Tps Scheduling Interface - Acustaf: Edition: All Editions - Through 6.4.X.J

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 Copyright 1996, 1999 Denniston & Denniston Inc. All Rights Reserved. This material contains valuable properties and trade secrets of Denniston and Denniston, Inc., (DDI) of Arlington Heights, IL, U.S.A., embodying substantial creative effort and confidential information, ideas, and expressions, no part of which may be reproduced or transmitted by any means, electronic, mechanical, or otherwise including photocopying and recording in connection with any information storage and retrieval system without permission in writing from Denniston and Denniston, Inc. See your license agreement and license addenda for complete information.
b.
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c.
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d.
Blank Pages We are no longer labeling blank pages as intentionally left blank. If the page has a header and footer, it was intentionally left blank. When a document is produced as a double sided photocopy, these blank pages ensure that all major sections will start on the right page, and all sections of the manual have an even number of pages.
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Page 2
TPS Scheduling Addendum
Table Of Contents
Table Of Contents
1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
1. 2. 3. 4. 5. What is the Scheduling Interface? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11 Advantages To The Scheduling Interface. . . . . . . . . . . . . . . . . . . . . . . . . . .12 Using The Interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13 Conventions Used In This Manual. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13 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. 2. 3. Reference Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19 Control Files And Translation Table Files . . . . . . . . . . . . . . . . . . . . . . . . . .20 Transfer Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21
II.
Transferring Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
1. 2. 3. Network Transfers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23 Floppy Transfers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23 Where To Find The Scheduling System. . . . . . . . . . . . . . . . . . . . . . . . . . . .24
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How Often To Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24 Growth Factors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25 System Limits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26 Other Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27
III. Batch Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
IV. Steps In Processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
2
I.
Installing The Interface . . . . . . . . . . . . . . . . . . 35

Interface Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
A. Copy The Interface Files To TPS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37
1. 2. Windows: Copy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37 Character: Copy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37
B. Switch On TPS Scheduling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

1. 2. Windows: Configure Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38 Character: Switch On Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40
C. Employee Number Conversion Label Setup . . . . . . . . . . . . . . . . . . . . . . . 43

1. 2. Windows: Employee Number Conversion Label Setup . . . . . . . . . . . . . . .43 Character: Employee Number Conversion Label Setup . . . . . . . . . . . . . . .44
D. Enable Batch Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

1. Windows: Turn On Batch Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45
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TPS Scheduling Addendum 2.
Table Of Contents
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. 2. Pay To Non-Clocked Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54 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
Scheduler To TPS Interface . . . . . . . . . . . . . . 69

A. Files Used by The Interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
1. 2. Input File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70 Output File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70
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Table Of Contents 3. 4. 5.
Reference Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70 The Employee Schedule File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72 Scheduler To TPS Transfer File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73
I.
Scheduler To TPS Transfer Files . . . . . . . . . . . . . . . . . . . . . . 75

A. AcuStaf Transfer File Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75
1. 2. AcuStaf Transfer File Parameters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75 AcuStaf Transfer File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77
II.
Scheduler To TPS Translation File . . . . . . . . . . . . . . . . . . . . 81
III. Control Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

A. Control #1: Hours And Times, Meals . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
1. 2. Record #1, Part A: Hours And Times From Scheduler . . . . . . . . . . . . . . .86 Record #1, Part B: Adding Meals To Time Out Process . . . . . . . . . . . . . .87
B. Control #2: Delete Individual Schedules . . . . . . . . . . . . . . . . . . . . . . . . . 89

1. 2. Control #2 Set to "N": Replace all records (default) . . . . . . . . . . . . . . . . . .89 Control #2 Set to "Y": Replace Matching Records . . . . . . . . . . . . . . . . . . .90
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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. 2. Duty Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .98 Non-Duty Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .99
C. The Translation Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 D. Converting Tour Codes To TPS Schedule Codes . . . . . . . . . . . . . 101
1. 2. Printing Existing Schedule Information . . . . . . . . . . . . . . . . . . . . . . . . . . 101 How Many Records You Can Enter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
E. Scheduler To TPS Translation Table Worksheet. . . . . . . . . . . . . . . . . . 102

1. Translation Table Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
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F. Scheduler To TPS Translation Example. . . . . . . . . . . . . . . . . . . . . . . . . 104
TPS To Scheduler Interface . . . . . . . . . . . . . 105

A. Files Used by The Interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
1. 2. 3. Input Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Reference Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Output File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
B. Data Sent To The Scheduler. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
I.
TPS To Scheduler Transfer File . . . . . . . . . . . . . . . . . . . . . . 109

1. 2. AcuStaf Transfer File Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110 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
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A. Duty Tours . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

1. 2. 3. Clock In And Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126 Converting TPS Clock Codes To Tour Codes . . . . . . . . . . . . . . . . . . . . 127 Translating Clocked Hours. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
B. Non-Duty Tours . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

1. 2. Converting Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130 Converting TPS Transactions Into Non-Duty Tours . . . . . . . . . . . . . . . 131
C. TPS To Scheduler Conversion Example . . . . . . . . . . . . . . . . . . . . . . . . 134
5
I.
Using The Interface . . . . . . . . . . . . . . . . . . . . 135

Before Running The Interface . . . . . . . . . . . . . . . . . . . . . . . 137
II.
Running the Interfaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

1. 2. 3. Running TPS To A Scheduler . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139 Running Scheduler To TPS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142 Running Employee Number Translation . . . . . . . . . . . . . . . . . . . . . . . . . 145
III. Batch Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149

1. Assigning Batch Scheduling To A Process . . . . . . . . . . . . . . . . . . . . . . . . 149
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IV. Routine Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
V.
Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
1. 2. 3. TPS To Scheduler Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154 Scheduler To TPS Error Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155 Employee Number Conversion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
VI. Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
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1: Introduction
1:
Introduction
Example Of ANSOS Scheduling Interface Components
DDI Products TPS-ANSOS TPS Interface ! TPS Scheduler Other DDI Products Atwork Products ATLINK ANSOS
Other Atwork Products
1.
What is the Scheduling Interface?

TPS can link to various employee scheduling software packages made by other companies. These packages include ANSOS, One-Staff, AcuStaf, Res-Q RN and ResQ RN for Windows. TPS uses an add-on package called a scheduling interface. This package has three functions.
s
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 can convert numbers from one system to the ones used by the other. To use the scheduling interface, you must have both TPS and TPS Scheduling. You will probably install all three of these components at the same time. The scheduling interface for each third-party package (ANSOS, One-Staff, AcuStaf, Res-Q RN and Res-Q RN for Windows) are all separate packages. A system can have more than one of these packages installed.
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2.
a.
Advantages To The Scheduling Interface.

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 make entries. 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 compare scheduled 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 leave reversion 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 party system can be loaded into the TPS time transaction file. For example, scheduled nonproductive time (such as vacation) and other types of time (such as on-call time) can be entered once in ANSOS. Once the system transfers and loads the information from ANSOS, run the Load Schedule To Time File function in TPS to convert passed schedule 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 into payable time using the TPS Pay To Schedule feature. TPS can calculate payable time for clocking exempt employees based on scheduled work hours imported from the scheduler and Exempt Clock In records imported from TACS. When these records are compared in TPS, exempt employees are paid based on the time scheduled on the days 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 allows employees to call from any Touchtone phone and receive schedule, time worked, and benefit balance information. If both TSIS and a third-party scheduler are linked into TPS, this permits employees to access TPS and scheduler data via Touchtone phone.
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1: Introduction
3.
Using The Interface

While the scheduling interface is a separate product from TPS, you run the scheduling interface from the TPS custom function menu (Character) or from the TPS Scheduling program (Windows). For the Windows TPS products, you will run the interface from the TPS Scheduling module. Since the scheduler works like a part of TPS, most interface functions can be batch scheduled. Batch scheduling in TPS allows the system to run selected programs automatically at certain times of the day or week. If you automate this process, very little 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 compatible with TPS. While the version you receive will be limited to the scheduler you actually use, the vast majority of the text is universal to all scheduling interfaces. Note the following issues:
s
If the reference is to ANSOS, One-Staff, AcuStaf, Res-Q RN or Res-Q RN for Windows, and the statement made can apply to more than one of these systems, the system 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 to avoid confusion with the third party scheduler. Illustrations that provide examples of basic functions will generally be for ANSOS systems. This is because ANSOS is the most widely used scheduling system at the time of this writing. If your system is not ANSOS, simply consider these examples of an analogous system. The principles are the same.
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1: Introduction
5.
Version Compatibility
There are a number of scheduling interfaces, each for a different scheduler. Each interface is a product of DDI, and is updated in sync with changes in both the appropriate scheduler and TPS. It is important to note that each third party scheduler, TPS, and each scheduling interface have an independent version number. If you update either TPS or the scheduler, contact your DDI account manager to confirm that the scheduling interface remains compatible with both systems. If you are using a version number that falls between two ranges on this list, it simply means use the version released most recently before your currently installed version. For Res-Q RN, the interface version listed is also compatible with earlier scheduler 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.
Scheduler Interface Compatibility

Interface Version Interface 1.3.2 and higher Interface 2.7.2 and higher Interface 1.7 .1 Interface 3.0.4 Interface 3.0.5 Scheduler Version * OneStaff 12, 12.5, and 14 * ANSOS 3, 4, and 14 AcuStaf 8.2 Res-Q RN 3.9.1 Res-Q RN 3.9.1, and Res-Q RN 2.02W TPS Version TPS 6.3.4 - 6.4 TPS 6.3.4 - 6.4 TPS 6.3.4 - 6.4 TPS 6.3.4 and up TPS 6.4.7 and up
Use the six digit date option offered by vendor.
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1: Introduction
A.
The Purpose Of This Manual

This manual describes how to connect TPS to a third-party scheduling program. TPS supports links to ANSOS, One-Staff, AcuStaf, Res-Q RN and Res-Q RN for Windows. 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
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1: Introduction The Scheduling Interface System
I.
A.
The Scheduling Interface System

Software Components
The diagram and list of components below is for ANSOS. If you use a scheduling package other than ANSOS, this should still give you an idea of what components are used. The only difference between this diagram and your configuration will be that your system will use your scheduler vendors equivalent to Atlink.
TPS-ANSOS Interface
TPS " ANSOS Interface
TPS
TPS Scheduler
Employee No. Translation
ATLINK
ANSOS
ANSOS " TPS Interface
a.
Software Components TPS. . . . . . . . . . . . . . . . . . . . . . . . . . . . .TPS stands for Transaction Processing System. TPS applies your facility pay policy and related information to pay transactions. Your Payroll and/or Human Resource departments use TPS to track time and attendance transactions and benefit information. This information is then transferred to the payroll system for processing into paychecks and other compensation.
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ANSOS (third party scheduler). . . . . .One of the scheduling packages supported by this interface is ANSOS. ANSOS (Automated Nurse Staffing Office System) is a nurse scheduling software package created by Atwork Corporation. ANSOS is used for position control, scheduling, staffing, and management reporting. TPS Scheduler . . . . . . . . . . . . . . . . . . .TPS Scheduler is a DDI extension to TPS, designed to integrate scheduling-based pay functions directly into TPS. TPS Scheduler can work independently, or with data from a third party scheduler. The scheduling package interface allows the scheduler to read and use transactions from a third-party scheduling package. Atlink (ANSOS/One-Staff only) . . . .Atlink is a flat file format specification for communication with Atwork products, including ANSOS and One-Staff. They are able to import and export files meeting this specification to third party software packages. TPS ANSOS Interface . . . . . . . . . . .This procedure extracts time transaction records from TPS resource files and converts it into a file 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 TPS Scheduler readable record format. These records, in turn, are added to the appropriate files in TPS Scheduler. Employee No. Translation . . . . . . . . . .Normally, this program is not used. If the Employee Number fields in ANSOS and TPS are different for each employee, this function creates a comparison table based on an ANSOS Employee Number field in TPS. Run this utility to create the comparison table before running the scheduling package to TPS side of the interface.
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B.
Typical File Components
ANSOS To TPS Interface

Destination File #$TPS Time Transaction File Destination File #$TPS Employee Schedule File Schedule ANSOS To TPS Reference Files #$Daily Schedule Definition File #$Employee Number Translation File Edit ANSOS " TPS Interface
Load Schedule
% Schedule Transfer File

From ANSOS
%$ANSOS To TPS Translation Table
TPS To ANSOS Interface

Edit
%$TPS To ANSOS Translation Table

TPS To ANSOS Reference Files #$Employee Master File #$General Control File TPS To ANSOS Source File #$TPS Time Transaction File #$TPS Pay Summary Files TPS " ANSOS Interface
Edit Edit
% Time Transfer File

To ANSOS
Again, this example lists ANSOS components. The interface components each use a specific set of files. These files are shown in the illustration above. Note on the left side 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. For example, the control file allows the interface to determine the length of the employee number. It can then use this length to read the employee file correctly.
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2.
a.
Control Files And Translation Table Files

Control records, defined A control file contains switches that turn specific translation functions on and off in the interface program. For example, a control switch turns employee number translation on if needed, or off if it is unnecessary at your facility. You will configure all control records during installation. Control records direct the interface to perform special functions that vary from the default translation method. For example, if employee numbers in TPS are different from the ones in the third party scheduler, you can enter a control record commanding the interface to convert the employee numbers rather than use the original employee numbers from the source file of the interface. Control records are analogous to switches in operating system commands.
b.
Translation tables, defined The translation table contains a set of records that convert standard codes in one side of the interface into standard codes on the other side. For example, in ANSOS to TPS, these codes convert ANSOS tours and shifts into TPS schedule codes. In TPS to 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 time transaction file, TPS employee master file, and TPS general control file. It then uses the 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 the translation table are in the same text file. The control information is at the beginning of this file, with the balance being translation table entries. One-Staff supports multiple translation tables, so it has a separate control file. The translation tables are stored in one or more files, which are labeled by division code. Use a text editor to modify these sections for use with your TPS and ANSOS configurations. If you are using both directions of the interface, you need control and translation files for export from TPS and a second file or set of files for import into TPS. If your facility chooses to run the interface in only one direction, you only need to create the appropriate translation table.
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TPS Scheduling Addendum d.
Editing control records and translation tables To edit translation tables on the TPS system, use a text editor. For Unix, use vi or another UNIX text editor. For a Windows system, you can use Notepad. A sample file should be included with the interface installation disks. You can simply edit these files as needed for your configuration. If needed, you can also print these files from the editor.
3.
Transfer Files
These are flat, sequential text files that contain the schedule information in a format that can be read by both TPS and the third party scheduler. TPS and scheduling packages communicate by transferring sequential (text) files between machines. By using this method, both systems avoid directly changing each others files. The sequential transfer file meets a transfer specification set by the manufacturer of the scheduling 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 to work with third party systems such at TPS. When transferred from ANSOS to TPS, this sequential file contains schedule records. When transferred from TPS to ANSOS, this file contains time transaction information. These files share an identical format, but the information carried within the files may be slightly different.
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1: Introduction Transferring 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 that runs your scheduling program is probably not the same box running TPS. This means that the transfer files must be sent over a network. (In the past, we also supported transfers by floppy disk. This can still be done if you have a network failure or an older system.)
1.
Network Transfers
If both systems are networked together, you can automate the issue of transferring and importing the files. While neither TPS nor the typical scheduling package supports the file commands internally, they can call network operating system scripts that transfer files between machines. The scripts can be configured to run automatically in TPS, ANSOS, One-Staff, and other systems. In TPS, this scripting function is handled using the TPS Batch Schedule feature, included with TPS. Your scheduling system is probably compatible with a third-party DOS or Windows scripting function. Contact your scheduling package vendor for details. By running automated extraction, transfer, and import processes on both ends of the interface, the transfer process can be completely automated. Only corrective maintenance 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 by floppy disk between machines. This option was developed at a time when networks were the exception rather than the rule among DDI clients. While networks are fairly universal now, this option is maintained for backup in case your network fails or is shut down for maintenance. This process would need to run at least once per pay period and as often as once per day. Even without the network connection, import and export functions can be automated. For example, the file can be automatically placed on the floppy by ANSOS at 11:00 AM, then automatically read from the floppy by TPS at 2:00 PM. In this case, the system operator need only make certain to remove the transfer disk from the ANSOS machine after 11:00 AM and place it in the TPS machine drive before 2:00 PM. If the transfers are bi-directional, the disk must then be taken back to the ANSOS machine for transfer of TPS information to ANSOS while a second set of scripts is run.
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3.
Where To Find The Scheduling System

