IMPORT - CREATING A NEW IMPORT
IMPORT
The purpose of the Import add-on module is to allow imports of external data into TimePlan.
With the module, data can be imported to:
• Calendar
• Projects
• Employees (master data)
• IDOC Absence
• Plan data
• Users
• Departments
• Terminal data for Approve (time registration)
• Personal bonuses/supplements for employees
• Holiday balances
• Key figures
• Postal codes
• Bank registration numbers
• Flex time balance
• Time off in Lieu balance
When you choose Administration > Imports the following window is displayed:
Here you se any import batch runs previously created.
• Import: The name of the import.
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
Page 1 of 47
MANUAL VERSION 7
• Data: Area to which the data will be imported.
• Last run: The time of the last batch run.
• File: File name and path from which to import.
Here, the user may create new imports, edit and delete existing imports, and view a log of the
import result, including any errors which have occurred.
CREATING A NEW IMPORT
Click the New button or right-click and choose New.
• Import name: Enter the name under which you wish to save the import. The name will
appear on the list of imports.
• Import file format: Here you can choose between comma-separated file and fixed-length file
format.
• Import data to: Here you specify the areas in TimePlan to which the data will be imported.
You can import data to:
Page 2 of 47
o
Calendar data
o
Project units
o
Employee data
o
Employee – IDOC (IDOC is import of SAP employee files based on the IDOC
standard)
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
IMPORT - CREATING A NEW IMPORT
o
IDOC Absence – Import of IDOC absence data to days on which absence has
already been registered will mean that the existing absence will be deleted or
shortened, as the imported absence will take precedence.
o
Plan data – Note: If absence is imported to days on which absence has already
been registered, the absence will not be imported.
o
User data
o
Department no.
o
Employee personal bonus
o
Terminal data
o
Holiday balances
o
Key figures
o
Postal codes
o
Bank registration numbers
o
Flex time balances
o
Time off in Lieu balances
If you selected comma-separated file as the file format and you wish to import data to the
employee records, the following window will be shown.
o Can be processed as auto batch run: If the Auto runs module is active, specify
here whether it should be possible to set up the current import under Auto runs
and execute it from there (Shown only in connection with imports to Employee
data). Cannot be used if the file is encrypted. In that case, the following dialog box
will be displayed:
o
Option to review data before import: Makes it possible to review the data before
they are imported into TimePlan (Shown only in connection with imports to
Employee data).
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
Page 3 of 47
MANUAL VERSION 7
Import file: Here you enter the name of the file to be imported. Click the button to the right of the
field to open the File selection window:
You have three different options for selecting a file:
• Normal: The file is located on a local drive or network path.
• WWW: WWW is used to transfer files from the PC's hard disk to a designated website. The
transfer uses the HTTP protocol (port 80).
• Ftp: Ftp is used to transfer files from the PC's hard disk to an FTP server: In this case, the
transfer uses the FTP protocol (port 21). Select Ftp to display the following window:
Page 4 of 47
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
IMPORT - CREATING A NEW IMPORT
o
Remote file name: File specified in relation to the ftp main directory. The location
from where the file is to be retrieved.
o
File organisation: Any required organisation of the file.

Organise by department type: Here, the departments created under
Administration > Validation tables may be chosen. The file will be
organised by the selected type of department. The department with the
selected type as well as its subordinated departments will be included in
the file for the department. In the file name, {DEPNUM%} will be replaced
by the name of the department.

Organise by hourly and monthly paid: The file will be organised by hourly
and monthly paid. In the file name, {PAYKIND%} will be replaced by an H
for hourly paid and an M for monthly paid.
o
Test connection: Tests to see if a connection can be established to the host. If Test
download is selected, the system will also test whether the file can be retrieved
from the server.
o
Firewall: If a firewall is used, this must be set up with the required types, user
name and password.
o
Proxy: If a Proxy server is used, the relevant settings must be made before the file
can be accessed.
o
Host: Server name or IP address of the ftp server. Cannot be selected if the
Autogenerating host option has been selected.

