CONFERENCE2014

Session AgendaDiscussion between customer and AESOP as to challenges and problems they are facing utilizing the S/WReview of the integration processes between CIMS and AESOP, specifically

Employee and Sub/Casual download from CIMS to AESOPAbsence and Time Worked upload from AESOP to CIMS

TO confirm if there are things we could be doing better to get the correct TIME of absence and/or work.

** Handout custom programming document to customers

CONFERENCE2014

Customer comments re: SoftwareWhat is working excellent?Seven Oaks• Improved Fullfillment history, report writer and dashboard for messagesThe Winnipeg School Division• Inactivation of subs and employees with the nightly download• Reactivation of employees• Updating of skills daily• Aesop's ability to send automatic welcome letters/emails• Aesop's reporting is easy to use/clean• Subs ability to use phone & web at the same time to search for jobsRiver East Transcona• All the fixes TT put in place to make the upload and downloads work• System easy to use - clear, good video/manual instructions • More permissions• Campus user access to enter EA preferred list• If EE has not entered a preferred list Aesop should not wait the 10% lead time but begin searching for

replacement immediately• Better use of the clock to record hours worked for replacement and time absent for EE

CONFERENCE2014

Customer comments re: SoftwareWhat is not working so well?Seven Oaks• Employee start/stop defaults to school start/stop which is misleading especially for

support staff. • Skill matching – we need to improve how this could work better for us• Can we have a dedicated CIMS file format? When one thing changes or if stuff is moved

then the ripple down can create issuesThe Winnipeg School Division• Multiple positions (this is a huge deal for our Division as we have a lot of employees who

work multiple positions and reporting absences and getting subs can be difficult)• Calculation of breaks in Aesop• Reporting on substitute statistics (example number of calls, number accepted, declined,

hung up, etc for a date range)• Vacancies - can't currently choose skills required. Have to create profiles for each (we

have a lot of skills).• A spot to put the account number would be great for schools and have it directly linked

to Accounting somehow??

CONFERENCE2014

Customer comments re: SoftwareWhat is not working so well?The Winnipeg School Division (cont.)• Have a calendar/at a glance option while in Navigator use. When we look up an

employee or substitute to view their absence history or days worked there is only a list view. The ability to look at a calendar would be helpful.

River East Transcona• If we could eliminate the changes school clerks have to make after the upload pertaining

to hours worked for replacement, days worked for absent EE's that have varied schedules• Lost the use of some of the functions for the “Include on Substitute list” _____ (now

substitute has to enter their non- work time in Aesop and they do not, so Subs Clerk enters on their behalf and “OS” on the “Include on Substitute list” _____. ???

CONFERENCE2014

Staff and Sub/Cas DownloadRuns once a day. CIMS runs an option at 3am (AESALLC) which creates

The iseries runs a job at 3:15am which transfers those .csv files to the AESOP Server for processingAESOP job on their server runs a job at ??.?? To process the recordsCan we download/autobuild absence records to AESOP?

• Is all staff downloading appropriately? • If there is a person that crosses multiple classifications, i.e.: multiple lines is

the one assignment getting overwritten with the other one?• If we load two F11 lines are one set of skills being overwritten with

another?• Inactive employees? Auto cancels future records?

CONFERENCE2014

Absence & Time Worked UploadIt is a 3 part process and runs either 2 or 3 times a day (7Oaks 8:15am, 1:15pm RETSD 8am, 1pm, just after midnight WSD 8:20am, 2:20pm, 11:20pm)

AESOP server runs a job to produce the file which contains all records for that day and for all future datesThe iseries runs a job to collect that file from the AESOP ServerCIMS runs a job to process the records, ie: We append the contents to this ever growing history file emsfiles/paesuplhld (7Oaks for this schl year = 1.5million records) so that we can explain things when records are not loading.AESOP compare and validate against what is in CIMS records (AES.502)

A Report is generated indicating problems/errors AND IT SHOULD BE printed and checked!

CONFERENCE2014

Absence & Time Worked UploadThe confirmation number is checked against what is already in CIMS – If Cancelled Field = Y … in CIMS it will delete the Sub record, report it AND if there is a matching leave request it will either cancel that leave or XSUB if multiple datesWe have to establish the absent person’s job code because what we have in the file is their Position title (EIS.154 mapping) .. If we have problems Error on reportWe have to establish an appropriate Sub/Cas Job Code based on the absent person’s job code… ie: loading CAS8, CAS7, CASEA, SUB There is MUCH custom work in here as we have to list out CL10, CL12, CUST … problematic if you add job codes looking to PAY.124 to reduce custom. If we cannot establish one ERROR on reportConfirms valid absence code and reason else ERROR on reportEstablishes an appropriate BO, AM, or PM using the shift description if not ‘custom’ … if custom go to time and absence duration fields to resolveEstablishes time worked Establishes time absentEstablish a rate and account from SUB.011

Calculation of time is problematic .. Is it the ‘custom’? What fields could we look to so we don’t have to calculate from start/stop time!