onwards will depend


..N upon the value provided in the Transaction
Column N
Type column. Refer to following section for
details.

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Business transactions Mappings between Actual and correction Transactions:

Original Business Transaction Corrections (Prepone or Postpone


Transaction Effectivity)
EMP_BASIC_CHANGE This transaction is independent of Effectivity

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

With Status as T (For Termination Employees)

STATUS_CHANGE STATUS_DATE_CHANGE

SAL_HOUR_CHANGE

FT_PT_CHANGE

Employee Will be Rehired from HRBA Systems REHIRE_DATE_CHANGE

Employee Will be Hired from HRBA Systems HIRE_DATE_CHANGE

CERTIFICATION_CHANGE Not Applicable

EMP_ATTR Not Applicable

11.1 Transaction type-EMP_BASIC_CHANGE


This format supports any updates needed for the associate basic details. Every record on this file will contain only the
changed values. All other columns, which remain unchanged, can be sent as .

E.g. If the associates address needs to be corrected, then the record will look as shown below:

HRCI, EMP001, EMP_BASIC_CHANGE, ,, LN, FN, MN, SN, F, , , , , , , , , , , , ,

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No. Field Name Type Len Possible Req Comments


Values
(Y/N)
4 Effective Date Date 8 N Not Used
5 End Date Date 8 N Not Used. Give the field as Blank
6 Last Name Alpha 80 N
7 First Name Alpha 30 N
8 Middle Name Alpha 30 N
9 Short Name Alpha 30 N Not Used
10 Gender Code Char 1 F, N F Female
M M Male

11 SSN Alpha (R) 11 N
12 Emancipated Minor Char 1 Y N Y Yes,
Ind N N No
13 Date Of Birth Date 8 N Format: YYYYMMDD
14 Address Line 1 Alpha 80 N
15 Address Line 2 Alpha 80 N
16 City Char 50 N
17 State Code Char 6 N Code Only
18 Country Code Char 3 USA, N Country code must be a three-letter
CAN alphabetic code. Country code must be
the same code used for the Unit Load.
Example:
USA for US employees
CAN for Canada employees
19 Zip Code Alpha (R) 15 N
20 Home Phone Num 15 N
21 Mobile Phone Num 15 N
22 Email ID Alpha 80 N
23 Alternate Phone Num 15 N
24 Delivery Preference Char 1 B N B Both Email and SMS
E (Optional E Email only
S ) S SMS only
For Push notifications, if being fed to
Reflexis from an outside system.
Will be required if sms/email push
notifications required.

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No. Field Name Type Len Possible Req Comments


Values
(Y/N)

25 Carrier Char 30 AT&T N Will be required if SMS/email push


Boost (Optional notifications used. Must be one of the
Mobile ) preconfigured carriers in the system.
Metro
PCS
Sprint
T-Mobile
TracFone
Verizon
Wireless
Virgin
Mobile

1. Upload File Format:


Record Type*" , "Employee Id*" , "Transaction Type*" , "Effective Date" , "End Date" , "Last Name" , "First Name" ,
"Middle Name" , "Short Name" , "Gender Code" , "SSN, Minor Indicator" , "Date Of Birth" , "Address Line 1" ,
"Address Line 2" , "City" , "State Code" , "Country Code" , "Zip Code" , "Home Phone" , "Mobile Phone" , "Email ID" ,
"Alternate Phone

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.

4. RTA impact: Not Applicable

11.2 Transaction type-STORE_XFER


This format supports any updates needed for the associate being transferred from one store to another.

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No. Field Name Type Len Possible Req Comments


Values
(Y/N)
4 Effective Date Date 8 Y Transfer date of the associate to the new
store
5 End Date Date 8 N Not Used. Give the field as Blank

6 Unit Id / Location Id Alpha (R) 16 Y Unit/location Identifier of the store associate


is being transferred to
7 Home Department Id Alpha (R) 16 Y Department Identifier that the associate is
being transferred to
8 Home Position Code Alpha (R) 50 Y Home Position Code (Primary Position Code)
of the employee. Send Staff group Id if
Position codes are not applicable
1. Upload File Format:
Record Type*" , "Employee Id*" , "Transaction Type*" , "Effective Date*" , "End Date" , Unit Id / Location Id*,
Home Department Id*, Home Position Code *
2. Sample File:
HRCI,EMP001, STORE_XFER,20101010,, 000385A,41,41
3. Details/Behavior of Transaction:
While doing Store Transfer, first employee will be terminated to given effective date-1 and employee will be
effective in new store from given effective date till 20991231.
RTA handling:
RTA tables to be correctly updated to indicate the partner termination and rehire date.
If the department is also changed during store transfer then the device group would also change for the partner.
Accordingly the clock permissions would change for the partner.
Partner timecard should reflect the partner home store as per the store transfer date.
No pay recalculations for previous week
HR data to be verified in Employment Status, Badge and Device group Information etc.
Unresolved punches and current week pay re-calculations to be discussed with team once?