Autogenerating host: The host will automatically generate the server name
based on the department ID. In order to be used for the host
autogeneration, the department ID must contain at least four digits.
The IP address is structured using the format IP1.deptno.deptno.IP4.
IP1 and IP4 are set up in TimePlan.ini, in the autohost section.
If this has not been set up, the following entries must be made at the end of
the ini file:
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
Page 5 of 47
MANUAL VERSION 7
[Autohost]
IP1=
IP4=
1st "deptno." uses the first three digits from the department number. 2nd
"deptno." uses the next two digits in the department number if it has more
than 4 digits. If there are only four digits in the number, the 4th digit will be
used.
To allow autogeneration of a host, the first three digits in the department
number must not exceed 255.
Example:
IP1=150
IP4=22
The department number is 24576
This results in the following IP address: 150.245.76.22

Passive transfer: Here the client computer establishes the connection for
the file transfer.

User name: Specify a user with the rights to access the ftp server. May be
anonymous if this is allowed by the server.

Password: The password associated with the user name. Some ftp servers
which allow anonymous access require entry of the user's e-mail address
as the password.
• SFTP: Gives the possibility to export via SFTP
When choosing SFTP the box Authentication becomes active and from her you chose if the
SFTP access has to be verified with Password or Private/public key.
Fill all other information as with FTP.
Page 6 of 47
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
IMPORT - CREATING A NEW IMPORT
If you choose Public key the field for password will change name to Key and become a drop
down from which you can choose an existing key.
The button Key setup will be active and when you click it you will get a window from where
you can choose new key or existing key.
o
New key: From here you can import a new key from a file.
o
Key name: If you do not have a key you use this one. Write a name at the key and
click generate key (The key is generated with a 1024 bit RSA algorithm), when the
key is generated you can use it under existing keys.
o
Existing key: In the dropdown box you choose the name of an existing key.
o
Edit: Edits the name of the chosen key.
o
Delete: Deletes the chosen key. NOTE that when you delete a key it is deleted
entirely from TimePlan. A deleting a key cannot be cancelled.
o
Export key to file: Exports the chosen key to two files. The file for the Public key
will automatically get the extension .pub.
When SFTP is setup you can test your connection by clicking at Test connection
• Transfer via autorun: This means that users without direct access to the location from
where the files are to be retrieved can perform imports via Administration > Import, and the
auto batch runs will then retrieve and process the imported data.
• Delete import file: If you check this option, TimePlan will delete the current file after
completing the import.
• Encrypted file: It is possible to import files encrypted according to the 3DES standard,
containing password and checksum generated as defined in MD5.
When the import is set up, the file to be imported can be marked as encrypted.
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
Page 7 of 47
MANUAL VERSION 7
PLEASE NOTE: Encrypted files cannot be executed as auto runs, as passwords will have to
be entered manually.
Depending on the type of data imported, new fields may be shown in the window.
When importing to employee data, the window will be extended with these fields:
• Default department, collective agreement, and function: Here you specify the
department, collective agreement and function which must be the default for the import. If the
import file contains a value for department/function/collective agreement which is not known
to TimePlan, i.e. no conversion has been set up, the import cannot be completed. You can
prevent this situation from arising by specifying a default value for the
department/function/collective agreement. If such a default value has been specified, and the
import encounters an unkown value (or a missing value), the employee will have the default
value assigned.
• Employee defined by: Here you specify how employees are defined in the import file, either
by:
o
ID/Staff number: Often the CRN number or whatever is entered in the field on the
master card.
o
Wage code: Employees are defined by their wage code.
• Delete statistics department for employee: If this option is checked, the current statistics
departments for imported employees will be deleted. New departments will be created, if the
file contains information on such departments.
