AcuStaf Interface 17

TPS Scheduling Interface -AcuStaf

Edition: All Editions - through 6.4.x.J

Scheduler: AcuStaf Interface 1.7.1

Updated: Thursday, October 14, 1999 10:45 am

• 1999, Subject to nondisclosure Page 1 Revised: 10/14/99

a. Copyright Notices

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b. Trademark Notices

TPS• , TACS• , ScreenTACS• , TSIS• , Timekeeper SMART/Screen• , and ManagerSMART/Screen• are trademarks, and SofTalk II• and Timeweb• are registeredtrademarks, of Denniston & Denniston Inc. Acrobat• , Adobe• , and Postscript• aretrademarks of Adobe Systems Incorporated. Pentium• is a trademark of IntelCorporation. Micro Focus• is a registered trademark, and Micro Focus COBOL• ,RTE• , Run Time Environment• , Workbench Organizer• , and XM• are trademarksof Micro Focus Limited. Microsoft• , MS• , and MS-DOS• are registered trademarksof Microsoft Corporation. Unix• is a registered trademark of Unix SystemsLaboratories, Inc. All other products or name brands are trademarks of theirrespective owners.

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Revised: 10/14/99 Page 2 • 1999, Subject to nondisclosure

TPS Scheduling Addendum Table Of Contents

Table Of Contents

1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

1. What is the Scheduling Interface? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11

2. Advantages To The Scheduling Interface. . . . . . . . . . . . . . . . . . . . . . . . . . .12

3. Using The Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

4. Conventions Used In This Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

5. Version Compatibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

A. The Purpose Of This Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

I. The Scheduling Interface System . . . . . . . . . . . . . . . . . . . . . . 17

A. Software Components. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

B. Typical File Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

1. Reference Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

2. Control Files And Translation Table Files . . . . . . . . . . . . . . . . . . . . . . . . . .20

3. Transfer Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21

II. Transferring Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

1. Network Transfers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23

2. Floppy Transfers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23

3. Where To Find The Scheduling System. . . . . . . . . . . . . . . . . . . . . . . . . . . .24


Table Of Contents TPS Scheduling Addendum

4. How Often To Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24

5. Growth Factors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25

6. System Limits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26

7. Other Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27

III. Batch Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

IV. Steps In Processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

2 Installing The Interface . . . . . . . . . . . . . . . . . . 35

I. Interface Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

A. Copy The Interface Files To TPS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37

1. Windows: Copy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37

2. Character: Copy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37

B. Switch On TPS Scheduling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

1. Windows: Configure Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38

2. Character: Switch On Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40

C. Employee Number Conversion Label Setup . . . . . . . . . . . . . . . . . . . . . . . 43

1. Windows: Employee Number Conversion Label Setup . . . . . . . . . . . . . . .43

2. Character: Employee Number Conversion Label Setup . . . . . . . . . . . . . . .44

D. Enable Batch Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

1. Windows: Turn On Batch Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45



2. Character: Turn On Batch Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47

II. Other Scheduling Processes In TPS . . . . . . . . . . . . . . . . . . . 51

A. Selecting A Schedule-To-Pay Method. . . . . . . . . . . . . . . . . . . . . . . . . .52

B. Loading Schedules To Time Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

C. Pay To Schedule Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

1. Pay To Non-Clocked Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54

2. Pay To Clocked Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54

D. Employee Schedule Maintenance Programs . . . . . . . . . . . . . . . . . . . . . . . 55

III. Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

1. Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .57

A. Configuration Outline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

IV. Configuring Employee Records . . . . . . . . . . . . . . . . . . . . . . . 61

A. Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

3 Scheduler To TPS Interface . . . . . . . . . . . . . . 69

A. Files Used by The Interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

1. Input File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70

2. Output File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70



3. Reference Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70

4. The Employee Schedule File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72

5. Scheduler To TPS Transfer File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73

I. Scheduler To TPS Transfer Files . . . . . . . . . . . . . . . . . . . . . . 75

A. AcuStaf Transfer File Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75

1. AcuStaf Transfer File Parameters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75

2. AcuStaf Transfer File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77

II. Scheduler To TPS Translation File . . . . . . . . . . . . . . . . . . . . 81

III. Control Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

A. Control #1: Hours And Times, Meals . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

1. Record #1, Part A: Hours And Times From Scheduler . . . . . . . . . . . . . . .86

2. Record #1, Part B: Adding Meals To Time Out Process . . . . . . . . . . . . . .87

B. Control #2: Delete Individual Schedules . . . . . . . . . . . . . . . . . . . . . . . . . 89

1. Control #2 Set to "N": Replace all records (default) . . . . . . . . . . . . . . . . . .89

2. Control #2 Set to "Y": Replace Matching Records . . . . . . . . . . . . . . . . . . .90



C. Control #3: Convert Clock Code 1 to 5 . . . . . . . . . . . . . . . . . . . . . . . . . 92

D. Control #4: Unit/Cost Center Field Length . . . . . . . . . . . . . . . . . . . . . 93

E. Control #4: Use Expanded Fields (AcuStaf) . . . . . . . . . . . . . . . . . . . . . 94

F. Control #8: Employee Number Translation . . . . . . . . . . . . . . . . . . . . . . . 95

IV. Translation Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

A. Types Of Translation Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .97

1. Settings For Control Record #1: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .97

B. Translation Record Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .98

1. Duty Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .98

2. Non-Duty Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .99

C. The Translation Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

D. Converting Tour Codes To TPS Schedule Codes . . . . . . . . . . . . . 101

1. Printing Existing Schedule Information . . . . . . . . . . . . . . . . . . . . . . . . . . 101

2. How Many Records You Can Enter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

E. Scheduler To TPS Translation Table Worksheet. . . . . . . . . . . . . . . . . . 102

1. Translation Table Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103



F. Scheduler To TPS Translation Example. . . . . . . . . . . . . . . . . . . . . . . . . 104

4 TPS To Scheduler Interface . . . . . . . . . . . . . 105

A. Files Used by The Interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

1. Input Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

2. Reference Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

3. Output File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

B. Data Sent To The Scheduler. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

I. TPS To Scheduler Transfer File . . . . . . . . . . . . . . . . . . . . . . 109

1. AcuStaf Transfer File Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

2. AcuStaf Field Descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

A. TPS To Scheduler Translation File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

II. Control Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

A. Control #1: Deduct Meal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118

B. Control #2: Source Of Non-Clocked Transactions . . . . . . . . . . . . . . . . 120

C. Control #8: Employee Number Translation . . . . . . . . . . . . . . . . . . . . . . 124

III. Translation Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

1. Duty And Non-Duty Tours Defined . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125



A. Duty Tours . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

1. Clock In And Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

2. Converting TPS Clock Codes To Tour Codes . . . . . . . . . . . . . . . . . . . . 127

3. Translating Clocked Hours. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

B. Non-Duty Tours . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

1. Converting Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

2. Converting TPS Transactions Into Non-Duty Tours . . . . . . . . . . . . . . . 131

C. TPS To Scheduler Conversion Example . . . . . . . . . . . . . . . . . . . . . . . . 134

5 Using The Interface . . . . . . . . . . . . . . . . . . . . 135

I. Before Running The Interface . . . . . . . . . . . . . . . . . . . . . . . 137

II. Running the Interfaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

1. Running TPS To A Scheduler . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

2. Running Scheduler To TPS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142

3. Running Employee Number Translation . . . . . . . . . . . . . . . . . . . . . . . . . 145

III. Batch Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149

1. Assigning Batch Scheduling To A Process . . . . . . . . . . . . . . . . . . . . . . . . 149



IV. Routine Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

V. Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153

1. TPS To Scheduler Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154

2. Scheduler To TPS Error Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155

3. Employee Number Conversion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

VI. Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159


TPS Scheduling Addendum 1: Introduction

1: Introduction

Example Of ANSOS Scheduling Interface Components

1. What is the Scheduling Interface?

TPS can link to various employee scheduling software packages made by othercompanies. These packages include ANSOS, One-Staff, AcuStaf, Res-Q RN and Res-Q RN for Windows. TPS uses an add-on package called a scheduling interface. Thispackage has three functions.

■ Take scheduled time exported from the scheduling system and import it into TPS.This allows employees to be paid to schedules entered in this scheduling application.

■ Take time worked information from TPS and export it to the scheduling program.This allows users of the scheduler to compare scheduled time to time actually worked.

■ If the employee numbers in the two applications are different, another application canconvert numbers from one system to the ones used by the other.

To use the scheduling interface, you must have both TPS and TPS Scheduling. Youwill probably install all three of these components at the same time. The schedulinginterface for each third-party package (ANSOS, One-Staff, AcuStaf, Res-Q RN andRes-Q RN for Windows) are all separate packages. A system can have more than oneof these packages installed.

DDI Products Atwork Products

ATLINK

!!!!ANSOS

Other Atwork ProductsTPS

Scheduler

TPS

Other DDI Products

TPS-ANSOS

Interface !!!!


1: Introduction TPS Scheduling Addendum

2. Advantages To The Scheduling Interface.

a. Data entered in one system does not need to be re-entered in the other.

Since data is entered once, you can reduce the amount of labor required to makeentries. Entries made in one system can be used in the other.

b. Both TPS and the scheduling package can contain scheduled and clocked time, so users of these packages can compare the two.

TPS passes actual hours information to the scheduler so that users can comparescheduled versus actual time. TPS can export the time files or the pay summary files.Time file exports can be run anytime. Pay summaries deal accurately with leavereversion and other used or earned benefits, but can only be run after a pay report.

c. TPS can automatically pay scheduled non-clock transactions.

For selected employees, many non-clocked transactions scheduled in a third partysystem can be loaded into the TPS time transaction file. For example, scheduled non-productive time (such as vacation) and other types of time (such as on-call time) canbe entered once in ANSOS. Once the system transfers and loads the informationfrom ANSOS, run the Load Schedule To Time File function in TPS to convert passedschedule records into TPS time transaction records.

d. TPS can pay employees based on when they are scheduled to work.

For clocking-exempt employees, the interface can convert scheduler records intopayable time using the TPS Pay To Schedule feature. TPS can calculate payable timefor clocking exempt employees based on scheduled work hours imported from thescheduler and Exempt Clock In records imported from TACS. When these recordsare compared in TPS, exempt employees are paid based on the time scheduled on thedays they reported to work.

e. In a system with both TSIS and a third party scheduler, employees can access scheduled time and worked time through any Touchtone phone.

DDI has a product called the Time Status Inquiry System, or TSIS. This allowsemployees to call from any Touchtone phone and receive schedule, time worked, andbenefit balance information. If both TSIS and a third-party scheduler are linked intoTPS, this permits employees to access TPS and scheduler data via Touchtone phone.



3. Using The Interface

While the scheduling interface is a separate product from TPS, you run the schedulinginterface from the TPS custom function menu (Character) or from the TPSScheduling program (Windows). For the Windows TPS products, you will run theinterface from the TPS Scheduling module.

Since the scheduler works like a part of TPS, most interface functions can be batchscheduled. Batch scheduling in TPS allows the system to run selected programsautomatically at certain times of the day or week. If you automate this process, verylittle maintenance is necessary once the interface is configured.

For instructions on running the interface, see “Using The Interface” on page 135.

4. Conventions Used In This Manual

Note that this manual is created for all four third-party schedulers that are compatiblewith TPS. While the version you receive will be limited to the scheduler you actuallyuse, the vast majority of the text is universal to all scheduling interfaces. Note thefollowing issues:

■ If the reference is to ANSOS, One-Staff, AcuStaf, Res-Q RN or Res-Q RN forWindows, and the statement made can apply to more than one of these systems, thesystem will be called "the third party scheduler" or simply "the scheduler".

■ If the reference is to the TPS scheduler, it will always be called the TPS scheduler toavoid confusion with the third party scheduler.

■ Illustrations that provide examples of basic functions will generally be for ANSOSsystems. This is because ANSOS is the most widely used scheduling system at thetime of this writing. If your system is not ANSOS, simply consider these examples ofan analogous system. The principles are the same.



5. Version Compatibility

There are a number of scheduling interfaces, each for a different scheduler. Eachinterface is a product of DDI, and is updated in sync with changes in both theappropriate scheduler and TPS. It is important to note that each third partyscheduler, TPS, and each scheduling interface have an independent version number.If you update either TPS or the scheduler, contact your DDI account manager toconfirm that the scheduling interface remains compatible with both systems.

If you are using a version number that falls between two ranges on this list , itsimply means use the version released most recently before your currently installedversion. For Res-Q RN, the interface version listed is also compatible with earlierscheduler version listed in the row above the one you are referencing. For example,Interface 3.0.5 is compatible with the Res-Q RN 3.9.1 scheduler version.

* Use the six digit date option offered by vendor.

Scheduler Interface Compatibility

Interface Version Scheduler Version TPS Version

Interface 1.3.2 and higher * OneStaff 12, 12.5, and 14

TPS 6.3.4 - 6.4

Interface 2.7.2 and higher * ANSOS 3, 4, and 14 TPS 6.3.4 - 6.4

Interface 1.7.1 AcuStaf 8.2 TPS 6.3.4 - 6.4

Interface 3.0.4 Res-Q RN 3.9.1 TPS 6.3.4 and up

Interface 3.0.5 Res-Q RN 3.9.1, andRes-Q RN 2.02W

TPS 6.4.7 and up



A. The Purpose Of This Manual

This manual describes how to connect TPS to a third-party scheduling program. TPSsupports links to ANSOS, One-Staff, AcuStaf, Res-Q RN and Res-Q RN forWindows.

This manual covers the following areas:

■ An introduction to the interface environment and the benefits of the interface.

■ How to configure TPS to use the interface at your facility.

■ Configuring a link from a scheduling package to TPS

■ Configuring a link from TPS to a scheduling package

■ Configuring employee number translation between TPS and the scheduling package

■ How to run the interface manually

■ How to schedule the interface to run automatically

■ The data structures for your scheduling package




TPS Scheduling Addendum 1: IntroductionThe Scheduling Interface System

I. The Scheduling Interface System

A. Software Components

The diagram and list of components below is for ANSOS. If you use a schedulingpackage other than ANSOS, this should still give you an idea of what components areused. The only difference between this diagram and your configuration will be thatyour system will use your scheduler vendor’s equivalent to Atlink.

a. Software Components

TPS. . . . . . . . . . . . . . . . . . . . . . . . . . . . .TPS stands for Transaction Processing System.TPS applies your facility pay policy and relatedinformation to pay transactions. Your Payrolland/or Human Resource departments use TPSto track time and attendance transactions andbenefit information. This information is thentransferred to the payroll system for processinginto paychecks and other compensation.

ANSOS """" TPS Interface

Employee No. Translation

TPS-ANSOS Interface

ATLINK ANSOSTPSTPS

Scheduler

TPS """" ANSOSInterface


1: Introduction TPS Scheduling AddendumThe Scheduling Interface System

ANSOS (third party scheduler). . . . . .One of the scheduling packages supported bythis interface is ANSOS. ANSOS (AutomatedNurse Staffing Office System) is a nursescheduling software package created by AtworkCorporation. ANSOS is used for positioncontrol, scheduling, staffing, and managementreporting.

TPS Scheduler . . . . . . . . . . . . . . . . . . .TPS Scheduler is a DDI extension to TPS,designed to integrate scheduling-based payfunctions directly into TPS. TPS Scheduler canwork independently, or with data from a thirdparty scheduler. The scheduling packageinterface allows the scheduler to read and usetransactions from a third-party schedulingpackage.

Atlink (ANSOS/One-Staff only) . . . .Atlink is a flat file format specification forcommunication with Atwork products, includingANSOS and One-Staff. They are able to importand export files meeting this specification tothird party software packages.

TPS➜ ANSOS Interface . . . . . . . . . . .This procedure extracts time transaction recordsfrom TPS resource files and converts it into afile that can be read by the scheduler.

ANSOS➜ TPS Interface . . . . . . . . . . .This procedure takes a flat ANSOS export file(created by Atlink) and converts it into TPSScheduler readable record format. Theserecords, in turn, are added to the appropriatefiles in TPS Scheduler.

Employee No. Translation . . . . . . . . . .Normally, this program is not used. If theEmployee Number fields in ANSOS and TPSare different for each employee, this functioncreates a comparison table based on an ANSOSEmployee Number field in TPS. Run this utilityto create the comparison table before runningthe scheduling package to TPS side of theinterface.



B. Typical File Components

Again, this example lists ANSOS components. The interface components each use aspecific set of files. These files are shown in the illustration above. Note on the leftside of this illustration that some files must be edited before the interface can be used.The types of file used by each side of the interface are defined on the next page.

1. Reference Files

These TPS files contain data and control information required by the interface. Forexample, the control file allows the interface to determine the length of the employeenumber. It can then use this length to read the employee file correctly.

ANSOS To TPS Interface

TPS To ANSOS Interface

ANSOS To TPS Reference Files

#$Daily Schedule Definition File

#$Employee Number Translation File

TPS To ANSOS Reference Files

#$Employee Master File

#$General Control File

TPS To ANSOS Source File

#$TPS Time Transaction File

#$TPS Pay Summary Files

%$ANSOS To TPS Translation Table

%$TPS To ANSOS Translation Table

TPS """" ANSOS Interface

ANSOS """" TPSInterface

% Schedule Transfer File

% Time Transfer File

Edit

Edit

Edit

Edit

Destination File

#$TPS Time Transaction File

To ANSOS

From ANSOS

Destination File

#$TPS Employee Schedule File

Load

Schedule

Schedule



2. Control Files And Translation Table Files

a. Control records, defined

A control file contains switches that turn specific translation functions on and off inthe interface program. For example, a control switch turns employee numbertranslation on if needed, or off if it is unnecessary at your facility. You will configureall control records during installation.

Control records direct the interface to perform special functions that vary from thedefault translation method. For example, if employee numbers in TPS are differentfrom the ones in the third party scheduler, you can enter a control recordcommanding the interface to convert the employee numbers rather than use theoriginal employee numbers from the source file of the interface. Control records areanalogous to switches in operating system commands.

b. Translation tables, defined

The translation table contains a set of records that convert standard codes in one sideof the interface into standard codes on the other side. For example, in ANSOS toTPS, these codes convert ANSOS tours and shifts into TPS schedule codes. In TPSto ANSOS, these codes convert TPS clock codes and pay codes into ANSOS codes.

For example, the TPS to scheduler interface program takes data from the TPS timetransaction file, TPS employee master file, and TPS general control file. It then usesthe schedule translation table as a guide in building the TPS export file.

c. Where this information is stored

For ANSOS, AcuStaf, Res-Q RN and Res-Q RN for Windows, the control file and thetranslation table are in the same text file. The control information is at the beginningof this file, with the balance being translation table entries. One-Staff supportsmultiple translation tables, so it has a separate control file. The translation tables arestored in one or more files, which are labeled by division code. Use a text editor tomodify these sections for use with your TPS and ANSOS configurations.

If you are using both directions of the interface, you need control and translation filesfor export from TPS and a second file or set of files for import into TPS. If yourfacility chooses to run the interface in only one direction, you only need to create theappropriate translation table.



d. Editing control records and translation tables

To edit translation tables on the TPS system, use a text editor. For Unix, use vi oranother UNIX text editor. For a Windows system, you can use Notepad.

A sample file should be included with the interface installation disks. You can simplyedit these files as needed for your configuration. If needed, you can also print thesefiles from the editor.

3. Transfer Files

These are flat, sequential text files that contain the schedule information in a formatthat can be read by both TPS and the third party scheduler. TPS and schedulingpackages communicate by transferring sequential (text) files between machines. Byusing this method, both systems avoid directly changing each other’s files. Thesequential transfer file meets a transfer specification set by the manufacturer of thescheduling package. For ANSOS and One-Staff, this package is defined as Atlink.For other scheduling packages, see the documentation that came with that package.

Both ANSOS and Atlink must be installed on the ANSOS machine for ANSOS towork with third party systems such at TPS. When transferred from ANSOS to TPS,this sequential file contains schedule records. When transferred from TPS toANSOS, this file contains time transaction information. These files share an identicalformat, but the information carried within the files may be slightly different.




TPS Scheduling Addendum 1: IntroductionTransferring Data

II. Transferring Data

There are editions of TPS that can run under DOS, Unix, Windows, or Novell.Scheduling systems typically run in DOS or Windows. At any rate, the system thatruns your scheduling program is probably not the same box running TPS. Thismeans that the transfer files must be sent over a network. (In the past, we alsosupported transfers by floppy disk. This can still be done if you have a network failureor an older system.)