11.3 Transaction type-JOB_CHANGE


This format supports any updates needed for an associates job change.

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No. Field Name Type Len Possible Req Comments


Values
(Y/N)
4 Effective Date Date 8 Y Date from which the new job is effective

5 End Date Date 8 N Not Used. Give the field as Blank

6 Job code Char 50 Y New job code of the associate

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

It has to be always Hourly rate of the


Employee.

System will only process x.xx (two decimal


precision) for the Wage fields in both HRBA
and HRCI.

If system receives any value as .xxxxx we will


round this value to .XX where .xx5 rounds UP
and .xx4 rounds down
9 Wage Frequency Char 1 H, M, N H-Hourly(RTA Only supports Hourly)
B, A M-Monthly
B-Bi-weekly
A-Annual
10 Home Department Id Alpha (R) 16 N Department Identifier that the associate is
(Optio being transferred to
nal)
** Include Department ID when processing
Job and Position Code changes
simultaneously
11 Home Position Code Alpha (R) 50 N Home Position Code (Primary Position Code)
(Optio of the employee that the associate is being
nal) transferred to. Send Staff group Id if Position
codes are not applicable.

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No. Field Name Type Len Possible Req Comments


Values
(Y/N)
** Include Staff Group ID when processing Job
and Position Code changes simultaneously

1. Upload File Format:


Record Type*" , "Employee Id*" , "Transaction Type*" , "Effective Date*" , "End Date" , Job Code*, Job Title*,
Wage Rate, Wage Frequency, Home Department Id, Home Position Code
2. Sample File:
HRCI,EMP001, JOB_CHANGE,20101010,,JCNEW,Checker,,,,
3. Details/Behavior of Transaction:
New Job Code, Job Title, Wage Rate, Wage Frequency, Home Department Id and Home Position Code 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.

11.4 Transaction type-DEPT_XFER


This format supports any updates required if the associate is transferred to a different department.

No. Field Name Type Len Possible Req Comments


Values
(Y/N)
4 Effective Date Date 8 Y Date from which the new department transfer
is effective
5 End Date Date 8 N Not Used. Give the field as Blank

6 Home Department Id Alpha (R) 16 Y Department Identifier that the associate is


being transferred to

** Include Department ID when processing


Job and Position Code changes
simultaneously
7 Home Position Code Alpha (R) 50 Y Home Position Code (Primary Position Code)
of the employee that the associate is being
transferred to. Send Staff group Id if Position
codes are not applicable.

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No. Field Name Type Len Possible Req Comments


Values
(Y/N)
** Include Staff Group ID when processing Job
and Position Code changes simultaneously

1. Upload File Format:


Record Type*" , "Employee Id*" , "Transaction Type*" , "Effective Date*" , "End Date" , Home Department Id*,
Home Position Code*
2. Sample File:
HRCI,EMP001, DEPT_XFER ,20101010,,08,08
3. Details/Behavior of Transaction:
New Department Id and Position Code 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 handling:
Partner device group to be correctly updated if the department changes from this transaction type
No RTA impact from changes in any other fields

11.5 Transaction type-FT_PT_CHANGE


This format supports any updates required if the associate status changes from a full time to a part time or vice versa.

No. Field Name Type Len Possible Req Comments


Values
(Y/N)
4 Effective Date
Date 8 Y Date from which the new status is effective
5 End Date
Date 8 N Not Used. Give the field as Blank
6 Full time/Part Time
Char 2 F, P Y New Employment type of the associate
Indicator
1. Upload File Format:
Record Type*" , "Employee Id*" , "Transaction Type*" , "Effective Date*" , "End Date" , Employee type Indicator*

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).

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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

11.6 Transaction type-SAL_HOUR_CHANGE


This format supports any updates required if the associate status changes from a salaried to hourly or vice versa.