• Get wage percentage from collective agreement: If this option has been checked, the
Extra wage % field on the employee's master card will be filled in with the value entered in
the employee's collective agreement. The percentage will be entered for all imported
employees, regardless of whether or not another value has already been entered.
• Prioritise monthly over hourly wage: Here you specify whether the system should import
the monthly wage or the hourly wage if both are present in the import file.
Please note that it may be specified in the collective agrement that either hourly wage only or
monthly wage only is used. In that case, this specification applies.
• Record changes from import under Changed employees: By default, employees whose
master data are changed via import, will not appear under Changed employees. But if this
field is checked, any changes from the import will be included under Changed employees.
• Effective date not permitted in registered period: This option means that it will not be
possible to import employees with an effective date in a registered period.
• Retrieve functions from position setup: With this setting, if no functions are imported, the
functions will be generated on the basis of the employees' positions.
• Save working times placed after stop date: With this setting, if the imported employee
stops working for the company, the employee's working times should remain in the planning
after the last working day.
• Date of employment cannot be changed in TimePlan: With this setting, if the employee's
date of employment registered in the import file differs from that registered in TimePlan, the
date of employment may not be changed.
• Effective date in registered period must be changed to the date after the registered
period. If this option is not checked, the master data will not be updated if the
commencement date (effective date) is in a registered period, and it has been specified that
imports may not be made to a registered period.
Page 8 of 47
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
IMPORT - CREATING A NEW IMPORT
The option must be checked if import to a registered period is not allowed, in order to make it
possible to view entries in the log of completed imports to employees for those employee
records which have not been imported as a result thereof.
• Import with effective date during registered period allowed: This option means that it will
be possible to import employees with a commencement date in a registered period. It also
means that any history entries for the imported employees who are in the registered period
will be marked in pink colour.
File setup
• File encoding: Specify whether the file to be imported is DOS or Windows based (this will
affect e.g. the Danish character set and any special characters, such as æ, ø, and å).
• Separator character: Specify the current separator character for the file – comma,
semicolon, etc.
• Field padding: If each field in the current file is padded, specify here the padding character
used in the import file.
• SDF File: Select this if the system uses SDF-format. An SDF file is a file in System Data
Format. If the payroll system from which the data is to be received uses this file type, you can
check this option.
Field setup
• Date and time formats: Here you set up the correct dates and time formats. The setup must
be adapted to the formats used by dates and time specifications in the file to be imported.
o
Date format: The format in which the date is displayed. Here you should be aware
of the characters used in the export file, so that characters in the date and the
wage data do not get mixed. Click the button on the right to open the following:
o
Time format: Here you specify the time format in which the time will be saved in
the export file. Generally, you can choose between Decimal (minutes are
converted into a decimal figure – 1/100) and Time (hours and minutes). Click the
button on the right to open the following menu:
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
Page 9 of 47
MANUAL VERSION 7
For 8 hours, 30 minutes and 20 seconds, the following options will yield the
following input:
hm – time format with minutes as 60ths – input = 0830
hm + sep– time format with minutes as 60ths, with a separator character between
hours and minutes – input = 08;30
hms - time format with minutes as 60ths, but with seconds in the data. Seconds
will be ignored by the system; input = 083020.
hms + sep - time format with minutes as 60ths, but with seconds in the data and
with a separator character between hours and minutes. Seconds will be ignored by
the system; input= 08;30;20
hd – Time format is in hundredths; input = 0850
hd + sep - Time format is in hundredths, with separator character; input = 08,50
hds - Time format is in hundredths and with seconds; input = 085020
hds + sep - Time format is in hundredths and with seconds; input = 08,50,20
Seconds, however, will be ignored by the system.
• Number format: Here you set up the separator character and the number of decimals to use
when importing numbers, and specify whether or not a thousands separator should be used,
and if so, what character it should be.
All available fields in the import based on the selected import file to TimePlan will be shown at the
bottom left.
Available fields: Here you see all fields from the records chosen (Import data to). A selected field
will be marked with a red checkmark.