Scheduling systems come in two configurations - single user and multi-user. The destination 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 that PC. If the package runs on a file server or stores information on a file server, TPS must 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 of imports and exports. Nor is there a limit on the number of record-days that can be transferred. ANSOS documentation implies there should be either one or two weeks between transfers, but your situation may vary. The number of transfers should at minimum 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 (say once per week), or the reporting needs of management (ranging from once per day to once per pay period), whichever occurs more frequently.
The hard disk capacity of the TPS unit and the scheduling system can limit the amount 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, the frequency of transfer should also match your Scheduled Versus Actual reporting needs in either system, as needed by management. If you send information from TPS to the scheduling package, you have the option to send Pay Summary files or Time Transaction files. Time transaction information can be sent anytime, but will not include information calculated by the pay report, such as leave 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 begins on the next page.
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5.
Growth Factors
The following issues place an expansion need onto the system:
a.
s
For both directions of the interface: The amount of time that can pass before management considers report information outdated in the scheduler or TPS. The number of times per day/period when a manager, supervisor, and/or employee needs to view scheduled versus actual time report information from your scheduling package 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 or network and the time when the system can be detected, fixed, and brought back on line.
b.
s
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 of times the pay report is run. More frequent recalculations leave current information available more often.
c.
s
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 schedule information.
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6.
System Limits
The issues below limit the data storage space and the frequency of updates.
a.
s
For both directions of the interface: The restart schedule of TACS and TSIS on the TPS unit. Schedule-related file transfers cannot happen at the same time as transfers to other TPS-related units. The speed of the network.
b.
s
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 of exports to the scheduling package is limited to the number of times the pay report is run. This can be anywhere from daily to bi-weekly.
c.
s
For scheduling to TPS: The amount of hard disk space on the TPS unit that can be used for schedule information. For the maximum, both TPS and a system like ANSOS can handle up to six schedules per employee per day for up to 364 days. TPS Schedules can exist for past periods even if the equivalent records in ANSOS are deleted. This allows you to compare worked to schedule in TPS without needing to duplicate the data (and therefore the drive capacity) in ANSOS.
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7.
Other Issues
TPS can store schedule data for a longer period of time than it receives from the scheduler. Therefore, you have the option to maintain expired schedules on TPS for a longer period than on the scheduling system. Expired schedules in TPS must be deleted manually as part of your maintenance routine. Check your scheduling package documentation for the current limitations of your scheduling and time transaction databases.
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1: Introduction Batch Scheduling
III.
Batch Scheduling
The batch scheduling feature in TPS allows you to automatically run components of the TPS system, connected TPS systems, and operating system scripts at intervals ranging from once per hour to once per week. The batch scheduling feature, then, allows you to schedule the following functions to run automatically:
s
Run either or both directions of the scheduling interface to import schedules into 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 from the scheduling system. This transfer can be done on some networks by running a network file retrieval command within a UNIX script or DOS batch file. See your network administrator concerning the feasibility of this at your site. If both systems have access to a network file server, a directory on the server can be the transfer point. Since the transfer function can be scheduled, you must decide the optimal time to schedule each process. For example, if you are trying to send an updated file to the scheduling package, make certain TPS has created the file first. To automate functions on the scheduler system, some vendors recommend using third-party DOS scripting software. If your scheduler system is also automated, be certain 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 you schedule TPS to look for them.
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1: Introduction Batch Scheduling a.

s
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 Reference Manual 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 the data you manipulate to be outdated, unavailable, or slow in transfer. Scheduling at an inappropriate time could cause you to send outdated information, retrieve information before it is updated, or use the resources of the UNIX, network, or ANSOS system at a time when the system is under heavy demand by another operations. When you schedule batch transactions, remember the following issues:
Avoid running when TACS, TSIS, the payroll system, or any other system is scheduled to transfer data with TPS. This will slow down TPS and the network, and may cause a file read/write conflict within a TPS database. Additionally, if you are reading information as it is being written by TPS, the information you receive may be a mix of recently updated and due to be updated records.
Avoid other file intensive batch or manual operations, such as the pay report, at the 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 scheduling package has written the file recently. If you are copying a file to the scheduling package, make certain the scheduling package is ready to import the file shortly after the transfer.
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s
Take the usage of the scheduling package into account when scheduling. For example, try to update the scheduling package from TPS before reports are generated. Conversely, if data is added and verified in the scheduling package, send it to TPS shortly thereafter.
Avoid peak usage times of the network. A completely unrelated operation on the same network may cause a slowdown. Many types of network software can graph the usage of the network over time. See your network administrator for input on this issue.
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1: Introduction Steps 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 the Employee Number Translation component of the interface. This function can be batch scheduled. (see Running Employee Number Translation on page 145). When the interface is started, either manually (see Running TPS To A Scheduler on page 139) or by batch scheduling, the TPS to [scheduler] interface reads a record from the TPS Time Transaction file or Pay Summary file (depending on set-up). The interface reads the TPS employee file to check any employeespecific pay processing, such as meal deduction handling. The interface uses the translation table to assign the ANSOS tour and shift code equivalent values to the time transaction transfer record. When all records in the transaction file are translated, the interface program ends. If the interface program is batch scheduled, the batch scheduler will calculate the next start time for the interface program based on the current start time and interval between runs. It will also calculate the new date range as the interval plus the current date range. This information is stored in order to cue the next run of the batch scheduler. Either an automatic process or a user must now copy the time transfer file to the scheduler machine. You can write a UNIX script or DOS batch file to run as a batch process. From the scheduling package, read the transfer file and import it to the scheduling package database.
Either
System
System
System
System
Either
Either
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1: Introduction Steps In Processing b. Importing Schedules Into TPS 1 System
The scheduling package creates a transfer file for time and attendance. This transfer file is sent to the TPS unit. Start the interface, either manually (see Running Scheduler To TPS on page 142) or by batch scheduling. When the interface runs, the scheduling package to TPS interface reads a record from the transfer file. The interface uses the translation table to assign the TPS equivalent fields to the fields within the schedule record. The interface reads the TPS employee file to confirm that the scheduled employee has a scheduled status. For schedule records that match all TPS and translation table criteria, the TPS equivalent to the scheduling package transfer record is written to the TPS Employee Schedule file. If the record does not match the TPS criteria, an error message is generated and the scheduling package record is discarded.
2 3
Either Either
System
System
System
When all records in the transaction file are translated, the interface program ends. If the interface program is batch scheduled, the batch scheduler will calculate the next start time for the interface program based on the current start time and interval between runs. It will also calculate the new date range as the interval plus the current date range. This information is stored in order to cue the next run of the batch scheduler.
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2: Installing The Interface Steps In Processing
2:
Installing The Interface

To install the scheduling interface, follow the steps shown below. Each step is detailed in this chapter.
Installation Steps
Procedure 1 2 3 4 5 Copy the Interface Installation disk to TPS. Configure TPS to be aware of the interface. Switch on batch scheduling (if used). Decide on configuration issues. Create the control and translation table files. Page Copy The Interface Files To TPS on page 37 Switch On TPS Scheduling on page 38 Enable Batch Scheduling on page 45 Other Scheduling Processes In TPS on page 51 Scheduler To TPS: Scheduler To TPS Translation File on page 81 TPS To Scheduler: TPS To Scheduler Translation File on page 114 Configuring Employee Records on page 61 See the documentation that came with your third party scheduling package. Running Employee Number Translation on page 145 Troubleshooting on page 153 Batch Scheduling on page 149
6 9
Make any needed changes to the individual employee records. Configure the scheduler as needed and create an export file. Run employee number conversion (if needed). Check the results. Batch schedule if needed.
10 11 12
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2: Installing The Interface Steps In Processing
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2: Installing The Interface Interface Installation
I.
A.
1.
Interface Installation
Copy The Interface Files To TPS
Windows: Copy
1- Use the Windows File Manager/Explorer to copy the files from the floppy 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 place the 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 on the TPS unit. These files are discussed in Appendix A. The command above assumes the interface program is on a 3.5 inch disk.
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B.
1.
Switch On TPS Scheduling

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 you specify if the Load Schedule to Time File program should delete time transactions for the period for which it contains schedules. You have the following choices: Delete all . . . . . . . . . . . . . . . . . . . . . . . .This deletes all transactions for the period for which schedules are being loaded Delete for individual dates only . . . . .This only deletes transactions for individual dates on which schedules are present. For other dates within that period, existing time transactions will not be deleted. Do not delete any. . . . . . . . . . . . . . . . .This prevents existing transactions from being deleted by the Load Schedule to Time File program.
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 schedule information is extracted from TPS for TACS when you run the Extract for TACS feature of TPS. You can extract any number of days from zero through 99.
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5- Enter the Display Employee Number On Posted Schedule Report field The Employee number displayed on posted schedule report flag lets you specify whether the Posted Schedules Report will include the employee number of each person listed. You may want to leave the employee numbers off this report for security reasons.
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 an audit 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 be created for additions to employee schedules. This saves disk space, but doesnt keep records as complete as those of the other option.
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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. TPS Character - Switching On TPS Scheduling
TPS CONTROL FILE MAINTENANCE CHANGE/INQUIRE TPS VER 6.-.-.** SCREEN 2 **
SCHEDULING: 1. ARE YOU USING SCHEDULING? Y 2. TIME TRANSACTIONS TO BE DELETED N 3. SCHEDULE EXTRACT: NUMBER OF DAYS TO EXTRACT 4. CREATE SCHEDULE AUDIT RECORDS? Y 5. CREATE SCHEDULE AUDIT RECORDS FOR ADDS? Y
10
ITEM NUMBER TO CHANGE ?
___
6- Enter (Y) in the Are You Using Scheduling? field.
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TPS Scheduling Addendum 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 and employee as an existing TPS schedule record, ignore the scheduling package record. For all days and employees in the file received from ANSOS, delete any corresponding transaction that already exists in TPS and replace it with the scheduling package equivalent. For all days within file received from ANSOS, delete all schedule records that already exist in TPS. Replace the date range entirely with only ANSOS transactions.
8- Enter the Schedule Extract: Number Of Days To Extract field. Enter how many days of schedule information will be made available to TACS through the Extract for TACS function in TPS. Generally, the more frequently you update schedules in your third-party scheduler, the fewer days of information you want to send to TACS.
9- Enter the Create Schedule Audit Records field. Y N Maintain a log of changes and deletions to employee schedules. 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 to this option allows you to save disk space while still tracking changes and deletions. Y N Maintain a log of additions to employee schedules. Do not log additions to the schedule file.
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11- Press e to skip the remaining screens and return to the Control File Maintenance menu.
12- If scheduling was not active before you performed step 1, select Daily Schedule Definition from the TPS Back menu. Enter the appropriate daily schedule definitions. For more information, see your TPS Reference Manual.
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C.
Employee Number Conversion Label Setup

If employee numbers in TPS are different from the ones used in the scheduler, use this procedure. Otherwise, skip to the next section (Enable Batch Scheduling on page 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 employee records. For the label, enter something like "ANSOS Emp No". The label itself is fourteen characters long. The user defined field is ten characters, and this will hold the third-party scheduler employee number. Later, you will enter the scheduler employee number for each employee that uses the third-party system. This field is used in TPS Setup | System Maintenance | Maintenance | Employee | User Defined Fields.
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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. TPS Character: Control File Maintenance
TPS EMPLOYEE CONTROL FILE MAINTENANCE CHANGE/INQUIRE ** SCREEN 1 ** USER DEFINED FIELDS: SHORT LABELS: 1. LABEL 2. LABEL 3. LABEL 4. LABEL 5. LABEL 6. LABEL 7. LABEL MEDIUM LABELS: 21. LABEL 22. LABEL 23. LABEL 24. LABEL LONG LABELS: 31. LABEL ANSOS Emp No ITEM NUMBER TO CHANGE ? TPS VER 6.-.-.-
8. 9. 10. 11. 12. 13. 14.
LABEL LABEL LABEL LABEL LABEL LABEL LABEL
15. 16. 17. 18. 19. 20.
LABEL LABEL LABEL LABEL LABEL LABEL
25. 26. 27. 28.
LABEL LABEL LABEL LABEL
29. LABEL 30. LABEL
32. LABEL ___
3- Select an available field from the field type that is long enough to hold an ANSOS employee number. For reference, short fields are three characters, medium fields are six characters, and long 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 File Maintenance Menu.
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D.
Enable Batch Scheduling

For more information on batch scheduling, see Batch Scheduling on page 29. If you do not plan to use batch scheduling or if batch scheduling is already in use, skip this step and go on to Other Scheduling Processes In TPS on page 51.
1.
a.
Windows: Turn On Batch Scheduling