1. Network Transfers

If both systems are networked together, you can automate the issue of transferring andimporting the files. While neither TPS nor the typical scheduling package supportsthe file commands internally, they can call network operating system scripts thattransfer files between machines. The scripts can be configured to run automatically inTPS, ANSOS, One-Staff, and other systems. In TPS, this scripting function is handledusing the TPS Batch Schedule feature, included with TPS. Your scheduling system isprobably compatible with a third-party DOS or Windows scripting function. Contactyour scheduling package vendor for details.

By running automated extraction, transfer, and import processes on both ends of theinterface, the transfer process can be completely automated. Only correctivemaintenance and updates would need to be done manually.

2. Floppy Transfers

If the systems are not networked, you can transfer the import and export files byfloppy disk between machines. This option was developed at a time when networkswere the exception rather than the rule among DDI clients. While networks are fairlyuniversal now, this option is maintained for backup in case your network fails or isshut down for maintenance.

This process would need to run at least once per pay period and as often as once perday. Even without the network connection, import and export functions can beautomated. For example, the file can be automatically placed on the floppy byANSOS at 11:00 AM, then automatically read from the floppy by TPS at 2:00 PM. Inthis case, the system operator need only make certain to remove the transfer disk fromthe ANSOS machine after 11:00 AM and place it in the TPS machine drive before2:00 PM. If the transfers are bi-directional, the disk must then be taken back to theANSOS machine for transfer of TPS information to ANSOS while a second set ofscripts is run.


1: Introduction TPS Scheduling AddendumTransferring Data

3. Where To Find The Scheduling System

Scheduling systems come in two configurations - single user and multi-user. Thedestination and source of the transfer files may vary between the two configurations.

If your scheduling package runs on a PC exclusively, you need to transfer files to thatPC. If the package runs on a file server or stores information on a file server, TPSmust simply link to the same file server.

4. How Often To Transfer

There is no actual limit in either TPS or most scheduling packages to the frequency ofimports and exports. Nor is there a limit on the number of record-days that can betransferred. ANSOS documentation implies there should be either one or two weeksbetween transfers, but your situation may vary. The number of transfers should atminimum be one per pay period, and at maximum several per day.

a. General Issues

The number of transfers should match either the technical needs of the system (sayonce per week), or the reporting needs of management (ranging from once per day toonce per pay period), whichever occurs more frequently.

■ The hard disk capacity of the TPS unit and the scheduling system can limit theamount of information that can be exchanged.

■ The speed of the network can limit the frequency of exchanges.

■ Since schedules can be dynamic and employee transaction records are dynamic, thefrequency of transfer should also match your Scheduled Versus Actual reportingneeds in either system, as needed by management.

■ If you send information from TPS to the scheduling package, you have the option tosend Pay Summary files or Time Transaction files. Time transaction information canbe sent anytime, but will not include information calculated by the pay report, such asleave reversion. On the other hand, Pay Summary files include benefit calculations,but can only be run shortly after a pay report.

The specific issues that influence the size and frequency of interface exchanges beginson the next page.



5. Growth Factors

The following issues place an expansion need onto the system:

a. For both directions of the interface:

■ The amount of time that can pass before management considers report informationoutdated in the scheduler or TPS.

■ The number of times per day/period when a manager, supervisor, and/or employeeneeds to view scheduled versus actual time report information from your schedulingpackage or TPS.

■ Number of employees.

■ Average complexity of schedules of each employee in the scheduling package.

■ The maximum number of days that can occur between the failure of a unit ornetwork and the time when the system can be detected, fixed, and brought back online.

b. For TPS to the scheduling package:

■ The number of TACS restarts per day.

■ If Pay Summary information is used instead of Time Transactions, the number oftimes the pay report is run. More frequent recalculations leave current informationavailable more often.

c. For the scheduling package to TPS:

■ The frequency of updates to schedules in scheduling.

■ The frequency of Pay Report runs per pay period in TPS.

■ Number of schedule days needed to produce complete management reports in TPS.

■ If TSIS is used, the number of days in advance an employee needs to view scheduleinformation.



6. System Limits

The issues below limit the data storage space and the frequency of updates.

a. For both directions of the interface:

■ The restart schedule of TACS and TSIS on the TPS unit. Schedule-related filetransfers cannot happen at the same time as transfers to other TPS-related units.

■ The speed of the network.

b. For TPS to the scheduling package:

■ ANSOS hard disk space allowed for actual time records.

■ The need for availability to users versus the required exchange time.

■ If Pay Summary information is used instead of Time Transactions, the number ofexports to the scheduling package is limited to the number of times the pay report isrun. This can be anywhere from daily to bi-weekly.

c. For scheduling to TPS:

■ The amount of hard disk space on the TPS unit that can be used for scheduleinformation.

■ For the maximum, both TPS and a system like ANSOS can handle up to sixschedules per employee per day for up to 364 days. TPS Schedules can exist for pastperiods even if the equivalent records in ANSOS are deleted. This allows you tocompare worked to schedule in TPS without needing to duplicate the data (andtherefore the drive capacity) in ANSOS.



7. Other Issues

TPS can store schedule data for a longer period of time than it receives from thescheduler. Therefore, you have the option to maintain expired schedules on TPS fora longer period than on the scheduling system. Expired schedules in TPS must bedeleted manually as part of your maintenance routine.

Check your scheduling package documentation for the current limitations of yourscheduling and time transaction databases.




TPS Scheduling Addendum 1: IntroductionBatch Scheduling

III. Batch Scheduling

The batch scheduling feature in TPS allows you to automatically run components ofthe TPS system, connected TPS systems, and operating system scripts at intervalsranging from once per hour to once per week.

The batch scheduling feature, then, allows you to schedule the following functions torun automatically:

■ Run either or both directions of the scheduling interface to import schedulesinto or bring transactions out of TPS.

■ If employee number conversion is necessary for the scheduling package to TPS,batch scheduling can also run this at intervals.

■ Run operating system scripts to send the transfer files to and receive them fromthe scheduling system.

This transfer can be done on some networks by running a network file retrievalcommand within a UNIX script or DOS batch file. See your network administratorconcerning the feasibility of this at your site. If both systems have access to a networkfile server, a directory on the server can be the transfer point.

Since the transfer function can be scheduled, you must decide the optimal time toschedule each process. For example, if you are trying to send an updated file to thescheduling package, make certain TPS has created the file first.

To automate functions on the scheduler system, some vendors recommend usingthird-party DOS scripting software. If your scheduler system is also automated, becertain that this batch schedule intermeshes with the schedule for the TPS system.For example, direct the scheduling package to create files at a time shortly before youschedule TPS to look for them.


1: Introduction TPS Scheduling AddendumBatch Scheduling

a. Functions You Cannot Batch Schedule

■ You cannot batch schedule the purge of outdated schedule records in TPS. Perform this operation manually at least once per period. See your TPS ReferenceManual for more information.

■ You must also inspect reports manually and correct system errors. This is discussed in “Routine Maintenance” on page 151.

b. Scheduling Issues

When you schedule operations, you must consider the issues that could cause thedata you manipulate to be outdated, unavailable, or slow in transfer. Scheduling at aninappropriate time could cause you to send outdated information, retrieveinformation before it is updated, or use the resources of the UNIX, network, orANSOS system at a time when the system is under heavy demand by anotheroperations.

When you schedule batch transactions, remember the following issues:

■ Avoid running when TACS, TSIS, the payroll system, or any other system isscheduled to transfer data with TPS.

This will slow down TPS and the network, and may cause a file read/write conflictwithin a TPS database. Additionally, if you are reading information as it is beingwritten by TPS, the information you receive may be a mix of recently updated and dueto be updated records.

■ Avoid other file intensive batch or manual operations, such as the pay report, atthe time of the transfer.

This will slow down both processes in TPS.

■ Make certain files are updated shortly before transfer.

If you are reading a file from the scheduling package, make certain the schedulingpackage has written the file recently. If you are copying a file to the schedulingpackage, make certain the scheduling package is ready to import the file shortly afterthe transfer.


TPS Scheduling Addendum 1: IntroductionBatch Scheduling

■ Take the usage of the scheduling package into account when scheduling.

For example, try to update the scheduling package from TPS before reports aregenerated. Conversely, if data is added and verified in the scheduling package, send itto TPS shortly thereafter.

■ Avoid peak usage times of the network.

A completely unrelated operation on the same network may cause a slowdown. Manytypes of network software can graph the usage of the network over time. See yournetwork administrator for input on this issue.


1: Introduction TPS Scheduling AddendumBatch Scheduling


TPS Scheduling Addendum 1: IntroductionSteps In Processing

IV. Steps In Processing

When a component of the interface is run, it follows the steps below.

a. Exporting TPS Transactions

1 User If the Employee Number Translation file is not current, run theEmployee Number Translation component of the interface. Thisfunction can be batch scheduled. (see “Running EmployeeNumber Translation” on page 145).

2 Either When the interface is started, either manually (see “Running TPSTo A Scheduler” on page 139) or by batch scheduling, the TPS to[scheduler] interface reads a record from the TPS Time Transactionfile or Pay Summary file (depending on set-up).

3 System The interface reads the TPS employee file to check any employee-specific pay processing, such as meal deduction handling.

4 System The interface uses the translation table to assign the ANSOS tourand shift code equivalent values to the time transaction transferrecord.

5 System When all records in the transaction file are translated, the interfaceprogram ends.

6 System If the interface program is batch scheduled, the batch schedulerwill calculate the next start time for the interface program based onthe current start time and interval between runs. It will alsocalculate the new date range as the interval plus the current daterange. This information is stored in order to cue the next run ofthe batch scheduler.

7 Either Either an automatic process or a user must now copy the timetransfer file to the scheduler machine. You can write a UNIX scriptor DOS batch file to run as a batch process.

8 Either From the scheduling package, read the transfer file and import it tothe scheduling package database.


1: Introduction TPS Scheduling AddendumSteps In Processing

b. Importing Schedules Into TPS

1 System The scheduling package creates a transfer file for time andattendance.

2 Either This transfer file is sent to the TPS unit.

3 Either Start the interface, either manually (see “Running Scheduler ToTPS” on page 142) or by batch scheduling.When the interface runs, the scheduling package to TPS interfacereads a record from the transfer file.

4 System The interface uses the translation table to assign the TPSequivalent fields to the fields within the schedule record.

5 System The interface reads the TPS employee file to confirm that thescheduled employee has a scheduled status.

For schedule records that match all TPS and translation tablecriteria, the TPS equivalent to the scheduling package transferrecord is written to the TPS Employee Schedule file. If the recorddoes not match the TPS criteria, an error message is generated andthe scheduling package record is discarded.

6 System When all records in the transaction file are translated, the interfaceprogram ends.

If the interface program is batch scheduled, the batch schedulerwill calculate the next start time for the interface program based onthe current start time and interval between runs. It will alsocalculate the new date range as the interval plus the current daterange. This information is stored in order to cue the next run ofthe batch scheduler.


TPS Scheduling Addendum 2: Installing The InterfaceSteps In Processing

2: Installing The Interface

To install the scheduling interface, follow the steps shown below. Each step is detailedin this chapter.

Installation Steps

Procedure Page

1 Copy the Interface Installation disk to TPS.

“Copy The Interface Files To TPS”on page 37

2 Configure TPS to be aware of the interface.

“Switch On TPS Scheduling” onpage 38

3 Switch on batch scheduling (if used).

“Enable Batch Scheduling” on page45

4 Decide on configuration issues. “Other Scheduling Processes InTPS” on page 51

5 Create the control and translation table files.

Scheduler To TPS:“Scheduler To TPS Translation File”on page 81TPS To Scheduler:“TPS To Scheduler Translation File”on page 114

6 Make any needed changes to the individual employee records.

“Configuring Employee Records”on page 61

9 Configure the scheduler as needed and create an export file.

See the documentation that camewith your third party schedulingpackage.

10 Run employee number conversion (if needed).

“Running Employee NumberTranslation” on page 145

11 Check the results. “Troubleshooting” on page 153

12 Batch schedule if needed. “Batch Scheduling” on page 149


2: Installing The Interface TPS Scheduling AddendumSteps In Processing


TPS Scheduling Addendum 2: Installing The InterfaceInterface Installation

I. Interface Installation

A. Copy The Interface Files To TPS

1. Windows: Copy

1- Use the Windows File Manager/Explorer to copy the files from thefloppy disk to the TPS directory on the system.

2. Character: Copy

1- Insert the scheduling interface disk in your TPS floppy drive.

Make certain you are in the TPS directory before continuing. Many sites placethe TPS directory within other directories, or create a subdirectory for test systems.

2- Type the following at the UNIX prompt:

tar xvf /dev/fd0135ds18

This command copies the interface files from the floppy to the appropriate drives onthe TPS unit. These files are discussed in Appendix A. The command aboveassumes the interface program is on a 3.5 inch disk.


2: Installing The Interface TPS Scheduling AddendumInterface Installation

B. Switch On TPS Scheduling

1. Windows: Configure Scheduling

1- Select TPS Setup | System Maintenance | TPS Setup | TPS Setup -Optional | Scheduling

2- Check the Use Scheduling box.

3- Select the appropriate Delete option.

The box labeled Delete Time Transactions Within Load Schedule Dates lets youspecify if the Load Schedule to Time File program should delete time transactions forthe period for which it contains schedules. You have the following choices:

Delete all . . . . . . . . . . . . . . . . . . . . . . . .This deletes all transactions for the period forwhich schedules are being loaded

Delete for individual dates only . . . . .This only deletes transactions for individualdates on which schedules are present. For otherdates within that period, existing timetransactions will not be deleted.

Do not delete any. . . . . . . . . . . . . . . . .This prevents existing transactions from beingdeleted by the Load Schedule to Time Fileprogram.

4- Enter the Number Of Days To Extract For TACS amount

The Number Of Days To Extract field lets you specify how many days of scheduleinformation is extracted from TPS for TACS when you run the Extract for TACSfeature of TPS. You can extract any number of days from zero through 99.



5- Enter the Display Employee Number On Posted Schedule Report field

The Employee number displayed on posted schedule report flag lets you specifywhether the Posted Schedules Report will include the employee number of eachperson listed. You may want to leave the employee numbers off this report for securityreasons.

6- Choose an audit record option.

7- Select one of the two options below. They are mutually exclusive.

■ Choose an option for Create Schedule Audit Records

The Create schedule audit records flag lets you specify whether TPS will maintain anaudit log of changes to employee schedules.

■ Choose an option for Create Schedule Audit Records For Adds

The Create Schedule Audit Records For Adds flag lets you specify if records will becreated for additions to employee schedules. This saves disk space, but doesn’t keeprecords as complete as those of the other option.



2. Character: Switch On Scheduling

1- Start the TPS application.

2- Press & to switch to the Back menu.

3- From the Back menu, select TPS Control File Maintenance.

4- From the TPS Control File Maintenance menu, select General.

5- Press e to advance to Screen 2: Scheduling.

6- Enter (Y) in the Are You Using Scheduling? field.

TPS Character - Switching On TPS Scheduling

TPS CONTROL FILE MAINTENANCE TPS VER 6.-.-.-CHANGE/INQUIRE ** SCREEN 2 **

SCHEDULING:1. ARE YOU USING SCHEDULING? Y2. TIME TRANSACTIONS TO BE DELETED N3. SCHEDULE EXTRACT: NUMBER OF DAYS TO EXTRACT 10 4. CREATE SCHEDULE AUDIT RECORDS? Y5. CREATE SCHEDULE AUDIT RECORDS FOR ADDS? Y

ITEM NUMBER TO CHANGE ? ___



7- Enter the Time Transactions To Be Deleted field.

The value determines whether or not Load Schedule should delete (replace)transactions for days it is loading. Enter one of the following:

N If a record within the file received from ANSOS falls on the same date andemployee as an existing TPS schedule record, ignore the schedulingpackage record.

I For all days and employees in the file received from ANSOS, delete anycorresponding transaction that already exists in TPS and replace it withthe scheduling package equivalent.

A For all days within file received from ANSOS, delete all schedule recordsthat already exist in TPS. Replace the date range entirely with onlyANSOS transactions.

8- Enter the Schedule Extract: Number Of Days To Extract field.

Enter how many days of schedule information will be made available to TACSthrough the Extract for TACS function in TPS. Generally, the more frequently youupdate schedules in your third-party scheduler, the fewer days of information youwant to send to TACS.

9- Enter the Create Schedule Audit Records field.

Y Maintain a log of changes and deletions to employee schedules.

N Do not log changes and deletions.

10- Enter the Create Schedule Audit Records For Adds field.

You must enter (Y)es for the previous field for this option to appear. Choosing No tothis option allows you to save disk space while still tracking changes and deletions.

Y Maintain a log of additions to employee schedules.

N Do not log additions to the schedule file.



11- Press e to skip the remaining screens and return to the Control FileMaintenance menu.

12- If scheduling was not active before you performed step 1, select DailySchedule Definition from the TPS Back menu.

Enter the appropriate daily schedule definitions. For more information, see your TPSReference Manual.



C. Employee Number Conversion Label Setup

If employee numbers in TPS are different from the ones used in the scheduler, usethis procedure. Otherwise, skip to the next section (“Enable Batch Scheduling” onpage 45).

1. Windows: Employee Number Conversion Label Setup

1- Select TPS Setup | System Maintenance | TPS Setup | TPS Setup -Optional | User Defined Labels | Employee User Defined.

Use this area to define one or two long user-defined field levels for use on employeerecords. For the label, enter something like "ANSOS Emp No". The label itself isfourteen characters long.

The user defined field is ten characters, and this will hold the third-party scheduleremployee number. Later, you will enter the scheduler employee number for eachemployee that uses the third-party system. This field is used in TPS Setup | SystemMaintenance | Maintenance | Employee | User Defined Fields.



2. Character: Employee Number Conversion Label Setup

1- Select TPS Control File Maintenance from the Back Menu.

2- Select Employee from the Control File Maintenance Menu.

The screen below appears.

3- Select an available field from the field type that is long enough to holdan ANSOS employee number.

For reference, short fields are three characters, medium fields are six characters, andlong fields are ten characters in length.

4- Enter ANSOS Emp No in this field. If you use a different scheduler,enter the name of that scheduler in this field.

5- Press e repeatedly until you return to the TPS Control FileMaintenance Menu.

TPS Character: Control File Maintenance

TPS EMPLOYEE CONTROL FILE MAINTENANCE TPS VER 6.-.-.-CHANGE/INQUIRE ** SCREEN 1 **

USER DEFINED FIELDS:SHORT LABELS: 1. LABEL 8. LABEL 15. LABEL 2. LABEL 9. LABEL 16. LABEL 3. LABEL 10. LABEL 17. LABEL 4. LABEL 11. LABEL 18. LABEL 5. LABEL 12. LABEL 19. LABEL 6. LABEL 13. LABEL 20. LABEL 7. LABEL 14. LABEL

MEDIUM LABELS: 21. LABEL 25. LABEL 29. LABEL 22. LABEL 26. LABEL 30. LABEL 23. LABEL 27. LABEL 24. LABEL 28. LABEL

LONG LABELS: 31. LABEL ANSOS Emp No 32. LABEL




D. Enable Batch Scheduling

For more information on batch scheduling, see “Batch Scheduling” on page 29. If youdo not plan to use batch scheduling or if batch scheduling is already in use, skip thisstep and go on to “Other Scheduling Processes In TPS” on page 51.

1. Windows: Turn On Batch Scheduling

a. Enabling Batch Scheduling

1- Decide if you want the script to run before or after the program.

2- Select TPS Setup | System Maintenance | TPS Setup | TPS Setup -Optional | Batch Scheduling.

3- Select the Use Batch Scheduling checkbox.

The Use batch scheduling flag lets you turn the Batch Scheduling feature on. Oncethis is active, the remaining fields in this box are enabled, and the batch schedulingfeatures within TPS are enabled. If you turn this feature off, the batch scheduledprograms you have created will still be listed in the schedule. They will simply not berun at the scheduled time.

4- Select the Use Batch Files Before/After Programs box.

Later, this gives you the option to run DOS batch files before or after the schedulingimport or export. For example, you can run a batch that grabs the file from thescheduler box and puts it in the appropriate TPS directory before running the import.Conversely, you can run the TPS to scheduler export, then use a batch file to send theexported file to the scheduler box.