No. Field Name Type Len Possible Req Comments


Values
(Y/N)
4 Effective Date Date 8 Y Date from which the new status is effective

5 End Date Date 8 N Not Used. Give the field as Blank

6 Salaried / Hourly Char 1 S Y New salaried/hourly indicator for the


H associate

1. Upload File Format:


Record Type*" , "Employee Id*" , "Transaction Type*" , "Effective Date*" , "End Date" , Sal/Hourly Indicator*

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.

4. RTA impact: Not Applicable

11.7 Transaction type-STATUS_CHANGE


This format supports any updates required for the associate status changes.

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.

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No. Field Name Type Len Possible Values Req Comments


(Y/N)
4 Effective Date Date 8 Y Date from which the new employment status is
effective
5 End Date Date 8 N Not Used. Give the field as Blank

6 Employment Status Char 1 A Y New employment status for the associate


I
T
L
H

1. Upload File Format:


Record Type*" , "Employee Id*" , "Transaction Type*" , "Effective Date*" , "End Date" , Employee Status*

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.

11.8 Transaction type-RATE_CHANGE


This format supports any updates required for the wage rate for the associate.

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No. Field Name Type Len Possible Values Req Comments


(Y/N)
Effective Date Date 8 Y Date from which the new wage rate is effective
4
End Date Date 8 N Not Used. Give the field as Blank
5

Wage Rate Num 9,2 Y It has to be always Hourly rate of the


6
Employee.

System will only process x.xx (two decimal


precision) for the Wage fields in both HRBA and
HRCI.

If system receives any value as .xxxxx we will


round this value to .XX where .xx5 rounds UP
and .xx4 rounds down
Wage Frequency Char 1 H N H-Hourly(RTA Only supports Hourly)
7
M M-Monthly
B B-Bi-weekly
A A-Annual

1. Upload File Format:


Record Type*" , "Employee Id*" , "Transaction Type*" , "Effective Date*" , "End Date" , Wage Rate*, Wage
Frequency

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

11.9 Transaction type-TERM_DATE_CHANGE


This format supports any change required to the termination date change for the associate.

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No. Field Name Type Len Possible Req Comments


Values
(Y/N)
4 Effective Date Date 8 Y Corrected termination date

5 End Date Date 8 N Not Used. Give the field as Blank

6 Old Termination Date 8 Y Old termination date for the associate


Date

1. Upload File Format:


Record Type*" , "Employee Id*" , "Transaction Type*" , "Effective Date*" , "End Date" , Old Termination Date*
2. Sample File:
HRCI,EMP001, TERM_DATE_CHANGE,20101010,, 20100615
3. Details/Behavior of Transaction:
While preponing Termination, terminate the partner to given Effective date. Only restriction is employee has to be
present in system for Effective Date. While postponing, be sure that he was not rehired previously.
(No data should be present between old Termination date and Effective Date).
Any data previously present in between old term date and new term date will be deleted.

11.10 Transaction type-TRANSFER_DATE_CHANGE


This format supports any change required to the transfer effective date across stores for the associate.

No. Field Name Type Len Possible Req Comments


Values
(Y/N)
4 Effective Date Date 8 Y Corrected transfer effective date

5 End Date Date 8 N Not Used. Give the field as Blank

6 Old Transfer Date 8 Y Old transfer date for the associate


Effective Date

1. Upload File Format:


Record Type*" , "Employee Id*" , "Transaction Type*" , "Effective Date*" , "End Date" , Old Transfer Date*
2. Sample File:
HRCI,EMP001, TRANSFER_DATE_CHANGE,20101010,, 20100615
3. Details/Behavior of Transaction:
If there is any record present in Employment Status table with effective date same as that of prior (old) Transfer Date then
partner will be transferred.

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11.11 Transaction type-REHIRE_DATE_CHANGE


This format supports any update required to the rehire date for the associate. Rehires are accepted only if a termination
record exists in the system for the associate.

No. Field Name Type Len Possible Req Comments


Values
(Y/N)
4 Effective Date Date 8 Y Corrected rehire effective date

5 End Date Date 8 N Not Used. Give the field as Blank

6 Old Rehire Date Date 8 Y Old rehire date for the associate

1. Upload File Format:


Record Type*" , "Employee Id*" , "Transaction Type*" , "Effective Date*" , "End Date" , Old Rehire Date*
2. Sample File:
HRCI,EMP001,REHIRE_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.
If there is any record present in Employment Status table with effective date same as that of prior (old) Rehire Date then
partner will be rehired.

11.12 Transaction type-STATUS_DATE_CHANGE


This format supports any changes required to the status effective date for the associate.