Selected fields: Here the fields selected for import are shown. To include a field under Selected
fields, drag the field over there from Available fields. An import setup must always begin with a
Block which must be the first item to be dragged over. To remove a field from Selected fields,
double-click the field, after which you will see this confirmation dialog box:
Page 10 of 47
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
IMPORT - CREATING A NEW IMPORT
CONVERSIONS
The Conversions function is available from Functions and from the toolbar. Conversions are used
to "match" external and internal field values correctly. Quite often, values and names will differ from
TimePlan to other programs.
For instance, departments may have a different numbering system.
Collective agreements have different names.
Job titles may be represented by numbers in the data to be imported to TimePlan.
Choose Function > Convertion
CREATING A CONVERSION TABLE
Right-click in the white field and choose New conversion table,
or click the New button.
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
Page 11 of 47
MANUAL VERSION 7
Select the desired conversion, and click Select. New conversions may be created directly from
here.
• Name: Enter a meaningful name for the conversion table to be created. After creation, the
table may be used for all import and export runs.
• Table contents: Here you specify the table in TimePlan to which the current conversion
should apply.
• External data: In the fields representing the contents of TimePlan's database, enter values
corresponding to the current in the import file.
• Internal default: If, during the import, values are encountered for which no conversion has
been defined, the value entered here will be used. Fill in the field by selecting a field under
Internal data with the mouse and then dragging it down into the Internal default field.
• External default: Like the above, but used to generate export files. Enter the value in the
field.
Please note that it is possible to create an unlimited number of conversions based on the same
table in TimePlan and to enable the conversions for each field to be imported to.
If a field has an assigned conversion which you want to remove, double-click the field and choose
Clear. The Conversion field will now become blank. Click Select to confirm that the field is blank.
SETTING UP FIELDS FOR IMPORT
From the left column, which contains all the Available fields for the selected table, you need to set
up the fields that you want to imort to.
The field Block, however, must always be chosen as the first field.
In an employee import, the field with the Employee's ID/CRN number must be included.
Move a field to the Selected fields on the right by selecting the field under Available fields,
holding down the left mouse button, dragging the field to Selected fields, and dropping the field on
the block or on one of the other fields.
The field is then marked with a red checkmark and will be listed on the right under the fields
included in the file. The fields must appear in the same order as in the file content, i.e. if the name
is first in the file, the name must also be at the top of the import definition. This is ensured by
selecting the field name, holding down the left mouse button and moving the field to the required
location.
For fields where conversion is required (departments, collective agreements, functions), activate
the defined conversion table by clicking the Conversion column next to the relevant field in the
Field property area.
Page 12 of 47
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
IMPORT - CREATING A NEW IMPORT
IMPORT – IDENTFYING BLOCKS
Setup
By means of a block header setup, specify which field will determine if the setup for this block must
be used in the import. This is determined for each line in the import file. This means that the import
format may change from line to line (not, however, the overall import file format, comma-separated
or fixed-length file format).
Functionality
Different formats may be used when importing. This functionality is managed via blocks.
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
Page 13 of 47
MANUAL VERSION 7
By right-clicking the Block field under Field property, you access the Block parameters menu
item where you can define the criterion for using the format under this block. A value can be
specified which must be present in the current import field. If this criterion is met, the setup for this
block will be used. It is possible to select fields only in the current block.
Select the required value which must be present in the import, and click the Save button.
If it later becomes necessary to delete or move fields in this block, the user will be informed that
the block's parameters need to be set up again.
Page 14 of 47
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
IMPORT - CREATING A NEW IMPORT
When the setup is complete, the user can test it by clicking the Test setup button. Enter password
will be shown only if the file is encrypted.
Enter the correct password for the current file, after which the import test will be displayed.
Check that all fields are correct, such as date formats, special letters like æ, ø, å, contents, etc.
An import of an encrypted file can be performed only after the correct password has been entered.