If you select this flag, the system will prompt anyone batch scheduling a task for thefile path, filename, and parameters associated with the script they intend to run beforeor after the process. You can even set two different scripts to run, one before and oneafter the batch, or simply not run a script. As a general rule, if you can run theprocess with one command, do so. If you cannot, use this line to call a batch file.That batch file can then run the process you request if you are running a utility.



b. Switching Batch Scheduling On And Off

Once you enable and configure batch scheduling, you can switch the BatchScheduling program on. Batch scheduling runs in the foreground, meaning that youreally can't do anything with the PC running batch scheduling until you turn off theprocess. This can be done in two ways.

c. Starting Batch Scheduling (Spectra Only)

Go to the machine you are dedicating to Batch Scheduling and start the TPS Setupapplication. Then, proceed as follows:

1- Select the following: System Maintenance | Batch Scheduling | Start

2- Enter the date and time when you want batch scheduling toautomatically switch off.

For a PC that is not dedicated to running batch scheduling, this should be the nexttime you plan to use the system. For a PC that is dedicated to running batchscheduling, this should be at least a year out.

3- Click OK.



2. Character: Turn On Batch Scheduling

You need to first enable the batch scheduling feature, then switch that feature on.

a. Enabling The Batch Scheduling Feature

1- Create a file path and directory to hold batch file scripts.

2- Decide if you want the script to run before or after the program.

3- TPS Back Menu | TPS Control File Maintenance | General | Miscellaneous.

The system displays the screen below. This may or may not be screen 5, dependingon how your system is configured.

Enable batch scheduling - TPS Character 6.x

TPS CONTROL FILE MAINTENANCE TPS VER 6.4.-.JCHANGE/INQUIRE ** SCREEN 5 **

MISCELLANEOUS: 1. DISPLAY CLOCK TIMES IN HUNDREDTHS? N 2. DAYLIGHT SAVINGS TIME, DATES: SPRING 04/05/98 FALL 10/25/98 3. DAYLIGHT SAVINGS TIME, TIMES: SPRING 2:00 FALL 2:00 4. CLASSIFY A LACK OF DST ADJUSTMENT AS AN ERROR? N 5. DOES YOUR PRINTER USE BOTH SIDES OF THE PAPER? N 6. REDUCE OVERTIME ELIGIBLITY LIMIT FOR WEEK WITH HOLIDAY? N 7. ARE YOU USING PAY CONFIGURATION OVERRIDES? Y 8. EMPLOYEE DEFAULT PAY CONFIGURATION D 9. DURING THIS PAY PERIOD, HAVE YOU CHANGED GRACE PERIOD RULES? Y 10. REPORT LAYOUT 1: 132 COLUMNS: NUMBER OF LINES PER PAGE 60 11. REPORT LAYOUT 1: USE REPORT DISTRIBUTION LINE? N 12. REPORT LAYOUT 2: 80 COLUMNS: NUMBER OF LINES PER PAGE 60 13. REPORT LAYOUT 2: USE REPORT DISTRIBUTION LINE? N 14. ARE YOU USING BATCH SCHEDULING? Y 15. DIRECTORY TO STORE BATCH FILES: /ddi/tps/batch/ 16. ARE YOU USING SCRIPT SCHEDULING BEFORE/AFTER PROGRAM? Y 17. CAN EMPLOYEES CHANGE THEIR PASSWORD VOLUNTARILY AT LOG-IN? N 18. FORCE EMPLOYEES TO CHANGE THEIR PASSWORD AFTER DAYS




4- For each prompt listed below, enter the value listed here.

ARE YOU USING BATCH SCHEDULING?

Answer "Y".

DIRECTORY TO STORE BATCH FILES

The next prompt asks you to specify the directory in which batch files are to be stored.By "batch files," we're referring to the file that TPS creates when you submit a job forbatch scheduling. This is a sequential file that TPS uses to store information aboutyour batch job. That path name could be, for example, /tps/batch/, with "tps"being the directory name of your UNIX TPS system. Be sure to include the trailingslash (/).

ARE YOU USING SCRIPT SCHEDULING BEFORE/AFTER PROGRAM?

The third prompt asks if you want to use "script scheduling," which is simply theability to run a shell script just before and/or after a batch-scheduled program. Thisfeature allows you to automate the file transfers between TPS and the schedulingsystem. For example, you can run the TPS To Scheduler export, then run a scriptafterward that copies the file you just created to the scheduler using a file transfercommand.

b. Changing the ANSOS file name

A file imported from ANSOS is called ansosttm, but it must be renamed to ansosbefore TPS can import it. Therefore this script must contain a rename command line.

c. Switching batch scheduling on

Once you enable and configure batch scheduling in the Control File, you can switchthe batch scheduling daemon on. Once you do this, TPS will start the daemonprocess. The daemon will now run in the background and check for batch scheduledtasks every few minutes. This process will not stop until you shut the daemon downby returning to this screen and switching the feature off.



1- Select the following:Back Menu | Special Function Menu | Batch Scheduling

The system displays the screen below.

2- Select option 3. Enable/Disable Batch Scheduling.

3- When prompted, answer (Y)es to this prompt to turn this feature on.Alternately, you can enter (N)o to switch it off.

This may seem redundant with the process of enabling batch scheduling, but the "Y"to the Control File prompt only indicated an intention to use batch scheduling. It ishere that the feature is actually switched on. This is analogous to turning on a circuitbreaker, then a light switch.

If you switch batch scheduling off, it sets a flag in the TPS Control File. The next timethe batch scheduling daemon "wakes up", it checks that flag, sees that the flag isturned off, and terminates its own process.

Switch batch scheduling on - TPS Character

PLEASE SELECT 1

1. BATCH SCHEDULE MAINTENANCE

2. PRINT BATCH SCHEDULES

3. ENABLE/DISABLE BATCH SCHEDULING




TPS Scheduling Addendum 2: Installing The InterfaceOther Scheduling Processes In TPS

II. Other Scheduling Processes In TPS

Since the scheduling interface bypasses manual entry of schedule information in TPSScheduler, most functions of TPS Scheduler can be ignored. However, severalfunctions remain vital to the scheduling process. These functions ultimately allow anemployee to be paid based on schedule transactions.

Once schedules are translated into TPS schedules, they will appear on several TPSreports. You have the option to pay employees based on scheduled time. There arethree basic options for doing this.

■ Load Schedule To Time File, or

Pay To Schedule, which consists of

■ Pay To Non-Clocked Schedule, and/or

■ Pay To Clocked Schedule

These processes are discussed here. In character versions of TPS, TPS Scheduler isnot a single item in TPS but a series of added menu items throughout TPS. InWindows editions of TPS, a separate TPS Scheduler icon allows you to control theseitems. For more information on each area, see the appropriate sections of your TPSReference Manual or help system.


2: Installing The Interface TPS Scheduling AddendumOther Scheduling Processes In TPS

A. Selecting A Schedule-To-Pay Method

The system you use depends mainly on your personnel structure and policy. If bothscheduling and payroll are handled by the same personnel, this decision is somewhatarbitrary. If these functions are handled by different departments, you can align theway your system works with the way your personnel work.

Once the Load Schedule To Time File is run, the ability to edit the records is shiftedfrom TPS Scheduler to TPS Time Maintenance. Each of these functions may havedifferent security settings. Therefore, the movement of data from scheduling to timetransaction functions also shifts editing and review responsibilities from personnelusing the third-party scheduler and/or TPS scheduler to personnel using TPS directly.

Scheduling is usually done by supervisors. If TPS is centralized in the HumanResources or Payroll departments, the selection of a schedule-to-pay interface methodbecomes a critical issue of responsibility. If TPS is decentralized to allow supervisorsdirect access to TPS records, the issue becomes more arbitrary.



B. Loading Schedules To Time Files

This process takes schedule files and, when dictated by the employee record, convertsthe schedule records into time transaction records. Depending on the employeerecord, the procedure can transfer nothing, non-clocked schedules, or both clockedand non-clocked schedules to the time transaction file. Additionally, the employeerecord can set protection for converted schedule records. The protection flag on eachtime record from the scheduler will allow or prevent users from making changes inTPS time maintenance.

These transactions may be later viewed in Time Maintenance, on the ClockingTransaction Report, the Pay Report, and the Time Audit Report. In the source codecolumn of each report, records created from schedules are assigned the source code"SC" to designate Schedule Load.

The Load Schedule To Time File function appears on the TPS Front Main Menu. Formore information, see the Load Schedule To Time File in the TPS manual or help.

a. Advantages of loading schedules to time files

■ By placing all time transactions sent to payroll in the hands of the ones running thepay report, the payroll personnel have the ability to fix any error detected in the payreport without needing access to schedule information.

■ Payroll personnel can access and correct all records used by the pay report from theTime Maintenance program.

■ Payroll personnel do not need to access schedule records.

b. Disadvantages of loading schedules to time files

■ If responsibility is moved from schedule personnel to time transaction personnel, thiscould provide conditions for miscommunication or accountability issues.

■ If an employee reports a problem with the schedule, the department where theemployee reports the problem becomes a moving target, depending on when theschedule is converted.



C. Pay To Schedule Options

1. Pay To Non-Clocked Schedule

This feature can be used in place of loading non-clocked schedules to the time file.In the Load Schedule To Time File process, schedules are transformed into timetransactions. If these transformed records are in unprotected mode, they can bechanged using TPS Time Maintenance. Therefore, your only options in LoadSchedule are to edit in the scheduler before transfer, then allow or disallow edits aftertransfer using Time Maintenance. This option would force transaction editors to usetwo different programs to edit transactions - one for after transfer (time maintenance)and the other for before transfer (edit employee schedules).

If schedules are paid directly using the Pay To Schedule feature, changes can be madein the scheduler (either the third-party scheduler or TPS Scheduler) to change the payreceived.

2. Pay To Clocked Schedule

This feature is similar to the pay to non-clocked schedule function, discussed above.The main differences are that the employee must be exempt and must clock in for theday or shift to activate payment based on schedule.

a. Advantages of pay to schedule (both clocked or non clocked)

■ Schedule personnel have the ability to update schedule information right up until thepay report is run.

■ If scheduling personnel are uncomfortable with payroll having full edit access to theTPS Scheduler system, this option should be more appealing.

b. Disadvantages of pay to schedule (both clocked or non clocked)

■ This option forces payroll personnel to have access to both scheduling and payrollsystems.



D. Employee Schedule Maintenance Programs

The Employee Schedule Maintenance program allows you to add, change, delete,print, and purge TPS Employee Schedule records from TPS Scheduler. Since you areusing a third party scheduler, you need only deal with the Print Schedules and PurgeSchedules functions. Each Employee Schedule Maintenance option is discussedbelow.

Maintaining/Copying Schedules . . . .Since you are using a third party system forthese items, you can ignore these options.

Printing Employee Schedules . . . . . . .Print Employee Schedules allows you to printschedules for ranges of employees ordepartment types. You can also print eachemployee's schedule on a separate page. Thisallows you to distribute individual copies toeach employee.

Purging Employee Schedules . . . . . . .Purge Employee Schedules allows you to deleteoutdated employee schedules. You can purgedaily schedules for one employee, for allemployees in a department type, or for alldepartment types. Once you select an employeeor department range, you can select a daterange. Note that you should only purgeschedules that apply to closed pay periods. Thisoption cannot be batch scheduled, therefore itwill become a part of your TPS maintenanceroutine. Run this process once per pay period.See the Employee Schedule Maintenance/PurgeEmployee Schedules section of the TPSReference Manual or help system for details.




TPS Scheduling Addendum 2: Installing The InterfaceConfiguration

III. Configuration

1. Checklist

Before you install the interface, you must compare your needs and your environmentin the scheduler and TPS. While the interface is bi-directional, some facilities chooseto implement only one direction of the interface.

Configuration Checklist

General Issues Use?

• Are employee numbers identical in the scheduler andTPS?

Yes No

• How often do you need to delete out-of-date scheduledata in TPS?

Scheduler To TPS Issues:

Hours and Times

• Do you want to retrieve hours and times from thescheduler? This is the most feasible option in almost all cases.

Yes No

- (If Yes) When transferring time to TPS, do you want toadd TPS meal deductions to the time sent (e.g.,ANSOS Minutes Of Tour) when calculating the TPSEnd Time field?

Yes No

Update method

• Which TPS update strategy do you want to use?

- Do you want to delete TPS schedules for the entiredate range of the scheduling interface run, then replacethe TPS records with scheduler records?

Yes No

- Alternately, do you want to delete TPS schedule recordsonly when the date and employee on the schedulingpackage record overlaps the date and time of theexisting TPS schedule record?

Yes No

Is The Unit Field Larger Than 6 Characters? Yes No

Continued


2: Installing The Interface TPS Scheduling AddendumConfiguration

Scheduler To TPS Issues, continued

Load Schedule To Time File

(This is mutually exclusive with Pay To Schedule, below)

• Will your facility load some or all employee schedules tothe time file so they can be viewed and changed in TimeMaintenance?

All Some None

- In Time Maintenance, does your facility want users tohave edit privileges for transactions imported from thescheduler? Alternately, users could simply viewtransactions from the scheduler.

Edit View

Pay To Schedule Issues

(This is mutually exclusive with Load Schedule, above)

• Will you want some or all employees to be paid directlyfrom non-clocked and on-call schedules?

Yes No

- Will your facility want changes to be made through ascheduling system (the third party scheduler or TPSScheduler) instead of Time Maintenance?

Yes No

• Will your facility want some or all exempt employees whouse the third party scheduler to be paid directly fromclocked schedules when the employee clocks in?

Yes No

- Will your facility want changes to be made through ascheduling system (the third party scheduler or TPSScheduler) instead of Time Maintenance?

Yes No

TPS To Scheduler Issues

• When transferring time to the scheduler, do you wantto add meal deductions to the TPS Time Worked whencalculating time for the scheduler (e.g. ANSOS MinutesOf Tour)?

Yes No

Configuration Checklist


TPS Scheduling Addendum 2: Installing The InterfaceConfiguration

A. Configuration Outline

While the interface is bi-directional, some facilities choose to implement only onedirection of the interface.

Configuring TPS Scheduling

I Configure TPS to handle scheduling.

1 Select Use Scheduling in TPS Setup (Windows) or the control file(Character).

2 For each employee, set up the following items in the Employee file:

A Use Scheduling, Select (A)nother Scheduler

B Select Load Schedule, Select (Y)es or (N)o(Mutually exclusive with C and D, below.)

C Select Pay to Non-Clocked, Select (Y)es or (N)o

D Select Pay To Clocked. For exempts, select (S)cheduler or anothervalue.

II Do you want to send files from the scheduler to TPS?

1 Use a text editor to edit the scheduler/TPS translation table.

2 Are the employee numbers different in TPS and the scheduling package?

A Have the scheduler employee number in TPS Employee file/UserDefined field.

B Edit the Scheduler To TPS translation table.

C Run the employee translation function in the interface.


2: Installing The Interface TPS Scheduling AddendumConfiguration

III Do you want to send files from TPS to the scheduler?

1 Use a text editor to edit the TPS to scheduler translation table.

2 Are the employee numbers different in TPS and the scheduler?

A Have the scheduler employee number in TPS Employee file/UserDefined field.

B Edit the TPS to scheduler translation table for employee numberprocessing.

Configuring TPS Scheduling (Continued)


TPS Scheduling Addendum 2: Installing The InterfaceConfiguring Employee Records

IV. Configuring Employee Records

Several features of the TPS/Schedule interface are configurable on an employee-by-employee basis. Therefore, one employee may be paid to schedule, another have theschedule and actual hours listed side-by-side in the Clocking Report, and a third haveno schedule data.

Before you perform this procedure, decide the following issues:

Load Schedules To Time File . . . . . . .Do you want to execute a function that createstime transactions from schedules? Timetransactions can be changed in TPS TimeMaintenance. For each individual employee, doyou want to load only non-clocked schedules orboth clocked and non-clocked? Do you want topay to schedule for on-call time? Do you wantthe time transactions converted from schedulesto be protected from changes in TPS TimeMaintenance?

Pay To Non-Clocked Schedule . . . . . .If you do not want to load schedules, do youwant the employee to be paid directly for non-clocked (and on-call) scheduled time? Tochange how each employee is paid, you mustchange schedules in the third party system orTPS Scheduler.

Pay To Clocked Schedule . . . . . . . . . .If you do not want to load schedules and theemployee you are editing has a clocking exemptstatus, do you want a clock code 1 to cause thesystem to pay the employee directly from clockedschedule records? For days with an actual clock-in, to change how the employee is paid, therecord in either the third party or TPS schedulermust be changed.


2: Installing The Interface TPS Scheduling AddendumConfiguring Employee Records

A. Procedure

Based on your configuration needs, perform the following procedure for eachemployee who uses TPS Scheduling.

a. For TPS Windows

1- Select TPS Setup | System Maintenance | Maintenance | Employee |Scheduling.

2- For each employee where applicable, select the Use Scheduling box.

The Use Scheduling box contains three radio buttons, which let you specify whetherthe employee is using no scheduling, the Scheduling feature of TPS, or a third-partyscheduling program (the TPS with schedule interface option).

3- Select Exempt Processing Options

This is found at TPS Setup | System Maintenance | Maintenance | Employee | ExemptSetup

4- Select one of the following options.

Auto generate . . . . . . . . . . . . . . . . . . . .This causes TPS to create worked hours for thisemployee automatically, based on the standardworked hours you enter in the Exempt Hourswindow. If you use this feature, the employee isnot required to clock in at all.

Check in . . . . . . . . . . . . . . . . . . . . . . . .This requires the employee to enter a ClockCode 7 once a day. The standard hours will beused, as with Auto generate.

Clock in/out . . . . . . . . . . . . . . . . . . . . .This requires the employee to clock in and outwith Clock Codes 1 and 9. The Exempt Hourswindow will still be used to generate theemployee's payable hours, however.



Pay to schedule . . . . . . . . . . . . . . . . . . .This can only be used if you have Schedulingenabled. Hours will be generated for theemployee based on his/her schedule. If you areusing this option, the Pay to Schedule box letsyou specify whether to require the employee toclock in (with a Clock Code 7) once a day oronce per scheduled shift.

5- If you select Pay To Schedule, select one of the options below.

One Check In Per Day. . . . . . . . . . . . .This requires the employee to clock in (with aClock Code 7) once a day, regardless as to thenumber of shifts worked.

One Check In Per Schedule . . . . . . . .This requires the employee to clock in (with aClock Code 7) once per schedule, regardless asto the number of shifts worked.

Option If you are using the Employee Number Translation feature, do steps 5 and 6 below. Otherwise continue to step 7.

6- Select User Clock Code Eligibility.

This is found at TPS Setup | System Maintenance | Maintenance | Employee | UserClock Code Eligibility.

7- In the field labeled for the scheduler employee number, enter theemployee number used by the scheduler.

8- Repeat this for each employee using the third party scheduler.



b. For TPS Character

1- From the Back Menu, select Employee Maintenance.

2- From the Employee File Maintenance Menu, select Change/InquireEmployees.

If you are entering schedule set-up for a new employee, select Add New Employeesand set the fields below along with the remaining employee information.

The system displays the screen shown below.

3- In the Use Scheduling field, enter (A)nother scheduler.

4- In the Load Schedule Type field, select one of the following:

NO Avoid loading any clocked or non-clocked scheduled transactions into theTPS time file. If you select this option, the system displays the Pay To Non-Clocked prompt. Enter (Y)es to pay to non-clocked schedules.

TPS Character: Employee File Maintenance

EMPLOYEE FILE MAINTENANCE TPS VERSION 6.-.-.-CHANGE/INQUIRE ** SCREEN 1 **

* 1. EMPLOYEE NO 123456789 2. Roberts, Sandy L.

GENERAL: 3. SOC SEC NO 123-45-6789 4. STATUS A 5. EXEMPT STATUS Y

DEFAULTS: 6. CONFIG 1 8/80 Standard 7. DEPT 1066 3rd South 8. UNIT 9. JOB CLASS 170 Nursing Assistant 10. PROJECT 112 T & A Meetings SHIFT DEFAULTS: 11. CODE 1 12. LENGTH 8.00 13. START 7 :00 14. END 15:30

SCHEDULING: 15. USE SCHEDULING? Y 17. LOAD SCHEDULE TYPE 16. RESTRICT EARLY IN? Y 18. PAY NONCLOCK SCHED?