No. Field Name Type Len Possible Req Comments


Values
(Y/N)
4 Effective Date Date 8 Y Corrected status effective date

5 End Date Date 8 N Not Used

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.

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Date will be corrected only if there is No overlapping with other records in that table.

11.13 Transaction type-JOB_DATE_CHANGE


This format supports any change required to the job effective date for the associate.

No. Field Name Type Len Possible Req Comments


Values
(Y/N)
4 Effective Date Date 8 Y Corrected job code effective date

5 End Date Date 8 N Not Used. Give the field as Blank

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.

11.14 Transaction type-WAGE_DATE_CHANGE


This format supports any change required to the wage effective date for the associate.

No. Field Name Type Len Possible Req Comments


Values
(Y/N)
4 Effective Date Date 8 Y Corrected wage rate effective date

5 End Date Date 8 N Not Used. Give the field as Blank

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.

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11.15 Transaction type-DEPT_DATE_CHANGE


This format supports any change required to the department effective date for the associate.

No. Field Name Type Len Possible Req Comments


Values
(Y/N)
4 Effective Date Date 8 Y Corrected wage rate effective date

5 End Date Date 8 N Not Used. Give the field as Blank

6 Old Dept Date Date 8 Y Old department effective date for the associate

1. Upload File Format:


Record Type*" , "Employee Id*" , "Transaction Type*" , "Effective Date*" , "End Date" , Old Department/Staff
Group Date*
2. Sample File:
HRCI,EMP001, DEPT_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.

11.16 Transaction type-HIRE_DATE_CHANGE


This format supports any change required to the hire date for the associate.

No. Field Name Type Len Possible Req Comments


Values
(Y/N)
4 Effective Date Date 8 Y Corrected hire date

5 End Date Date 8 N Not Used. Give the field as Blank

6 Old Hire Date Date 8 Y Old hire date for the associate

1. Upload File Format:


Record Type*" , "Employee Id*" , "Transaction Type*" , "Effective Date*" , "End Date" , Old Hire Date*
2. Sample File:
HRCI,EMP001, HIRE_DATE_CHANGE,20101010,, 20100615
3. Details/Behavior of Transaction:
Update Hire Date in All Reflexis Tables

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11.17 Transaction type- CERTIFICATION_CHANGE


This format supports any change required to set the certifications for an associate.

No. Field Name Type Len Possible Req Comments


Values
(Y/N)
4 Effective Date Date 8 Y Effective Date from which the certification is
valid for this employee
5 End Date Date 8 Y Not Used. Give the field as Blank

6 Certification Type Char 20 Y Certification type that has to be associated with


the employee. The list of certifications has to be
setup in Codeset / Codevalue
RWS_EMP_CER_CATEGORY
7 Additional Info Char 256 N Additional Information or remarks on this
certification for the employee

Note: This HRCI transaction will work in the system even when the HRBA load is used to communicate all other HR changes.

11.18 Transaction type- EMP_ATTR


This format supports any change required to set the attributes for an associate.

No. Field Name Type Len Possible Values Req(Y/N) Comments


4 Effective Date Date 8 YYYYMMDD Y Effective Date

5 End Date Date 8 YYYYMMDD N Send Default Value as 20991231

6 Attribute Alpha (R2) 16 12 Y Attribute Id / Attribute Name Will be


Code decided based on Configuration
If it is going to be Attribute Name, then
length will be accepted to possible system
Attribute Name length. ( It will be around
100)
7 Attribute Char 16 30 Y Attribute Value
Value

Note: This HRCI transaction will work in the system even when the HRBA load is used to communicate all other HR changes.

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11.19 Error Logging for HR Associate Corrections Import HRCI Load


The Reflexis RWS application will generate an error when invalid/incorrect/inconsistent Associate Correction information 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 list of common errors that might be generated with possible suggested resolutions:
Description of Error Reason for Error Process Result Possible resolution
Invalid/Incorrect
Failed: Invalid Effective Date Record will be Ensure effective dates in the record
Employee effective
provided - Out of Range rejected are valid
date in the record
Failed: Correction of date not Ensure the employee effective dates
Duplicate/Redundant Record will be
possible as Termination Date is are valid and that the employee
Termination record rejected
previously communicated status is a
Failed: Employee already rehired Duplicate/Redundant Record will be
on given Rehire date Rehire record rejected Employee has already been rehired

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

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Description of Error Reason for Error Process Result Possible resolution