When the user clicks the Carry out import button, the same entry window will be shown:
On entry of an incorrect password, the following message will be shown:
Save as
Save minor changes in an import setup by clicking Functions > Save as in order not to overwrite
the existing import.
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
Page 15 of 47
MANUAL VERSION 7
Save import
The import setup can always be saved by clicking the OK button.
Carry out import
The previously created imports are shown in the summary list:
To perform a saved import, select the import line and click Carry out import on the toolbar. The
status line at the bottom of the screen shows the result of the import.
COPYING AN IMPORT SETUP
It is possible to copy an existing import setup.
Choose Administration > Import, right-click an existing import, and choose Copy. You can also
select an existing import and then click the Copy button on the toolbar.
Page 16 of 47
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
IMPORT - LOAD FROM FILE
The below window is shown: Enter a new unique name.
This import will now be shown as the last entry on the list of existing imports. By double-clicking
this new import, you can make any required changes.
LOAD FROM FILE
Imports may be created also by means of Load from file.
Choose Import under Administration > right-click an existing import, and choose Load from file.
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
Page 17 of 47
MANUAL VERSION 7
Then select the import file.
CALENDAR DATA
It is possible to import data to the calendar in TimePlan by making the following setup under
Administration > Import.
IMPORTING MONTHLY BUDGETS
As a minimum, you must specify the following data: Department and Date:
Page 18 of 47
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
IMPORT - CALENDAR DATA
Definition of fields in connection with budgets:
• BudgetMth: The number imported will be evenly distributed between all open calendar days
within the month specified in the date. Any exisiting information entered in the Budget field
will be overwritten.
• PercentMth: This number will be entered into all open calendar days within the month
specified in the date. Any existing information entered in the Per cent field will be overwritten.
• WageAmtDay: To this field it is possible to import information on the daily wage costs.
• WageAmtMth: The number imported will be evenly distributed between all open calendar
days within the month specified in the date. Any existing information entered in the
WageAmtDay field will be overwritten.
• HourNoDay: To this field it is possible to import information on the daily numbers of hours.
• HourNoMth: The number imported will be evenly distributed between all open calendar days
within the month specified in the date. Any existing information entered in the HourNoDay
field will be overwritten.
The budget figures being imported could also be revised budget figures. In order to import the
figures to the revised budget, the import setup has to have the Import revised budget field
selected.
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
Page 19 of 47
MANUAL VERSION 7
On imports to Calendar data it is possible to import data to the fields Pub. holiday and Closed day.
To distinguish between closed days and public holidays, a true/false conversion may be set up for
these days.
Page 20 of 47
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
IMPORT - CALENDAR DATA
CALCULATING MANNING REQUIREMENTS DURING IMPORT
When importing Requirement, raw figures under calendar data, the data may be manipulated by
choosing Convert need.
If functions are used, a default function must be associated with the import if functions have not
been specified in the import.
EXAMPLE:
The figure being imported is the number of customers per hour, but the desired information to be
shown in TimePlan is the number of employees required per hour.
A value of 352 is imported, which represents the number of customers at 14.00 hrs. To convert this
into a manning requirement, the figure must be divided by 25, as each employee can handle 25
customers per hour. This formula can be set up in the import under Convert need:
When the import is performed from Administration > Import, the imported data will be shown as
columns for the manning requirement in the planning window's graphical view.
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
Page 21 of 47
MANUAL VERSION 7
IMPORTING PROJECT UNITS
It is possible to import project units into TimePlan. Under Administration > Importer > Ny imports
to Project units can be set up.
If an import to project units is chosen, additional options will be available under Available fields:
• Project number: The number of the project which the project unit should belong to. This field
MUST be filled in.
• Project unit number: The unique number which the project unit must have. This field MUST
be filled in.
Page 22 of 47
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
IMPORT - IMPORTING PROJECT UNITS
• Name: The name of the project unit. If the field is left blank, the unit number will be used as
the name.
• Start: The project unit's start date. If the field is left blank or contains invalid data, the
project's start date will be used instead.