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. Once this is active, the remaining fields in this box are enabled, and the batch scheduling features within TPS are enabled. If you turn this feature off, the batch scheduled programs you have created will still be listed in the schedule. They will simply not be run 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 scheduling import or export. For example, you can run a batch that grabs the file from the scheduler 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 the exported file to the scheduler box. If you select this flag, the system will prompt anyone batch scheduling a task for the file path, filename, and parameters associated with the script they intend to run before or after the process. You can even set two different scripts to run, one before and one after the batch, or simply not run a script. As a general rule, if you can run the process 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.
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2: Installing The Interface Interface Installation b. Switching Batch Scheduling On And Off
Once you enable and configure batch scheduling, you can switch the Batch Scheduling program on. Batch scheduling runs in the foreground, meaning that you really can't do anything with the PC running batch scheduling until you turn off the process. 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 Setup application. Then, proceed as follows:
1- Select the following: System Maintenance | Batch Scheduling | Start
2- Enter the date and time when you want batch scheduling to automatically switch off. For a PC that is not dedicated to running batch scheduling, this should be the next time you plan to use the system. For a PC that is dedicated to running batch scheduling, this should be at least a year out.
3- Click OK.
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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, depending on how your system is configured. Enable batch scheduling - TPS Character 6.x
TPS CONTROL FILE MAINTENANCE CHANGE/INQUIRE TPS VER 6.4.-.J ** SCREEN 5 **
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18.
MISCELLANEOUS: DISPLAY CLOCK TIMES IN HUNDREDTHS? N DAYLIGHT SAVINGS TIME, DATES: SPRING 04/05/98 FALL 10/25/98 DAYLIGHT SAVINGS TIME, TIMES: SPRING 2:00 FALL 2:00 CLASSIFY A LACK OF DST ADJUSTMENT AS AN ERROR? N DOES YOUR PRINTER USE BOTH SIDES OF THE PAPER? N REDUCE OVERTIME ELIGIBLITY LIMIT FOR WEEK WITH HOLIDAY? N ARE YOU USING PAY CONFIGURATION OVERRIDES? Y EMPLOYEE DEFAULT PAY CONFIGURATION D DURING THIS PAY PERIOD, HAVE YOU CHANGED GRACE PERIOD RULES? Y REPORT LAYOUT 1: 132 COLUMNS: NUMBER OF LINES PER PAGE 60 REPORT LAYOUT 1: USE REPORT DISTRIBUTION LINE? N REPORT LAYOUT 2: 80 COLUMNS: NUMBER OF LINES PER PAGE 60 REPORT LAYOUT 2: USE REPORT DISTRIBUTION LINE? N ARE YOU USING BATCH SCHEDULING? Y DIRECTORY TO STORE BATCH FILES: /ddi/tps/batch/ ARE YOU USING SCRIPT SCHEDULING BEFORE/AFTER PROGRAM? Y CAN EMPLOYEES CHANGE THEIR PASSWORD VOLUNTARILY AT LOG-IN? N FORCE EMPLOYEES TO CHANGE THEIR PASSWORD AFTER DAYS ___
ITEM NUMBER TO CHANGE ?
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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 for batch scheduling. This is a sequential file that TPS uses to store information about your 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 trailing slash (/).
ARE YOU USING SCRIPT SCHEDULING BEFORE/AFTER PROGRAM?
The third prompt asks if you want to use "script scheduling," which is simply the ability to run a shell script just before and/or after a batch-scheduled program. This feature allows you to automate the file transfers between TPS and the scheduling system. For example, you can run the TPS To Scheduler export, then run a script afterward that copies the file you just created to the scheduler using a file transfer command.
b.
Changing the ANSOS file name A file imported from ANSOS is called ansosttm, but it must be renamed to ansos before 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 switch the batch scheduling daemon on. Once you do this, TPS will start the daemon process. The daemon will now run in the background and check for batch scheduled tasks every few minutes. This process will not stop until you shut the daemon down by returning to this screen and switching the feature off.
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1- Select the following: Back Menu | Special Function Menu | Batch Scheduling The system displays the screen below. Switch batch scheduling on - TPS Character
PLEASE SELECT 1
1. BATCH SCHEDULE MAINTENANCE 2. PRINT BATCH SCHEDULES 3. ENABLE/DISABLE BATCH SCHEDULING
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 is here that the feature is actually switched on. This is analogous to turning on a circuit breaker, then a light switch. If you switch batch scheduling off, it sets a flag in the TPS Control File. The next time the batch scheduling daemon "wakes up", it checks that flag, sees that the flag is turned off, and terminates its own process.
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Page 50
2: Installing The Interface Other Scheduling Processes In TPS
II.
Other Scheduling Processes In TPS

Since the scheduling interface bypasses manual entry of schedule information in TPS Scheduler, most functions of TPS Scheduler can be ignored. However, several functions remain vital to the scheduling process. These functions ultimately allow an employee to be paid based on schedule transactions. Once schedules are translated into TPS schedules, they will appear on several TPS reports. You have the option to pay employees based on scheduled time. There are three 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 is not a single item in TPS but a series of added menu items throughout TPS. In Windows editions of TPS, a separate TPS Scheduler icon allows you to control these items. For more information on each area, see the appropriate sections of your TPS Reference Manual or help system.
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A.
Selecting A Schedule-To-Pay Method

The system you use depends mainly on your personnel structure and policy. If both scheduling and payroll are handled by the same personnel, this decision is somewhat arbitrary. If these functions are handled by different departments, you can align the way 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 shifted from TPS Scheduler to TPS Time Maintenance. Each of these functions may have different security settings. Therefore, the movement of data from scheduling to time transaction functions also shifts editing and review responsibilities from personnel using 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 Human Resources or Payroll departments, the selection of a schedule-to-pay interface method becomes a critical issue of responsibility. If TPS is decentralized to allow supervisors direct access to TPS records, the issue becomes more arbitrary.
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B.
Loading Schedules To Time Files

This process takes schedule files and, when dictated by the employee record, converts the schedule records into time transaction records. Depending on the employee record, the procedure can transfer nothing, non-clocked schedules, or both clocked and non-clocked schedules to the time transaction file. Additionally, the employee record can set protection for converted schedule records. The protection flag on each time record from the scheduler will allow or prevent users from making changes in TPS time maintenance. These transactions may be later viewed in Time Maintenance, on the Clocking Transaction Report, the Pay Report, and the Time Audit Report. In the source code column 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. For more information, see the Load Schedule To Time File in the TPS manual or help.
a.
s
Advantages of loading schedules to time files By placing all time transactions sent to payroll in the hands of the ones running the pay report, the payroll personnel have the ability to fix any error detected in the pay report without needing access to schedule information. Payroll personnel can access and correct all records used by the pay report from the Time Maintenance program. Payroll personnel do not need to access schedule records.
b.
s
Disadvantages of loading schedules to time files If responsibility is moved from schedule personnel to time transaction personnel, this could provide conditions for miscommunication or accountability issues. If an employee reports a problem with the schedule, the department where the employee reports the problem becomes a moving target, depending on when the schedule is converted.
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C.
1.
Pay To Schedule Options

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 time transactions. If these transformed records are in unprotected mode, they can be changed using TPS Time Maintenance. Therefore, your only options in Load Schedule are to edit in the scheduler before transfer, then allow or disallow edits after transfer using Time Maintenance. This option would force transaction editors to use two 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 made in the scheduler (either the third-party scheduler or TPS Scheduler) to change the pay received.
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 the day or shift to activate payment based on schedule.
a.
s
Advantages of pay to schedule (both clocked or non clocked) Schedule personnel have the ability to update schedule information right up until the pay report is run. If scheduling personnel are uncomfortable with payroll having full edit access to the TPS Scheduler system, this option should be more appealing.
b.
s
Disadvantages of pay to schedule (both clocked or non clocked) This option forces payroll personnel to have access to both scheduling and payroll systems.
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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 are using a third party scheduler, you need only deal with the Print Schedules and Purge Schedules functions. Each Employee Schedule Maintenance option is discussed below. Maintaining/Copying Schedules . . . .Since you are using a third party system for these items, you can ignore these options. Printing Employee Schedules . . . . . . .Print Employee Schedules allows you to print schedules for ranges of employees or department types. You can also print each employee's schedule on a separate page. This allows you to distribute individual copies to each employee. Purging Employee Schedules . . . . . . .Purge Employee Schedules allows you to delete outdated employee schedules. You can purge daily schedules for one employee, for all employees in a department type, or for all department types. Once you select an employee or department range, you can select a date range. Note that you should only purge schedules that apply to closed pay periods. This option cannot be batch scheduled, therefore it will become a part of your TPS maintenance routine. Run this process once per pay period. See the Employee Schedule Maintenance/Purge Employee Schedules section of the TPS Reference Manual or help system for details.
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2: Installing The Interface Configuration
III.
1.
Configuration
Checklist
Before you install the interface, you must compare your needs and your environment in the scheduler and TPS. While the interface is bi-directional, some facilities choose to implement only one direction of the interface. Configuration Checklist
General Issues
Are employee numbers identical in the scheduler and TPS? How often do you need to delete out-of-date schedule data in TPS? Yes
Use?
No
Scheduler To TPS Issues: Hours and Times Do you want to retrieve hours and times from the scheduler? This is the most feasible option in almost all cases. - (If Yes) When transferring time to TPS, do you want to add TPS meal deductions to the time sent (e.g., ANSOS Minutes Of Tour) when calculating the TPS End Time field? Update method Which TPS update strategy do you want to use? - Do you want to delete TPS schedules for the entire date range of the scheduling interface run, then replace the TPS records with scheduler records? - Alternately, do you want to delete TPS schedule records only when the date and employee on the scheduling package record overlaps the date and time of the existing TPS schedule record? Is The Unit Field Larger Than 6 Characters? Continued Yes No Yes No
Yes
No
Yes
No
Yes
No
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2: Installing The Interface Configuration Configuration Checklist
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 to the time file so they can be viewed and changed in Time Maintenance? - In Time Maintenance, does your facility want users to have edit privileges for transactions imported from the scheduler? Alternately, users could simply view transactions from the scheduler. Pay To Schedule Issues (This is mutually exclusive with Load Schedule, above) Will you want some or all employees to be paid directly from non-clocked and on-call schedules? - Will your facility want changes to be made through a scheduling system (the third party scheduler or TPS Scheduler) instead of Time Maintenance? Will your facility want some or all exempt employees who use the third party scheduler to be paid directly from clocked schedules when the employee clocks in? - Will your facility want changes to be made through a scheduling system (the third party scheduler or TPS Scheduler) instead of Time Maintenance? Yes Yes No No All Some None
Edit
View
Yes
No
Yes
No
TPS To Scheduler Issues

When transferring time to the scheduler, do you want to add meal deductions to the TPS Time Worked when calculating time for the scheduler (e.g. ANSOS Minutes Of Tour)? Yes No
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A.
Configuration Outline
While the interface is bi-directional, some facilities choose to implement only one direction of the interface.
Configuring TPS Scheduling I

1
Configure TPS to handle scheduling.

Select Use Scheduling in TPS Setup (Windows) or the control file (Character). For each employee, set up the following items in the Employee file: A B C D Use Scheduling, Select (A)nother Scheduler Select Load Schedule, Select (Y)es or (N)o (Mutually exclusive with C and D, below.) Select Pay to Non-Clocked, Select (Y)es or (N)o Select Pay To Clocked. For exempts, select (S)cheduler or another value.
II
1 2
Do you want to send files from the scheduler to TPS?

Use a text editor to edit the scheduler/TPS translation table. Are the employee numbers different in TPS and the scheduling package? A B C Have the scheduler employee number in TPS Employee file/User Defined field. Edit the Scheduler To TPS translation table. Run the employee translation function in the interface.
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Configuring TPS Scheduling (Continued)

III Do you want to send files from TPS to the scheduler? 1 2 Use a text editor to edit the TPS to scheduler translation table. Are the employee numbers different in TPS and the scheduler? A B Have the scheduler employee number in TPS Employee file/User Defined field. Edit the TPS to scheduler translation table for employee number processing.
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2: Installing The Interface Configuring Employee Records
IV.
Configuring Employee Records

Several features of the TPS/Schedule interface are configurable on an employee-byemployee basis. Therefore, one employee may be paid to schedule, another have the schedule and actual hours listed side-by-side in the Clocking Report, and a third have no schedule data. Before you perform this procedure, decide the following issues: Load Schedules To Time File . . . . . . .Do you want to execute a function that creates time transactions from schedules? Time transactions can be changed in TPS Time Maintenance. For each individual employee, do you want to load only non-clocked schedules or both clocked and non-clocked? Do you want to pay to schedule for on-call time? Do you want the time transactions converted from schedules to be protected from changes in TPS Time Maintenance? Pay To Non-Clocked Schedule . . . . . .If you do not want to load schedules, do you want the employee to be paid directly for nonclocked (and on-call) scheduled time? To change how each employee is paid, you must change schedules in the third party system or TPS Scheduler. Pay To Clocked Schedule . . . . . . . . . .If you do not want to load schedules and the employee you are editing has a clocking exempt status, do you want a clock code 1 to cause the system to pay the employee directly from clocked schedule records? For days with an actual clockin, to change how the employee is paid, the record in either the third party or TPS scheduler must be changed.
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A.
Procedure
Based on your configuration needs, perform the following procedure for each employee 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 whether the employee is using no scheduling, the Scheduling feature of TPS, or a third-party scheduling program (the TPS with schedule interface option).
3- Select Exempt Processing Options This is found at TPS Setup | System Maintenance | Maintenance | Employee | Exempt Setup
4- Select one of the following options. Auto generate . . . . . . . . . . . . . . . . . . . .This causes TPS to create worked hours for this employee automatically, based on the standard worked hours you enter in the Exempt Hours window. If you use this feature, the employee is not required to clock in at all. Check in . . . . . . . . . . . . . . . . . . . . . . . .This requires the employee to enter a Clock Code 7 once a day. The standard hours will be used, as with Auto generate. Clock in/out . . . . . . . . . . . . . . . . . . . . .This requires the employee to clock in and out with Clock Codes 1 and 9. The Exempt Hours window will still be used to generate the employee's payable hours, however.
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Pay to schedule . . . . . . . . . . . . . . . . . . .This can only be used if you have Scheduling enabled. Hours will be generated for the employee based on his/her schedule. If you are using this option, the Pay to Schedule box lets you specify whether to require the employee to clock in (with a Clock Code 7) once a day or once 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 a Clock Code 7) once a day, regardless as to the number of shifts worked. One Check In Per Schedule . . . . . . . .This requires the employee to clock in (with a Clock Code 7) once per schedule, regardless as to 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 | User Clock Code Eligibility.
7- In the field labeled for the scheduler employee number, enter the employee number used by the scheduler.
8- Repeat this for each employee using the third party scheduler.
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2: Installing The Interface Configuring Employee Records b. For TPS Character
1- From the Back Menu, select Employee Maintenance.
2- From the Employee File Maintenance Menu, select Change/Inquire Employees. If you are entering schedule set-up for a new employee, select Add New Employees and set the fields below along with the remaining employee information. The system displays the screen shown below. TPS Character: Employee File Maintenance
EMPLOYEE FILE MAINTENANCE CHANGE/INQUIRE * 1. EMPLOYEE NO 123456789 GENERAL: 3. SOC SEC NO 123-45-6789 TPS VERSION 6.-.-.** SCREEN 1 **
2. Roberts, Sandy L.
4. STATUS
5. EXEMPT STATUS
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 SCHEDULING: 15. USE SCHEDULING? 16. RESTRICT EARLY IN? ITEM NUMBER TO CHANGE ?
7 :00
14. END
15:30
Y Y ___
17. LOAD SCHEDULE TYPE 18. PAY NONCLOCK SCHED?
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 the TPS time file. If you select this option, the system displays the Pay To NonClocked prompt. Enter (Y)es to pay to non-clocked schedules.
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TPS Scheduling Addendum NC
Convert only non-clocked scheduled transactions into TPS time records. These include clock codes 82 and 89. Convert only non-clocked scheduled transactions into protected TPS time records. These include scheduled clock codes 82 and 89. Protected records cannot be altered in time maintenance once loaded into the time file. Convert both clocked and non-clocked scheduled transactions to TPS time transactions. This typically will only apply to exempt employees. Convert both clocked and non-clocked transactions to TPS protected payable time transactions. Protected records cannot be altered in time maintenance once loaded into the time file.
NP
BO
BP
5- Press e to continue to Employee Maintenance Screen 4. This screen is shown below. Employee File Maintenance, Screen 4
EMPLOYEE FILE MAINTENANCE CHANGE/INQUIRE ** SCREEN 4 ** TPS VER 6.-.-.-
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
6- In the Pay To Clocked Schedule field, select one of the following:

x
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 you are entering new information for existing employee records, leave the contents of this field unchanged. See your TPS manual for details.
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7- If you select Pay To Clocked Schedule in step 6, do the following:

x
To require an exempt check in transaction for each day with at least one clocked schedule, 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:

x x
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 CHANGE/INQUIRE USER DEFINED FIELDS: SHORT FIELDS: 1. 2. 3. 4. 5. 6. 7. MEDIUM FIELDS: 21. 22. 23. 24. 25. LONG FIELDS: 31. ANSOS Emp No 12345 ITEM NUMBER TO CHANGE ? ___ 26. 27. 28. 29. 30. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. TPS VER 6.-.-.EMP NO: 123456 Carl Palmer
**
SCREEN
**
32.
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10- Select field labeled as the scheduler employee number. You configured this issue in the installation process, Employee Number Conversion Label 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 Employee Maintenance Screen 1. 13- Edit another employee record, or press the g key to return to the File Maintenance Menu.
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3: Scheduler To TPS Interface Configuring Employee Records
3:
Scheduler To TPS Interface

