WT&A/WF&S INTEGRATION

IMPLEMENTATION GUIDE

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WT&A/WF&S Integration Implementation guide

TABLE OF CONTENTS
Introduction .................................................................................................................................................. 4
Overview ................................................................................................................................................... 4
Assumptions.............................................................................................................................................. 4
Base Requirements ................................................................................................................................... 5
User Field Sets ........................................................................................................................................... 5
Absence Configuration.............................................................................................................................. 5
Account Access Levels............................................................................................................................... 6
Single Sign-On ........................................................................................................................................... 6
ESB Routes ................................................................................................................................................ 6
Cloud Services – Account Setup .................................................................................................................... 8
WT&A Technical Consultant - Implementation Steps .................................................................................. 9
Make Schedule Read-Only ........................................................................................................................ 9
Remove Edit Employee Access ................................................................................................................. 9
Create ABSENCE_SET .............................................................................................................................. 10
Update Pay Codes ................................................................................................................................... 10
Create Schedule Templates .................................................................................................................... 10
Create “Nominal Daily Hours” For Every Employee ............................................................................... 11
Configure Import/Export Interfaces ....................................................................................................... 11
Employee Import ................................................................................................................................ 11
Absence Export ................................................................................................................................... 12
Schedule Import .................................................................................................................................. 18
WF&S Consultant - Implementation Steps ................................................................................................. 20
Setup Permissions ................................................................................................................................... 20
Remove employee admin ................................................................................................................... 20
Remove employee editing .................................................................................................................. 21
Remove leave, timesheet and employee delete ................................................................................ 22
Remove Manager add / maintain ....................................................................................................... 23
Disable F&S Timesheets module............................................................................................................. 23
Remove Employee edit functionality on Mobile .................................................................................... 24

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WT&A/WF&S Integration Implementation guide

Create List of Pay Codes.......................................................................................................................... 24

Create Schedule Templates .................................................................................................................... 24
Configure Import/Export Interfaces ....................................................................................................... 25
Employee Import ................................................................................................................................ 25
Absence Import ................................................................................................................................... 25
Schedule Export .................................................................................................................................. 25
Open Issues ................................................................................................................................................. 27

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WT&A/WF&S Integration Implementation guide

Introduction
Overview
This document is intended to provide implementation steps for a WT&A Functional Consultant
and WF&S Consultant to implement a joint WT&A/WF&S (TAFS) solution at a customer site.

Assumptions
• The Forecasting and Scheduling (WF&S) system is the system of record for schedules – any
edits to schedules will be done there and transferred to WT&A.

• The Time and Attendance (WT&A) system is the system of record for absences – any edits
to absences will be done there and transferred to WF&S

• The customers Human Resource Information System (HRIS) is the system of record for
Employee Information – updates will be maintained in the HRIS and sent to both WT&A and
WF&S. WT&A & WF&S will disable their ability to edit Employee Information.

• Absence hours will be recorded as In/Outs (I/O) as the Absence Export can only export I/O
time currently (pre-18.1).

o 18.1 of WT&A and R68 of F&S will support export of In/Out and elapsed times.

• This guide assumes you have knowledge of how to configure policies within the WT&A
Policy Editor.

• The instructions below for WT&A configuration apply to the standard product.

• Absences are only exported where the absence start time is tomorrow and beyond.

o Bear in mind that the WT&A absence export uses the server time as the basis for
“tomorrow” rather than the time zone of the location in which the employee works.

o Each absence period is exported as individual days, so a 2-week (14 days) absence
starting (and entered in to the system) today will result in the export of 13 days-
worth of absence starting tomorrow (server time) to WF&S.

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• There are many examples of the expected behavior of the F&S Absence import given in this
use case document.

• WF&S and WT&A are hosted in the same time zone. This becomes important when we pass
the schedules / absences for a “day” or “week” between systems – both systems need to
have the same definition of “day”.

Base Requirements
• Employee information cannot be edited within WT&A – any changes to employee records
will be made in the HRIS and re-imported to WT&A.

• WT&A schedules are read-only.

User Field Sets

• User field sets control which user access levels have view/edit/first-entry capability for input
fields within F&S.
• Field sets will be used to make any staff data read only, and to make core scheduling fields
editable.
• User field sets can be created in AdminUser Field Sets
• A field set called “Read only fields” must be created with “view” permission for all access levels,
for all fields except the following:
o Standard hours per week
o Standard hours per day
o Max. hours per week
o Max. days per week
o Max. hours per day
o Min. break between shifts
o Days per week
o Desired Hrs
o Target Hours
o Maximum Contract Hours Per Week
o Minimum Contract Hours Per Week
o Maximum consecutive days On
• A field set called “Editable fields” must be created with “edit” permission for all access levels,
for the same fields identified in the list above.