• End: The project unit's end date. If the field is left blank or contains invalid data, the project's
end date will be used instead.
• Minimum: Specifies the minimum number of employees which the project unit must have.
• Budget hours: Specifies the default number of hours for the project unit.
• Primary function: Specifies the project unit's primary function. This determines the function
used when changing the working hours in the project unit.
o
Must be filled in if no other functions are indicated.
• Secondary function 1: May be filled in if the unit has several functions; up to 6 secondary
functions may be specified, and if more than 6 functions are required, choose All functions
instead.
o
Must be filled in if the project unit must have other functions in addition to the
primary function.
• Secondary function 2:
• Secondary function 3:
• Secondary function 4:
• Secondary function 5:
• Secondary function 6:
• All functions: If this option is chosen, the project unit has all functions assigned to it.
o
If the primary function is not specified, the system will automatically choose a
primary function among the secondary functions assigned.
• Employee 1: May be filled in if required; up to 6 individual employees may be specified.
• Employee 2:
• Employee 3:
• Employee 4:
• Employee 5:
• Employee 6:
• All employees: If this option is chosen, all employees will be assigned to the project unit.
o
The choice of employees will be based on the functions assigned to the project
unit and on the employees' history entries.
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
Page 23 of 47
MANUAL VERSION 7
IMPORTING EMPLOYEE DATA
Employees and changes to their data can be imported into TimePlan. An employee data import
must contain the employee's CRN number or wage code and an effective date of the
creation/change. If no effective date is specified in the import, the date of the import will be used as
the effective date.
Fields such as:
• Shift operation
• Night shift worker
• Reimbursement
• Flex time
• Certain check fields
- are all of the type Boolean, i.e. they can be filled in with Yes/No, 1/0, and all must have a
conversion set up which must return True/False.
IMPORTING EFFECTIVE/COMMENCEMENT DATES TO MASTER DATA
When importing employee master data, the effective date (commencement date) may be set to any
date in a past period by selecting the fields below:
(nyt billede)
When importing new employees, any existing commencement date will be ignored. For new
employees, the record's commencement date will automatically be set to the employee's date of
employment or to the first date after the registered period.
The commencement date is before the last registered date.
Page 24 of 47
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
IMPORT - IMPORTING EMPLOYEE DATA
You can select Commencement date under Available fields.,
You can make a setup for events, if a commencement date which is prior to the employee's
registered date is imported.
Events on importing a commencement date:
If you import a date which is prior to other history entries, the changes from the new entry will
propagate through all existing newer entries so that the new change will be effective for the time
until the current master card, and to any future changes. If future changes have already been
registered for the field being edited, this field will not be changed.
Any values changed in existing history entries may be overwritten by another value if the same
field is changed by a new import with a commencement date prior to those of the existing entries.
Example:
An employee has the following existing change history:
01/06/2010: Alloc. hours 37
01/08/2010: Changes collective agreement, moving from monthly wage to an hourly
wage of 12
01/01/2011: Allocated hours changed to 30 hours
Thus, the employee has the following current data:
Hourly wage: 12
Alloc. Hours: 30
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
Page 25 of 47
MANUAL VERSION 7
Now new data are imported, and the commencement date is set to 01/11/2010. This date is within
a registered period. The hourly wage is changed to 155, and the allocated hours to 24 (entered in
the time format used in the file).
As a result, the employee now has the following change history:
01/06/2010: Alloc. hours changed to 37
01/08/2010: Change of collective agreement and the hourly wage is 12
01/11/2010: Hourly wage and allocated hours changed to 12,5 and 24, respectively
01/12/2010: Allocated hours changed to 30
The employee then has the following data:
Hourly wage: 12.5
Alloc. Hours: 30
When a change back in time is made which automatically updates more recent history entries, a
copy of the changed master card will be saved, and a new master card with the same date is
created where the changes are recorded. Only the new master card will be the active card. if the
change was made in a registered period, the fields will appear pink.