The Scheduler To TPS Interface component converts data imported from the third party scheduler into the TPS schedule information. The interface uses the Schedule Translation Table to match the appropriate codes in the scheduler with the corresponding codes in TPS. If the employee numbers in the scheduler and TPS are different, the interface will also need the TPS Employee Number Translation file. After verification and conversion, the scheduler schedule records are written to the TPS Employee Schedule file. Additionally, the interface creates a report listing how many records were converted and any errors that occurred during translation. If you also convert schedules into time transactions, you must run a separate procedure in TPS called Load Schedules To Time File. Alternately, you can pay employees directly from clocked and non-clocked schedule records in TPS.
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A.
Files Used by The Interface

The Scheduler To TPS Interface uses the files listed below.
1.
a.
Input File
Sequential file from scheduler The file is either transferred by the scheduler to the TPS unit, or retrieved from the scheduler unit as part of a TPS batch process. This file contains all schedule records exported from the scheduler for use by TPS.
2.
a.
Output File
TPS Employee Schedule file This file in TPS contains employee schedule records for use by TPS and connected systems. TPS uses this file to run comparisons of actual versus scheduled work, to pay to a clocked schedule for clocking-exempt employees, and to pay non-clocked schedule time. Alternately, you can load schedule records to the TPS time transaction file.
3.
a.
Reference Files
Sequential Translation file The translation table file contains two sections. Use a text editor to modify these sections. The first section, called the Control Section, contains switches that turn specific translation functions on and off in the interface program. For example, a control switch turns employee number translation on if needed, or off if it is unnecessary at your facility. You will configure all control records during installation. The second section, called the Translation Table, contains a set of records that convert standard codes in one side of the interface into standard codes on the other side. In Scheduler to TPS, these codes convert tours and shifts into TPS schedule codes.
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TPS Scheduling Addendum b. TPS Daily Schedule Definition
This file contains the master schedule records used in TPS. For example, a schedule definition contains the clock or pay codes associated with the schedule. A daily schedule definition record must be assigned to each record interpreted by the interface.
c.
Employee Number Translation Table (Optional) If the employee numbers are different in the scheduler and TPS, you must create and maintain this file. If used, the interface will use this file to match the scheduler employee data with the appropriate TPS employee records.
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4.
The Employee Schedule File

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

TPS Emp. Schedule Field Employee Number Date Schedule Code Clock Flag Time In Source of Data ANSOS or Employee Number Translation File ANSOS Date Field Translation Table Schedule Code Field TPS Daily Schedule Definition File Depending on the control flag, this information could come from the ANSOS Start Time field or the TPS daily schedule definition file. If this file is based on information from ANSOS, this value equals the scheduler Start Time plus the ANSOS Minutes Of Tour, possibly with meal deduction rules applied. If the Time In and Payable Hours fields are not from ANSOS, this is from TPS Daily Schedule Definition. TPS daily schedule definition file If this file is from ANSOS, this field is translated from the ANSOS Minutes Of Tour field. If this data is not from ANSOS, it is from the TPS Daily Schedule Definition file. TPS daily schedule definition file ANSOS Shift Of Tour field TPS daily schedule definition file ANSOS Unit field
Time Out
Pay Code Payable Hours
Clock Code Shift Identifier Worked Indicator Flag Department Worked
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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. The records 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 per batch file transfer, followed by one record per day, per employee.
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3: Scheduler To TPS Interface Scheduler To TPS Transfer Files
I.
A.
1.
Scheduler To TPS Transfer Files

AcuStaf Transfer File Format
AcuStaf Transfer File Parameters
The basic format of the transfer file for AcuStaf is shown below.

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 otherwise noted. D Numeric with implied decimal point, Right justified, zero filled Empty is zeros unless otherwise noted. C Alphanumeric, Left justified, space filled. Sort Order Primary: Employee Number
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Secondary: File Types and File Contents Header File: Detail File: Date Start Date, followed by number of days in the file. Date, employee, and transaction data. There can be more than one schedule record per employee. acustaf acustaf (If your site uses both interfaces, watch that one file does not overwrite the other.
File Name
From AcuStaf: To AcuStaf
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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. The records 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 per batch file transfer, followed by one record per day, per employee.
AcuStaf To TPS Transfer File Structure - SHORT version

Record Header Record Size 6 2 164 Data Records Tour 1 6 10 4 1 4 4 6 Tour 2 Tour 3 Tour 4 Tour 5 Tour 6 18 18 18 18 18 Position 1-6 7-8 9 - 130 1-6 7 - 16 17 - 20 21 22 - 25 26 - 29 30 - 35 36 - 54 55 - 73 74 - 92 93 - 111 112 - 130 Type N N A N A N N N N A -----AcuStaf Name Date of the first day of the date range contained in the file. Number of days in the date range contained in the file. Spaces. Date Of The Data To Follow Employee Number (ascend. key) Start Time Of Tour Shift of Tour AcuStaf Code For Tour Paid Minutes Of Tour Unit Same as 17-35 for second tour. Same as 17-35 for third tour. Same as 17-35 for fourth tour. Same as 17-35 for fifth tour. Same as 17-35 for sixth tour.
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AcuStaf To TPS Transfer File Structure - LONG version

Record Header Record Size 6 2 231 Data Records Tour 1 6 11 4 4 4 1 4 10 10 Tour 2 Tour 3 Tour 4 Tour 5 Tour 6 37 37 37 37 37 Position 1-6 7-8 9 - 239 1-6 7 - 17 18 - 21 22 - 25 26 - 29 30 31 - 34 35 - 44 45 - 54 55 - 91 92 - 128 129 - 165 166 - 202 203 - 239 Type N N A N A N N N N A A A -----AcuStaf Name Date of the first day of the date range contained in the file. Number of days in the date range contained in the file. Spaces. Date Of The Data To Follow Employee Number (ascend. key) Start Time Of Tour End Time Of Tour Paid Minutes Of Tour Shift of Tour AcuStaf Code For Tour Unit Spaces. Reserved for future use Same as 18 - 54 for second tour. Same as 18 - 54 for third tour. Same as 18 - 54 for fourth tour. Same as 18 - 54 for fifth tour. Same as 18 - 54 for sixth tour.
a.
Header Record Start Date . . . . . . . . . . . . . . . . . . . . . . .MMDDYY Format. This is the date the AcuStaf user selected to be the earliest date to include in the export file. If the month or day are single digits, leading zeros are entered. (i.e., January 1, 1998 would be entered as 010198).
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Number Of Days . . . . . . . . . . . . . . . . .Two digits. This is the number of days included in the export file, starting with the Start Date. It is right justified with leading zeros.
b.
Data Records Date Of The Data To Follow . . . . . . .MMDDYY Format. For duty transactions, this is the date of the tour start time (e.g. the clock-in time). For non-duty transactions, this is equal to the date of the TPS Transaction. Employee Number . . . . . . . . . . . . . . . .Left justified and padded with spaces. This number represents either the normal TPS employee number or the normal AcuStaf employee number depending on whether the TPS Employee Number Translation option has been chosen. If no translation of AcuStaf to TPS employee number has been chosen, this field will contain the normal AcuStaf employee number and care must be taken that the scheme for employee numbering in the two systems is identical since each system will reject information on employees with numbers that are not valid in their respective employee data files. If the TPS Employee Number Translation option has been chosen, this field will contain the normal TPS employee number that has been translated in the AcuStaf to TPS interface. Start Time Of Tour . . . . . . . . . . . . . . .Format is HHMM format, where HH is the hour and MM the minute. Time is on a 24 hour clock. When the transaction is for non-duty tours in AcuStaf, this field will contain zeros. For duty tours in AcuStaf, the time is the actual start time. If the start time of the tour is midnight, it will be represented as 0000.
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End Time Of Tour . . . . . . . . . . . . . . . .Format is HHMM format, where HH is the hour and MM the minute. Time is on a 24 hour clock. When the transaction is for non-duty tours in AcuStaf, this field will contain zeros. For duty tours in AcuStaf, the time is the actual end time. If the end time of the tour is midnight, it will be represented as 0000. Paid Minutes Of Tour . . . . . . . . . . . . .Right justified and zero filled if less than four digits. Length of tour in minutes. For duty transactions this is the difference between the in and out punch. The out punch for purposes of defining AcuStaf tours could be a clock-out or a department change. The minutes of tour is the number of payable minutes. Thus, meals will be excluded from this number since they are not payable. Shift Of Tour. . . . . . . . . . . . . . . . . . . . .For a non-duty tour in AcuStaf the value will be "1", "2", or "3" to indicate the shift. For a duty tour in AcuStaf, this field will be blank. AcuStaf Code For Tour . . . . . . . . . . . .This is the four character AcuStaf scheduling and staffing code. This field is used to find a match in the translation table. The translation table points to the associated schedule definition in TPS. This is a required field. Unit . . . . . . . . . . . . . . . . . . . . . . . . . . . .Left justified and filled with spaces. Must be a valid TPS department code. No translation will be done by the interface program. Note that the AcuStaf side of the interface will convert its unit identifier to the TPS department code. When the unit code is spaces then the interface moves the employee home department code to the TPS employee schedule record.
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3: Scheduler To TPS Interface Scheduler To TPS Translation File
II.
Scheduler To TPS Translation File

Just as with TPS To Scheduler, you need control and translation records to tell the system 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 Table Files on page 20. This allows you to make changes on-site quickly, rather than depending on new releases or custom programming for minor changes. The Translation file contains three types of line, each providing a "key" to a different aspect of translation between the two systems.
a.
Comments sections This is simply information for the person reading or creating the file so that the file is legible. All comment lines have an asterisk in the left-most position on each line. In other words, every comment line starts with a "*", and these lines are ignored by the system.
b.
Control Records Control records are lines in this file that set system variables. By changing these entries, you can change the way the interface processes records. To edit the control records, you must change the first character to a pound (#) sign and then edit the flag as desired. If you change the prompt but leave the first character as an asterisk (*), any changes will not take effect.
x x
The first character of a control line is a pound sign. The second character is a one digit number, indicating which system variable you are 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 is position 31 on the record. The second is position 57 The spaces between these . are reserved for comments.
Some of these control records contain a second block of filler and a second variable.
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3: Scheduler To TPS Interface Scheduler To TPS Translation File c. Translation Table Records
This section tells the interface what each imported schedule record type is, and then lists the corresponding TPS daily schedule definition that matches it. The interface can then map each record imported from the scheduler to the appropriate schedule type used by TPS. This table must list every combination of scheduler code and shift code that can possibly go from the scheduler to TPS, otherwise an error can result when the translation is run. The shift code can be blank if it does not uniquely identify a TPS schedule code. The scheduler shift code is not required by the TPS shift identifier field. However, it may be needed to connect the scheduler record to the correct TPS schedule number in the translation table. The corresponding TPS code is then transferred to the TPS Employee Schedule file. An example of this is shown on the next page.
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TPS Scheduling Addendum 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) 238 239 240
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3: Scheduler To TPS Interface Control Records
III.
Control Records
The control record layouts for each scheduling system are slightly different.
Comparison Of Scheduler To TPS Control Records

(see tables later in this section for exact positions of characters)
System
ANSOS
Control Records
#1 #2 #3 #4 #8 HOURS AND TIMES FROM ANSOS=N; ADD MEALS FOR TIME OUT=N DELETE INDIVIDUAL SCHEDS =N; FLOATS CHANGE CC1 TO CC5 =N; UNIT SIZE LARGER THAN 6 =N; USE EMPLOYEE NUMBER TRANS =N; USER DEFINED FIELD NO.=00
OneStaff
#1 #2 #3 #4 #8
HRS & TIMES FROM ONE-STAFF=N; ADD MEALS FOR TIME OUT=N; DELETE INDIVIDUAL SCHEDS =N; FLOATS CHANGE CC 1 TO CC 5=N; COST CENTER SIZE > 6 =N; 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 #3 #8 #9
DEDUCT MEALS=N RES-Q RN FOR WINDOWS=Y EMP NMBR TRN=N; USER DEFINED FIELD NUMBER = USE JOB CLS =N
00
NOTE:
The default for all control records is NO. If you leave out a control record, the settings for that variable are "N".
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A.
1.
Control #1: Hours And Times, Meals

Record #1, Part A: Hours And Times From Scheduler
The table below lists several options in third-party to TPS schedule translation. The options 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 Time In Flag Interface Action
Hours And Times From ANSOS = Y, and . . . TPS Clock Flag TPS Clock Flag =N =Y Do not move ANSOS Start Time to TPS. 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 TPS Clock Flag Time Out =N =Y No Time In exists to move to TPS. The Time In and Time Out are taken from TPS Schedule Definition.
Adding In Meals To Obtain Time Out Flag = N, Hours And Times From ANSOS = Y, and . . . TPS Clock Flag TPS Clock Flag =N =Y Do not move Time Out to TPS. 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 TPS Clock Flag =N =Y Do not move Time Out to TPS. Calculate Time Out by doing the process below.
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."
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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 TPS will 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:
x x x
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 call back is (N)o. A user-defined clock code is entered and the pay configuration flag to deduct meals for that code is (N)o. The minimum number of hours to apply the meal deduction has not been met.
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3: Scheduler To TPS Interface Control Records a. Format of Control Record #1
Control Record #1 Format: Hours and Times, Meals Place 1 2 Field Name Record Type Record Number Value # 1 Field Description For Control records, this field value is "#". Control record number "1" indicates this is the ANSOS/Auto Meal deduction control. Description or comment (optional). 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. Set to (N)o if you want payable hours, time in, and time out to be obtained from the TPS Schedule Definition record. Description Or Comment (optional). If Hours/Times From ANSOS/OneStaff 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. Reserved for future expansion.
3 - 30 31
Comment Hours/Times From ANSOS/ One-Staff
Text Y
32 - 56 57
Comment Meal Flag
Text N
58 - 80
Filler
Spaces
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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 the previous export is now deleted. Therefore, the interface must decide what to do if a schedule exists in TPS but not in the scheduler export. If the record was entered in TPS but not in the scheduler, it should be kept in the database. But if the record was deleted in the scheduler, it should also be deleted in the TPS database. Since the interface has no way of finding out which records were deleted or updated in the scheduler, 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 The employee is valid in TPS And 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. 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.
Both ANSOS and TPS schedule records fall into the selected date range, per the ANSOS header record.
Set Control #2 to "N": Usage Table Use This Option If 1) ANSOS records are deleted without being replaced. 2) ANSOS schedule edits are frequent. 3) Users dont edit TPS schedules directly. Avoid This Option If TPS users edit TPS schedules directly before the transfer takes place.
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2.
Control #2 Set to "Y": Replace Matching Records

Set Control #2 to "Y" if... Employee Numbers match The employee is valid in TPS And 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. 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.
Schedule Dates match.
Set Control #2 to "Y": Usage Table Use 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. Avoid This Option If 1) ANSOS/One-Staff schedule records are ever deleted without being replaced by new records for the same date and employee.
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TPS Scheduling Addendum a.
Format For Control #2 Delete Individual Schedules Control #2 Record Format: Delete individual schedules Pos. 1 2 3 - 30 31 Field Name Record Type Record Number Comment Schedule Delete Flag Value # 2 Text Y Field Description For Control records, this field value is "#". Delete Individual Schedules Option. Description or comment (optional). Only individual schedule dates are deleted from the TPS Schedule File when there is a match for employee and date. 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. Reserved for future expansion.
32 - 80
Filler
Spaces
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C.
Control #3: Convert Clock Code 1 to 5

