AESOP Extract File Layout September 2007 - AESOP Online
File Layout for AESOP Extract
File Type: Record Length: Record Format: Header/Trailer:
ASCII 1517 Fixed None
Assumptions:
? The AESOP Extract process will provide the user with the opportunity to enter the following parameters from the AESOP WebNavigator before creating the AESOP Extract file.
o From Date
o To Date
? The AESOP Extract is "re-run able" and the file can be named according to customer specifications.
? The AESOP Extract file will contain 1 record for every day in an absence. E.g. for 1 single day absence it will contain 1 record, and for a 5 day absence, it will contain 5 records. Each record will have an absence START DATE and an absence END DATE.
? AESOP customers are responsible for loading the absence data into their HR/Payroll systems.
? AESOP customers are responsible for checking that duplicate records are not loaded into the HR/Payroll systems. Frontline Data assumes no liability for incorrect data imports into the HR/Payroll systems.
? AESOP customers are responsible for testing that the extract file contains the correct information to be processed by their data load program into their HR/Payroll systems.
? Fields shaded in tan only apply if certain optional functionality is enabled.
FrontLine Data, Inc.
Page 1 of 9
9/20/2007
AESOP File Format Definition
Field Name
Format
Offset Description
Version
ABSENCE
N8
CONFIRMATION
NUMBER
WORKER
N9
IDENTIFICATION
NUMBER
WORKER FIRST
C30
NAME
WORKER MIDDLE C10 NAME
WORKER LAST
C30
NAME
WORKER TYPE
C30
DESCRIPTION
WORKER REPORT C20 LOCATION
WORKER BUDGET C30 EXTERNAL ID
SUBSTITUTE
N9
IDENTIFICATION
NUMBER
SUBSTITUTE FIRST C30 NAME
SUBSTITUTE
C10
MIDDLE NAME
1-8
Confirmation number
before
(currently using 6 digits) 01/14/06
9-17
Social Security number for WORKER (US)
before 01/14/06
Social Insurance number for WORKER (CAN)
18-47 Worker First name
before 01/14/06
48-57 Worker middle initial
before 01/14/06
58-87 Worker Last name
before 01/14/06
88-117 Worker Type Description before 01/14/06
118-137 Room Number From Worker Record
before 01/14/06
138-167 Worker Budget Code External ID
before 01/14/06
168-176 Social Security number for Substitute (US)
before 01/14/06
Social Insurance number for Substitute (CAN)
177-206 Substitute First name
before 01/14/06
207-216 Substitute middle
before 01/14/06
FrontLine Data, Inc.
Page 2 of 9
9/20/2007
Field Name
Format
Offset Description
Version
SUBSTITUTE LAST NAME
ENTITLEMENT DESCRIPTION
ABSENCE CREATE DATE
C30
217-246 Substitute Last name
C20
247-266 Entitlement Type
description
YYYYMMDD 267-274 Absence created on this date
before 01/14/06
before 01/14/06
before 01/14/06
ABSENCE CREATE TIME
HH:MM:SS 275-282 Absence created at this time
before 01/14/06
ABSENCE START DATE
YYYYMMDD 283-290 Start date of the absence before (daily records for multi- 01/14/06 absence days)
ABSENCE END DATE YYYYMMDD
291-298
End Date of the absence (daily records for multiabsence days)
before 01/14/06
ABSENCE START TIME
HH:MM
299-303 Start time of the Absence before 01/14/06
ABSENCE END TIME HH:MM
304-308 End time of the Absence before 01/14/06
NUMBER OF
C4
CALENDAR DAYS
309-312 Number of calendar days before absence request spans 01/14/06
ABSENCE DATE
YYYYMMDD
313-320
One record produced for each absence day in an absence request.
before 01/14/06
NEED
C1
REPLACEMENT
321
Y = Needs a Substitute, before
N = Does not need a
01/14/06
substitute
ABSENCE FULFILLED C1
322
Y = Fulfilled
before 01/14/06
FrontLine Data, Inc.
Page 3 of 9
9/20/2007
Field Name
Format
ABSENCE
C1
RECONCILED
ABSENCE
C1
CANCELLED
ABSENCE STATUS C25
SHIFT DESCRIPTION C30
SHIFT NUMBER OF N3 DAYS
SCHOOL NUMBER C5
SUB BUDGET CODE C30 EXTERNAL ID
SUB BUDGET
C30
DESCRIPTION
SUB FULL DAY PAY N5 RATE
ABSENCE APPROVAL C1 STATUS
Offset Description
Version
N= Not fulfilled
323
Y = Reconciled
N = Not Reconciled
before 01/14/06
324
Y = Absence Cancelled before
N = Absence not
01/14/06
Cancelled
325-349 Fulfilled, Not Approved Created, Not Approved
before 01/14/06
Fulfilled, Approved
Created, Approved
(Note: "Approved" in this field refers to RECONCILED status not approval status)
350-379 Full day, Half Day AM, Half Day PM
before 01/14/06
380-382 0.5, 1.0
before 01/14/06
383-387 External ID from Institution Record
before 01/14/06
388-417 Sub budget code from Pay Code Record
before 01/14/06
418-447 Sub budget description before from Budget Code Record 01/14/06
448-452 Sub Pay rate from Pay Code Record
before 01/14/06
453-453 A = Approved
before 01/14/06
FrontLine Data, Inc.
Page 4 of 9
9/20/2007
Field Name
Format
ABSENCE NEEDS
C1
APPROVAL
ABSENCE APPROVED C1
ABSENCE DAY
C4
DURATION (in hours
and minutes)
RESERVED
1
ABSENCE NOTES
C255
Offset Description
Version
D = Denied
U = Unapproved
454-454 Y = Needs Approval
N = Does not need approval
455-455 Y = Approved
N = Unapproved or Denied
456-459
Duration of Absence record based on start time and end time (HHMM)
460-460
461-715 Absence notes recorded by teacher
before 01/14/06
before 01/14/06
before 01/14/06
before 01/14/06 before 01/14/06
SUBSTITUTE
C20
EXTERNAL ID
WORKER EXTERNAL C20 ID
716-735 Substitute External ID
736-755 Worker External ID as defined by user in the AESOP WebNavigator
before 01/14/06
before 01/14/06
WORKER BUDGET C20 DESCRIPTION
756-775 Worker Budget Description
before 01/14/06
SUB PAY CODE
C20
776-795 Substitute Pay Code
before
FrontLine Data, Inc.
Page 5 of 9
9/20/2007
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