NC Convert only non-clocked scheduled transactions into TPS time records.These include clock codes 82 and 89.

NP Convert only non-clocked scheduled transactions into protected TPS timerecords. These include scheduled clock codes 82 and 89. Protectedrecords cannot be altered in time maintenance once loaded into the timefile.

BO Convert both clocked and non-clocked scheduled transactions to TPStime transactions. This typically will only apply to exempt employees.

BP Convert both clocked and non-clocked transactions to TPS protectedpayable time transactions. Protected records cannot be altered in timemaintenance once loaded into the time file.

5- Press e to continue to Employee Maintenance Screen 4.This screen is shown below.

6- In the Pay To Clocked Schedule field, select one of the following:

◆ For exempt employees who require schedules to be used in place of clocked time,select (S) for Pay To Clocked Schedule.

◆ For other exempt employees, set this field as appropriate for the employee. If youare entering new information for existing employee records, leave the contents ofthis field unchanged. See your TPS manual for details.

Employee File Maintenance, Screen 4

EMPLOYEE FILE MAINTENANCE TPS VER 6.-.-.-

CHANGE/INQUIRE ** SCREEN 4 ** EMP NO: 123456789 Carl Palmer 1. EXEMPTS: EXEMPT CHECK-IN, AUTO-GENERATE, CLOCK IN/OUT, PAY TO CLOCKED SCHEDULE S

2. REQUIRE ONE CHECK-IN PER SCHEDULED SHIFT OR PER DAY _

S - SHIFT D - DAY



7- If you select Pay To Clocked Schedule in step 6, do the following:

◆ To require an exempt check in transaction for each day with at least one clockedschedule, enter (D)ay in the Require One Check-In field.

◆ To require one exempt check in transaction for every clocked scheduled shift ,enter (S)hift in the Require One Check-In field.

8- Select one of the following:

◆ If employee numbers in ANSOS and TPS are identical, skip to step 12.

◆ If employee numbers in ANSOS and TPS are different, continue to the next step.

9- Advance to the Employee User Defined Fields screen.

This screen is shown below.

TPS Character: Employee User Defined Fields (ANSOS shown)

EMPLOYEE FILE MAINTENANCE TPS VER 6.-.-.-CHANGE/INQUIRE ** SCREEN 5 ** EMP NO: 123456 Carl Palmer USER DEFINED FIELDS: SHORT FIELDS: 1. 8. 15. 2. 9. 16. 3. 10. 17. 4. 11. 18. 5. 12. 19. 6. 13. 20. 7. 14.

MEDIUM FIELDS: 21. 26. 22. 27. 23. 28. 24. 29. 25. 30.

LONG FIELDS: 31. ANSOS Emp No 12345 32.




10- Select field labeled as the scheduler employee number.

You configured this issue in the installation process, “Employee Number ConversionLabel Setup” on page 43 .

11- Enter the scheduler employee number in this field.

12- Press e. Then press the g key to return to the EmployeeMaintenance Screen 1.

13- Edit another employee record, or press the g key to return to the FileMaintenance Menu.




TPS Scheduling Addendum 3: Scheduler To TPS InterfaceConfiguring Employee Records

3: Scheduler To TPS Interface

The Scheduler To TPS Interface component converts data imported from the thirdparty scheduler into the TPS schedule information. The interface uses the ScheduleTranslation Table to match the appropriate codes in the scheduler with thecorresponding codes in TPS. If the employee numbers in the scheduler and TPS aredifferent, the interface will also need the TPS Employee Number Translation file.After verification and conversion, the scheduler schedule records are written to theTPS Employee Schedule file. Additionally, the interface creates a report listing howmany records were converted and any errors that occurred during translation.

If you also convert schedules into time transactions, you must run a separateprocedure in TPS called Load Schedules To Time File. Alternately, you can payemployees directly from clocked and non-clocked schedule records in TPS.


3: Scheduler To TPS Interface TPS Scheduling AddendumConfiguring Employee Records

A. Files Used by The Interface

The Scheduler To TPS Interface uses the files listed below.

1. Input File

a. Sequential file from scheduler

The file is either transferred by the scheduler to the TPS unit, or retrieved from thescheduler unit as part of a TPS batch process. This file contains all schedule recordsexported from the scheduler for use by TPS.

2. Output File

a. TPS Employee Schedule file

This file in TPS contains employee schedule records for use by TPS and connectedsystems. TPS uses this file to run comparisons of actual versus scheduled work, to payto a clocked schedule for clocking-exempt employees, and to pay non-clockedschedule time. Alternately, you can load schedule records to the TPS time transactionfile.

3. Reference Files

a. Sequential Translation file

The translation table file contains two sections. Use a text editor to modify thesesections.

The first section, called the Control Section, contains switches that turn specifictranslation functions on and off in the interface program. For example, a controlswitch turns employee number translation on if needed, or off if it is unnecessary atyour facility. You will configure all control records during installation.

The second section, called the Translation Table, contains a set of records that convertstandard codes in one side of the interface into standard codes on the other side. InScheduler to TPS, these codes convert tours and shifts into TPS schedule codes.



b. TPS Daily Schedule Definition

This file contains the master schedule records used in TPS. For example, a scheduledefinition contains the clock or pay codes associated with the schedule. A dailyschedule definition record must be assigned to each record interpreted by theinterface.

c. Employee Number Translation Table (Optional)

If the employee numbers are different in the scheduler and TPS, you must create andmaintain this file. If used, the interface will use this file to match the scheduleremployee data with the appropriate TPS employee records.



4. The Employee Schedule File

The table below lists each field in the Employee Schedule file in TPS, followed by thesource of the data within this file. For more information on the daily scheduledefinition file, see the TPS Reference Manual.

Employee Schedule File, ANSOS

TPS Emp. Schedule Field Source of Data

Employee Number ANSOS or Employee Number Translation File

Date ANSOS Date Field

Schedule Code Translation Table Schedule Code Field

Clock Flag TPS Daily Schedule Definition File

Time In Depending on the control flag, this informationcould come from the ANSOS Start Time fieldor the TPS daily schedule definition file.

Time Out If this file is based on information from ANSOS,this value equals the scheduler Start Time plusthe ANSOS Minutes Of Tour, possibly with mealdeduction rules applied. If the Time In andPayable Hours fields are not from ANSOS, thisis from TPS Daily Schedule Definition.

Pay Code TPS daily schedule definition file

Payable Hours If this file is from ANSOS, this field is translatedfrom the ANSOS Minutes Of Tour field. If thisdata is not from ANSOS, it is from the TPSDaily Schedule Definition file.

Clock Code TPS daily schedule definition file

Shift Identifier ANSOS Shift Of Tour field

Worked Indicator Flag TPS daily schedule definition file

Department Worked ANSOS Unit field



5. Scheduler To TPS Transfer File

The following is the format and definition for the scheduler to TPS schedule transfer.This file is used to pass scheduled transaction information to TPS from ANSOS. Therecords within the file are sorted by employee number and within employee by date;thus, all records for an employee are grouped together. There is one header record perbatch file transfer, followed by one record per day, per employee.




TPS Scheduling Addendum 3: Scheduler To TPS InterfaceScheduler To TPS Transfer Files

I. Scheduler To TPS Transfer Files

A. AcuStaf Transfer File Format

1. AcuStaf Transfer File Parameters

The basic format of the transfer file for AcuStaf is shown below.

AcuStaf Transfer File Format

File Structure Sequential (flat) ASCII.

Unblocked, fixed length records.

130 characters per record line (configurable).

All numeric data in character format.

No packed data.

Record Types N Numeric, no decimal point

Right justified, zero filled

Empty is zeros unless otherwisenoted.

D Numeric with implied decimal point,

Right justified, zero filled

Empty is zeros unless otherwisenoted.

C Alphanumeric,

Left justified, space filled.

Sort Order Primary: Employee Number


3: Scheduler To TPS Interface TPS Scheduling AddendumScheduler To TPS Transfer Files

Secondary: Date

File Typesand File Contents

Header File: Start Date, followed by number ofdays in the file.

Detail File: Date, employee, and transaction data. There can be more than oneschedule record per employee.

File Name From AcuStaf: acustaf

To AcuStaf acustaf (If your site uses bothinterfaces, watch that one file doesnot overwrite the other.

AcuStaf Transfer File Format



2. AcuStaf Transfer File

The following is the format and definition for the scheduler to TPS schedule transfer.This file is used to pass scheduled transaction information to TPS from AcuStaf. Therecords within the file are sorted by employee number and within employee by date;thus, all records for an employee are grouped together. There is one header record perbatch file transfer, followed by one record per day, per employee.

AcuStaf To TPS Transfer File Structure - SHORT version

Record Size Position Type AcuStaf Name

Header Record

6 1 - 6 N Date of the first day of the daterange contained in the file.

2 7 - 8 N Number of days in the date rangecontained in the file.

164 9 - 130 A Spaces.

DataRecords

6 1 - 6 N Date Of The Data To Follow

10 7 - 16 A Employee Number (ascend. key)

Tour 1 4 17 - 20 N Start Time Of Tour

1 21 N Shift of Tour

4 22 - 25 N AcuStaf Code For Tour

4 26 - 29 N Paid Minutes Of Tour

6 30 - 35 A Unit

Tour 2 18 36 - 54 -- Same as 17-35 for second tour.

Tour 3 18 55 - 73 -- Same as 17-35 for third tour.

Tour 4 18 74 - 92 -- Same as 17-35 for fourth tour.

Tour 5 18 93 - 111 -- Same as 17-35 for fifth tour.

Tour 6 18 112 - 130 -- Same as 17-35 for sixth tour.



a. Header Record

Start Date . . . . . . . . . . . . . . . . . . . . . . .MMDDYY Format. This is the date the AcuStafuser selected to be the earliest date to include inthe export file. If the month or day are singledigits, leading zeros are entered. (i.e., January 1,1998 would be entered as 010198).

AcuStaf To TPS Transfer File Structure - LONG version


Header Record



231 9 - 239 A Spaces.

DataRecords




4 22 - 25 N End Time Of Tour



4 31 - 34 A AcuStaf Code For Tour

10 35 - 44 A Unit

10 45 - 54 A Spaces. Reserved for future use

Tour 2 37 55 - 91 -- Same as 18 - 54 for second tour.

Tour 3 37 92 - 128 -- Same as 18 - 54 for third tour.

Tour 4 37 129 - 165 -- Same as 18 - 54 for fourth tour.

Tour 5 37 166 - 202 -- Same as 18 - 54 for fifth tour.

Tour 6 37 203 - 239 -- Same as 18 - 54 for sixth tour.



Number Of Days . . . . . . . . . . . . . . . . .Two digits. This is the number of days includedin the export file, starting with the Start Date. Itis right justified with leading zeros.

b. Data Records

Date Of The Data To Follow . . . . . . .MMDDYY Format. For duty transactions, this isthe date of the tour start time (e.g. the clock-intime). For non-duty transactions, this is equal tothe date of the TPS Transaction.

Employee Number . . . . . . . . . . . . . . . .Left justified and padded with spaces. Thisnumber represents either the normal TPSemployee number or the normal AcuStafemployee number depending on whether theTPS Employee Number Translation option hasbeen chosen. If no translation of AcuStaf toTPS employee number has been chosen, thisfield will contain the normal AcuStaf employeenumber and care must be taken that the schemefor employee numbering in the two systems isidentical since each system will rejectinformation on employees with numbers thatare not valid in their respective employee datafiles. If the TPS Employee Number Translationoption has been chosen, this field will containthe normal TPS employee number that has beentranslated in the AcuStaf to TPS interface.

Start Time Of Tour . . . . . . . . . . . . . . .Format is HHMM format, where HH is the hourand MM the minute. Time is on a 24 hourclock. When the transaction is for non-dutytours in AcuStaf, this field will contain zeros.For duty tours in AcuStaf, the time is the actualstart time. If the start time of the tour ismidnight, it will be represented as 0000.



End Time Of Tour . . . . . . . . . . . . . . . .Format is HHMM format, where HH is the hourand MM the minute. Time is on a 24 hourclock. When the transaction is for non-dutytours in AcuStaf, this field will contain zeros.For duty tours in AcuStaf, the time is the actualend time. If the end time of the tour ismidnight, it will be represented as 0000.

Paid Minutes Of Tour . . . . . . . . . . . . .Right justified and zero filled if less than fourdigits. Length of tour in minutes. For dutytransactions this is the difference between the inand out punch. The out punch for purposes ofdefining AcuStaf tours could be a clock-out or adepartment change. The minutes of tour is thenumber of payable minutes. Thus, meals will beexcluded from this number since they are notpayable.

Shift Of Tour. . . . . . . . . . . . . . . . . . . . .For a non-duty tour in AcuStaf the value will be"1", "2", or "3" to indicate the shift. For a dutytour in AcuStaf, this field will be blank.

AcuStaf Code For Tour . . . . . . . . . . . .This is the four character AcuStaf schedulingand staffing code. This field is used to find amatch in the translation table. The translationtable points to the associated scheduledefinition in TPS. This is a required field.

Unit . . . . . . . . . . . . . . . . . . . . . . . . . . . .Left justified and filled with spaces. Must be avalid TPS department code. No translation willbe done by the interface program. Note that theAcuStaf side of the interface will convert its unitidentifier to the TPS department code. Whenthe unit code is spaces then the interface movesthe employee home department code to theTPS employee schedule record.


TPS Scheduling Addendum 3: Scheduler To TPS InterfaceScheduler To TPS Translation File

II. Scheduler To TPS Translation File

Just as with TPS To Scheduler, you need control and translation records to tell thesystem how to correlate records from the scheduler with the record formats in TPS.For a detailed explanation of this principle, see “Control Files And Translation TableFiles” on page 20.

This allows you to make changes on-site quickly, rather than depending on newreleases or custom programming for minor changes. The Translation file containsthree types of line, each providing a "key" to a different aspect of translation betweenthe two systems.

a. Comments sections

This is simply information for the person reading or creating the file so that the file islegible. All comment lines have an asterisk in the left-most position on each line. Inother words, every comment line starts with a "*", and these lines are ignored by thesystem.

b. Control Records

Control records are lines in this file that set system variables. By changing theseentries, you can change the way the interface processes records.

To edit the control records, you must change the first character to a pound (#) signand then edit the flag as desired. If you change the prompt but leave the firstcharacter as an asterisk (*), any changes will not take effect.

◆ The first character of a control line is a pound sign.

◆ The second character is a one digit number, indicating which system variable youare setting on that line. These numbers can be 1, 2, 3, 4, and 8.

◆ The variables are set at one or two positions. The first slot for most lines isposition 31 on the record. The second is position 57. The spaces between theseare reserved for comments.

Some of these control records contain a second block of filler and a second variable.


3: Scheduler To TPS Interface TPS Scheduling AddendumScheduler To TPS Translation File

c. Translation Table Records

This section tells the interface what each imported schedule record type is, and thenlists the corresponding TPS daily schedule definition that matches it. The interfacecan then map each record imported from the scheduler to the appropriate scheduletype used by TPS. This table must list every combination of scheduler code and shiftcode that can possibly go from the scheduler to TPS, otherwise an error can resultwhen the translation is run.

The shift code can be blank if it does not uniquely identify a TPS schedule code. Thescheduler shift code is not required by the TPS shift identifier field. However, it maybe needed to connect the scheduler record to the correct TPS schedule number inthe translation table. The corresponding TPS code is then transferred to the TPSEmployee Schedule file.

An example of this is shown on the next page.


TPS Scheduling Addendum 3: Scheduler To TPS InterfaceScheduler To TPS Translation File

d. AcuStaf To TPS Translation File

A sample of the AcuStaf to TPS translation file is shown below.

AcuStaf To TPS Translation File

******************************************************************************** ACUSTAF TOUR CODE TO TPS SCHEDULE CODE* TRANSLATION TABLE** Lines in this table cannot be deleted or added.* There must be 240 entries even if the entries are blank.** CONTROL RECORDS** DESCRIPTION FLAG DESCRIPTION FLAG*-****************************-*************************-**********************#1 HRS AND TIMES FROM ACUSTAF=Y; ADD MEALS FOR TIME OUT=Y ;#2 DELETE INDIVIDUAL SCHEDS. =Y;#4 EXPANDED FIELDS =Y;#8 EMP NUMBER TRANSLATION =N; EMP USER DEF FIELD NO =31;******************************************************************************** TOUR SHIFT SCH PAY SCH* DESCRIPTION CODE CODE NO NO****------------------------------*----*-****-----************-----************ 1 2 3 4 5

(Example continued below)

238239240


3: Scheduler To TPS Interface TPS Scheduling AddendumScheduler To TPS Translation File


TPS Scheduling Addendum 3: Scheduler To TPS InterfaceControl Records

III. Control Records

The control record layouts for each scheduling system are slightly different.

NOTE: The default for all control records is NO. If you leave out a control record, the settings for that variable are "N".

Comparison Of Scheduler To TPS Control Records(see tables later in this section for exact positions of characters)

System Control Records

ANSOS #1 HOURS AND TIMES FROM ANSOS=N; ADD MEALS FOR TIME OUT=N#2 DELETE INDIVIDUAL SCHEDS =N; #3 FLOATS CHANGE CC1 TO CC5 =N;#4 UNIT SIZE LARGER THAN 6 =N;#8 USE EMPLOYEE NUMBER TRANS =N; USER DEFINED FIELD NO.=00

One-Staff

#1 HRS & TIMES FROM ONE-STAFF=N; ADD MEALS FOR TIME OUT=N;#2 DELETE INDIVIDUAL SCHEDS =N;#3 FLOATS CHANGE CC 1 TO CC 5=N;#4 COST CENTER SIZE > 6 =N;#8 EMP NUMBER TRANSLATION =N; EMP USER DEF FIELD NO =00

AcuStaf #1 HRS AND TIMES FROM ACUSTAF=N; ADD MEALS FOR TIME OUT=N; #2 DELETE INDIVIDUAL SCHEDS. =N;#4 USE EXPANDED FIELDS: =N

Res-Q RN

#1 DEDUCT MEALS=N#3 RES-Q RN FOR WINDOWS=Y#8 EMP NMBR TRN=N; USER DEFINED FIELD NUMBER = 00#9 USE JOB CLS =N


3: Scheduler To TPS Interface TPS Scheduling AddendumControl Records

A. Control #1: Hours And Times, Meals

1. Record #1, Part A: Hours And Times From Scheduler

The table below lists several options in third-party to TPS schedule translation. Theoptions below allow you to apply the time processing options to imported schedules.The TPS Clock Flag indicates that the record is a clocked schedule.

ANSOS/One-Staff To TPS Translation, Schedule Definition Decision Table

Schedule Definition

Flag Interface Action

Time In Hours And Times From ANSOS = Y, and . . .

TPS Clock Flag = N Do not move ANSOS Start Time to TPS.

TPS Clock Flag = Y Move ANSOS Start Time to the Time In field of the TPS employee schedule record.

Hours And Times From ANSOS = N, and . . .

TPS Clock Flag = N No Time In exists to move to TPS.

TPS Clock Flag = Y The Time In and Time Out are taken from TPS Schedule Definition.

Time Out

Adding In Meals To Obtain Time Out Flag = N, Hours And Times From ANSOS = Y, and . . .

TPS Clock Flag = N Do not move Time Out to TPS.

TPS Clock Flag = Y Calculate Time Out by adding ANSOS Minutes of Tour to the ANSOS Start Time.

Adding In Meals To Obtain Time Out Flag = Y, Hours And Times From ANSOS = Y, and . . .

TPS Clock Flag = N Do not move Time Out to TPS.

TPS Clock Flag = Y Calculate Time Out by doing the processbelow.

Adding In Meals To Obtain Time Out Flag = Y, Hours And Times From ANSOS = N,

This is not possible. You will receive the following error message:"Cannot Add Meals For Out Time Unless Times From ANSOS."



2. Record #1, Part B: Adding Meals To Time Out Process

This entry is on the right side of record #1 in the control section. The rules that TPSwill follow when processing this option are listed below.

1- Read the Employee Default Pay Configuration.

2- If an employee override exists, apply it.

3- Apply any Meal Deduction rules as follows:

Do not apply a meal deduction if:

◆ No deduction is in the pay configuration record.