Absence Configuration
• Timed absences should be configured on, this is the preferred method in T&A

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• Only one absence per day is supported in the absence interface

• Staff cannot be scheduled in F&S when any absence exists on a day in their schedule
o Note: Need to determine whether this is the required behaviour, or whether staff
should be scheduled before/after their absences
• It has not been agreed how part day AM or PM absences will be handled (effectively every
absence will be treated as a full day absence currently

Account Access Levels

• Turn off ability to add new staff, delete staff, disable staff, and import staff (Front end rather
than ESB): Account Access > [access level] > uncheck “Admin staff accounts” and “Delete staff”
• Turn off ability to edit staff personal details, payroll information and time off entitlements:
Account Access > [access level] > uncheck “Edit staff personal”, “Edit payroll” and “Edit staff
leave bank entitlements”.
• Turn off access to staff time off page: Account Access > [access level] > uncheck “View staff
leave”.
• Turn off access to staff timesheets: Account Access > [access level] > uncheck “View
timesheets”.
• Turn off ability to approve or add leave (from both the staff leave calendar and the schedule):
Account Access > [access level] > uncheck “Admin leave”.
• Turn off ability to create new managers: Account Access > [access level] > uncheck “Admin
manager”.
• Turn off ability to edit managers’ personal details: Account Access > [access level] > uncheck
“Edit personal”.
• Remove Timesheet module: Account Module > Edit > uncheck “Timesheet”.

Single Sign-On
• For Phase 1, SSO setup requires Engineering resource and a story will need to be planned into a
sprint which includes details of the IDP and certificate to be used for SSO
• Jira #WOL-16234 will make it possible for the implementation teams to configure SSO without
involving Engineering.
• Full details of how SSO can be set up with Success Factors are found here:
https://workplacejira.atlassian.net/wiki/display/TEAMAX/SSO+Configuration
• SSO for other IDPs may require custom implementations.

ESB Routes
The following routes need to be enabled for every F&S account by default: Staff (in), Absence (in),
Schedule (out), Forecast (in), Demand (in), Driver (in).

• In the case of the Staff import (external HRF&S), any external HR system supplying a custom
file format (e.g. the Success Factors XML file) will require a file transform (XSLT) to be applied.

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• In the case of the Schedule export (F&ST&A), a standard transform exists to produce a file
format compatible with T&A. This must be applied to the Schedule route.
• In the case of the Absence import (T&AF&S), the standard format required by F&S is
produced – no transform is required.
• Forecast, Demand and Driver interfaces are part of standard Forecasting setup and do not
require transforms

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Cloud Services – Account Setup

Process to follow to get the WF&S and WT&A accounts set up:

1. Follow the usual process to get a WT&A account set up.

a. Turnaround time for a new WT&A account is TBD

2. Raise ticket in Salesforce and assign to WF&S Cloud Services.

a. Turnaround time for a new WF&S account is five days for both a stand-alone
account and a TAFS integrated account

3. WF&S new account forms are located here. These have configuration details needed for
implementation. For a new account take a copy of the template "New Account
Template Form_v1_46.xlsx" and rename with account name.

Fill in the requirements confirming request for SFTP WT&A Integration.

Fill in WT&A Interface details for Schedule exports from WF&S.

WF&S Cloud Services will complete the forms with installation details and provide the keys.

Make sure that as a minimum

• Staff and absence are identified as requirements under ESB IN

• Schedule/roster export are identified as requirements under ESB OUT

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WT&A Technical Consultant - Implementation Steps

Make Schedule Read-Only
Ensure that the WF&S Paycodes are present in WT&A config. Need standards on these but for
the demo they are:

• Policy Tree: Pay Codes  Pay Code

• Ensure that the following Pay Codes exist – if not add them:

o WORKED
o PAID_BREAK
o UNPAID_BREAK

Make Schedule Pay Codes read-only.

• Policy Tree: Pay Codes  Pay Code Map

• Create read only Field Security Policies for IO and EL time.
• Update the Schedule Pay Codes tab in the Pay Code Map to use either the IO or EL
read-only Field Security Policy created in the preceding step.

Ensure that Assign Schedule, Manage Group Schedule and Modify Schedule links are not
available to the Manager Group Role responsible for the WF&S employees.