The Scheduler To TPS Interface can convert clock code 1 to clock code 5 for employees who work in departments other than the home department. This feature reduces the number of schedules that must be set-up in the scheduler. Control #3 Record Format: Convert clock code 1 to 5 Position 1 2 3 - 30 31 Field Name Record Type Record Number Comment Converting Clock Code 1 to Clock Code 5 flag Value # 3 Text Y Field Description For Control records, this field value is "#". Clock Code Conversion. Description or comment (optional). Converting Clock Code 1 to Clock Code 5 for float employees. Do not convert Clock Code 1 to Clock Code 5 for float employees. Reserved for future use.
32 - 80
Filler
Spaces
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D.
Control #4: Unit/Cost Center Field Length

The Unit field (ANSOS) or Cost Center field (One-Staff) can be translated as a TPS unit number or TPS department number. (TPS considers a department to consist of one or more units, whereas ANSOS and One-Staff uses the Unit field for either department 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 reverse compatibility with sites that did not want to redo this, we set the longer field here as a control record option. This record dictates whether to use the shorter field length (as in previous versions) or the longer field (to accommodate clients that need it). Control Record #4 Record Format: Unit field length Position 1 2 3 - 30 31 Field Name Record Type Record Number Comment Unit/Cost Center Field Size Value # 4 (Text) Y Field Description For Control records, this field value is "#". The number "4" indicates this control record controls the unit size. Description or comment (optional). Unit/Cost Center Field is 15 characters or less. Unit/Cost Center Field is 6 characters or less. Reserved for future use.
N 32 - 80 Filler (Spaces)
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E.
Control #4: Use Expanded Fields (AcuStaf)

To accommodate sites with larger unit field lengths while retaining reverse compatibility with sites that did not want to redo this, we set the longer field here as a control record option. This record dictates whether to use the shorter field length (as in 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 Position 1 2 3 - 30 31 Field Name Record Type Record Number Comment Use Expanded Fields Value # 5 (Text) Y N 32 - 80 Filler (Spaces) Field Description For Control records, this field value is "#". The number "5" indicates this control record controls the unit size. Description or comment (optional). Use the longer field size. Use the original field size. Reserved for future use.
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F.
Control #8: Employee Number Translation

At some facilities, the employee numbers entered in the scheduling package and the numbers entered in TPS may not be identical for every employee. If this is the case at your facility, the Employee Number Translation feature allows both directions of the interface 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 Employee Number 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 scheduler employee number.
Record
contains
the
corresponding
2- Use Control File 8 to set the interface for employee number translation, and to show which user-defined field in the employee record contains the scheduler employee number. This is shown on the next page.
3- The first time you run the scheduler To TPS Interface, run the Employee Number Translation function several minutes before running the scheduler to TPS function.
4- Run the Employee Number Translation program after every run of the TPS Employee Build Code Files option. This places the most current employee information in the employee number translation file. This information is then current for subsequent runs of the scheduler To TPS Interface.
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3: Scheduler To TPS Interface Control Records c.
Format for Control #8: Employee Number Translation Control Record #8 Record Format: Employee Number Translation Position 1 2 Field Name Record Type Record Number Value # 8 Field Description For Control records, this field value is "#". The number "8" indicates this control record controls the employee number translation function. Description (optional). Use Employee Number Translation. Avoid using Employee Number Translation. Description (optional). 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. Reserved for future use.
3 - 30 31
Comment Number Translation
Text Y N
32 - 56 57 - 58
Comment User Defined Field Number
Text 1 - 32
59 - 80
Filler
Spaces
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3: Scheduler To TPS Interface Translation Records
IV.
A.
Translation Records
Types Of Translation Records
Schedulers can send two types of data to TPS: duty transactions and non-duty transactions. Most duty tour codes in the schedulers correspond to TPS clocked pay codes, such as shift time. Similarly, most non-duty tour codes correspond to TPS non-clocked pay codes, such as vacation or jury duty. In the scheduler, transactions are 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 to the 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).
Times From ANSOS = Yes
ANSOS Records Duty Transactions TPS Records Clocked Transactions
Times From ANSOS = No

ANSOS Records Duty Transactions TPS Records Clocked Transactions
Non-Duty Transactions
Non-Clocked Transactions
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 nonclocked. Hours And Times from Scheduler = N. . Non-duty can be assigned to clocked and non-clocked. Duty can be assigned to clocked or non-clocked.
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3: Scheduler To TPS Interface Translation 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.
1.
Translation Record Types

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 the activity 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 scheduler employee number, the start time of the activity, and the number of minutes the activity was performed. Up to six tours per day can be assigned to each employee schedule 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.
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2.
Both TPS non-clocked transactions and scheduler non-duty transactions can correspond to a task or benefit measured in hours, but not assigned a start time or end time. For example, training, vacation, jury duty, etc.. These transactions are not paid differently based on the amount of time involved in performance or the time when the activity takes place. Non-duty transactions in the scheduler are usually labeled non-clocked transactions in TPS. The scheduler non-duty transaction records contain the scheduler employee number, the tour code, and the number of minutes the activity was performed. Up to six tours per day can be assigned to each employee schedule record. The interface assigns a TPS daily schedule definition to all duty and non-duty transactions. Once a schedule definition is linked to the transaction, it can be added to the TPS Employee Schedule File. The interface uses a tour code/shift translation table to match the scheduler records to the appropriate TPS daily schedule definitions. A scheduler non-duty transaction contains the following fields: Date, Employee number, Tour code, Shift code (1, 2, or 3), and the number of Minutes. Start time is not used.
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C.
The Translation Table

The translation table matches the fields imported from the third party scheduler and converts them to the corresponding TPS Scheduler fields. The interface automatically matches the scheduler shift and tour reference files from matching records in the TPS Schedule Definition File. This allows the schedule records from the scheduler to be classified 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 2 3 Read the TPS schedule associated with the tour code and shift code. Add this information to the record in memory. Copy the record to the TPS Employee Schedule file with the appropriate TPS schedule number, shift code, and other data. The shift code originates from the scheduler record. Other data in the TPS employee schedule record can originate from either the scheduler record or the schedule definition reference record.
No
Continue
Is there a match of the tour code in the translation table? Yes Do the following: 1 2 3 Read the TPS schedule associated with the tour code. Add this information to the record in memory. Copy the record to the TPS Employee Schedule file with the appropriate TPS schedule and tour code, with shift code written as spaces. The tour code originates from the scheduler record. Other data in the TPS employee schedule record can originate from either the scheduler record or the schedule definition reference record.
No
Display an error message.
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D.
Converting Tour Codes To TPS Schedule Codes

With the form on the next page, go through TPS and third party scheduler and list your TPS schedules and third party scheduler information. You must have a TPS record to match every combination of scheduler tour and shift code that could appear in the file exported from the scheduler. When you create the translation table, you will 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 Schedules Report. Your scheduling system . . . . . . . . . . . .See the manual that came with your scheduling system for details on printing schedules from that system.
2.
How Many Records You Can Enter

The number of translation records you can enter in this table is limited. This limit depends 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 up to 80 non-clocked records.
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E.
Scheduler To TPS Translation Table Worksheet

Make additional copies as needed.
Third-Party Scheduler Description 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 21 22 23 24 Tour Shift
TPS Schedule No. Notes
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Page 102
1.
Translation Table Format

Schedule Translation Record Format
Position 1-4 5 - 34 Field Name Filler Scheduler Tour Code Description Value Spaces Text Field Description This is not a control record. Therefore this field is blank. Description of the Scheduler tour code. The Tour Code can have spaces on the TPS end for duty tours. The Scheduler file tour codes must each have a corresponding entry in the translation table for both duty and non duty. Unused. Contains the translated. Unused. Contains the Shift Code to be moved to the TPS Shift Identifier field. (Note: there can be up to 3 shift codes, but up to 10 TPS shift identifiers. Make certain that if you use more than 3 in TPS, you make the appropriate edits. Unused. Contains the TPS clocked or nonclocked daily schedule number associated with the Scheduler tour code. The field is five characters long, alphanumeric, left justified, space filled. Valid values are Daily Schedule Numbers defined in TPS. Unused.* Tour Code to be
35 - 36 37 38 - 40 41
Filler Scheduler Tour Code Filler Scheduler Shift Code
Spaces Alpha Spaces 1,2,3
42 - 45 46 - 50
Filler Schedule Number
Spaces Alpha
51 - 80
Filler
Spaces
* In the past, there was a field in position 63 - 67, but that field is obsolete.
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F.
Scheduler To TPS Translation Example

The Scheduler To TPS Interface evaluates the scheduler tour code and shift code to assign the appropriate TPS Daily Schedule Code to the transaction. In the example below, meals are not deducted.
ANSOS/One-Staff Transactions
Date 0401 0402 0402 0403 Tour 1 1 2 1 Start Time 08:30 07:30 12:00 23:00 Minutes of Tour 0510 0270 0240 0540 Unit 6010 1234 3132 Date 0401 0402 0402 0403
TPS Transactions
In Time 08:30 07:30 12:00 23:00 Out Time 17:00 12:00 16:00 08:00 Dept. Code 6010 1234 3132 1234*
* Read from the Employee Home Department: 1234
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4: TPS To Scheduler Interface Translation Records
4:
a.
TPS To Scheduler Interface

ANSOS Example Of TPS To Scheduler Interface
TPS
TPS " Scheduler Interface
TPS Translation Table t2atrans/t2qtrans/t2rtrans
ANSOS/ AcuStaf/ Res-Q RN
& TPS Transaction File

tptime
ttmansos/acustaf/ttmresq
Exported Sequential File % Exported Sequential File 3ttmansos/acustaf/resqrn
& TPS Employee Master File

tpempfil
& TPS Pay Summary Files

tpsm[dept type][period]
The TPS to scheduler interface component converts TPS information into the scheduler import format. Later, the scheduler will read the transactions to compare schedules 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 to decide which employees use the third party scheduler. If configured to look at time transactions, the interface checks the TPS Transaction file and the Schedule Translation Table to find records for those employees that contain qualified time transactions. Time transactions are then converted to Atlink format using the translation table file. If configured to look at pay summary files, the interface checks the summary files and the Schedule Translation Table to find records for those employees that contain qualified time transactions. Transactions are then converted to Atlink format using the translation table file. Additionally, the interface creates a report listing how many records were converted and any errors that occurred during translation.
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A.
Files Used by The Interface

The TPS to scheduler interface uses the files listed below.
1.
a.
Input Files
TPS transaction file This file contains all TPS transactions from TACS and from TPS users. The interface uses the reference files to determine which records to pull from this file. These time transactions 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 all transactions 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 more accurate, since available hours will have been processed to add earned time and remove time that has been used during the pay period. If you use this feature, make certain you do not manually change the information in the Department Type Period Number. If you change this information to something outside of the acceptable range (for example, weekly pay period 53, or having pay period 23 immediately follow pay period 12) the system will be unable to locate the records.
2.
a.
Reference Files
Translation file The sequential translation file contains the control records and translation formats that direct the interface. The control records select which options to apply to the translation, such as meal deduction rules. The translation records list each code in TPS that must be converted to the scheduler. You must modify this file to match the configuration of the scheduler and TPS on your system. This file is not to be confused with the scheduler to TPS translation file.
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TPS Scheduling Addendum b. TPS employee master file
The interface checks each employee record to determine which active employees also use the third-party scheduler. Only records for these employees are selected from the transaction file for transfer to the scheduler.
3.
a.
Output File
Sequential third-party scheduler file When the interface completes the selection and conversion of TPS time records, it places them in this file. TPS or the third party scheduler can be scripted to automatically transfer this file over the network to the scheduler, or the file can be copied to a disk for manual transfer. This sequential file uses a different file name than in the scheduler to TPS interface.
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B.
Data Sent To The Scheduler

Translating records, ANSOS example
TPS Records Clocked Transactions ANSOS Records Duty Transactions
TPS stores two types of time transactions: clocked and non-clocked. The interface must interpret these two types of transactions using different methods. Clocked transactions can be applied to scheduler duty or non-duty tours (or in the case of ResQ RN, on-time and off-time entries, respectively). Non-clocked transactions can only be converted to non-duty transactions. Generally, clocked TPS transactions correspond to duty transactions. Similarly, TPS non-clocked transactions generally correspond 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 Status contain A, F, or P (Active, Full time, or Part time). If the status is (I)nactive or (L)eave of absence, 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)nother Scheduler. The employee record is skipped if it contains (Y)es or (N)o, since these refer to TPS Scheduling.
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4: TPS To Scheduler Interface TPS To Scheduler Transfer File
I.
TPS To Scheduler Transfer File

The records 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 per batch file transfer, followed by one record per day, per employee.
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1.

AcuStaf To TPS Transfer File Structure - SHORT version
Record Header Record Size 6 2 164 Data Records Tour 1 6 10 4 1 4 4 6 Tour 2 Tour 3 Tour 4 Tour 5 Tour 6 18 18 18 18 18 Position 1-6 7-8 9 - 130 1-6 7 - 16 17 - 20 21 22 - 25 26 - 29 30 - 35 36 - 54 55 - 73 74 - 92 93 - 111 112 - 130 Type N N A N A N N N N A -----AcuStaf Name Date of the first day of the date range contained in the file. Number of days in the date range contained in the file. Spaces. Date Of The Data To Follow Employee Number (ascend. key) Start Time Of Tour Shift of Tour AcuStaf Code For Tour Paid Minutes Of Tour Unit Same as 17-35 for second tour. Same as 17-35 for third tour. Same as 17-35 for fourth tour. Same as 17-35 for fifth tour. Same as 17-35 for sixth tour.