◆ Clock code 82 is used.

◆ Clock code 2 is entered and the pay configuration flag to deduct meals for callback is (N)o.

◆ A user-defined clock code is entered and the pay configuration flag to deductmeals for that code is (N)o.

◆ The minimum number of hours to apply the meal deduction has not been met.



a. Format of Control Record #1

Control Record #1 Format: Hours and Times, Meals

Place Field Name Value Field Description

1 Record Type # For Control records, this field value is "#".

2 Record Number 1 Control record number "1" indicates this is the ANSOS/Auto Meal deduction control.

3 - 30 Comment Text Description or comment (optional).

31 Hours/TimesFrom ANSOS/One-Staff

Y Set this to (Y)es to copy payable hours and time in from the scheduler to TPS. When set to (Y)es, the Time Out value is calculated.

N Set to (N)o if you want payable hours, time in, and time out to be obtained from the TPS Schedule Definition record.

32 - 56 Comment Text Description Or Comment (optional).

57 Meal Flag N If Hours/Times From ANSOS/One-Staff flag is set to (N)o, this flag should also be set to (N)o.

If Hours/Times From ANSOS flag is set to (Y)es, setting this field to a (N)o indicates the time out is calculated by adding minutes to the time in.

Y If Hours/Times From ANSOS flag is set to (Y)es, setting this flag to (Y)es tells the interface to add the automatic meal deduction to the Time In and Minutes values, resulting in the Time Out value. Meal deductions are applied per tour.

58 - 80 Filler Spaces Reserved for future expansion.



B. Control #2: Delete Individual Schedules

A conflict can arise if a record is deleted in the scheduler but remains in TPS.Schedulers do not send fields indicating that a scheduler record that existed in theprevious export is now deleted. Therefore, the interface must decide what to do if aschedule exists in TPS but not in the scheduler export. If the record was entered inTPS but not in the scheduler, it should be kept in the database. But if the record wasdeleted in the scheduler, it should also be deleted in the TPS database. Since theinterface has no way of finding out which records were deleted or updated in thescheduler, there are two methods in the scheduler interface for handling updates.

1. Control #2 Set to "N": Replace all records (default)

Set Control #2 to "N" if...

Employee Numbers match And

The employee is valid in TPS

And This is defined as an employee with an active, full time, or part time status. This employee record must also be processed on or after the employee start date and on or before the employee stop date.

Both ANSOS and TPS schedule records fall into the selected date range, per the ANSOS header record.

This can vary between two settings.1) If this flag is set to Yes, then the records

are only deleted if the date from the ANSOS file and the date from the TPS Scheduling file match.

2) If this flag is set to No, then the records are deleted if the entire date range is in the ANSOS header record.

Set Control #2 to "N": Usage Table

Use This Option If Avoid This Option If

1) ANSOS records are deleted withoutbeing replaced.

2) ANSOS schedule edits are frequent.

3) Users don’t edit TPS schedules directly.

TPS users edit TPS schedules directly before the transfer takes place.



2. Control #2 Set to "Y": Replace Matching Records

Set Control #2 to "Y" if...

Employee Numbers match And

The employee is valid in TPS And This is defined as an employee with an active, full time, or part time status. This employee record must also be processed on or after the employee start date and on or before the employee start date.

Schedule Dates match. This can vary between the following two settings.

1) If Delete Individual Schedules flag is set to Yes, then the records are only deleted if the date from the scheduler file and the date from the TPS Scheduling file match.

2) If the Delete Individual Schedules flag is set to No, then the records are deleted if the entire date range is in the scheduler header record.

Set Control #2 to "Y": Usage Table

Use This Option If Avoid This Option If

1) ANSOS/One-Staff users schedule edits are rare.

2) ANSOS/One-Staff records are never deleted unless replaced.

3) TPS users can edit TPS schedules directly.

1) ANSOS/One-Staff schedule records are ever deleted without being replaced by new records for the same date and employee.



a. Format For Control #2 Delete Individual Schedules

Control #2 Record Format: Delete individual schedules

Pos. Field Name Value Field Description


2 Record Number 2 Delete Individual Schedules Option.

3 - 30 Comment Text Description or comment (optional).

31 Schedule Delete Flag Y Only individual schedule dates are deleted from the TPS Schedule File when there is a match for employee and date.

N All schedules in the current TPS Schedule file, that fall within the date range specified in the ANSOS header record, are deleted when an employee match is found.




C. Control #3: Convert Clock Code 1 to 5

The Scheduler To TPS Interface can convert clock code 1 to clock code 5 foremployees who work in departments other than the home department. This featurereduces the number of schedules that must be set-up in the scheduler.

Control #3 Record Format: Convert clock code 1 to 5

Position Field Name Value Field Description

1 Record Type # For Control records, thisfield value is "#".

2 Record Number 3 Clock Code Conversion.

3 - 30 Comment Text Description or comment(optional).

31 Converting Clock Code 1 to Clock Code 5 flag

Y Converting Clock Code 1to Clock Code 5 for floatemployees.

N Do not convert ClockCode 1 to Clock Code 5for float employees.

32 - 80 Filler Spaces Reserved for future use.



D. Control #4: Unit/Cost Center Field Length

The Unit field (ANSOS) or Cost Center field (One-Staff) can be translated as a TPSunit number or TPS department number. (TPS considers a department to consist ofone or more units, whereas ANSOS and One-Staff uses the Unit field for eitherdepartment or unit).

The length of this field in TPS is ten digits, whereas the ANSOS field length is fifteen.In previous versions of the Scheduler To TPS Interface, this field was six digits.

To accommodate sites with larger unit field lengths while retaining reversecompatibility with sites that did not want to redo this, we set the longer field here as acontrol record option. This record dictates whether to use the shorter field length (asin previous versions) or the longer field (to accommodate clients that need it).

Control Record #4 Record Format: Unit field length



2 Record Number 4 The number "4" indicates this control record controls the unit size.

3 - 30 Comment (Text) Description or comment (optional).

31 Unit/Cost Center Field Size

Y Unit/Cost Center Field is 15 characters or less.

N Unit/Cost Center Field is 6 characters or less.

32 - 80 Filler (Spaces) Reserved for future use.



E. Control #4: Use Expanded Fields (AcuStaf)

To accommodate sites with larger unit field lengths while retaining reversecompatibility with sites that did not want to redo this, we set the longer field here as acontrol record option. This record dictates whether to use the shorter field length (asin previous versions) or the longer field (to accommodate clients that need it).

If you are using AcuStaf 8.2, enter Y for this field.

Control Record #4 Record Format: Unit field length



2 Record Number 5 The number "5" indicates this control record controls the unit size.

3 - 30 Comment (Text) Description or comment (optional).

31 Use Expanded Fields

Y Use the longer field size.

N Use the original field size.

32 - 80 Filler (Spaces) Reserved for future use.



F. Control #8: Employee Number Translation

At some facilities, the employee numbers entered in the scheduling package and thenumbers entered in TPS may not be identical for every employee. If this is the case atyour facility, the Employee Number Translation feature allows both directions of theinterface to apply imported data to the appropriate files.

a. If employee numbers in both systems are identical, skip this process.

If the employee numbers in scheduler and TPS are not identical, see “EmployeeNumber Conversion Label Setup” on page 43.

b. If you must use employee number translation within the scheduler to TPS interface, do the following:

1- Make certain the Employee Record contains the correspondingscheduler employee number.

2- Use Control File 8 to set the interface for employee number translation,and to show which user-defined field in the employee record containsthe scheduler employee number.

This is shown on the next page.

3- The first time you run the scheduler To TPS Interface, run theEmployee Number Translation function several minutes before runningthe scheduler to TPS function.

4- Run the Employee Number Translation program after every run of theTPS Employee Build Code Files option.

This places the most current employee information in the employee numbertranslation file. This information is then current for subsequent runs of the schedulerTo TPS Interface.



c. Format for Control #8: Employee Number Translation

Control Record #8 Record Format: Employee Number Translation



2 Record Number 8 The number "8" indicates this control record controls the employee number translation function.

3 - 30 Comment Text Description (optional).

31 Number Translation Y Use Employee Number Translation.

N Avoid using Employee Number Translation.


57 - 58 User DefinedField Number

1 - 32 Single-digit values are left justified and blank filled. This is the TPS Employee File user defined field that contains the ANSOS employee number. This field is used by the Employee Number Translation function. Only set this flag if the preceding flag is set to (Y)es.



TPS Scheduling Addendum 3: Scheduler To TPS InterfaceTranslation Records

IV. Translation Records

A. Types Of Translation Records

Schedulers can send two types of data to TPS: duty transactions and non-dutytransactions. Most duty tour codes in the schedulers correspond to TPS clocked paycodes, such as shift time. Similarly, most non-duty tour codes correspond to TPSnon-clocked pay codes, such as vacation or jury duty. In the scheduler, transactionsare classified by tour code. In TPS, transactions are classified by schedule codes,which are in turn associated with either clock codes or pay codes.

When you configure the interface, you will assign the appropriate scheduler codes tothe appropriate TPS schedule codes by means of the translation table. In this table,any schedule code in TPS can be assigned to any tour code in the scheduler.

You can assign tours in any way listed below (ANSOS is simply the example given).

1. Settings For Control Record #1:

Hours And Times from Scheduler = Y . . Non-duty can be assigned to non-clocked.Duty can be assigned to clocked or non-clocked.

Hours And Times from Scheduler = N. . Non-duty can be assigned to clocked andnon-clocked. Duty can be assigned toclocked or non-clocked.

Clocked

Transactions

Non-Clocked

Transactions

Duty

Transactions

Non-Duty

Transactions

TPS RecordsANSOS Records

Clocked

Transactions

Non-Clocked

Transactions

Duty

Transactions

Non-Duty

Transactions

TPS RecordsANSOS Records

Times From ANSOS = Yes Times From ANSOS = No


3: Scheduler To TPS Interface TPS Scheduling AddendumTranslation Records

Note: For Res-Q RN, the Hours And Times From Scheduler is always off, because you cannot set this item to "Y".

Each type of record interpreted by the interface is discussed on the next page.

B. Translation Record Types

1. Duty Transactions

Scheduler duty transactions are usually translated into TPS clocked transactions.Both are defined as activities that are compensated for based on the time when theactivity began and the time it ended.

These transactions are influenced by issues such as overtime, weekend compensation,and shift compensation. Scheduler duty transactions are identified by the scheduleremployee number, the start time of the activity, and the number of minutes theactivity was performed. Up to six tours per day can be assigned to each employeeschedule record.

A scheduler duty transaction contains the following fields: Date, Employee number,Start time, Tour code, and the number of Minutes. Shift Codes are not used.



2. Non-Duty Transactions

Both TPS non-clocked transactions and scheduler non-duty transactions cancorrespond to a task or benefit measured in hours, but not assigned a start time orend time. For example, training, vacation, jury duty, etc.. These transactions are notpaid differently based on the amount of time involved in performance or the timewhen the activity takes place. Non-duty transactions in the scheduler are usuallylabeled non-clocked transactions in TPS. The scheduler non-duty transaction recordscontain the scheduler employee number, the tour code, and the number of minutesthe activity was performed. Up to six tours per day can be assigned to each employeeschedule record.

The interface assigns a TPS daily schedule definition to all duty and non-dutytransactions. Once a schedule definition is linked to the transaction, it can be addedto the TPS Employee Schedule File. The interface uses a tour code/shift translationtable to match the scheduler records to the appropriate TPS daily scheduledefinitions.

A scheduler non-duty transaction contains the following fields: Date, Employeenumber, Tour code, Shift code (1, 2, or 3), and the number of Minutes. Start time isnot used.



C. The Translation Table

The translation table matches the fields imported from the third party scheduler andconverts them to the corresponding TPS Scheduler fields. The interface automaticallymatches the scheduler shift and tour reference files from matching records in the TPSSchedule Definition File. This allows the schedule records from the scheduler to beclassified using TPS groupings.

When the interface reads an scheduler record, it will follow the following steps:

1 Is there a match for both the tour and shift codes in the table?

Yes Do the following:

1 Read the TPS schedule associated with the tour code andshift code.

2 Add this information to the record in memory.

3 Copy the record to the TPS Employee Schedule file with theappropriate TPS schedule number, shift code, and other data.The shift code originates from the scheduler record. Otherdata in the TPS employee schedule record can originate fromeither the scheduler record or the schedule definitionreference record.

No Continue

2 Is there a match of the tour code in the translation table?

Yes Do the following:

1 Read the TPS schedule associated with the tour code.

2 Add this information to the record in memory.

3 Copy the record to the TPS Employee Schedule file with theappropriate TPS schedule and tour code, with shift codewritten as spaces. The tour code originates from thescheduler record. Other data in the TPS employee schedulerecord can originate from either the scheduler record or theschedule definition reference record.

No Display an error message.



D. Converting Tour Codes To TPS Schedule Codes

With the form on the next page, go through TPS and third party scheduler and listyour TPS schedules and third party scheduler information. You must have a TPSrecord to match every combination of scheduler tour and shift code that could appearin the file exported from the scheduler. When you create the translation table, youwill use the translation notes you enter on this worksheet.

1. Printing Existing Schedule Information

To print a list of TPS schedules, do one of the following:

TPS Character. . . . . . . . . . . . . . . . . . . .See the TPS Back Menu, Daily Schedule option,Print Daily Schedule List screen.

TPS Windows . . . . . . . . . . . . . . . . . . . .See TPS Scheduling | Reports | Posted SchedulesReport.

Your scheduling system . . . . . . . . . . . .See the manual that came with your schedulingsystem for details on printing schedules fromthat system.

2. How Many Records You Can Enter

The number of translation records you can enter in this table is limited. This limitdepends on the scheduling interface you are using.

ANSOS . . . . . . . . . . . . . . . . . . . . . . . . .240 records total.

One-Staff. . . . . . . . . . . . . . . . . . . . . . . .240 records total.

One-Staff. . . . . . . . . . . . . . . . . . . . . . . .240 records total.

Res-Q RN . . . . . . . . . . . . . . . . . . . . . . .Up to 14 clocked records. You can also have upto 80 non-clocked records.



E. Scheduler To TPS Translation Table WorksheetMake additional copies as needed.

Third-Party Scheduler TPS

Description Tour Shift Schedule No. Notes

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

21

22

23

24



1. Translation Table Format

* In the past, there was a field in position 63 - 67, but that field is obsolete.

Schedule Translation Record Format


1 - 4 Filler Spaces This is not a control record. Therefore this field is blank.

5 - 34 Scheduler Tour Code Description

Text Description of the Scheduler tour code.The Tour Code can have spaces on theTPS end for duty tours. The Schedulerfile tour codes must each have acorresponding entry in the translationtable for both duty and non duty.

35 - 36 Filler Spaces Unused.

37 Scheduler Tour Code

Alpha Contains the Tour Code to betranslated.


41 Scheduler Shift Code

1,2,3 Contains the Shift Code to be moved tothe TPS Shift Identifier field. (Note:there can be up to 3 shift codes, but upto 10 TPS shift identifiers. Make certainthat if you use more than 3 in TPS, youmake the appropriate edits.


46 - 50 Schedule Number

Alpha Contains the TPS clocked or non-clocked daily schedule numberassociated with the Scheduler tour code.The field is five characters long,alphanumeric, left justified, space filled.Valid values are Daily ScheduleNumbers defined in TPS.

51 - 80 Filler Spaces Unused.*



F. Scheduler To TPS Translation Example

The Scheduler To TPS Interface evaluates the scheduler tour code and shift code toassign the appropriate TPS Daily Schedule Code to the transaction. In the examplebelow, meals are not deducted.

ANSOS/One-Staff Transactions TPS Transactions

Date TourStart Time

Minutesof Tour Unit Date

InTime

OutTime

Dept.Code

0401 1 08:30 0510 6010 0401 08:30 17:00 6010

0402 1 07:30 0270 1234 0402 07:30 12:00 1234

0402 2 12:00 0240 3132 0402 12:00 16:00 3132

0403 1 23:00 0540 0403 23:00 08:00 1234*

* Read from the Employee Home Department: 1234


TPS Scheduling Addendum 4: TPS To Scheduler InterfaceTranslation Records

4: TPS To Scheduler Interface

a. ANSOS Example Of TPS To Scheduler Interface

The TPS to scheduler interface component converts TPS information into thescheduler import format. Later, the scheduler will read the transactions to compareschedules in the third party scheduler with actual time transactions recorded in TPS.First, the TPS to scheduler interface uses data from the TPS Employee Master file todecide which employees use the third party scheduler.

If configured to look at time transactions, the interface checks the TPS Transaction fileand the Schedule Translation Table to find records for those employees that containqualified time transactions. Time transactions are then converted to Atlink formatusing the translation table file.

If configured to look at pay summary files, the interface checks the summary files andthe Schedule Translation Table to find records for those employees that containqualified time transactions. Transactions are then converted to Atlink format usingthe translation table file. Additionally, the interface creates a report listing how manyrecords were converted and any errors that occurred during translation.

TPS """" Scheduler Interface

TPS ANSOS/AcuStaf/

Res-Q RN%%%% TPS Translation Tablet2atrans/t2qtrans/t2rtrans

&&&& TPS Transaction File

tptime

&&&& TPS Employee Master File

tpempfil

%%%% Exported Sequential File ttmansos/acustaf/resqrn

&&&& TPS Pay Summary Files

tpsm[dept type][period]

3333 Exported Sequential File

ttmansos/acustaf/ttmresq


4: TPS To Scheduler Interface TPS Scheduling AddendumTranslation Records

A. Files Used by The Interface

The TPS to scheduler interface uses the files listed below.

1. Input Files

a. TPS transaction file

This file contains all TPS transactions from TACS and from TPS users. The interfaceuses the reference files to determine which records to pull from this file. These timetransactions are then transferred to the scheduler.

b. TPS pay summary files

After a pay report runs, TPS generates a pay summary file. This file includes alltransactions and changes to balances that affect pay, based on pay rule processing.The interface has the option to send this information instead of the transaction file.If so, the scheduler reports that compare worked time to scheduled time will be moreaccurate, since available hours will have been processed to add earned time andremove time that has been used during the pay period.

If you use this feature, make certain you do not manually change the information inthe Department Type Period Number. If you change this information to somethingoutside of the acceptable range (for example, weekly pay period 53, or having payperiod 23 immediately follow pay period 12) the system will be unable to locate therecords.

2. Reference Files

a. Translation file

The sequential translation file contains the control records and translation formatsthat direct the interface. The control records select which options to apply to thetranslation, such as meal deduction rules. The translation records list each code inTPS that must be converted to the scheduler. You must modify this file to match theconfiguration of the scheduler and TPS on your system. This file is not to beconfused with the scheduler to TPS translation file.



b. TPS employee master file

The interface checks each employee record to determine which active employees alsouse the third-party scheduler. Only records for these employees are selected from thetransaction file for transfer to the scheduler.

3. Output File

a. Sequential third-party scheduler file

When the interface completes the selection and conversion of TPS time records, itplaces them in this file. TPS or the third party scheduler can be scripted toautomatically transfer this file over the network to the scheduler, or the file can becopied to a disk for manual transfer. This sequential file uses a different file namethan in the scheduler to TPS interface.



B. Data Sent To The Scheduler

Translating records, ANSOS example

TPS stores two types of time transactions: clocked and non-clocked. The interfacemust interpret these two types of transactions using different methods. Clockedtransactions can be applied to scheduler duty or non-duty tours (or in the case of Res-Q RN, on-time and off-time entries, respectively). Non-clocked transactions can onlybe converted to non-duty transactions. Generally, clocked TPS transactionscorrespond to duty transactions. Similarly, TPS non-clocked transactions generallycorrespond to non-duty transactions in the third-party scheduler.

To be transferred, the employee record must match the following conditions:

a. Is the employee active?

In TPS Employee Maintenance, the employee record must have the field Statuscontain A, F, or P (Active, Full time, or Part time). If the status is (I)nactive or (L)eave ofabsence, then this employee is skipped.

b. Is employee record in the third party scheduler?

The employee record must also have the field Use Scheduling? contain (A)notherScheduler. The employee record is skipped if it contains (Y)es or (N)o, since theserefer to TPS Scheduling.