• Policy Tree: Setup  Roles  <select each applicable Group Role>

• Ensure the following system features are not included for the role.

o SCHEDULES_MAINTENANCE
o GRP_SCHEDULE_ENTRY
o AS_MODIFY_SCHEDULE

Remove Edit Employee Access

Remove Edit Employees Link from Manager Role

• Policy Tree: Setup  Role

• Select Each Manager Group role that applies and remove the “EMPLOYEE_EDIT”
system feature.

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Create ABSENCE_SET
This is used to define the absences that will be exported to WF&S. If absences are not included
in this ABSENCE_SET, they will not be exported to WF&S.

** Andrew to add screen shots

If an absence is not included in the absence set, the absence will only appear in WT&A.

Under normal circumstances, all WT&A absences that need to be shown on the schedule should
be included in the ABSENCE_SET.

Pay Types in WF&S need to be set up to match the absences being exported from WT&A.

The Absence Export expect values in in/out. By default in WT&A absence export are typically configured
as elapsed codes. To support the In/out export requirement involved updating all the absence codes and
field security.

Update Pay Codes

Pay Code > Pay Code Map
Update the above pay code field security from HOURS_ALL to IO_ALL to all Pay Code Maps for all Policy
Profiles.

The maximum length of a pay code in WT&A is 85 characters. The maximum length in WF&S is
32. The maximum length in both should therefore be 32 characters.

The pay code and the description of the pay code in both WT&A and WF&S should be the same.

Create Schedule Templates

If schedule templates are needed by the customer they should be set up identically in both
WT&A and WF&S. This will ensure that the “Normal days off” for each employee are the same
in both WF&S and WT&A.

This way, when WT&A exports a set of absences (which won’t include “Normal days off”),
WF&S will be able to show these normal days off in the middle of the absence period on the
schedule.

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Create “Nominal Daily Hours” For Every Employee

When creating time off requests for fully flexible staff (i.e. don’t have a schedule template),
WT&A needs to allocate a number of hours per day for the time off period.

This value should be the same in both WT&A and WF&S so that an employee that doesn’t
change the default values in WT&A isn’t scheduled to work more hours in WF&S during the
time off period.

In WT&A, this is the “Standard Daily Hours” value that’s supplied from the employee import.

Configure Import/Export Interfaces

Employee Import
Within the web application, open the 'Policy Mapping for Imports' screen. Fill in the 'Policy Profile' tab
with your desired policy mapping. An example mapping that puts all employees in the 'A001' Profile is
included below.

Go to the 'Run Job' screen. Find and run the job PPI_E2G_HR_IMPORT. This will run the import against
the file specified above.

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Launch the Policy Editor. There should be a 'JavaScript Library' policy named E2G_HR_IMPORT_CONFIG
included in the base data set. If there is not, create a policy with that name and put the attached script
in it. Open the E2G_HR_IMPORT_CONFIG policy script and modify the following:

1. Find the line:

// importControl.dataConnector = new FileConnector("<something>");
Uncomment this line if it is commented, and fill in the name of the import file, such as:
importControl.dataConnector = new FileConnector("interface/incoming/employee_data.xml");
(Make sure you have placed the data file in this location)

2. Find the line:

importControl.setGoLiveForDeployment(WDate.valueOf("2016-01-01"),
function(earliestEmployeeStage, earliestAsgnmtStage, log) {
Replace the date with your desired go-live date.

3. Find these lines:

/** Default general role policy id for employee */
importControl.rolePolicy.employeeGeneral = "EMPLOYEE_GENERAL";

/** Default general role policy id for manager */

importControl.rolePolicy.managerGeneral = "MANAGER_GENERAL";

/** Default group role policy id for manager */

importControl.rolePolicy.managerGroup = "MANAGER_GROUP";
Replace the Role names with your desired roles for the default Employee General, Manager General,
and Manager Group roles respectively.

IMPORTANT: Make sure COMPUTED_MATCH_ID is populated in the TA Employee’s

Assignment record with the Employee’s Display Employee value. This is what the Schedule
Import Script uses match employees with and if its not set in TA the import will fail to
import that employee’s schedule.

Absence Export
1) Policy Tree: Interfaces  Absence Export

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2) Ensure the Absence Set has all the absence pay codes. Example below.

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3) Guidelines for populating the Export Policy fields (see page 596 of the 17.2 Policy
Configuration Guide for more details):

• Customer ID: The WF&S account name.

• Number of Days to Export: Enter the number of future days for the system to export
Absences. Note that in the current version, you should enter 1 less than the number
of future days. So to export two weeks (14 days) enter 13.
• Pay Codes to Export: Create a Pay Code set with all the Absence Pay codes you wish
to export from WT&A to import into WF&S.
• Character Encoding: Set this to “UTF-8”.
• Currently the Absence Export only exports I/O time so ensure that Absence Paycode
are I/O rather than elapsed (this may change in the future)
• You can schedule this export to happen as often as required using the “Schedule &
Notification” tab or run this Export on demand using the End of Period Processing
“Export Data” feature in EmpCenter.