REUSING WAGE CODES ON IMPORT OF EMPLOYEES
If, during an import of employees, it is found that a wage code is already used by another
employee with a different CRN number, the wage code belonging to the other employee will be
deleted if the other employee has retired. In this case the wage code will be assigned instead to
the new employee.
RULES ON IMPORTING EMPLOYEES WITH THE COLLECTIVE AGREEMENT FIELD
Page 26 of 47
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
IMPORT - IMPORTING EMPLOYEE DATA
If employee data are being imported, and one of the fields in the import setup is collective
agreement, the following will happen in the different situations below if no default collective
agreement has been chosen:
New employee without data in the file for Collective agreement ID
= default value will be used.
New employee with data in the file for Collective agreement ID
= value in file will be used.
Existing employee without data in the file for Collective agreement ID
= employee's current collective agreement will be used.
Existing employee with data in the file for Collective agreement ID
= value in file will be used.
Note also that the above collective agreements will be used in relation to issues which depend
directly on the employee's collective agreement – whether only hourly or monthly wage may be
registered.
RULES ON IMPORTING EMPLOYMENT PERIODS
NO OVERLAPPING BETWEEN PERIODS
If the file's retirement date is prior to the employment date in TimePlan, the record will be rejected.
If the file's employment date is later than the retirement date in TimePlan, a re-employment will
have to be made.
OVERLAPPING BETWEEN PERIODS
Applicable also to just a single day of overlap. The employment date in TimePlan will be
maintained if it is prior to the employment date specified in the file. The retirement date specified in
the file will always be used. If the employee is registered as retired in TimePlan but not in the file,
the retirement registered in TimePlan will be cancelled. The opposite will also apply.
IMPORTING FLEX TIME START
Via an employee import it is impossible to import flex time start for employees. The starting date
will always be the effective date specified in the import file.
To enable flex time, use the Flex time field, which in the import file must be filled in with 1 or 0,
where 1 enables Flex time; alternatively, you can use False and True.
Since the Flex time field is a Boolean field, you must set up a conversion which returns True or
False. If you use T or F, you do not need to set up a conversion.
REVIEWING EMPLOYEE IMPORTS
The purpose of this function is to allow comparisons between employee data registered in
TimePlan and the information registered in an external system (for instance a payroll system).
The comparison is made via an import file generated by the external system. This import is a
normal "Employee data import", but it is set up with the Option to review data before import.
This setup will imply that the import file automatically updates the employees and opens a window
where the differences between the data in the two systems are shown.
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
Page 27 of 47
MANUAL VERSION 7
Select the Employee import, and click the Carry out import button.
When the import is performed, a window will be opened to allow review of the information before it
is loaded into TimePlan. Please note that the window will be opened only if a file exists.
Page 28 of 47
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
IMPORT - IMPORTING EMPLOYEE DATA
On the left, select the employees to be displayed. At the top, you can list employees who are not
registered in the file but are registered in TimePlan. It may be necessary to create records for
these employees in the payroll system.
Below, it is possible to list the employees registered in both the file and in TimePlan. If the import is
completed, these employees will be updated in TimePlan.
If the With following differences option is checked, the system can filter employees with specific
non-matching information. This can be useful if there is a mismatch between the data in TimePlan
and in the payroll system which requires an investigation, if the wage information has not been
consistently updated in either the payroll system or in TimePlan.
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
Page 29 of 47
MANUAL VERSION 7
If there are differences or errors which require manual correction, you can double-click an
employee to see a summary of all the differences found.
Double-click on an employee with changes to open the following window:
Page 30 of 47
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
IMPORT - IMPORTING EMPLOYEE DATA
• Left section: TimePlan - The employee data currently registered in TimePlan.
• Middle section: Result - The employee data updated after a completed import.
• Right section: Import file - The employee data registered in the import file.
The differences will be marked in yellow, indicating that the fields contain different data and will be
updated if the import is completed.