Clocked

Transactions

Non-Clocked

Transactions

Duty

Transactions

Non-Duty

Transactions

TPS Records ANSOS Records


TPS Scheduling Addendum 4: TPS To Scheduler InterfaceTPS To Scheduler Transfer File

I. TPS To Scheduler Transfer File

The records within the file are sorted by employee number and within employee bydate; thus, all records for an employee are grouped together. There is one headerrecord per batch file transfer, followed by one record per day, per employee.


4: TPS To Scheduler Interface TPS Scheduling AddendumTPS To Scheduler Transfer File

1. AcuStaf Transfer File Format

AcuStaf To TPS Transfer File Structure - SHORT version


Header Record



164 9 - 130 A Spaces.

DataRecords





4 22 - 25 N AcuStaf Code For Tour


6 30 - 35 A Unit

Tour 2 18 36 - 54 -- Same as 17-35 for second tour.

Tour 3 18 55 - 73 -- Same as 17-35 for third tour.

Tour 4 18 74 - 92 -- Same as 17-35 for fourth tour.

Tour 5 18 93 - 111 -- Same as 17-35 for fifth tour.

Tour 6 18 112 - 130 -- Same as 17-35 for sixth tour.



Header Record



231 9 - 239 A Spaces.



2. AcuStaf Field Descriptions

a. Header record

Start Date . . . . . . . . . . . . . . . . . . . . . . .This is the earliest date the scheduler userselected to include in the export file. MMDDYY.

Number Of Days . . . . . . . . . . . . . . . . .Two digits. This is the number of days includedin the export file, starting with the Start Date.

b. Data records

Date Of The Data To Follow . . . . . . .MMDDYY Format. For duty transactions, this isthe date of the tour start time (i.e. the clock-intime). For non-duty transactions, this is equal tothe date of the TPS Transaction.

DataRecords




4 22 - 25 N End Time Of Tour



4 31 - 34 A AcuStaf Code For Tour

10 35 - 44 A Unit

10 45 - 54 A Spaces. Reserved for future use

Tour 2 37 55 - 91 -- Same as 18 - 54 for second tour.

Tour 3 37 92 - 128 -- Same as 18 - 54 for third tour.

Tour 4 37 129 - 165 -- Same as 18 - 54 for fourth tour.

Tour 5 37 166 - 202 -- Same as 18 - 54 for fifth tour.

Tour 6 37 203 - 239 -- Same as 18 - 54 for sixth tour.




Employee Number . . . . . . . . . . . . . . . .Left justified and padded with spaces. This isthe Employee Number field used in AcuStaf andTPS. If the numbers in AcuStaf and TPS do notmatch, this number is obtained from a user-defined field in the employee record. If you arenot translating employee numbers, the interfacesimply uses the TPS employee number from theoriginal TPS data. If employee numbers are nottranslated, keep the TPS and AcuStaf employeenumbering methods identical, since each systemwill reject information on employees withnumbers that are not in their respectivedatabases.

Start Time Of Tour . . . . . . . . . . . . . . .Format is HHMM format, where HH is the hourand MM the minute. Time is on a 24 hourclock. This is the actual start time of the firsttour of duty for the specified day. For clockedtime transactions in TPS this field contains thetime of clocking in. For non-clockedtransactions, this field is left blank. When thistransaction is received by AcuStaf, it cancompare the actual start time from this fieldwith the scheduled start time in AcuStaf to showany variation between time worked and timescheduled.

Shift Of Tour. . . . . . . . . . . . . . . . . . . . .This value only apples to non-duty tours, andcan only have a value of "1", "2", "3", or blank. Ifthe shift of tour record exists in the translationtable, the value from the table is sent to AcuStaf.If there is no corresponding value in the table,the interface will send the TPS Shift Indicatorfrom the TPS record. If both the translationtable and the TPS Shift Indicator fields are bothblank, the interface will write a "1" in this field.

AcuStaf Label Code For Tour . . . . . . .This is the four character AcuStaf schedulingand staffing code. For duty tours, this field is leftblank. For non-duty tours, this field appears inthe translation table.



Minutes Of Tour. . . . . . . . . . . . . . . . . .Right justified and zero filled if less than fourdigits. Length of tour in minutes. This field must be calculated. For non-clockedtransactions, this is the total number of hoursconverted to minutes. For clocked transactions,this is the difference between the punch in andpunch out, with any meal deductions includedin the calculation. For this calculation, punchout is defined as clock out (9), user-defined out(69), on call out (89), the second of a pair ofclock code 80, or a department change (5).

Unit . . . . . . . . . . . . . . . . . . . . . . . . . . . .Left justified and padded with zeros if the lengthis less than six digits. This field contains theTPS department number for the tour.

Date Of The Data To Follow . . . . . . .MMDDYY Format. For duty transactions, this isthe date of the tour start time (i.e. the clock-intime). For non-duty transactions, this is equal tothe date of the TPS Transaction.



A. TPS To Scheduler Translation File

The translation table contains translation records and, optionally, control records.

a. Comments

Comment lines are placed within the table to explain the sections that follow them.The comment lines themselves are for clarity when reading the file, and do not alterthe function or output from the translation table in any way.

b. Control Records

A control record directs the interface to apply an option within the interface program,such as converting employee numbers. The control records are the first records afterthe initial comment section.

c. Translation Records

To convert from TPS time transactions to time transactions recognized by thescheduler, the interface must convert the TPS clock codes and pay codes for eachtime transaction record into the corresponding scheduler tour and shift codes.

For example, the TPS pay code "VC1" may correspond to ANSOS tour code "V" withshift code "1". Each translation record lists a TPS clock code or pay code, followed bythe corresponding ANSOS tour code and shift code.



d. TPS to AcuStaf translation table example

TPS To AcuStaf Translation Table Example

******************************************************************************** TRANSLATION TABLE FOR TPS CLOCK/PAY CODE TO ACUSTAF SCHEDULE AND SHIFT CODE* ONLY FOR ACUSTAF DUTY TOURS** The number of lines in this table cannot be deleted or added.* There are 2 tables: the first table is for clocked transactions and* has 14 entries, the second is for non-clocked transactions and has 60* entries. The number of entries in each table must remain fixed even if* the entries are blank.** CONTROL RECORDS* * DESCRIPTION FLAG DESCRIPTION FLAG *-**************-***************************************--**********************#1 DEDUCT MEAL =Y #2 USE PAY REPORT OUTPUT FOR NONCLOCKED TRANSACTIONS? N#8 EMP NO TRN =Y EMP USER DEF NO =00; * ** CLOCKED TABLE* CLOCK ACUSTAF SHIFT* CODE CODE CODE*******--********----********-************************************************* 1 1 2 2 3 6 4 60 5 61 6 62 7 63 8 64 9 65 10 66 11 67 12 68 13 80 14 82******************************************************************************** Blank entries are not allowed between non-blank (used) entries. The first* blank entry indicates the end of the table. It is recommended that you* enter the most frequently used pay codes at the beginning of the table, the* least used at the end.** NON-CLOCKED TABLE* PAY ANSOS SHIFT* CODE CODE CODE*******---*******----********-************************************************* 1 2 3 4

Section removed from example 60




TPS Scheduling Addendum 4: TPS To Scheduler InterfaceControl Records

II. Control Records

The control record layouts for ANSOS, One-Staff, AcuStaf are identical. Note thatthe control record for Res-Q RN and Res-Q RN for Windows is slightly different.

Comparison Of TPS To Scheduler Control Records

System Control Records

ANSOS *1 DEDUCT MEAL =N*2 USE PAY REPORT OUTPUT FOR NONCLOCKED TRANSACTIONS? N*8 EMP NO TRN =N EMP USER DEF NO =00;

One-Staff

*1 DEDUCT MEAL =N *2 USE PAY REPORT OUTPUT FOR NONCLOCKED TRANSACTIONS? N*8 EMP NO TRN =N EMP USER DEF NO =00;

AcuStaf #1 DEDUCT MEAL =N #2 USE PAY REPORT OUTPUT FOR NONCLOCKED TRANSACTIONS? N#8 EMP NO TRN =N EMP USER DEF NO =00;

Res-Q RN for Windows

#1 DEDUCT MEALS=N#3 RES-Q RN FOR WINDOWS=Y#8 EMP NMBR TRN=N; USER DEFINED FIELD NUMBER = 00#9 USE JOB CLS =N


4: TPS To Scheduler Interface TPS Scheduling AddendumControl Records

A. Control #1: Deduct Meal

If you set up a control record to deduct meals, then the decision to deduct a mealfrom a tour is based exclusively on TPS data. For a description of the possibleautomatic meal deduction methods, see the Pay Configuration Maintenance chapterin the TPS manual or online help system. Any meal errors detected during processingare printed on the interface report.

a. Deduct a Meal if:

◆ The control record is present in the Translation file, and

◆ A clocked meal deduction is entered.

Or,


◆ The clock code includes an automatic meal deduction.In this case, use the pay configuration rules.

b. Do Not Deduct a Meal if:

◆ The control record is absent in the Translation file

Or,

◆ The meal deduction control record is present and set to "N".

Or,

◆ The meal deduction control record is present and set to "Y", and

◆ The transaction is non-clocked.

Or,


◆ The clock code that starts a TPS shift has no automatic meal deducted accordingto pay configuration rules in TPS.



c. Other Notes

◆ Grace periods are not applied to clocked meal transactions. The interface only deals with actual times.

◆ Whether a tour is duty or non-duty has no effect on meal deduction.

◆ If a particular clocked transaction translates to a non-duty tour in ANSOS andmeals should not be deducted, make certain this is set up correctly using the payconfiguration rules for that particular clock code.

Control Record #1 Format: Deduct meals


1 Record Type # For Control records, this fieldvalue is "#".

2 Record Number 1 Control record number "1"indicates this is the mealdeduction control.


17 Meal Deduction Flag Y (Y)es indicates a meal deductionoption is used, and the interfacewill deduct automatic mealsbefore copying the informationto the scheduler. The (Y) mustbe uppercase.

N (N)o indicates that the mealdeduction option is not used.The (N) must be uppercase.




B. Control #2: Source Of Non-Clocked Transactions

This feature is available in ANSOS, One-Staff, and AcuStaf.

This feature enables the TPS To Scheduler Interface to get non-clocked data from thepay summary file instead of the time file. This process allows the schedule package toread pay summary non-clocked hours that have been processed by the pay report,rather than simply using the hours originally entered. This has several benefits.

◆ If the pay report processing adds to a non-clocked benefit balance, the benefithours left after leave reversion are sent to the scheduling package.

◆ If pay report processing indicates that an employee had used up some of a non-clocked benefit during the current pay period, the reverted or unpaid hours aresent to the scheduling package.

This results in more accurate information on items such as leave reversion. Forexample, acuity reports in the ANSOS and One-Staff are more accurate than theywould be if they were simply prepared from the time file. The only disadvantage tothis process is you must run a pay report before you export this information from TPS.This limits the number of times per pay period that you can send information fromTPS.

a. Configuring the Translation Records

When the interface reads the time file, it expects every non-clocked record in the timefile to have a matching record in the translation table. If a match cannot be found, itgenerates the error message:

TPS PAY CODE NOT PRESENT IN TRANSLATION TABLE

However, when the interface reads the pay summary file instead of the time file, thereare some non-clocked records for which you do not want a match in the translationtable. For example, you do not want to translate overtime pay. Because of this, thesystem does not generate an error message if no match is found. The record is simplynot translated for the scheduler.



b. Processing Summary

1- Determine the pay period, based on the starting and ending time.

2- Collect all pay summary files that fall into the appropriate departmenttypes and pay period.

3- Determine if the pay code is compatible with the scheduler.

Incompatible pay codes include:

◆ Incremental Pay Codes associated with non-clocked transactions

◆ Base or incremental overtime, earned concurrently with non-clocked hours

◆ Incentive pay, earned concurrently with non-clocked hours

◆ Incremental generated hours

◆ Any hours without corresponding translation records

Compatible records include:

◆ Generated hours with base pay codes and corresponding translation records

4- Does the Pay Summary record have a corresponding base pay codeincluded in the translation file?

No Ignore it (no error message or translation)

Yes Convert the record based on the translation file.

5- Repeat this for all remaining records within the date range.



c. Items That Can Be Translated

1- Generated Hours

If you want to send generated hours to the scheduling package, simply add thegenerated pay code to the translation table. To avoid sending generated hours to thescheduler, leave out this translation record. There are two conditions required for thisto work.

◆ The generated pay codes must be base pay codes.

◆ The interface program will not be able to distinguish between generated regularhours and non-clocked regular hours. This is only an issue if you manually enternon-clocked regular hours.

2- Pay To Schedule

Employees who are paid to non-clocked schedule will have records appear in the paysummary file. These records are sent to the scheduler, provided there is a match inthe translation table.

3- Non-Clocked Pay Codes Earned Concurrently With Pay Types

Some non-clocked pay codes can be earned simultaneously with pay codes that arecalculated by the pay report. These calculated pay codes are called pay types. Forexample, the overtime pay type and paid time off can be earned concurrently. If thepay type is earned concurrently with a non-clocked entry, the system uses the originalpay code. Overtime may be applied to concurrent earnings in this way.

d. Items That Cannot Be Translated

1- Incremental Pay Codes

The interface cannot translate incremental pay codes associated with non-clockedtransactions. Two examples are TPS shift identifiers and incremental overtime. Thus, ifa TPS shift identifier causes incremental pay codes to appear on the Pay Report, theseare not translated. If overtime is incremental and is earned concurrently with non-clocked hours, the system does not translate the overtime pay code.



e. Changing Shift IDs for the Translation Table

If the pay summary shift identifier is "1" or space, the system copies the translationtable shift ID to the scheduler. On the other hand, if the pay summary shift identifieris something other than "1" or space, the system copies the contents of the paysummary non-clocked shift ID field to the scheduler. This allows for base pay codeswith a shift ID in systems like ANSOS.

If you use shift ID for some non-clocked pay codes, you may have to change how youpopulate the shift ID fields in the translation table for some non-clocked pay codes.Even if you do not use shift identifiers in TPS, you may have to change the translationtable.

If you have a space in the translation table before because the value was not relevant,you must now enter a 1 for the shift ID field of any TPS pay code that uses shiftidentifiers. If you enter a shift other than 1 for the non-clocked transaction, then theinterface will pass the TPS ID to the scheduler.

f. Configuring The Control Record

To direct the interface to retrieve non-clocked information from the Pay Summary filerather than the time file, you must add a control record to the Translation File. Thiscommand is shown below. This record is optional. When used, the command mustbegin with a #2 in the first two character positions, and have an uppercase "Y" inposition 57.

Control Record #2 Format: Source Of Non-Clocked Transactions


1 Record Type # For Control records, thisfield value is "#".

2 Record Number 2 Pay Summary Option, #2.


57 Read From Pay Summary Y Read Non-clocked from paysummary records.

N Read Non-clocked fromtime transaction records.




C. Control #8: Employee Number Translation

At some facilities, the employee numbers entered in the third party scheduler and thenumbers entered in TPS may not be identical for every employee. If this is the case atyour facility, the Employee Number Translation feature allows both directions of theinterface to apply imported data to the appropriate files.

If employee numbers in both systems are identical, skip this process. If the employeenumbers in TPS and ANSOS are not identical, place control record 8. This forcesthe TPS translation table to use the scheduler employee number from the employeerecord, rather than the TPS employee number.

Control Record 8 Format: Employee Number Translation


1 Record Type # For Control records, this fieldvalue is "#".

2 Record Number 8 Employee Number TranslationOption, #8.


17 Employee NumberTranslation

Y Use employee number translation.

N Don’t use employee numbertranslation.


57 - 58 User-DefinedTranslation Field

1 - 32 Single-digit values are left justifiedand blank filled. This is the TPSEmployee File user-defined fieldthat contains the scheduleremployee number. This field isused by the Employee NumberTranslation function. Only enterthis field if the preceding flag is setto (Y)es.




III. Translation Records

There are two types of transactions that can be translated, and each is placed in aseparate section of the translation table. The first section contains the translationfrom TPS clock code to the corresponding scheduler code (for example, ANSOS tourcode and shift code). The second section contains the translation from TPS non-clocked pay code to the corresponding scheduler codes. The translation file is calledt2otrans.

Translation tables from TPS to the scheduler are divided into two sections. The firstsection maps up to fourteen TPS clock codes to the corresponding scheduler codesand (for all but Res-Q RN) shift codes. For Res-Q RN, the second section lists up toeighty non-clocked TPS transaction codes and the corresponding Res-Q RN codes.For all other schedulers, this section lists up to sixty non-clocked transaction codesand the corresponding scheduler codes and shift codes.

1. Duty And Non-Duty Tours Defined

Duty tours, sometimes called tours of duty, refer to productive time. Non-duty toursrefer to non productive time, such as jury duty or vacation time. Tour is usedgenerically for either type, but usually means duty tours. ANSOS, One-Staff, andAcuStaf use this terminology.

Res-Q RN uses the term on-time to refer to duty time, and off-time to refer to non-duty tours. The concept is identical.



A. Duty Tours

1. Clock In And Out

When the TPS clocking file is transferred to the scheduler, the clock in time in TPS istransferred as the start time in the scheduler. If a second clocking transaction for theday records a matching clock out, the clock in and clock out transactions aretransferred as a single scheduler record. Grace periods are not used; only actual timetransactions are sent to the scheduler.

For duty tours, a clock-in transaction type identifies the start of a tour and a clock-outtransaction type identifies the end of a tour. The difference between the two clocktimes is the length of the tour (specified in minutes in the interface). Multiple clock-ins and clock-outs on the same calendar day generate multiple tours of duty on thatday in the interface record. While TPS does not limit this, both the third partyscheduler and the TPS Scheduler limit the employee to six tours of duty per day.

The system interprets the following clock codes as start times and end times:

Clocking Transaction Conversion Table

Clock In Transactions Matching Clock Out Transactions

1 Clock In 9 Clock Out

2 Call Back 9 Clock Out

5 Switch Department,Job Class, or UserDefined Qualifier

9 or 5 Clock Out, or anotherchange in Department,Job Class, or UserDefined Qualifier

6 User Defined Clock In 9 Clock Out

60 - 68 User Defined Clock In 69 User Defined Clock Out

80 Start Charge Nurse 80 End Charge Nurse

82 On Call Clock In 89 On Call Clock Out



2. Converting TPS Clock Codes To Tour Codes

For the translation table, you must to determine which scheduler tour codes matchcorresponding TPS clock codes. Use the worksheet below to record this information.Later, you will enter each line in the worksheet as a translation record in thetranslation table file. The structure of each translation table record is shown in“Translating Clocked Hours” on page 129.

See the list of clock codes on the previous page for reference. Note that some clockcodes may be disabled on your system. If a clock code is disabled, you do not need toenter a conversion for it.

See your scheduler documentation to learn how to print a corresponding set of tourcodes from your scheduler. For a list of enabled clock codes, see the sources below.

TPS Character. . . . . . . . . . . . . . . . . . . .TPS Back menu, Control File Maintenanceoption, Screen 3.

TPS Windows . . . . . . . . . . . . . . . . . . . .TPS Setup | System Maintenance | TPS Setup |TPS Setup - Required | Clock Code Usagewindow.



NOTE: If the TPS clock code applies to a duty transaction, leave the Scheduler Code blank.

TPS Clocked Pay Code Translation Worksheet

TPS Scheduler(Non-Duty Transactions)

DescriptionClockCode Tour Code Shift Code

1

2

3

4

5

6

7

8

9

10

11

12

13

14

This section of the translation table is limited to fourteen records.



3. Translating Clocked Hours

The table below explains how to translate a clocked transaction for use in thescheduler.

a. Clocked hours translation for ANSOS, One-Staff, and AcuStaf

Clocked Hours Translation Record Layout


1 - 7 Filler Spaces

8 - 9 TPS Clock Code Text TPS Clock Code for conversionto the scheduler equivalent

10 - 17 Filler Spaces Unused

18 Tour Code Alpha The Tour Code equivalent to theTPS clock code. Use this fieldonly for non-duty tours.


27 Shift Code 1,2,3 The Shift Code that matches theTPS clock code. Do not use thisfield for duty tours.




B. Non-Duty Tours

Usually, non-clocked transactions in TPS are converted into non-duty tours in thescheduler. Only non-clocked transactions that specify a number of hours can beconverted, since dollars and units cannot be measured by most third party schedulers.Additionally, the pay code must also be listed in the translation table as matching anappropriate non-duty tour code.