Record Header Record Size 6 2 231 Position 1-6 7-8 9 - 239 Type N N A AcuStaf Name Date of the first day of the date range contained in the file. Number of days in the date range contained in the file. Spaces.
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Data Records Tour 1 6 10 4 4 4 1 4 10 10 Tour 2 Tour 3 Tour 4 Tour 5 Tour 6 37 37 37 37 37 1-6 7 - 17 18 - 21 22 - 25 26 - 29 30 31 - 34 35 - 44 45 - 54 55 - 91 92 - 128 129 - 165 166 - 202 203 - 239 N A N N N N A A A -----Date Of The Data To Follow Employee Number (ascend. key) Start Time Of Tour End Time Of Tour Paid Minutes Of Tour Shift of Tour AcuStaf Code For Tour Unit Spaces. Reserved for future use Same as 18 - 54 for second tour. Same as 18 - 54 for third tour. Same as 18 - 54 for fourth tour. Same as 18 - 54 for fifth tour. Same as 18 - 54 for sixth tour.
2.
a.
AcuStaf Field Descriptions

Header record Start Date . . . . . . . . . . . . . . . . . . . . . . .This is the earliest date the scheduler user selected to include in the export file. MMDDYY. Number Of Days . . . . . . . . . . . . . . . . .Two digits. This is the number of days included in the export file, starting with the Start Date.
b.
Data records Date Of The Data To Follow . . . . . . .MMDDYY Format. For duty transactions, this is the date of the tour start time (i.e. the clock-in time). For non-duty transactions, this is equal to the date of the TPS Transaction.
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Employee Number . . . . . . . . . . . . . . . .Left justified and padded with spaces. This is the Employee Number field used in AcuStaf and TPS. If the numbers in AcuStaf and TPS do not match, this number is obtained from a userdefined field in the employee record. If you are not translating employee numbers, the interface simply uses the TPS employee number from the original TPS data. If employee numbers are not translated, keep the TPS and AcuStaf employee numbering methods identical, since each system will reject information on employees with numbers that are not in their respective databases. Start Time Of Tour . . . . . . . . . . . . . . .Format is HHMM format, where HH is the hour and MM the minute. Time is on a 24 hour clock. This is the actual start time of the first tour of duty for the specified day. For clocked time transactions in TPS this field contains the time of clocking in. For non-clocked transactions, this field is left blank. When this transaction is received by AcuStaf, it can compare the actual start time from this field with the scheduled start time in AcuStaf to show any variation between time worked and time scheduled. Shift Of Tour. . . . . . . . . . . . . . . . . . . . .This value only apples to non-duty tours, and can only have a value of "1", "2", "3", or blank. If the shift of tour record exists in the translation table, 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 Indicator from the TPS record. If both the translation table and the TPS Shift Indicator fields are both blank, the interface will write a "1" in this field. AcuStaf Label Code For Tour . . . . . . .This is the four character AcuStaf scheduling and staffing code. For duty tours, this field is left blank. For non-duty tours, this field appears in the translation table.
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Minutes Of Tour. . . . . . . . . . . . . . . . . .Right justified and zero filled if less than four digits. Length of tour in minutes. This field must be calculated. For non-clocked transactions, this is the total number of hours converted to minutes. For clocked transactions, this is the difference between the punch in and punch out, with any meal deductions included in the calculation. For this calculation, punch out is defined as clock out (9), user-defined out (69), on call out (89), the second of a pair of clock code 80, or a department change (5). Unit . . . . . . . . . . . . . . . . . . . . . . . . . . . .Left justified and padded with zeros if the length is less than six digits. This field contains the TPS department number for the tour. Date Of The Data To Follow . . . . . . .MMDDYY Format. For duty transactions, this is the date of the tour start time (i.e. the clock-in time). For non-duty transactions, this is equal to the date of the TPS Transaction.
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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 alter the 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 after the initial comment section.
c.
Translation Records To convert from TPS time transactions to time transactions recognized by the scheduler, the interface must convert the TPS clock codes and pay codes for each time transaction record into the corresponding scheduler tour and shift codes. For example, the TPS pay code "VC1" may correspond to ANSOS tour code "V" with shift code "1". Each translation record lists a TPS clock code or pay code, followed by the corresponding ANSOS tour code and shift code.
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TPS Scheduling Addendum 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
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4: TPS To Scheduler Interface Control Records
II.
Control Records
The control record layouts for ANSOS, One-Staff, AcuStaf are identical. Note that the control record for Res-Q RN and Res-Q RN for Windows is slightly different.
Comparison Of TPS To Scheduler Control Records System

ANSOS OneStaff AcuStaf
Control Records
*1 DEDUCT MEAL =N *2 USE PAY REPORT OUTPUT FOR NONCLOCKED TRANSACTIONS? N *8 EMP NO TRN =N EMP USER DEF NO =00; *1 DEDUCT MEAL =N *2 USE PAY REPORT OUTPUT FOR NONCLOCKED TRANSACTIONS? N *8 EMP NO TRN =N EMP USER DEF NO =00; #1 DEDUCT MEAL =N #2 USE PAY REPORT OUTPUT FOR NONCLOCKED TRANSACTIONS? N #8 EMP NO TRN =N EMP USER DEF NO =00; #1 #3 #8 #9 DEDUCT MEALS=N RES-Q RN FOR WINDOWS=Y EMP NMBR TRN=N; USER DEFINED FIELD NUMBER = USE JOB CLS =N
Res-Q RN for Windows
00
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A.
Control #1: Deduct Meal

If you set up a control record to deduct meals, then the decision to deduct a meal from a tour is based exclusively on TPS data. For a description of the possible automatic meal deduction methods, see the Pay Configuration Maintenance chapter in the TPS manual or online help system. Any meal errors detected during processing are printed on the interface report.
a.
Deduct a Meal if:

x x
The control record is present in the Translation file, and A clocked meal deduction is entered.
Or,
x x
The control record is present in the Translation file, and The clock code includes an automatic meal deduction. In this case, use the pay configuration rules.
b.
Do Not Deduct a Meal if:

x
The control record is absent in the Translation file
Or,
x
The meal deduction control record is present and set to "N".
Or,
x x
The meal deduction control record is present and set to "Y", and The transaction is non-clocked.
Or,
x x
The control record is present in the Translation file, and The clock code that starts a TPS shift has no automatic meal deducted according to pay configuration rules in TPS.
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TPS Scheduling Addendum c. Other Notes

x
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 and meals should not be deducted, make certain this is set up correctly using the pay configuration rules for that particular clock code.
x x
Control Record #1 Format: Deduct meals Position 1 2 Field Name Record Type Record Number Value # 1 Field Description For Control records, this field value is "#". Control record number "1" indicates this is the meal deduction control. Description (optional). or comment
3 - 16 17
Comment Meal Deduction Flag
Text Y
(Y)es indicates a meal deduction option is used, and the interface will deduct automatic meals before copying the information to the scheduler. The (Y) must be uppercase. (N)o indicates that the meal deduction option is not used. The (N) must be uppercase. Reserved for future expansion.
18 - 80
Filler
Spaces
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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 the pay summary file instead of the time file. This process allows the schedule package to read 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.
x
If the pay report processing adds to a non-clocked benefit balance, the benefit hours left after leave reversion are sent to the scheduling package. If pay report processing indicates that an employee had used up some of a nonclocked benefit during the current pay period, the reverted or unpaid hours are sent to the scheduling package.
This results in more accurate information on items such as leave reversion. For example, acuity reports in the ANSOS and One-Staff are more accurate than they would be if they were simply prepared from the time file. The only disadvantage to this 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 from TPS.
a.
Configuring the Translation Records When the interface reads the time file, it expects every non-clocked record in the time file to have a matching record in the translation table. If a match cannot be found, it generates 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, there are some non-clocked records for which you do not want a match in the translation table. For example, you do not want to translate overtime pay. Because of this, the system does not generate an error message if no match is found. The record is simply not translated for the scheduler.
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TPS Scheduling Addendum 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 department types and pay period.
3- Determine if the pay code is compatible with the scheduler. Incompatible pay codes include:
x x x x x
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:

x
Generated hours with base pay codes and corresponding translation records
4- Does the Pay Summary record have a corresponding base pay code included in the translation file? No Yes Ignore it (no error message or translation) Convert the record based on the translation file.
5- Repeat this for all remaining records within the date range.
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4: TPS To Scheduler Interface Control Records c. Items That Can Be Translated
1- Generated Hours If you want to send generated hours to the scheduling package, simply add the generated pay code to the translation table. To avoid sending generated hours to the scheduler, leave out this translation record. There are two conditions required for this to work.
x x
The generated pay codes must be base pay codes. The interface program will not be able to distinguish between generated regular hours and non-clocked regular hours. This is only an issue if you manually enter non-clocked regular hours.
2- Pay To Schedule Employees who are paid to non-clocked schedule will have records appear in the pay summary file. These records are sent to the scheduler, provided there is a match in the 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 are calculated by the pay report. These calculated pay codes are called pay types. For example, the overtime pay type and paid time off can be earned concurrently. If the pay type is earned concurrently with a non-clocked entry, the system uses the original pay 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-clocked transactions. Two examples are TPS shift identifiers and incremental overtime. Thus, if a TPS shift identifier causes incremental pay codes to appear on the Pay Report, these are not translated. If overtime is incremental and is earned concurrently with nonclocked hours, the system does not translate the overtime pay code.
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TPS Scheduling Addendum e. Changing Shift IDs for the Translation Table
If the pay summary shift identifier is "1" or space, the system copies the translation table shift ID to the scheduler. On the other hand, if the pay summary shift identifier is something other than "1" or space, the system copies the contents of the pay summary non-clocked shift ID field to the scheduler. This allows for base pay codes with a shift ID in systems like ANSOS. If you use shift ID for some non-clocked pay codes, you may have to change how you populate 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 translation table. 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 shift identifiers. If you enter a shift other than 1 for the non-clocked transaction, then the interface 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 file rather than the time file, you must add a control record to the Translation File. This command is shown below. This record is optional. When used, the command must begin with a #2 in the first two character positions, and have an uppercase "Y" in position 57. Control Record #2 Format: Source Of Non-Clocked Transactions Position 1 2 3 - 56 57 Field Name Record Type Record Number Comment Read From Pay Summary Value # 2 Text Y N 59 - 80 Filler Spaces Field Description For Control records, this field value is "#". Pay Summary Option, #2. Description (optional). or comment
Read Non-clocked from pay summary records. Read Non-clocked from time transaction records. Reserved for future use.
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C.
Control #8: Employee Number Translation

At some facilities, the employee numbers entered in the third party scheduler and the numbers entered in TPS may not be identical for every employee. If this is the case at your facility, the Employee Number Translation feature allows both directions of the interface to apply imported data to the appropriate files. If employee numbers in both systems are identical, skip this process. If the employee numbers in TPS and ANSOS are not identical, place control record 8. This forces the TPS translation table to use the scheduler employee number from the employee record, rather than the TPS employee number.
Control Record 8 Format: Employee Number Translation

Position 1 2 3 - 16 17 Field Name Record Type Record Number Comment Employee Number Translation Value # 8 Text Y N 18 - 56 57 - 58 Comment User-Defined Translation Field Text 1 - 32 Field Description For Control records, this field value is "#". Employee Number Option, #8. Description (optional). Use employee number translation. Dont use translation. employee number Translation
Description (optional). Single-digit values are left justified and blank filled. This is the TPS Employee File user-defined field that contains the scheduler employee number. This field is used by the Employee Number Translation function. Only enter this field if the preceding flag is set to (Y)es. Reserved for future use.
59 - 80
Filler
Spaces
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III.
Translation Records
There are two types of transactions that can be translated, and each is placed in a separate section of the translation table. The first section contains the translation from TPS clock code to the corresponding scheduler code (for example, ANSOS tour code and shift code). The second section contains the translation from TPS nonclocked pay code to the corresponding scheduler codes. The translation file is called t2otrans. Translation tables from TPS to the scheduler are divided into two sections. The first section maps up to fourteen TPS clock codes to the corresponding scheduler codes and (for all but Res-Q RN) shift codes. For Res-Q RN, the second section lists up to eighty 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 codes and 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 tours refer to non productive time, such as jury duty or vacation time. Tour is used generically for either type, but usually means duty tours. ANSOS, One-Staff, and AcuStaf use this terminology. Res-Q RN uses the term on-time to refer to duty time, and off-time to refer to nonduty tours. The concept is identical.
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A.
1.
Duty Tours
Clock In And Out
When the TPS clocking file is transferred to the scheduler, the clock in time in TPS is transferred as the start time in the scheduler. If a second clocking transaction for the day records a matching clock out, the clock in and clock out transactions are transferred as a single scheduler record. Grace periods are not used; only actual time transactions are sent to the scheduler. For duty tours, a clock-in transaction type identifies the start of a tour and a clock-out transaction type identifies the end of a tour. The difference between the two clock times is the length of the tour (specified in minutes in the interface). Multiple clockins and clock-outs on the same calendar day generate multiple tours of duty on that day in the interface record. While TPS does not limit this, both the third party scheduler 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 1 2 5 Clock In Call Back Switch Department, Job Class, or User Defined Qualifier User Defined Clock In User Defined Clock In Start Charge Nurse On Call Clock In Matching Clock Out Transactions 9 9 9 or 5 Clock Out Clock Out Clock Out, or another change in Department, Job Class, or User Defined Qualifier Clock Out User Defined Clock Out End Charge Nurse On Call Clock Out
6 60 - 68 80 82
9 69 80 89
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2.
Converting TPS Clock Codes To Tour Codes

For the translation table, you must to determine which scheduler tour codes match corresponding 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 the translation 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 clock codes may be disabled on your system. If a clock code is disabled, you do not need to enter a conversion for it. See your scheduler documentation to learn how to print a corresponding set of tour codes from your scheduler. For a list of enabled clock codes, see the sources below. TPS Character. . . . . . . . . . . . . . . . . . . .TPS Back menu, Control File Maintenance option, Screen 3. TPS Windows . . . . . . . . . . . . . . . . . . . .TPS Setup | System Maintenance | TPS Setup | TPS Setup - Required | Clock Code Usage window.
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4: TPS To Scheduler Interface Translation Records NOTE:
If the TPS clock code applies to a duty transaction, leave the Scheduler Code blank.
TPS Clocked Pay Code Translation Worksheet

TPS Clock Code Scheduler (Non-Duty Transactions) Tour Code Shift Code
Description 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.
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3.
Translating Clocked Hours

The table below explains how to translate a clocked transaction for use in the scheduler.
a.
Clocked hours translation for ANSOS, One-Staff, and AcuStaf
Clocked Hours Translation Record Layout

Position 1-7 8-9 10 - 17 18 Field Name Filler TPS Clock Code Filler Tour Code Value Spaces Text Spaces Alpha TPS Clock Code for conversion to the scheduler equivalent Unused The Tour Code equivalent to the TPS clock code. Use this field only for non-duty tours. Unused The Shift Code that matches the TPS clock code. Do not use this field for duty tours. Unused Field Description
19 - 26 27
Filler Shift Code
Spaces 1,2,3
28 - 80
Filler
Spaces
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B.
Non-Duty Tours
Usually, non-clocked transactions in TPS are converted into non-duty tours in the scheduler. Only non-clocked transactions that specify a number of hours can be converted, 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 an appropriate non-duty tour code. The interface can convert both clocked and non-clocked TPS transactions into nonduty transactions. To do this, the interface compares each TPS transaction with a table that lists the schedulers equivalent. For conversion of time records to non-duty tours, the translation table lists the TPS clock code or pay code, followed by the corresponding scheduler code and shift code.
1.
Converting Transactions
To convert TPS non-clocked transactions into scheduler non-duty transactions, the interface converts the number of hours from the TPS record into total minutes for the scheduler. To convert TPS clocked transactions, the system subtracts the TPS clock in time from the clock out time, giving the total time. The interface then converts the total time into total minutes, and adds it to the scheduler record. For ANSOS, One-Staff, and AcuStaf, the interface actually exports two fields to the scheduler: tour code and shift code. The interface will only process this information for 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) the transaction 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 the translation table does not have values for the scheduler fields.
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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. Use the worksheet below to record this information. Later, you will enter each line as a translation record in the translation table file. The structure of each translation table record is shown on the next page. See your scheduler documentation to learn how to print a corresponding set of tour codes from your scheduler. For a list of pay codes enabled on your TPS system, see the sources below. TPS Character. . . . . . . . . . . . . . . . . . . .TPS Back menu, Pay Configuration Maintenance option, Print Pay Code List TPS Windows . . . . . . . . . . . . . . . . . . . .TPS Daily | Reports | Pay Code By Job Class or Pay Code By User Defined Qualifier
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Non-Clocked Pay Code Translation Worksheet

TPS Description 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 you are using Res-Q RN, 80 records. Pay Code Scheduler Tour Code Shift Code
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TPS Scheduling Addendum a.
Non-clocked hours translation for ANSOS, One-Staff, and AcuStaf
Non-Clocked Pay Codes Translation Record