4) Configure SFTP Policy for Absence Export

This sets up the connection to the Workplace SFTP server so that the absence file
can be sent to Workplace and imported. Different connection types will need to be

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set up for Dev, Test and Prod. Each region has its own sftp server. Below is the list of
sftp servers for the regions.

• F&S US SFTP SERVER: ussftp01.workplaceonline.com

• F&S EMEA SFTP SERVER: uksftp01.workplaceonline.com
• F&S APAC SFTP SERVER: ausftp01.workplaceonline.com.au
• F&S WorkForce Cloud SFTP Server: sftp.wfshosting.eu

For each new account, SFTP credentials need to be obtained from Cloud Services for
access to the root SFTP directory for the given customer. These credentials can then
be used by an integrating system to connect to retrieve and deposit files.

The SFTP user should have access to the following directory structure. Checks
should be made to ensure users do not have access to directories for other
customers’ repositories.

When setting up Connection Details in the Policy Editor (FS_TA_DEV_SFTP), use the
values below (using the correct host for the relevant geographic host above).

Note: Although Private Key File is specified below, the WF&S sftp server can be set
up to use username and password if required.

o Dev
▪ Environment Type: NOT_PROD
▪ Connection Type: sftp
▪ Host: ussftp01.workplaceonline.com
▪ Port 22

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▪ User ID: [This information will be filled in by WF&S Cloud Services on

the New Account form in SFTP(infra) section on the "Internal
Information Checklist" tab]
▪ Authentication Method: Private Key File
▪ Password: [Not needed for a Private Key File]
▪ Private Key File Path: [Refer to WF&S New Account Salesforce case]
o Test
▪ Environment Type: NOT_PROD
▪ Connection Type: sftp
▪ Host: ussftp01.workplaceonline.com
▪ Port 22
▪ User ID: [Refer to WF&S New Account Form created by Cloud
Services]
▪ Authentication Method: Private Key File
▪ Password: [Not needed for a Private Key File]
▪ Private Key File Path: [Refer to WF&S New Account Form created by
Cloud Services]
o Prod
▪ Environment Type: PROD
▪ Connection Type: sftp
▪ Host: ussftp01.workplaceonline.com
▪ Port 22
▪ User ID: [Refer to WF&S New Account Form created by Cloud
Services]
▪ Authentication Method: Private Key File
▪ Password: [Not needed for a Private Key File]
▪ Private Key File Path: [Refer to WF&S New Account Form created by
Cloud Services]

Policy Tree: Formulas  FTP Connection Information.

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There is not prod connection by default. Below is a sample config for Contest.

Guidelines for populating the FTP Connection Details Policy fields – the assumption
here is that you will connect to the US FTP Workplace Server.

• Connection Type: SFTP

• Host/Port: Enter the Workplace SFTP the customer uses.
• User ID: Enter the user id for the customer.

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• Authentication Method: Select the proper authentication method for the

customer. In the example above we select private key and have uploaded the
WF&S key to the WF TA Tenant Manager Instance’s Custom Files.

Connect SFTP policy to Absence Export policy which was configured in a previous
step (#2).

Schedule Import
Import using WFS_FORECASTING_AND_SCHEDULING_SCHEDULE_IMPORT Template. Template
is found in the “Imports and Exports” section of the Template List (or just search on the name
above). Follow instructions provided on the Technical Spec for importing and integrating the
template.

These are the steps from the Tech Spec as of v29:

1. In the Scheduled Script, if necessary, update the customer specific parameters.

2. In the Script Text of the Time Entry Import policy, update the list of pay code values to
map to. See script comments for guidance.
3. In the Script Text of the Time Entry Import policy, update the mapping Function’s
destination fields as needed. See script comments for guidance. Note that it is here that

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you can change the destination of fields such as Location and Task (which are mapped
to OtherString fields by default) if you wish to show them on the schedule within WT&A
4. In the Commit Setup Script Text of the Time Entry Import policy, update the
weekStartDay parameter if necessary.