The interface can convert both clocked and non-clocked TPS transactions into non-duty transactions. To do this, the interface compares each TPS transaction with atable that lists the scheduler’s equivalent. For conversion of time records to non-dutytours, the translation table lists the TPS clock code or pay code, followed by thecorresponding scheduler code and shift code.

1. Converting Transactions

To convert TPS non-clocked transactions into scheduler non-duty transactions, theinterface converts the number of hours from the TPS record into total minutes for thescheduler. To convert TPS clocked transactions, the system subtracts the TPS clock intime from the clock out time, giving the total time. The interface then converts thetotal time into total minutes, and adds it to the scheduler record.

For ANSOS, One-Staff, and AcuStaf, the interface actually exports two fields to thescheduler: tour code and shift code. The interface will only process this informationfor non-duty transactions. The first process will determine if the record is non-duty.It then confirms that A) the transaction is both non-clocked and non-duty, or B) thetransaction is clocked and non-duty, and tour code exists in the conversion table.The interface will process a pair of TPS clocked transactions as a duty tour when thetranslation table does not have values for the scheduler fields.



2. Converting TPS Transactions Into Non-Duty Tours

For the non-clocked translation table section of the TPS to scheduler translation file,you also must determine which tour codes match corresponding TPS pay codes. Usethe worksheet below to record this information. Later, you will enter each line as atranslation record in the translation table file. The structure of each translation tablerecord is shown on the next page.

See your scheduler documentation to learn how to print a corresponding set of tourcodes from your scheduler. For a list of pay codes enabled on your TPS system, seethe sources below.

TPS Character. . . . . . . . . . . . . . . . . . . .TPS Back menu, Pay ConfigurationMaintenance option, Print Pay Code List

TPS Windows . . . . . . . . . . . . . . . . . . . .TPS Daily | Reports | Pay Code By Job Class orPay Code By User Defined Qualifier



Non-Clocked Pay Code Translation Worksheet

TPS Scheduler

DescriptionPayCode

TourCode

ShiftCode

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

This section of the translation table is limited to sixty records, or if youare using Res-Q RN, 80 records.



a. Non-clocked hours translation for ANSOS, One-Staff, and AcuStaf

Non-Clocked Pay Codes Translation Record


1 - 7 Filler Spaces Filler. Used to record the recordcount for the benefit of theperson editing this file.

8 - 10 TPS Pay Code Text TPS pay code for conversion tothe scheduler


18 Scheduler Code Alpha The tour code equivalent to theTPS pay code


27 Scheduler Shift Code

1,2,3 The shift code that matches theTPS clock code




C. TPS To Scheduler Conversion Example

Note that duty tours have a start time while non-duty tours do not.

TPS To Scheduler Conversion Example

TPS Transactions Scheduler Transactions

Date HoursClockCode

Dept. Code Date

Start Time

Minutesof Tour Unit

0401 08:30 5.00 6010 0401 08:30 0510 6010

0401 12:06 3.00

0401 12:30 4.00

0401 17:00 9.00

0402 07:30 1.00 0402 07:30 0270 1234*

0402 12:00 5.00 3132 0402 12:00 0240 3132

0402 16:00 9.00

0403 23:00 1.00 0403 23:00 0540 1234*

0404 08:00 9.00

0405 08:00 0405 0480 1234*

0406 23:01 1.00 0406 23:01 0149 1234*

0407 01:30 61.00 0407 01:30 0105 1234*

0407 03:15 69.00 0407 03:15 0285 1234*

0407 08:00 9.00

0408 08:28 1.00 0408 08:28 0056 1234*

0408 09:24 62.00 0408 0348 1234*

0408 15:12 69.00 0408 15:12 0110 1234*

0408 17:02 9.00

* Read from Employee Home Department: 1234


TPS Scheduling Addendum 5: Using The InterfaceTranslation Records

5: Using The Interface

Both TPS Scheduler and the scheduler interface are run from within TPS. To run theANSOS Interface, you will run the following programs:

Scheduler To TPS Interface. . . . . . . . .This procedure takes a transfer file from thethird party scheduler, converts the schedule datato TPS format, then adds the transactions to theTPS Employee Schedule file.

TPS to Scheduler Interface . . . . . . . . .This procedure exports time transaction recordsfrom TPS into a transfer file readable by thethird party scheduler. Later, that scheduler canimport this information and use it for scheduledversus actual time comparisons.

Employee Number Conversion . . . . .If the employee numbers in the third partyscheduler do not match the employee numbersin TPS, run this procedure before running theScheduler To TPS Interface. The EmployeeNumber Conversion creates a table listing eachmatching the scheduler and TPS employeenumber.

Load Schedule To Time File . . . . . . . .When you import schedule data and want toconvert schedules into time transaction records,run this procedure. See the TPS Manual or helpsystem for more information.


5: Using The Interface TPS Scheduling AddendumTranslation Records

All of these functions can be run automatically using the batch schedule function inTPS. The batch scheduling function is also explained in this section.

Additionally, you can configure two alternatives to the Load Schedule To Time Filefunction. The Pay To Schedule option allows the TPS pay report to retrieve qualifyinginformation from the schedule file as well as the time transaction file for pay ruleapplication. In so doing, you bypass the need to convert schedules to time files.There are two options for this process. These are discussed below.

Pay To Clocked Schedule . . . . . . . . . .This function allows you to transfer scheduledclocked time periods to payroll for exemptemployees. An employee must be both exemptand paid based on schedules from the thirdparty package to qualify for this feature.

Pay To Non-Clocked Schedule . . . . . .This function allows you to transfer non-clockedschedules to the payroll system for all qualifyingemployees. The main benefit of this feature isthat any non-clocked code scheduled in thethird party scheduler or TPS Scheduler andtransferred to payroll is one less transaction typethat must be entered manually by employees orsupervisors. This also aids security by limitingaccess to TPS and third party scheduler users.


TPS Scheduling Addendum 5: Using The InterfaceBefore Running The Interface

I. Before Running The Interface

Before you run the scheduler interface, make certain the following items are ready torun:

■ You have performed all needed steps listed (see “Installing The Interface” on page 35).

■ Your third party scheduler is installed and linked to a network that TPS can access.

■ The interface link (such as Atlink) is installed on the scheduler machine.This software is available from your scheduler vendor.

■ Make certain both systems (TPS and the scheduler) are able to transfer files directly orthrough a shared directory on the server.

■ If you want to automate the import and export of transactions from the scheduler, youmust install a third party process scheduling package on your scheduler machine. Atspecified times, this package will run the scheduler import and export proceduresusing operating system and keyboard scripts.

■ If you want to automate the import and/or export functions in TPS, your UNIXsystem administrator can write a UNIX script or FTP command file to automaticallyretrieve the scheduler export from the scheduler machine or server. Additionally, usethe TPS Batch Scheduling feature to direct TPS to run this transfer script severalminutes before scheduler to TPS interface, and/or several minutes after the TPS toscheduler interface.

■ Transfer a test record or records between the two systems.

◆ Check the length and content of the record to ensure it has been transferredcorrectly.

◆ If you use a floppy disk to transfer records, copy the records to or from a UNIXTPS using the DOS copy command in UNIX. Contact your UNIX administratorfor proper syntax on your system.

■ If the Use Scheduling prompt in the Employee File is set to A, it will prevent TPSfrom sending scheduling information to TPS. In the other direction, we always wantto accept whatever information is available.


5: Using The Interface TPS Scheduling AddendumBefore Running The Interface


TPS Scheduling Addendum 5: Using The InterfaceRunning the Interfaces

II. Running the Interfaces

1. Running TPS To A Scheduler

a. Windows Procedure: TPS To Scheduler

1- Launch TPS Scheduling.

2- Run the appropriate interface listed below.

ANSOS Interfaces | ANSOS | TPS To ANSOS

One-Staff Interfaces | One-Staff | TPS To One-Staff

AcuStaf Interfaces | AcuStaf | TPS To AcuStaf

Res-Q RN Interfaces | Res-Q RN | TPS To Res-Q RN

3- Enter the appropriate settings and click OK.

4- Import the file into the third party scheduler.

See the documentation that came with your scheduler for details.


5: Using The Interface TPS Scheduling AddendumRunning the Interfaces

b. Unix Procedure: TPS To Scheduler

1- Select TPS | Back Menu | Special Function Menu | Custom Function.

To get to the Back menu, press &. The Custom Function window appears, as shownbelow.

2- In the custom function field, enter the name of the routine to run .

These routines are listed below.

3- Enter the first date to include in the extraction, then press e.

4- Enter the last date to include in the extraction.

The system extracts all qualified transactions that apply to this date range.

5- If your scheduling interface allows, enter the beginning and endingdepartment types to include in this export.

This is an alphabetical listing of department types, so to select all department types,leave these fields blank. Pressing e on the Starting Department Type field willautomatically enter "ALL" in the blank.

Export To Scheduler Commands

To Run This Enter This

Export to ANSOS tps2ans

Export to One-Staff tps2one

Export to AcuStaf tps2acu

Export to Res-Q RN tps2res



6- On the last field, the system asks: "Item Number to Change?"Press e to continue to the printing options.

7- Enter your printer name in the Output To Printer field.

You can also send the report to the screen by typing SCN in the blank.

8- If you selected an option other than print to screen, select one of thefollowing print options for the Print Report In the Background field:

◆ To monitor this extraction as it happens, enter (N)o. The system displays the message " PRINTING OCCURRING ... PLEASEWAIT " for several seconds or minutes. The system then returns automatically tothe Special Function menu.

◆ To run the extraction in the background, enter (Y)es. The system displays the message " PRINTING OCCURRING ... PLEASEWAIT " for several seconds. The system then returns automatically to the SpecialFunction menu.

To schedule this extraction to run automatically at specific times, select (B)atch.Batch scheduling is discussed in the next section.

9- Inspect this report for errors.

◆ If any errors are found, see “Troubleshooting” on page 153. Once you repair theproblem, rerun this process.

◆ If no errors are found, you can schedule this as a batch process just beforescheduler is ready to import the time transactions from TPS. Be certain to inspecteach report produced by this process in the future, as some errors are data related,and will occur even if the interface is installed correctly.

10- Copy the file from the TPS machine to the scheduler machine.

If you run this for one date or department type range and then another withouttransferring between exports, the files you created in the first run are overwritten inthe second. Always transfer between runs. After initial testing, this process can beautomated using batch scheduling and file transfer network scripts.





2. Running Scheduler To TPS

a. Windows Procedure: Scheduler To TPS

1- Export the file to be translated from the third party scheduler.



3- If you need to convert employee numbers, run the Employee NumberConversion procedure.

This is described in the next procedure (“Employee Number Conversion” on page158).


ANSOS Interfaces | ANSOS | ANSOS To TPS

One-Staff Interfaces | One-Staff | One-Staff To TPS

AcuStaf Interfaces | AcuStaf | AcuStaf To TPS

Res-Q RN Interfaces | Res-Q RN | Res-Q RN To TPS




b. Unix Procedure: Scheduler To TPS

1- Export the file to be translated from the third party scheduler.


2- For ANSOS, rename the file from ansosttm to ansos before runningthe interface.

When you automate this import, be certain to include this file rename in the script.

3- If you need to convert employee numbers, run the Employee NumberConversion procedure.

This is described in the next procedure (“Employee Number Conversion” on page158).

4- From the TPS Main Menu, press & to go to the Back Menu.

5- On the Back Menu, select Special Function Menu.

6- On the Special Function Menu, select Custom Function.

7- In the custom function field, enter the name of the routine to run .


Import From Scheduler Commands


Import from ANSOS ans2tps

Import from One-Staff one2tps

Import from AcuStaf acu2tps

Import from Res-Q RN res2tps



8- Enter (Y)es in the ARE YOU SURE? blank.

The system displays the appropriate interface screen.


Typically, this name is LP. You can also send the report to the screen by typing SCN inthe blank.

10- If you selected an option other than print to screen, select one of thefollowing print options for the Print Report In Background field:

◆ To monitor this extraction as it happens, enter (N)o.

The system displays the message " PRINTING OCCURRING ... PLEASEWAIT " for several seconds or minutes. The system then returns automatically tothe Special Function menu.

◆ To run the extraction in the background, enter (Y)es. The system displays the message " PRINTING OCCURRING ... PLEASEWAIT " for several seconds. The system then returns automatically to the SpecialFunction menu.

◆ To schedule this extraction to run automatically at specific times, select

(B)atch.Batch scheduling is discussed in the next section.


If any errors are found, see “Troubleshooting” on page 153. Once you repair theproblem, rerun this process.

If no errors are found, you can schedule this process to run just after the schedulerhas created its export file for TPS. Be certain to inspect each report produced by thisprocess in the future, as some errors are data related, and will occur even if theinterface is installed correctly.



3. Running Employee Number Translation

If employee numbers are different in the scheduler and TPS, you must run thisprocedure before running the scheduler to TPS interface (see “Running Scheduler ToTPS” on page 142).

a. Windows Procedure: Employee Number Translation



ANSOS Interfaces | ANSOS | Employee Number Translation

One-Staff Interfaces | One-Staff | Employee Number Translation

AcuStaf Interfaces | AcuStaf | Employee Number Translation

Res-Q RN Interfaces | Res-Q RN | Employee Number Translation






b. Unix Procedure: Employee Number Conversion

1- From the TPS Main Menu, press & to go to the Back Menu.

2- On the Back Menu, select Special Function Menu.

3- On the Special Function Menu, select Custom Function.

The Custom Function window appears, as shown below.

4- In the custom function field, enter the name of the routine to run.



Typically, this name is LP. You can also send the report to the screen by typing SCN inthe blank.

6- Enter one of the following print options in the Print Report In theBackground field:

◆ To monitor this extraction as it happens, enter (N)o.

The system displays the message " PRINTING OCCURRING ... PLEASEWAIT " for several seconds or minutes. The system then returns automatically tothe Special Function menu.


Convert Employee Numbers (ANSOS) anempscn

Convert Employee Numbers (One-Staff) anempscn

Convert Employee Numbers (AcuStaf) aqempscn

Convert Employee Numbers (Res-Q RN) rqempscn



◆ To run the extraction in the background, enter (Y)es.

The system displays the message " PRINTING OCCURRING ... PLEASEWAIT " for several seconds. The system then returns automatically to the SpecialFunction menu.

◆ To schedule this extraction to run automatically at specific times, select

(B)atch.

Batch scheduling is discussed in the next section.


◆ If any errors are found, see “Troubleshooting” on page 153. Once you repair theproblem, rerun this process.

◆ If no errors are found, you can schedule this process to run after every run of theTPS Employee Build Code Files program in TPS. Be certain to inspect eachreport produced by this process in the future, as some errors are data related, andwill occur even if the interface is installed correctly.




TPS Scheduling Addendum 5: Using The InterfaceBatch Scheduling

III. Batch Scheduling

On the date and time you select, the system will extract the TPS files you select. Ifyou choose the Reschedule option, TPS will re-run this extraction routine every xnumber of hours. You must have the Batch Processing option set up before you runthis routine. To batch schedule a process, see your TPS Reference Manual. Toconfigure batch scheduling, use the following procedure:

1. Assigning Batch Scheduling To A Process

1- Enter the name of the report parameters file (8 Characters).

This name can be any filename valid on your TPS system. Note this in your manual.

2- In the File Description, note any details to identify this process (30characters).

For example "Daily Extract For ANSOS" or "Daily Import FromANSOS".

3- Enter the date of the first extraction in MMDDYY format.

4- Enter the hour of the first run in 24 hour format and press [13].

Then enter the minutes past the hour.

TPS Batch Scheduling (ANSOS Example)

CUSTOM FUNCTION TPS VER 6.x.x.x

PLEASE ENTER:

1. STORE PARAMETERS IN FILE: ansos_in 2. FILE DESCRIPTION: Import ANSOS Schedules Twice/Week 3. DATE FOR INITIAL RUN: 06/05/98 4. TIME FOR INITIAL RUN: 15:30 5. IS THIS TO BE RESCHEDULED? Y 6. NUMBER OF HOURS BETWEEN RUNS: 84


5: Using The Interface TPS Scheduling AddendumBatch Scheduling

5- If you want the system to extract the file automatically every few hours,enter Yes in the Reschedule field.

If you select Yes, continue to the next field.

6- Enter the number of hours between runs of this extract.

This run should start and finish shortly before the TACS and TSIS units beginnetwork updates to avoid excess network traffic. The number of hours between runsmust divide evenly into, or be a factor of, 24. This will keep extraction times fromdrifting around the clock from day to day. There are 168 hours in a week.


TPS Scheduling Addendum 5: Using The InterfaceRoutine Maintenance

IV. Routine Maintenance

Each procedure listed below must be performed regularly to keep information in theTPS and ANSOS systems current. Where noted, these processes can be runautomatically at specific times. Other processes need to be performed manually on aregular basis.

Scheduler To TPS Maintenance Tasks

Procedure Frequency Method

Extract transfer file from the scheduler

Once per day to once per period.

Can be automated with third party software.

Retrieve file from the TPS machine.

Same as Extract. If network allows, this can be automated as a UNIX script, launched by batch processing.

Run employee number conversion

If needed. Run after every employee file build.

Use batch scheduling. If employee build is batch scheduled, schedule to run shortly afterward.

Inspect reports from the number conversion.

After each conversion and before running the scheduler to TPS interface.

See if a number other than zero is in the total errors field, and if so, what errors are listed. Repair as appropriate.

Run scheduler to TPS interface.

Same as Extract. Use TPS batch scheduling.

Inspect reports from the scheduler to TPS interface.

After every run of the scheduler to TPS interface.


Pay to schedule or Convert schedules to time files

If needed.At least once for every run of the TPS pay report.

Use batch scheduling. Pay to schedule is run automatically as part of the pay report.

Purge outdated schedule records

As needed. This depends on several issues.

Cannot be automated.


5: Using The Interface TPS Scheduling AddendumRoutine Maintenance

TPS To Scheduler Maintenance Tasks

Procedure Frequency Method

Run TPS to scheduler interface.

Once per day to once per period.

Use TPS batch scheduling.

Inspect reports from the TPS to scheduler interface.

After every run of the TPS to scheduler interface.


Transfer the file to the scheduler.

Same as the scheduler to TPS interface, above.

If network allows, this can be automated as a UNIX script, launched by the TPS batch processing.

Load the transfer file into the scheduler.

Same as scheduler to TPS interface.

See the manual that came with your scheduling software.

Purge outdated schedule records

As needed. See the manual that came with your scheduling software.


TPS Scheduling Addendum 5: Using The InterfaceTroubleshooting

V. Troubleshooting

When you run ANSOS to TPS, TPS to ANSOS, or the Employee Number Translationsection of the ANSOS Interface, the system prints a report listing the total number ofrecords created and any errors found. If you find an error message in a report, use thetables in this section to explain the problem and suggest a method of repair.

If the problem persists or is not listed here, call DDI Technical Support at 1-800-822-7911. This number can be remembered as 1-800-TACS-911.


5: Using The Interface TPS Scheduling AddendumTroubleshooting

1. TPS To Scheduler Troubleshooting

TPS To Scheduler Error Messages

Error Message Correction Procedure

[Scheduler] code not present in translation table

TPS pay code has an entry in the translation tablebut the third-party schedule code is blank. Modifythe translation table to assign an code to the TPS paycode that the scheduler will recognize. See “TPS ToScheduler Translation File” on page 114.

Control record in wrong format

A control record in the translation file is invalid.This can occur if the translation flags are in the wrongplace, or do not appear as a capitalized "Y" or "N". Usea text editor to modify the appropriate control record.See “TPS To Scheduler Translation File” on page 114.

Missing clock in,Missing clock out,Missing usrdef in,Missing meal in,Missing meal out

A clocked transaction is missing, therefore the shift length cannot be determined. Print a clocking report to determine if the transaction is missing in TPS. If so, make a correcting entry per your company policy on missing transactions. If the record is not missing in TPS, call DDI Technical Support.

No [scheduler] translation table records

There are no records in the translation table. Thetranslation table has not been modified to work withyour system, or the modified version is not in theappropriate directory. See “TPS To SchedulerTranslation File” on page 114.

There are more than six tours for this date.