Position 1-7 Field Name Filler Value Spaces Field Description Filler. Used to record the record count for the benefit of the person editing this file. TPS pay code for conversion to the scheduler Unused The tour code equivalent to the TPS pay code Unused The shift code that matches the TPS clock code Unused
8 - 10 11 - 17 18 19 - 26 27 28 - 80
TPS Pay Code Filler Scheduler Code Filler Scheduler Shift Code Filler
Text Spaces Alpha Spaces 1,2,3 Spaces
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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 Date 0401 0401 0401 0401 0402 0402 0402 0403 0404 0405 0406 0407 0407 0407 0408 0408 0408 0408 Hours 08:30 12:06 12:30 17:00 07:30 12:00 16:00 23:00 08:00 08:00 23:01 01:30 03:15 08:00 08:28 09:24 15:12 17:02 1.00 61.00 69.00 9.00 1.00 62.00 69.00 9.00 0408 0408 0408 15:12 08:28 0056 0348 0110 1234* 1234* 1234* Clock Code 5.00 3.00 4.00 9.00 1.00 5.00 9.00 1.00 9.00 0405 0406 0407 0407 23:01 01:30 03:15 0480 0149 0105 0285 1234* 1234* 1234* 1234* 0403 23:00 0540 1234* 3132 0402 0402 07:30 12:00 0270 0240 1234* 3132 Dept. Code 6010 Date 0401 Scheduler Transactions Start Time 08:30 Minutes of Tour 0510 Unit 6010
* Read from Employee Home Department: 1234
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5: Using The Interface Translation Records
5:
Using The Interface

Both TPS Scheduler and the scheduler interface are run from within TPS. To run the ANSOS Interface, you will run the following programs: Scheduler To TPS Interface. . . . . . . . .This procedure takes a transfer file from the third party scheduler, converts the schedule data to TPS format, then adds the transactions to the TPS Employee Schedule file. TPS to Scheduler Interface . . . . . . . . .This procedure exports time transaction records from TPS into a transfer file readable by the third party scheduler. Later, that scheduler can import this information and use it for scheduled versus actual time comparisons. Employee Number Conversion . . . . .If the employee numbers in the third party scheduler do not match the employee numbers in TPS, run this procedure before running the Scheduler To TPS Interface. The Employee Number Conversion creates a table listing each matching the scheduler and TPS employee number. Load Schedule To Time File . . . . . . . .When you import schedule data and want to convert schedules into time transaction records, run this procedure. See the TPS Manual or help system for more information.
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5: Using The Interface Translation Records
All of these functions can be run automatically using the batch schedule function in TPS. The batch scheduling function is also explained in this section. Additionally, you can configure two alternatives to the Load Schedule To Time File function. The Pay To Schedule option allows the TPS pay report to retrieve qualifying information from the schedule file as well as the time transaction file for pay rule application. 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 scheduled clocked time periods to payroll for exempt employees. An employee must be both exempt and paid based on schedules from the third party package to qualify for this feature. Pay To Non-Clocked Schedule . . . . . .This function allows you to transfer non-clocked schedules to the payroll system for all qualifying employees. The main benefit of this feature is that any non-clocked code scheduled in the third party scheduler or TPS Scheduler and transferred to payroll is one less transaction type that must be entered manually by employees or supervisors. This also aids security by limiting access to TPS and third party scheduler users.
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5: Using The Interface Before Running The Interface
I.
Before Running The Interface

Before you run the scheduler interface, make certain the following items are ready to run:
s
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 or through a shared directory on the server. If you want to automate the import and export of transactions from the scheduler, you must install a third party process scheduling package on your scheduler machine. At specified times, this package will run the scheduler import and export procedures using operating system and keyboard scripts. If you want to automate the import and/or export functions in TPS, your UNIX system administrator can write a UNIX script or FTP command file to automatically retrieve the scheduler export from the scheduler machine or server. Additionally, use the TPS Batch Scheduling feature to direct TPS to run this transfer script several minutes before scheduler to TPS interface, and/or several minutes after the TPS to scheduler interface. Transfer a test record or records between the two systems.
x
Check the length and content of the record to ensure it has been transferred correctly. If you use a floppy disk to transfer records, copy the records to or from a UNIX TPS using the DOS copy command in UNIX. Contact your UNIX administrator for proper syntax on your system.
If the Use Scheduling prompt in the Employee File is set to A, it will prevent TPS from sending scheduling information to TPS. In the other direction, we always want to accept whatever information is available.
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5: Using The Interface Running the Interfaces
II.
1.
a.
Running the Interfaces

Running TPS To A Scheduler
Windows Procedure: TPS To Scheduler
1- Launch TPS Scheduling.
2- Run the appropriate interface listed below. ANSOS One-Staff AcuStaf Res-Q RN Interfaces | ANSOS | TPS To ANSOS Interfaces | One-Staff | TPS To One-Staff Interfaces | AcuStaf | TPS To AcuStaf 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.
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5: Using The Interface Running 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 shown below.
2- In the custom function field, enter the name of the routine to run. These routines are listed below. Export To Scheduler Commands To Run This Export to ANSOS Export to One-Staff Export to AcuStaf Export to Res-Q RN Enter This tps2ans tps2one tps2acu tps2res
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 ending department 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 will automatically enter "ALL" in the blank.
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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 the following print options for the Print Report In the Background field:
x
To monitor this extraction as it happens, enter (N)o. The system displays the message " PRINTING OCCURRING ... PLEASE WAIT " for several seconds or minutes. The system then returns automatically to the Special Function menu. To run the extraction in the background, enter (Y)es. The system displays the message " PRINTING OCCURRING ... PLEASE WAIT " for several seconds. The system then returns automatically to the Special Function 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.

x
If any errors are found, see Troubleshooting on page 153. Once you repair the problem, rerun this process. If no errors are found, you can schedule this as a batch process just before scheduler is ready to import the time transactions from TPS. Be certain to inspect each 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 without transferring between exports, the files you created in the first run are overwritten in the second. Always transfer between runs. After initial testing, this process can be automated using batch scheduling and file transfer network scripts.
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2.
a.
Running Scheduler To TPS

Windows Procedure: Scheduler To TPS
1- Export the file to be translated from the third party scheduler. See the documentation that came with your scheduler for details.
3- If you need to convert employee numbers, run the Employee Number Conversion procedure. This is described in the next procedure (Employee Number Conversion on page 158).
4- Run the appropriate interface listed below. ANSOS One-Staff AcuStaf Res-Q RN Interfaces | ANSOS | ANSOS To TPS Interfaces | One-Staff | One-Staff To TPS Interfaces | AcuStaf | AcuStaf To TPS Interfaces | Res-Q RN | Res-Q RN To TPS
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TPS Scheduling Addendum b. Unix Procedure: Scheduler To TPS
1- Export the file to be translated from the third party scheduler. See the documentation that came with your scheduler for details.
2- For ANSOS, rename the file from ansosttm to ansos before running the 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 Number Conversion procedure. This is described in the next procedure (Employee Number Conversion on page 158). 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. These routines are listed below. Import From Scheduler Commands To Run This Import from ANSOS Import from One-Staff Import from AcuStaf Import from Res-Q RN Enter This ans2tps one2tps acu2tps res2tps
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5: Using The Interface Running the Interfaces 8- Enter (Y)es in the ARE YOU SURE? blank. The system displays the appropriate interface screen.
9- Enter your printer name in the Output To Printer field. Typically, this name is LP You can also send the report to the screen by typing SCN in . the blank.
10- If you selected an option other than print to screen, select one of the following print options for the Print Report In Background field:
x
To monitor this extraction as it happens, enter (N)o. The system displays the message " PRINTING OCCURRING ... PLEASE WAIT " for several seconds or minutes. The system then returns automatically to the Special Function menu. To run the extraction in the background, enter (Y)es. The system displays the message " PRINTING OCCURRING ... PLEASE WAIT " for several seconds. The system then returns automatically to the Special Function menu. To schedule this extraction to run automatically at specific times, select (B)atch. Batch scheduling is discussed in the next section.
11- Inspect this report for errors. If any errors are found, see Troubleshooting on page 153. Once you repair the problem, rerun this process. If no errors are found, you can schedule this process to run just after the scheduler has created its export file for TPS. Be certain to inspect each report produced by this process in the future, as some errors are data related, and will occur even if the interface is installed correctly.
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3.
Running Employee Number Translation

If employee numbers are different in the scheduler and TPS, you must run this procedure before running the scheduler to TPS interface (see Running Scheduler To TPS on page 142).
a.
Windows Procedure: Employee Number Translation
2- Run the appropriate interface listed below. ANSOS One-Staff AcuStaf Res-Q RN Interfaces | ANSOS | Employee Number Translation Interfaces | One-Staff | Employee Number Translation Interfaces | AcuStaf | Employee Number Translation Interfaces | Res-Q RN | Employee Number Translation
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5: Using The Interface Running the Interfaces 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. These routines are listed below.
To Run This Convert Employee Numbers (ANSOS) Convert Employee Numbers (One-Staff) Convert Employee Numbers (AcuStaf) Convert Employee Numbers (Res-Q RN)
Enter This anempscn anempscn aqempscn rqempscn
5- Enter your printer name in the Output To Printer field. Typically, this name is LP You can also send the report to the screen by typing SCN in . the blank.
6- Enter one of the following print options in the Print Report In the Background field:
x
To monitor this extraction as it happens, enter (N)o. The system displays the message " PRINTING OCCURRING ... PLEASE WAIT " for several seconds or minutes. The system then returns automatically to the Special Function menu.
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x
To run the extraction in the background, enter (Y)es. The system displays the message " PRINTING OCCURRING ... PLEASE WAIT " for several seconds. The system then returns automatically to the Special Function menu. To schedule this extraction to run automatically at specific times, select (B)atch. Batch scheduling is discussed in the next section.
7- Inspect this report for errors.

x
If any errors are found, see Troubleshooting on page 153. Once you repair the problem, rerun this process. If no errors are found, you can schedule this process to run after every run of the TPS Employee Build Code Files program in TPS. Be certain to inspect each report produced by this process in the future, as some errors are data related, and will occur even if the interface is installed correctly.
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5: Using The Interface Batch Scheduling
III.
Batch Scheduling
On the date and time you select, the system will extract the TPS files you select. If you choose the Reschedule option, TPS will re-run this extraction routine every x number of hours. You must have the Batch Processing option set up before you run this routine. To batch schedule a process, see your TPS Reference Manual. To configure batch scheduling, use the following procedure:
1.
Assigning Batch Scheduling To A Process

TPS Batch Scheduling (ANSOS Example)
CUSTOM FUNCTION TPS VER 6.x.x.x
PLEASE ENTER: 1. 2. 3. 4. 5. 6. STORE PARAMETERS IN FILE: ansos_in FILE DESCRIPTION: Import ANSOS Schedules Twice/Week DATE FOR INITIAL RUN: 06/05/98 TIME FOR INITIAL RUN: 15:30 IS THIS TO BE RESCHEDULED? Y NUMBER OF HOURS BETWEEN RUNS: 84
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 (30 characters). For example "Daily ANSOS". Extract For ANSOS" or "Daily Import From
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.
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5: Using The Interface Batch 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 begin network updates to avoid excess network traffic. The number of hours between runs must divide evenly into, or be a factor of, 24. This will keep extraction times from drifting around the clock from day to day. There are 168 hours in a week.
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5: Using The Interface Routine Maintenance
IV.
Routine Maintenance
Each procedure listed below must be performed regularly to keep information in the TPS and ANSOS systems current. Where noted, these processes can be run automatically at specific times. Other processes need to be performed manually on a regular basis.
Scheduler To TPS Maintenance Tasks

Procedure Extract transfer file from the scheduler Retrieve file from the TPS machine. Run employee number conversion Frequency Once per day to once per period. Same as Extract. Method Can be automated with third party software. If network allows, this can be automated as a UNIX script, launched by batch processing. Use batch scheduling. If employee build is batch scheduled, schedule to run shortly afterward. See if a number other than zero is in the total errors field, and if so, what errors are listed. Repair as appropriate. Use TPS batch scheduling. See if a number other than zero is in the total errors field, and if so, what errors are listed. Repair as appropriate. Use batch scheduling. Pay to schedule is run automatically as part of the pay report. Cannot be automated.
If needed. Run after every employee file build. After each conversion and before running the scheduler to TPS interface. Same as Extract. After every run of the scheduler to TPS interface. If needed. At least once for every run of the TPS pay report. As needed. This depends on several issues.
Inspect reports from the number conversion.
Run scheduler to TPS interface. Inspect reports from the scheduler to TPS interface. Pay to schedule or Convert schedules to time files Purge outdated schedule records
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TPS To Scheduler Maintenance Tasks

Procedure Run TPS to scheduler interface. Inspect reports from the TPS to scheduler interface. Transfer the file to the scheduler. Frequency Once per day to once per period. After every run of the TPS to scheduler interface. Same as the scheduler to TPS interface, above. Same as scheduler to TPS interface. As needed. Method Use TPS batch scheduling. See if a number other than zero is in the total errors field, and if so, what errors are listed. Repair as appropriate. If network allows, this can be automated as a UNIX script, launched by the TPS batch processing. See the manual that came with your scheduling software. See the manual that came with your scheduling software.
Load the transfer file into the scheduler. Purge outdated schedule records
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5: Using The Interface Troubleshooting
V.
Troubleshooting
When you run ANSOS to TPS, TPS to ANSOS, or the Employee Number Translation section of the ANSOS Interface, the system prints a report listing the total number of records created and any errors found. If you find an error message in a report, use the tables 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 1-800-8227911. This number can be remembered as 1-800-TACS-911.
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1.
TPS To Scheduler Troubleshooting

TPS To Scheduler Error Messages
Error Message [Scheduler] code not present in translation table Correction Procedure TPS pay code has an entry in the translation table but the third-party schedule code is blank. Modify the translation table to assign an code to the TPS pay code that the scheduler will recognize. See TPS To Scheduler Translation File on page 114. A control record in the translation file 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 TPS To Scheduler Translation File on page 114. 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. There are no records in the translation table. The translation table has not been modified to work with your system, or the modified version is not in the appropriate directory. See TPS To Scheduler Translation File on page 114. 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. You are missing a pay code in the translation table. Modify the translation table to assign a translation pay code or clock code to the appropriate scheduler code. See TPS To Scheduler Translation File on page 114.
Control record in wrong format
Missing clock in, Missing clock out, Missing usrdef in, Missing meal in, Missing meal out No [scheduler] translation table records
There are more than six tours for this date.
TPS pay code not present in translation table
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2.
Scheduler To TPS Error Messages

Scheduler To TPS Error Messages
Error Messages Cannot add meals for out time unless times from [scheduler] Correction Procedure 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. A control record from the translation table is not formatted correctly. This message appears if: Any Control Record:If a flag does not contain an uppercase "Y" or "N". Control Record 1: If the first flag is set to "N" and the second flag is set to "Y". If the first flag is set to "N" and the second flag is set to "Y". If the first flag is "Y" and there is an invalid scheduler employee value in the employee record.
Control record in wrong format
Control Record 3:
Control Record 8:
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 for missing or incorrect employee numbers. If you are using Employee Number conversion, do the steps above, but compare the file to the schedulers employee number field, the one in TPS, and the translation file.
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Scheduler To TPS Error Messages (Continued)

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. 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 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. 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 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.
Missing pay config
No [scheduler] transaction records
No translation found
No [scheduler] translation table records
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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 Scheduler code does not exist 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. 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. 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. 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.
Size of employee number greater than 10
Subscript out of range
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3.
Employee Number Conversion

