Interface Maintenance

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Interface Maintenance

Only users logged in as administrators with access to the Staff Manager Human Resources (HR) Interface can access the Interface Maintenance function. This function is interactive and provides details at the profile level for each run of the HR Interface.

Viewing HR Transactions and Exceptions

Complete the following steps to view HR transactions and exceptions:

From the Tools menu, select Interface Maintenance > Human Resources. This opens the Human Resources page.
Select a single profile from the Profile menu or select ALL.
Select an HR Interface run date from the Date list. This list is automatically populated with each date that the HR Import interface was run successfully.

The HR Interface Transactions and Exceptions View and Report displays changes made to an employee record by the HRIS Import interface. You may need to update these changes in the HRIS application manually. The report also displays changes that the interface could not be make during the run due to configuration, mapping, or other constraints.

You should not use this report as validation for existing employee records.

Staff Manager tracks the following transactions and exceptions are for this functionality.

Transactions

New employee
FTE change
Skill change
Transfer
Termination

Exceptions

Application unable to write new skill (the skill sent in the interface file is not mapped to a Staff Manager skill)

Security is based on your Clairvia Web Managed Profile access. Using the current Clairvia Web functionality, the list is generated based on the profile in view in the Profile Selection option. The list on the HR Interface Employee Maintenance page contains only the profiles to which you have access.

Configuring HR Interface Notifications

The Staff Manager HR Interface configuration has been modified to allow configuration of an email notification to be sent to a specified email address if exceptions occur when the HR Interface runs. This email message is sent for each HR Interface run that has one of the qualifying exceptions (new employee, FTE change, skill change, transfer, termination, or application unable to write new skill).

Run the HR Interface manually to bring up the Staff Manager HR Interface window.
In the SMTP Server edit box, enter the TCP/IP address or name of the computer that runs the email server application.
In the Email To edit box, enter the email address that the HR Interface should send exception notifications to.
Click Apply Settings.
Click Save and Close.

If the content of the email message needs to be modified, you can do so by editing the SMTPSettings section of the HR_settings.xml configuration file. Here is an example.

<SMTPServer>SMTP.mysite.com</SMTPServer>

<SMTPToAddress>john@mysite.com</SMTPToAddress>

<Email>

<From>HRInterface@mysite.com</From>

<Subject>HR Interface Email Notification</Subject>

<Body>The HR interface has run and there were exceptions.</Body>

</Email>

</SMTPSettings>

Understanding the Data in the HR Interface Employee Maintenance View

The information displayed in this view varies based upon the type of transaction or exception.

Interface Run Date (always included): Identifies the interface run date and time that the exception was sent to Staff Manager.
Profile (always included): The current profile of the employee. If the Employee Action is a transfer, this includes the transfer to profile name.
Effective date (always included): The effective date for the change. Interface records for transfers and terminations include an effective date. For other types of transactions, the default effective date is the interface run date.
Employee (always included): Employee Full Name in Last Name, First Name format.
Employee ID (always included).
Skill/Job Code (always included).

If there is no change to the skill, the employee's current skill is written to this cell.
If there is a change to the employee's skill during the interface run, the new skill is written to this cell.
If there is an error during the HR interface run, where the job code could not be matched to a skill in the Staff Manager application, the employee's job code is written to this cell.

Previous Skill (included only when the transaction represents a skill change unless there are multiple priority 1 skills, in which case the cell is blank).
FTE (always included): If there is no change to the employee's FTE status, the employee's current FTE are written to this cell. If the transaction includes a change in FTE status, the new FTE are written to this cell.
Previous FTE (when the transaction includes a change in FTE status, the employee's old FTE status are written to this cell).
Employee Action: Valid employee actions are New Employee, Skill Exception (displays only when skill could not be mapped), Transfer, and Termination. Employee Action is blank for Skill and FTE changes.
Previous Profile (displays only when the action is a transfer and denotes the profile the employee transferred from).

The options above are only displayed when affected by the interface run (that is, if there is no EmpAction in the interface record, the Employee Action cell is blank).

Removing Transactions and Exceptions from the HR Employee Maintenance View

The HR Employee Maintenance view is interactive and enables you to remove transactions and exceptions from view. This allows the page to work as an action item list for you. As the interface adds or updates employees, the page displays those employees. If data is missing or incorrect, the first and best option is to update the HRIS application with the missing information so that it goes to Staff Manager in the next interface run. If the data is unavailable in the HRIS, make the necessary updates to the employee records; once you have finished updating an employee record, you can remove that transaction from the menu.

It is recommended that you run and print a report before clearing exceptions, since an exception is not displayed in view or print in a report once you clear it. See Running the HRIS Transactions and Exceptions Report for more information.

Complete the following steps to remove transactions and exceptions.

From the Tools menu, select Interface Maintenance > Human Resources. This opens the HR Interface Employee Maintenance page.
Select the check box in the Remove column (marked by a red X) to the left of the exception to select it for removal. You can select multiple exceptions and transactions to remove.
Click Apply to save the changes.

The following illustration shows two items marked for removal on the Human Resources interface maintenance page.

Running the HRIS Transactions and Exceptions Report

The HRIS Transactions and Exceptions report prints a list of all non-cleared exceptions from a particular interface run for a selected profile or for all profiles.

From the Tools menu, select Interface Maintenance > Human Resources. This opens the HR Interface Employee Maintenance page.
Select a single profile from the Profile menu, or select ALL.
Click Run Report.

The report date is displayed at the top of the report, as shown in the following illustration.

HRIS Exceptions Report Print-out

The report sorts transactions by effective date in ascending order and includes the same information that is in the view. Data included in each transaction depends on the type of transaction or exception made during the interface run. Interface run date, profile name, effective date, employee name, employee ID, Skill/Job Code, and FTE are included for all exceptions and transactions captured during each HR interface run. Data is displayed in the Previous Profile, Previous Skill, Previous FTE, and Employee Action columns under the conditions described in Understanding the Data in the HR Interface Employee Maintenance View.