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WF&S Consultant - Implementation Steps

Setup Permissions
Remove employee admin
1) The external HR system will be the master of the employee records, adding,
deleting, certain editing and importing need to be disabled.

a. Account Access  edit access level

b. Uncheck Admin Staff Accounts from every user level

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Remove employee editing

1) The external HR system will be the master of the employee records. Therefore
adding, deleting and certain editing permissions need to be removed.

a. Account Access  edit access level

b. Edit staff update details as below

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Remove leave, timesheet and employee delete

1) The external HR system will be the master of the employee records, adding,
deleting, certain editing and importing need to be disabled.

a. Account Access  edit access level

b. Edit leave permissions

c. Edit timesheet permissions

d. Remove delete staff permissions

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Remove Manager add / maintain

1) The external HR system will be the master of the managers records. Therefore
adding, deleting, certain editing and importing need to be disabled.

a. Account Access  edit access level

b. Edit Manager update details as below:

Disable F&S Timesheets module

1) WT&A will be the master of all Time-related information (including Time Off), and so
should be turned off in WF&S

a. Account Module  edit Modules

b. Uncheck timesheets as below:

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Remove Employee edit functionality on Mobile

Set the “Personal Details” feature flag on the Mobile configuration for the account to off.

Create List of Pay Codes

Set up a list of Pay Codes that includes the list of absences being exported from WT&A. The pay
codes in WF&S must match the pay codes being exported from WT&A. Code matching is not
case sensitive.

Pay Codes must also be set up for worked time to enable the schedule export.

Until we integrate the costing engines of WF&S and WT&A, “worked” pay codes in WF&S
should be limited to:

• Worked
• Paid break (PB)
• Unpaid break (UPB)

If the pay code being exported from WF&S is UPB, the time slice is exported as an unpaid break.

If the pay code is PB, the time slice is exported as a paid break.

If the pay code is any of the absence types, the time slice is not exported.

If the pay code is anything else, the time slice is exported as “WORKED”.

The maximum length of a pay code in WT&A is 85 characters. The maximum length in WF&S is
32. The maximum length in both should therefore be 32 characters.

The description of the pay code in both WT&A and WF&S should be the same.

Create Schedule Templates

If schedule templates are needed by the customer they should be set up identically in both
WT&A and WF&S. This will ensure that the “Normal days off” for each employee are the same
in both WF&S and WT&A.

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This way, when WT&A exports a set of absences (which won’t include “Normal days off”),
WF&S will be able to show these normal days off in the middle of the absence period on the
schedule.

Configure Import/Export Interfaces

Employee Import
Employee import requires no configuration other than ensuring that it is included under ESB IN
on the account creation form for F&S.

Absence Import
Absence import requires no configuration other than ensuring that it is included under ESB IN
on the account creation form for F&S.

• Import files must adhere to the standard F&S Absence import schema.
• Only future approved absences are to be included in the import file.
• Files containing past absences will be rejected by the interface and result in a
failed import.
• Only one absence per day is currently supported.

Schedule Export
The following steps should be followed to set up the schedule export required by WT&A. This is
a recommended configuration only. Different export frequencies and export filters may be
required depending on the implementation.

• Go to Admin Job Scheduling

• Schedule an instance of the Export Roster (Roster Period) with the following
parameters:

o Job Name: Something recognizable

o Run Frequency: Minutely (recommended demo only)
o Minutely Interval: 5 (recommended demo only)
o Effective Start/End Date: Current date/current date +10 years (recommended)
o Division Codes: All division codes required in the export
o Week Offset: 1 (recommended)
o Number of weeks: 4 (recommended)

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o Published only: Checked on

o Consolidated: Checked on

• All roster and shift status filters can be left blank (i.e. export all)
• Pay type and pay group filters can be left blank (i.e. export all)

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Open Issues
• What are the standard pay codes that both WT&A and WF&S will have in common and use
for scheduling and for absences?

• How are Store and Task represented on the WT&A schedule and timesheet?

• How will Store and Task be updated synchronized with WF&S?

• Do we have a standard for the timeframe (in days) for WT&A to export out future
absences? 90 days?

• In 17.3, a new policy appeared in WT&A called

“GW_WFS_FORECASTING_AND_SCHEDULING_SCHEDULE_IMPORT”. The pay code in this
policy needs to be changed from “REG” to “SCHEDULE" to make it work. Otherwise, the
schedule import fails with error “[ERROR] 2017-12-11 11:42:00 Unable to import time
record: No entry type specified for pay code REG on 2017-12-19”.

• File name that the above policy

(“GW_WFS_FORECASTING_AND_SCHEDULING_SCHEDULE_IMPORT”) should be changed
from “schedule_.*_(\d{4}-\d{2}-\d{2})_(\d{4}-\d{2}-\d{2})\.csv” to “.*_schedule_.*_(\d{4}-
\d{2}-\d{2})_(\d{4}-\d{2}-\d{2})\.csv”

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