Employee Number Conversion Troubleshooting
Employee Number Conversion Errors Invalid employee user defined number Correction Procedure 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. 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.
Invalid employee control flag
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5: Using The Interface Glossary
VI.
Glossary
If a term appears in italics, it is defined elsewhere in this glossary. ANSOS . . . . . . . . . . . . . . . . . . . . . . . . .ANSOS (Automated Nurse Staffing Office System) is a nurse scheduling software package created by Atwork Corporation. ANSOS is used for position control, scheduling, staffing, and management reporting. ANSOS Interface . . . . . . . . . . . . . . . . .An extension of the TPS system, used to read and write files created by the Atlink system from Atwork Corporation. The ANSOS interface consists of three components: the ANSOS To TPS Interface, TPS To ANSOS Interface, and the Employee Number Translator. Each of these are defined separately. ANSOS To TPS Interface . . . . . . . . . .This procedure takes a flat ANSOS export file (created by Atlink) and converts it into TPS readable record format. These records, in turn, are added to the appropriate files in TPS Scheduler. Atlink . . . . . . . . . . . . . . . . . . . . . . . . . . .Atlink is a flat file format specification for communication with Atwork products, including ANSOS and One-Staff. ANSOS and One-Staff are able to import and export files meeting this specification to third party software packages. Atwork Corporation. . . . . . . . . . . . . . .Atwork Corporation is the software developer that creates, markets, and maintains all versions of ANSOS, One-Staff and Atlink. Batch Scheduling . . . . . . . . . . . . . . . . .(From TPS). A TPS feature that allows the TPS system to schedule certain activities to take place every time a selected number of hours has past. This can also be used to run external programs or operating system scripts. In the ANSOS Interface, the batch scheduling feature can run all elements of the interface, reducing labor after installation dramatically.
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Clocking Exempt Employees. . . . . . . .(From TPS). Employees who use the Pay To Clocked Schedule feature in TPS to avoid the need to clock out each day. Clocked Schedules. . . . . . . . . . . . . . . .(From TPS Scheduler). These are scheduled time periods that are assigned a specific starting time and ending time. Up to six clocked and/or non-clocked schedules can be assigned to each employee each day within an employee schedule record. Clocked Transaction . . . . . . . . . . . . . .(From TPS and TACS). Any entry made into TPS to record an activity, where the starting time and ending time have an impact on compensation for that activity. For example, an eight hour shift is applied to a different pay code if done at night on a holiday than if done on a normal weekday. Control Records . . . . . . . . . . . . . . . . . .(From the scheduler interface). A Translation Table File is divided into two sections. The first section, called the Control Section, contains switches that turn specific translation functions on and off in the interface program. Values for these switches are stored in control records. For example, a control switch turns employee number translation on if needed, or off if it is unnecessary at your facility. Duty Tours. . . . . . . . . . . . . . . . . . . . . . .(From schedulers, also called a Tours Of Duty). These are scheduled time periods that are assigned a specific starting time and duration in minutes. Up to six tours can be assigned to each employee each day within a scheduler record. Duty tours can be translated into TPS schedule records using the Scheduler To TPS Interface. Do not confuse duty tours (time not yet performed) with duty transactions (time already performed).
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Duty Transactions. . . . . . . . . . . . . . . . .Activities that are compensated for based on the time when the activity began and the time it ended. Third-party scheduler duty transactions are identified by the schedulers employee number, the start time of the activity, and the number of minutes the activity was performed. TPS clocked transactions can be translated into scheduler duty transactions using the TPS To Scheduler Interface. Do not confuse duty transactions (time already performed) with duty tours (time not yet performed). Employee Number Translation . . . . . .Normally, this program is not used. If the Employee Number fields in the third party scheduler and TPS are different for each employee, this function creates a comparison table based on an scheduler employee number field in TPS. Run this utility to create the comparison table before running the Scheduler To TPS side of the interface. Employee Schedule Record. . . . . . . . .A record, in a third party scheduler or TPS, that includes the schedule for one employee for one day. This schedule can include up to six separate activities, to be done within that day. In TPS, these activities are called Daily Schedule Definitions. In ANSOS, One-Staff, and AcuStaf, they are called Tours Of Duty. Exempt Check-In . . . . . . . . . . . . . . . . .(From TPS and TACS). A TACS transaction that records an employee is present for work on the day of the transaction. This feature is used for employees paid by scheduled work time, rather than actual work time recorded in TACS.
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Daily Schedule Definition. . . . . . . . . .(From TPS Scheduler). A file that contains the time and activity parameters of each type of schedule used in TPS. Usually, one schedule definition will exist for each clocked transaction and shift combination. Additionally, a shift definition will exist for each non-clocked transaction that can be scheduled. By defining each schedule separately from the employee schedule record, time policies can be applied consistently, and redundant information can be entered once for all employees. Grace Period . . . . . . . . . . . . . . . . . . . . .A short time period before and after the minute when an employee is expected to clock in or out. Clocking transactions within the grace period are rounded to the expected clock in or out time. This TPS feature does not effect the ANSOS Interface. Job Class . . . . . . . . . . . . . . . . . . . . . . . .(From TPS). A specific set of duties paid at a specific rate. For example, If an ER nurse is paid more than a staff nurse, and a person performs both duties, that person can switch Job Class whenever the person switches between staff and ER assignments. TACS transfers this to Payroll, ensuring employees are paid properly. Load Schedules To Time File . . . . . . .(From TPS). A TPS Scheduler function that loads selected information from the Employee Schedule file to the Time Transaction file. This function allows you to convert scheduled time records into actual time records once the scheduled time has passed. Do not confuse this with Pay To Schedule, since both achieve the same goal using different methods.
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Meal Deductions . . . . . . . . . . . . . . . . .A section of time when an employee is expected to be off duty for a meal. This time can be deducted from total work time. If deducted, it can be removed automatically by TPS pay rules or manually when an employee clocks a mealspecific TACS transaction. The scheduler interface can automatically apply selected rules to this transaction when transferring worked time from TPS to the scheduler. Meal Transactions. . . . . . . . . . . . . . . . .Any transaction associated with clocking in or out for a meal. These transactions are entered manually through TACS. See also Meal Deductions. Non-Duty Tours . . . . . . . . . . . . . . . . . .These are scheduled time periods that are assigned a total duration, date, and shift, but not a specific start time. Up to six tours can be assigned to each employee each day within a schedule record. Do not confuse non-duty tours (time not yet performed) with non-duty transactions (time already performed). Non-Duty Transactions . . . . . . . . . . . .These are records of past activities that contain the total duration, date, and shift, but not a specific start time of the activity. Do not confuse non-duty transactions (time already performed) with non-duty tours (time not yet performed). Non-Clocked Schedules . . . . . . . . . . .(From TPS Scheduler). These are scheduled time periods that are assigned a pay code, total duration, date, and shift, but not a specific start time. This information can be imported from ANSOS. Do not confuse non-clocked schedules (time not yet performed) with nonclocked transactions (time already performed). Non-Clocked Transactions . . . . . . . . .(From TPS). These are records of past activities that are list the pay code, total duration, date, and shift, but not a specific start time of the activity. Do not confuse non-clocked transactions (time already performed) with nonclocked schedules (time not yet performed).
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Non-Duty Transactions . . . . . . . . . . . .Compensable activity that is not paid differently based on the amount of time involved in performance or the time when the activity takes place. Non-duty transactions in a third party scheduler are usually labeled non-clocked transactions in TPS. Non-duty transaction records contain the scheduler employee number, the tour code, and the number of minutes the activity was performed. A normal duty transaction contains only one event. Non-Productive Time . . . . . . . . . . . . .Any activity that does not result directly in productivity, such as vacation or sick time. Usually these transactions are drawn from benefit balances. Off-Time . . . . . . . . . . . . . . . . . . . . . . . .This is the Res-Q RN equivalent term to nonduty tour. The meaning is identical. See NonDuty Tours. On-Time . . . . . . . . . . . . . . . . . . . . . . . .This is the Res-Q RN equivalent term to duty tour. The meaning is identical. See Duty Tours. One-Staff. . . . . . . . . . . . . . . . . . . . . . . .One-Staff is a scheduling software package created by Atwork Corporation. One-Staff is used for position control, scheduling, staffing, and management reporting. One-Staff Interface. . . . . . . . . . . . . . . .An extension of the TPS system, used to read and write files created by the Atlink system from Atwork Corporation. The One-Staff interface consists of three components: the One-Staff To TPS Interface, TPS To One-Staff Interface, and the Employee Number Translator. Each of these are defined separately. One-Staff To TPS Interface . . . . . . . . .This procedure takes a flat One-Staff export file (created by Atlink) and converts it into TPS readable record format. These records, in turn, are added to the appropriate files in TPS Scheduler.
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Pay Code . . . . . . . . . . . . . . . . . . . . . . . .(From TPS). A site-established code that represents a type of pay. When you run the TPS Pay Report, TPS applies pay rules, which in turn apply pay codes to payable time transactions. See Clocked Transaction, Non-Clocked Transaction. Pay To Schedule . . . . . . . . . . . . . . . . . .(From TPS Scheduler). The feature in TPS that allows you to pay employees based on scheduled time, rather than time transactions or schedules converted into time transactions. This feature must be enabled on an employee-by-employee basis, and must also be configured in the Scheduler To TPS Interface. This feature is broken down into Pay To Clocked Schedule and Pay To Non-Clocked Schedule. Do not confuse this feature for Load Schedule To Time File, which has the same purpose but uses a different method. Payable Hours . . . . . . . . . . . . . . . . . . . .The net difference between clock in time and clock out time, with meal, leave of premises, grace periods, and any other variables included in the payable hours calculation. Payable Hours Special Processing. . . .Payable hours special processing is a specific set of rules. This is only useful for resolving compatibility issues at a very small number of sites. Reference Files . . . . . . . . . . . . . . . . . . .These TPS files contain data and control information required by the interface. For example, the control file allows the interface to determine the length of the employee number. It can then use this length to read the employee file correctly.
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Schedule . . . . . . . . . . . . . . . . . . . . . . . .A collection of planning information, dictating the type of work to be performed in the future. Once this work is performed, past schedules can be compared to the actual work done to detect inconsistencies. Alternatively, some employees be paid based on schedules to avoid double entry of time information. The scheduler and TPS combination allow you to use both these methods as needed. Schedule Code . . . . . . . . . . . . . . . . . . .This is an identifier field that identifies a scheduling category. In TPS, this is called a Daily Schedule Number, and identifies each record in the Daily Schedule Definition file. In ANSOS, this field is called an ANSOS Code. The code is used in the files transferred between TPS and the third-party scheduler. Schedule Definition. . . . . . . . . . . . . . .See Daily Schedule Definition. Schedule Number . . . . . . . . . . . . . . . .A code identifying a specific daily schedule record in TPS. This is used in the scheduler to TPS interface to match scheduler tour codes to the appropriate daily schedule records in TPS. Schedule Time Out . . . . . . . . . . . . . . .(From TPS Scheduler, also called Time Out). The time when a scheduled activity is planned to end. Since third party schedulers does not use this field, the scheduler to TPS interface must calculate it based on the Start Time and Duration In Minutes and (optionally) Meal Deduction fields from the scheduler transfer record. TACS . . . . . . . . . . . . . . . . . . . . . . . . . . .The Time and Attendance Collection System. This phone system replaces a time clock (and in some cases, a project log) for tracking the time each employee spends working or taking paid time off.
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Tar (UNIX command) . . . . . . . . . . . . .The UNIX command "tar" stands for (T)ape (AR)chive. This command also applies to floppy disk, and is the basic utility for copying information between the hard drive and a removable media. This command is used for copying the scheduler interface from floppy to your TPS system hard disk. Telephony, Computer. . . . . . . . . . . . . .Computer Telephony is the technology of linking a computer system to a phone system for voice and Touchtone communications directly with end users. In other words, it allows you to access and enter information to a computer system by voice and/or Touchtone. DDI produces several computer telephony products that connect to TPS and other computer systems. Time Transaction . . . . . . . . . . . . . . . . .A record of clocked or non-clocked employee time devoted to a particular activity. Tour of Duty . . . . . . . . . . . . . . . . . . . .(ANSOS/One-Staff, also called a Tour). An ANSOS/One-Staff term describing any scheduled activity that includes a definite start time and number of hours. TPS. . . . . . . . . . . . . . . . . . . . . . . . . . . . .The Transaction Processing System (TPS) receives employee time data in the form of clock transactions from TACS and your third party scheduling systems to compute pay hours by pay type for each employee based upon your pay rules. This pay information is provided to administration and department supervisors for their perusal and evaluation. Ultimately, it becomes direct input to your existing payroll system. TPS Scheduler . . . . . . . . . . . . . . . . . . .TPS Scheduler is a DDI extension to TPS, designed to integrate scheduling-based pay functions directly into TPS. TPS Scheduler can work independently or with data from a third party scheduler. The Scheduler Interface allows the internal TPS Scheduler to read and use transactions from third party schedulers.
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TPS To ANSOS Interface . . . . . . . . . .This program extracts actual time information from TPS files and converts it into a file that can be read by Atlink. Transfer Files . . . . . . . . . . . . . . . . . . . . .These are flat, sequential text files that can be read and written by interface programs within TPS and third-party scheduling packages. Both the files imported into and exported from TPS match this specification. Translation Table Records . . . . . . . . . .A record from the second section of the translation file. These records convert standard codes in one side of the interface into standard codes on the other side. In the scheduler to TPS interface, these codes convert third party scheduler tours and shifts into TPS schedule codes. In TPS to Scheduler, these codes convert TPS clock codes and pay codes into scheduler tour codes. Translation Table Files . . . . . . . . . . . . .A translation table contains commands and interpretation tables that are based on the sitespecific configuration of both the scheduler and TPS. This information permits each direction of the interface to convert information that applies specifically to your site, such as tour codes and pay codes. A separate translation table must be configured for each direction of the interface. TSIS . . . . . . . . . . . . . . . . . . . . . . . . . . . .The Time Status Inquiry System. This is an optional add-on to the TPS system that allows employees to access schedule, time worked for period, hours worked per day, and benefit information from any Touchtone phone. Unit (ANSOS) . . . . . . . . . . . . . . . . . . .(From ANSOS). A unit in ANSOS translates as a department number in TPS. User-Defined Qualifier . . . . . . . . . . . .(TPS). A code entered along with a TACS Clock Code that assigns the clock code to a specific project or activity.
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Tps Scheduling Interface - Acustaf: Edition: All Editions - Through 6.4.X.J

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TPS Scheduling Interface AcuStaf

All Editions - through 6.4.x.J

AcuStaf Interface 1.7.1

Thursday, October 14, 1999 10:45 am

1999, Subject to nondisclosure

1999, Subject to nondisclosure

TPS Scheduling Addendum

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

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

1999, Subject to nondisclosure

TPS Scheduling Addendum

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

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

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

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

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

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

1999, Subject to nondisclosure

TPS Scheduling Addendum 2.

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

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

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

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

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

1999, Subject to nondisclosure

TPS Scheduling Addendum

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

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

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

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

1999, Subject to nondisclosure

TPS Scheduling Addendum

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

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

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

1999, Subject to nondisclosure

TPS Scheduling Addendum

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

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

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

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

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

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

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

1999, Subject to nondisclosure

TPS Scheduling Addendum

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

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

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

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

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

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

1999, Subject to nondisclosure

TPS Scheduling Addendum

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

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

1999, Subject to nondisclosure

TPS Scheduling Addendum

Other Atwork Products

What is the Scheduling Interface?

1999, Subject to nondisclosure

TPS Scheduling Addendum