Most third-party schedulers can only handle six tours per employee/day. If TPS hits that limit, it will generate six tours plus this error message. This error will not impact calculations in ANSOS, but will make it appear that an employee did not work their full scheduled time. Alert whoever runs an ANSOS Scheduled Versus Actual transaction report that the record noted here will show a discrepancy. Consider consolidating the number of TACS or TPS transactions this employee makes in a day to reduce the likelihood of this occurring.

TPS pay code not present in translation table

You are missing a pay code in the translation table.Modify the translation table to assign a translation paycode or clock code to the appropriate scheduler code.See “TPS To Scheduler Translation File” on page 114.



2. Scheduler To TPS Error Messages

Scheduler To TPS Error Messages

Error Messages Correction Procedure

Cannot add meals for out time unless times from [scheduler]

Control record 1 has a "Y" in the Add Meals To Clockout flag, and an "N" in the Obtain Hours from [scheduler]. Edit Control Record 1 and change the Obtain Hours And Times From [scheduler] flag to "Y". If all hours and times originate in the DDI Daily Schedule file, set Add Meals To Clockout to "N". See “Scheduler To TPS Translation File” on page 81.

Control record in wrong format

A control record from the translation table is not formatted correctly. This message appears if:

Any Control Record: If a flag does not contain anuppercase "Y" or "N".

Control Record 1: If the first flag is set to "N" and thesecond flag is set to "Y".

Control Record 3: If the first flag is set to "N" and thesecond flag is set to "Y".

Control Record 8: If the first flag is "Y" and there isan invalid scheduler employeevalue in the employee record.

Print the translation table from your text editor, and compare the spacing and field formats to those listed in the translation table section of this document. See “Scheduler To TPS Translation File” on page 81.

Employee does not exist

An employee number from the scheduler did not match any known TPS employee number.• If you are not using Employee Number Translation,

print the transfer file to check the employee numbers.• If all numbers appear to be formatted properly,

compare this list to one from TPS and check formissing or incorrect employee numbers.

• If you are using Employee Number conversion, do thesteps above, but compare the file to the scheduler’semployee number field, the one in TPS, and thetranslation file.



Invalid [scheduler] start time

The scheduler file contains a start time with hours in excess of 24 or minutes in excess of 60. The transfer file may have been garbled before being read by the interface. Check the record using a text editor. It is also possible you are using an incompatible Atlink version.

Missing pay config A scheduler record could not be translated because a matching pay configuration could not be found in the translation table. Edit the translation table. See “Scheduler To TPS Translation File” on page 81.

No [scheduler] transaction records

No transaction records appear in the file received from the scheduler. Possible scheduler or file transfer error.• Check the length of the transfer file. If this file is

length zero or very small, then it is probably damaged.• Inspect the file from the scheduler using a text editor.

If the file is correctly formatted, contact DDI support.• Check the length of the file in the scheduler against

the length on the TPS machine. If they are different, a network error occurred.

• If the file is of equal length in both systems, inspect the file on the scheduler machine for damage. If it is damaged, recreate it or call technical support for your scheduler vendor.

No translation found A scheduler record could not be translated because a corresponding translation record (clocked or non clocked) could not be found in the translation table. Edit the translation table. See “Scheduler To TPS Translation File” on page 81.

No [scheduler] translation table records

No records found on the translation table. Either the translation table has not been modified to work with your system, or the modified version has not been copied to the appropriate directory. See the directory and translation table sections of this document. See “Scheduler To TPS Translation File” on page 81.

Scheduler To TPS Error Messages (Continued)



(One-Staff ONLY)onetrn## file not found, following employees One-Staff information has not been updated the employee schedule file

Where ## is the division code. The interface attempted to use found an employee assigned a Division Code that did not have a matching onetrn## file. Therefore it was not able to complete the conversion. You need to add a translation table file for this code. See “Scheduler To TPS Translation File” on page 81.

Scheduler code does not exist

The interface attempted to use the Daily Schedule Definition number in the translation table, but then found that the number doesn't actually exist in TPS. The code was probably incorrectly entered in the translation table. Compare the schedule codes from TPS (Back menu/ Daily Schedule Definition/ Print Daily Schedule List) to the ones in the translation table. Correct the translation table as needed. See “Scheduler To TPS Translation File” on page 81.

Size of employee number greater than 10

TPS employee numbers can be twelve digits, whereas many schedulers limit this field to ten digits. If the employee numbers in TPS actually do exceed ten digits, you must use the Employee Number Translation feature of this interface. If not, you should limit the field length in TPS to ten digits, and configure the scheduling interface accordingly. See “Employee Number Conversion Label Setup” on page 43.

Subscript out of range Validate that the scheduler transaction file is not corrupt. Sometimes during the file transfer, network errors can corrupt the transaction file. Also, verify the file is in the correct format and does not contain any blank or empty lines.

Scheduler To TPS Error Messages (Continued)



3. Employee Number Conversion

Employee Number Conversion Troubleshooting

Employee Number Conversion Errors

Correction Procedure

Invalid employee user defined number

The employee user defined field is outside the range allowed in TPS. This field must be between 1 and 32.Modify the translation table to assign a scheduler code to the appropriate TPS code. See “Employee Number Conversion Label Setup” on page 43.

Invalid employee control flag

Control record 8 is invalid. This can occur if the translation flags are in the wrong place, or do not appear as a capitalized "Y" or "N". Use a text editor to modify the appropriate control record. See “Scheduler To TPS Translation File” on page 81.See “TPS To Scheduler Translation File” on page 114.


TPS Scheduling Addendum 5: Using The InterfaceGlossary

VI. Glossary

If a term appears in italics, it is defined elsewhere in this glossary.

ANSOS . . . . . . . . . . . . . . . . . . . . . . . . .ANSOS (Automated Nurse Staffing OfficeSystem) is a nurse scheduling software packagecreated by Atwork Corporation. ANSOS is usedfor position control, scheduling, staffing, andmanagement reporting.

ANSOS Interface . . . . . . . . . . . . . . . . .An extension of the TPS system, used to readand write files created by the Atlink system fromAtwork Corporation. The ANSOS interfaceconsists of three components: the ANSOS ToTPS Interface, TPS To ANSOS Interface, and theEmployee Number Translator. Each of these aredefined separately.

ANSOS To TPS Interface . . . . . . . . . .This procedure takes a flat ANSOS export file(created by Atlink) and converts it into TPSreadable record format. These records, in turn,are added to the appropriate files in TPSScheduler.

Atlink . . . . . . . . . . . . . . . . . . . . . . . . . . .Atlink is a flat file format specification forcommunication with Atwork products, includingANSOS and One-Staff. ANSOS and One-Staffare able to import and export files meeting thisspecification to third party software packages.

Atwork Corporation. . . . . . . . . . . . . . .Atwork Corporation is the software developerthat creates, markets, and maintains all versionsof ANSOS, One-Staff and Atlink.

Batch Scheduling . . . . . . . . . . . . . . . . .(From TPS). A TPS feature that allows the TPSsystem to schedule certain activities to take placeevery time a selected number of hours has past.This can also be used to run external programsor operating system scripts. In the ANSOSInterface, the batch scheduling feature can runall elements of the interface, reducing labor afterinstallation dramatically.


5: Using The Interface TPS Scheduling AddendumGlossary

Clocking Exempt Employees. . . . . . . .(From TPS). Employees who use the Pay ToClocked Schedule feature in TPS to avoid theneed to clock out each day.

Clocked Schedules. . . . . . . . . . . . . . . .(From TPS Scheduler). These are scheduledtime periods that are assigned a specific startingtime and ending time. Up to six clocked and/ornon-clocked schedules can be assigned to eachemployee each day within an employee schedulerecord.

Clocked Transaction . . . . . . . . . . . . . .(From TPS and TACS). Any entry made intoTPS to record an activity, where the starting timeand ending time have an impact oncompensation for that activity. For example, aneight hour shift is applied to a different pay codeif done at night on a holiday than if done on anormal weekday.

Control Records . . . . . . . . . . . . . . . . . .(From the scheduler interface). A TranslationTable File is divided into two sections. The firstsection, called the Control Section, containsswitches that turn specific translation functionson and off in the interface program. Values forthese switches are stored in control records. Forexample, a control switch turns employeenumber translation on if needed, or off if it isunnecessary at your facility.

Duty Tours. . . . . . . . . . . . . . . . . . . . . . .(From schedulers, also called a Tours Of Duty).These are scheduled time periods that areassigned a specific starting time and duration inminutes. Up to six tours can be assigned toeach employee each day within a schedulerrecord. Duty tours can be translated into TPSschedule records using the Scheduler To TPSInterface. Do not confuse duty tours (time notyet performed) with duty transactions (timealready performed).



Duty Transactions. . . . . . . . . . . . . . . . .Activities that are compensated for based on thetime when the activity began and the time itended. Third-party scheduler duty transactionsare identified by the scheduler’s employeenumber, the start time of the activity, and thenumber of minutes the activity was performed.TPS clocked transactions can be translated intoscheduler duty transactions using the TPS ToScheduler Interface. Do not confuse dutytransactions (time already performed) with dutytours (time not yet performed).

Employee Number Translation . . . . . .Normally, this program is not used. If theEmployee Number fields in the third partyscheduler and TPS are different for eachemployee, this function creates a comparisontable based on an scheduler employee numberfield in TPS. Run this utility to create thecomparison table before running the SchedulerTo TPS side of the interface.

Employee Schedule Record. . . . . . . . .A record, in a third party scheduler or TPS, thatincludes the schedule for one employee for oneday. This schedule can include up to sixseparate activities, to be done within that day. InTPS, these activities are called Daily ScheduleDefinitions. In ANSOS, One-Staff, and AcuStaf,they are called Tours Of Duty.

Exempt Check-In . . . . . . . . . . . . . . . . .(From TPS and TACS). A TACS transaction thatrecords an employee is present for work on theday of the transaction. This feature is used foremployees paid by scheduled work time, ratherthan actual work time recorded in TACS.



Daily Schedule Definition. . . . . . . . . .(From TPS Scheduler). A file that contains thetime and activity parameters of each type ofschedule used in TPS. Usually, one scheduledefinition will exist for each clocked transactionand shift combination. Additionally, a shiftdefinition will exist for each non-clockedtransaction that can be scheduled. By definingeach schedule separately from the employeeschedule record, time policies can be appliedconsistently, and redundant information can beentered once for all employees.

Grace Period . . . . . . . . . . . . . . . . . . . . .A short time period before and after the minutewhen an employee is expected to clock in orout. Clocking transactions within the graceperiod are rounded to the expected clock in orout time. This TPS feature does not effect theANSOS Interface.

Job Class . . . . . . . . . . . . . . . . . . . . . . . .(From TPS). A specific set of duties paid at aspecific rate. For example, If an ER nurse is paidmore than a staff nurse, and a person performsboth duties, that person can switch Job Classwhenever the person switches between staff andER assignments. TACS transfers this to Payroll,ensuring employees are paid properly.

Load Schedules To Time File . . . . . . .(From TPS). A TPS Scheduler function thatloads selected information from the EmployeeSchedule file to the Time Transaction file. Thisfunction allows you to convert scheduled timerecords into actual time records once thescheduled time has passed. Do not confuse thiswith Pay To Schedule, since both achieve thesame goal using different methods.



Meal Deductions . . . . . . . . . . . . . . . . .A section of time when an employee is expectedto be off duty for a meal. This time can bededucted from total work time. If deducted, itcan be removed automatically by TPS pay rulesor manually when an employee clocks a meal-specific TACS transaction. The schedulerinterface can automatically apply selected rulesto this transaction when transferring workedtime from TPS to the scheduler.

Meal Transactions. . . . . . . . . . . . . . . . .Any transaction associated with clocking in orout for a meal. These transactions are enteredmanually through TACS. See also MealDeductions.

Non-Duty Tours . . . . . . . . . . . . . . . . . .These are scheduled time periods that areassigned a total duration, date, and shift , but nota specific start time. Up to six tours can beassigned to each employee each day within aschedule record. Do not confuse non-dutytours (time not yet performed) with non-dutytransactions (time already performed).

Non-Duty Transactions . . . . . . . . . . . .These are records of past activities that containthe total duration, date, and shift, but not aspecific start time of the activity. Do not confusenon-duty transactions (time already performed)with non-duty tours (time not yet performed).

Non-Clocked Schedules . . . . . . . . . . .(From TPS Scheduler). These are scheduledtime periods that are assigned a pay code, totalduration, date, and shift, but not a specific starttime. This information can be imported fromANSOS. Do not confuse non-clockedschedules (time not yet performed) with non-clocked transactions (time already performed).

Non-Clocked Transactions . . . . . . . . .(From TPS). These are records of past activitiesthat are list the pay code, total duration, date,and shift, but not a specific start time of theactivity. Do not confuse non-clockedtransactions (time already performed) with non-clocked schedules (time not yet performed).



Non-Duty Transactions . . . . . . . . . . . .Compensable activity that is not paid differentlybased on the amount of time involved inperformance or the time when the activity takesplace. Non-duty transactions in a third partyscheduler are usually labeled non-clockedtransactions in TPS. Non-duty transactionrecords contain the scheduler employee number,the tour code, and the number of minutes theactivity was performed. A normal dutytransaction contains only one event.

Non-Productive Time . . . . . . . . . . . . .Any activity that does not result directly inproductivity, such as vacation or sick time.Usually these transactions are drawn frombenefit balances.

Off-Time . . . . . . . . . . . . . . . . . . . . . . . .This is the Res-Q RN equivalent term to non-duty tour. The meaning is identical. See Non-Duty Tours.

On-Time . . . . . . . . . . . . . . . . . . . . . . . .This is the Res-Q RN equivalent term to dutytour. The meaning is identical. See Duty Tours.

One-Staff. . . . . . . . . . . . . . . . . . . . . . . .One-Staff is a scheduling software packagecreated by Atwork Corporation. One-Staff isused for position control, scheduling, staffing,and management reporting.

One-Staff Interface. . . . . . . . . . . . . . . .An extension of the TPS system, used to readand write files created by the Atlink system fromAtwork Corporation. The One-Staff interfaceconsists of three components: the One-Staff ToTPS Interface, TPS To One-Staff Interface, andthe Employee Number Translator. Each of theseare defined separately.

One-Staff To TPS Interface . . . . . . . . .This procedure takes a flat One-Staff export file(created by Atlink) and converts it into TPSreadable record format. These records, in turn,are added to the appropriate files in TPSScheduler.



Pay Code . . . . . . . . . . . . . . . . . . . . . . . .(From TPS). A site-established code thatrepresents a type of pay. When you run the TPSPay Report, TPS applies pay rules, which in turnapply pay codes to payable time transactions.See Clocked Transaction, Non-ClockedTransaction.

Pay To Schedule . . . . . . . . . . . . . . . . . .(From TPS Scheduler). The feature in TPS thatallows you to pay employees based on scheduledtime, rather than time transactions or schedulesconverted into time transactions. This featuremust be enabled on an employee-by-employeebasis, and must also be configured in theScheduler To TPS Interface. This feature isbroken down into Pay To Clocked Schedule andPay To Non-Clocked Schedule. Do not confusethis feature for Load Schedule To Time File,which has the same purpose but uses a differentmethod.

Payable Hours . . . . . . . . . . . . . . . . . . . .The net difference between clock in time andclock out time, with meal, leave of premises,grace periods, and any other variables includedin the payable hours calculation.

Payable Hours Special Processing . . . .Payable hours special processing is a specific setof rules. This is only useful for resolvingcompatibility issues at a very small number ofsites.

Reference Files . . . . . . . . . . . . . . . . . . .These TPS files contain data and controlinformation required by the interface. Forexample, the control file allows the interface todetermine the length of the employee number.It can then use this length to read the employeefile correctly.



Schedule . . . . . . . . . . . . . . . . . . . . . . . .A collection of planning information, dictatingthe type of work to be performed in the future.Once this work is performed, past schedules canbe compared to the actual work done to detectinconsistencies. Alternatively, some employeesbe paid based on schedules to avoid doubleentry of time information. The scheduler andTPS combination allow you to use both thesemethods as needed.

Schedule Code . . . . . . . . . . . . . . . . . . .This is an identifier field that identifies ascheduling category. In TPS, this is called aDaily Schedule Number, and identifies eachrecord in the Daily Schedule Definition file. InANSOS, this field is called an ANSOS Code.The code is used in the files transferred betweenTPS and the third-party scheduler.

Schedule Definition. . . . . . . . . . . . . . .See Daily Schedule Definition.

Schedule Number . . . . . . . . . . . . . . . .A code identifying a specific daily schedulerecord in TPS. This is used in the scheduler toTPS interface to match scheduler tour codes tothe appropriate daily schedule records in TPS.

Schedule Time Out . . . . . . . . . . . . . . .(From TPS Scheduler, also called Time Out).The time when a scheduled activity is plannedto end. Since third party schedulers does notuse this field, the scheduler to TPS interfacemust calculate it based on the Start Time andDuration In Minutes and (optionally) MealDeduction fields from the scheduler transferrecord.

TACS . . . . . . . . . . . . . . . . . . . . . . . . . . .The Time and Attendance Collection System.This phone system replaces a time clock (and insome cases, a project log) for tracking the timeeach employee spends working or taking paidtime off.



Tar (UNIX command) . . . . . . . . . . . . .The UNIX command "tar" stands for (T)ape(AR)chive. This command also applies to floppydisk, and is the basic utility for copyinginformation between the hard drive and aremovable media. This command is used forcopying the scheduler interface from floppy toyour TPS system hard disk.

Telephony, Computer. . . . . . . . . . . . . .Computer Telephony is the technology oflinking a computer system to a phone system forvoice and Touchtone communications directlywith end users. In other words, it allows you toaccess and enter information to a computersystem by voice and/or Touchtone. DDIproduces several computer telephony productsthat connect to TPS and other computersystems.

Time Transaction . . . . . . . . . . . . . . . . .A record of clocked or non-clocked employeetime devoted to a particular activity.

Tour of Duty . . . . . . . . . . . . . . . . . . . .(ANSOS/One-Staff, also called a Tour). AnANSOS/One-Staff term describing anyscheduled activity that includes a definite starttime and number of hours.

TPS. . . . . . . . . . . . . . . . . . . . . . . . . . . . .The Transaction Processing System (TPS)receives employee time data in the form of clocktransactions from TACS and your third partyscheduling systems to compute pay hours by paytype for each employee based upon your payrules. This pay information is provided toadministration and department supervisors fortheir perusal and evaluation. Ultimately, itbecomes direct input to your existing payrollsystem.

TPS Scheduler . . . . . . . . . . . . . . . . . . .TPS Scheduler is a DDI extension to TPS,designed to integrate scheduling-based payfunctions directly into TPS. TPS Scheduler canwork independently or with data from a thirdparty scheduler. The Scheduler Interface allowsthe internal TPS Scheduler to read and usetransactions from third party schedulers.



TPS To ANSOS Interface . . . . . . . . . .This program extracts actual time informationfrom TPS files and converts it into a file that canbe read by Atlink.

Transfer Files . . . . . . . . . . . . . . . . . . . . .These are flat, sequential text files that can beread and written by interface programs withinTPS and third-party scheduling packages. Boththe files imported into and exported from TPSmatch this specification.

Translation Table Records . . . . . . . . . .A record from the second section of thetranslation file. These records convert standardcodes in one side of the interface into standardcodes on the other side. In the scheduler toTPS interface, these codes convert third partyscheduler tours and shifts into TPS schedulecodes. In TPS to Scheduler, these codes convertTPS clock codes and pay codes into schedulertour codes.

Translation Table Files . . . . . . . . . . . . .A translation table contains commands andinterpretation tables that are based on the site-specific configuration of both the scheduler andTPS. This information permits each direction ofthe interface to convert information that appliesspecifically to your site, such as tour codes andpay codes. A separate translation table must beconfigured for each direction of the interface.

TSIS . . . . . . . . . . . . . . . . . . . . . . . . . . . .The Time Status Inquiry System. This is anoptional add-on to the TPS system that allowsemployees to access schedule, time worked forperiod, hours worked per day, and benefitinformation from any Touchtone phone.

Unit (ANSOS) . . . . . . . . . . . . . . . . . . .(From ANSOS). A unit in ANSOS translates asa department number in TPS.

User-Defined Qualifier . . . . . . . . . . . .(TPS). A code entered along with a TACS ClockCode that assigns the clock code to a specificproject or activity.