Record contains a Job
Job Code value does not exist in Record will be Ensure the Job Code is present in the
Code that is not
System rejected system
present in the system
Record contains an
Record will be Ensure record includes the correct
Number of Columns Mismatch invalid number of
rejected number of columns
columns
Record contains a
Contract ID is not present in the Record will be Ensure the Contract ID is present in
Contract ID that is not
System rejected the system
present in the system
Record contains a
Certification Type Id is not Certification Type that Record will be Ensure the Certification Type is
present in the System is not present in the rejected present in the system
system
Record contains a
Home Store ID is not present in Home Store ID that is Record will be Ensure the Home Store ID is present
the System not present in the rejected in the system
system
Record contains a
Home Department ID is not Home Department ID Record will be Ensure the Home Department ID is
present in the System that is not present in rejected present in the system
the system
Record contains a
Home Department ID, is not
Home Department ID Record will be Ensure the Home Department ID is
present for the Home Store ID, in
that is not mapped to rejected mapped to the Home Store
the System
the Home Store
No Department has
No Department is defined for Record will be Ensure the Home Store has the
been defined for the
Home Store ID rejected correct Departments defined
Home Store

12. HR Associate Leave Accrual Details


The Associate leave accrual load is used to upload the leave accrual details for the associates in the unit. The system only
stores the data and cannot be used for leave accrual maintenance. All leave accrual maintenance should be done outside of
the Reflexis system.
The first load will be a full load. All subsequent updates should be sent as an incremental load.
NOTE: The system does not allow deletion of records.

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No. Field Name Type Len Possible Values Req Comments


(Y/N)
1 Record ID Char 4 HRAC Y
2 Client ID Char 16 RFLX Y
3 Employee ID Num 16 Y
4 Record Effective From Date 8 Y Format: YYYYMMDD
5 Operation Code Char 1 N Not Used
6 Accrual Code Char 10 PTO; SICK Y Leave Accrual Code
7 Hours Accrued Num 16 N Format: hh:mm
8 Unit of Accrual Char 80 H N H-Hours
9 Next Award Date Date 8 N Not Used
10 Number of Weeks for Next Award Num 4 N Not Used

12.1 Error Logging Information for Associate Leave Accrual Details


The Reflexis RWS application will generate an error when invalid/incorrect/inconsistent Associate Leave Accrual Details
information 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 list of common errors that might be generated with possible suggested resolutions:
Description of Error Reason for Error Process Result Possible resolution
Employee ID is
Associate not present in the Record will be Ensure Employee ID is correct and is
incorrect or is not
system rejected present in the database
present in the system
Incorrect Client ID in Record will be Ensure the correct Client ID is being
Invalid Client/Organization Name
record rejected used
Accrual Code is
Record will be Ensure Accrual Code is correct and is
Accrual Code XXXX not valid incorrect or is not
rejected present in the database
present in the system
Unable to update the record for Incorrect format in Record will be Format for Hours Accrued must be
Associate|Empty String| Hours Accrued rejected Format: hh:mm
Incorrect Unit of
Unit of Accrual X not valid for Record will be
Accrual code or is not Ensure the Unit of Accrual is H
Accrual Code rejected
present in the system

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Chapter 5. User Load


13. User Load
User load is used to populate and map the users who will access the Reflexis system to the appropriate profiles.
Following are some of the key aspects of this interface:
A User is defined as a person who logs into the system either using the login screen or using LDAP access
mechanism.
This interface is different from the HR Associate Load. All associates are not required to be loaded into the system
as Users. Some scenarios are listed below:
o An associate who will be scheduled using RWS is not considered a User unless he/she is required to access
the system.
o An associate punching at the clock is not identified as a User unless he/she will be accessing the system.
One profile can be mapped to multiple users. This is true for both Reflexis Task Management (RTM) and Reflexis
Workforce Scheduler (RWS).
An associate can be mapped to multiple units in the same hierarchical level. Scoping is based on the profile tied to
that user. For example,
a. John Smith is a District Manager and has 10 stores in his district.
b. Jane Smith is a Store Manager for 4 stores: Store-1, Store-2, Store-3 and Store-4 in a district, with her
primary store being Store-3.
John Smith will be tied to the District Manager profile and can access all stores under the district level in
the hierarchy. He can scope down to the store level and switch from store to store for any of the 10 stores
under his district. He will have only one record in the load file indicating that he is a District Manager.
On the other hand, Jane Smith will be tied to the Store Manager profile and can scope across the 4 stores
she is associated with. She will have 4 records as a Store Manager tied to the 4 stores. The record which is
mapping Jane to Store-3 will have the value of P for Primary Unit. Other three records will have an S.
The first load will be a full load. All subsequent updates should be sent as an incremental load.

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.

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No. Field Name Type Len Possible Values Req(Y/N) Comments


1 Record ID Char 4 USER Y Indicates that the upload file is for the User
interface.
2 User ID Char 20 ASMITH Y Valid user identifier. Will be Emp Id.
3 Action Flag Char 1 ; D N D can be used to delete the user record.

4 Client Id Char 10 RFLX Y Client Identifier


5 User Name Alpha 50 Adam Smith Y Valid User Name. First Name Last Name

6 Unit Id / Location Alpha 16 S0001 Y Valid unit/location identifier. It should exist in


Id (R) the system.
7 Department Code Char 255 N User Department In case of multiple
departments, comma separated list of
departments
8 Functional Group Char 16 N Not Used

9 Job Title Alpha 30 N Job title description


10 Profile Id/Job Code Alpha 16 <Job Code> Y If Job Code is used, job code to profile
mapping needs to defined within Reflexis.
Otherwise the system expects the Profile ID
on the record.
NOTE: If multiple profiles are sent as comma
separated values for a user in RTM, then this
will be a separate load for RWS.
11 Email Id Alpha 80 user@company N
.com

12 Telephone No. Alpha 25 781-493-3400 N

13 Locale Code Num 10 N


(Optional) Not Used
***If multi-language is implemented, use
LOCALE_CODE defined by Reflexis:

en_US for English


fr_CA for French Canadian
14 Primary Unit Char 1 P, S Y P Primary Unit of the user
S Secondary unit of the user
15 Mobile No Num 10 7814933400 N

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No. Field Name Type Len Possible Values Req(Y/N) Comments


16 Delivery Char 1 B,E,S N B Both Email and SMS
Preference E Email only
S SMS only
17 Carrier Char 30 AT&T N
Boost Mobile
Metro PCS
Sprint
T-Mobile
TracFone
Verizon
Wireless
Virgin Mobile

13.1 Error Logging for User Load


The Reflexis RWS application will generate an error when invalid/incorrect/inconsistent User information 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 list of common errors that might be generated with possible suggested resolutions:
Description of Error Reason for Error Process Result Possible resolution
Person belongs to unit {A},but Persons Employee
Record will be Ensure the persons User and
Login Details provided for Unit Login details are for a
rejected Employee Login details match
{B} different unit
Persons Employee Ensure the persons Employee
Person is not active in any Store Record will be
details are inactive for Details are effective during the
for Current Day rejected
the dates in the record dates defined in the record
The Dept Code communicated in The department code
Record will be Ensure the department is mapped to
the record does not belong to the in the record is not
rejected the unit
Unit mapped to the unit

Value in Primary Unit Please use one of the following


Primary Unit has to be either P or field is empty or Record will be values:
S or empty. includes an invalid rejected P Primary Unit of the user
value
S Secondary unit of the user
There is no Primary Ensure a Primary record exists
No Primary Record found in the Record will be
record for the user in before loading a Secondary unit
system for the User rejected
the system record for the user

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Description of Error Reason for Error Process Result Possible resolution


Unit Id / Location Id in
Unit Id / Location Id is not Record will be Ensure the Users unit is present in
the record is not
present in the System rejected the system
present in the system

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

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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.

Each event is tied to a frequency. Examples of frequency are:


Monday, Tuesday, etc.
Weekday or Weekend
Weekly, Daily, etc.
Alternate Tuesdays, All Saturdays, 1st Monday of each month, 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

TYPE 1 TYPE 2 TYPE 3


Sunday(0) Weekday(8) Daily(7)
Monday(1) Weekend(9)
Tuesday(2)
Wednesday(3)
Thursday(4)
Friday(5)
Saturday(6)

2. User defined frequency: These are custom frequency definitions based on the client requirements.

Some examples of user defined frequencies are:


a. Armored car pickup - occurs every 3rd Thursday of the week in Jan, Apr, Jul and Oct of the year.
b. Truck delivery - occurs every Friday of the week for the entire year.

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14.2 Operating Hours usage


Operating hours (also known as Business hours) is a set of pre-requisite events that need to be defined in the system. This
includes the Store Open and Store Close events. Operating hours, as any other event in the system, are associated with a
frequency.
Store Open and Close events can be added to the system using the 0

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

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