If there are any differences that you do not want to import, right-click the relevant field and choose
Ignore field. The field will now turn green. This will mean that any other differences will be
imported, while the selected field will not.
It is possible to edit the information in TimePlan by editing the employee master data. Double-click
an employee with errors, and choose Edit. This will typically be necessary if neither TimePlan nor
the external payroll system contain the correct information.
The grey fields are fields which are not affected by the import. The dark grey fields (middle section)
are fields which are not in the import file at all, and the light grey fields are fields which are included
in the import file but whose values match the values in TimePlan, and these values will thus not be
updated.
It is possible also to take changes back into the external payroll system. This is done from the
window with the list of the employees in the file (Administration > Import > Carry out import for
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
Page 31 of 47
MANUAL VERSION 7
a defined import). Click the Update payroll system button to send the employee's data back to
the payroll system via the export setup defined under Administration > Global settings > Master
data > General (same file setup as that used to export master data under Changed employees).
The employee's data will be written to this file which may subsequently be imported into the payroll
system.
When all changes have been made, click Carry out import, and all employees in the file will be
loaded into TimePlan as usual, but with any reservations and corrections made.
You can make the comparison between TimePlan and the import file in several steps by saving the
current comparison. The comparison will be saved with any corrections made. You can then
continue your work with the comparison at a later time. This functionality is relevant if you need to
process large amounts of data. Firstly, the actual loading of the file will take a long time, and so it is
an advantage if you only need to perform this step the first time. Secondly, there may be many
corrections to make, and so it is convenient to be able to perform the procedure gradually, a little at
a time.
Do the following to use the Save function:
Set up the import with the option to review the data before importing them (open an import and
select the option Option to review data before import).
Click Carry out import. When the file has been loaded, the Import differences window will be
displayed.
Click the Save button to save the current comparison. Any edits will be saved as well, allowing you
to continue your work on the comparison later.
Page 32 of 47
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
IMPORT - IMPORTING EMPLOYEE DATA
Select the desired file location.
The file will be saved in the zip format.
If you later wish to work with the comparison again, right-click the import and choose Retrieve
prepared import comparison.
The comparison will be opened, and you can continue working on it as if it had just been loaded.
Please note, however, that the comparison will quickly become obsolete, as employee data in
TimePlan will usually be updated frequently, so you should not wait for several days before
completing/importing the comparison.
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
Page 33 of 47
MANUAL VERSION 7
IDOC ABSENCE
Imports of absence data from SAP will delete or reduce any absence already registered, as any
absence data imported from SAP will override existing absence data.
IMPORTING DATA FOR PLANNING
It is possible to import working hours and absence for the planning in TimePlan.
Under Import data to, select Plan data.
The import may enter absence and working hours and functions for the same.
The import may also be set up so that only administrators are allowed to edit working times in the
planning. This is ensured by setting up the import to plan data to require a reference code. If
imports are set up to require a reference code, any changes to the data should be made only via
new imports, but the administrator will, however, be able to edit the planning.
An import must always contain data on National insurance no., Department, and the fields in the
file for times must be furnished with Date and time.
Script field: An unused field in which scripts to be executed during the import may be entered.
Working time: The fields for meeting time/clock-in, leaving time/clock-out (date and time) and
breaks make up the working time. Via Working time note, a note may be entered regarding the
working time. If any bonuses are registered for the working time, they will be overwritten if Manual
Page 34 of 47
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
IMPORT - USER DATA
bonus is chosen. Meeting time (clock-in) or Leaving time (clock-out) may be used as well (time
only).
Reference: Includes Action and reference number, with Action specifying what the import should
do: 1 - create, 2 - edit or 3 - delete.
The reference number specifies the number used to edit or delete the working time.
Functions: If an import of functions (e.g. shop decoration and cashpoint manning) to a working
time is required, use the function code fields with associated start and end times. Each working
time may contain a maximum of 5 different functions. Under the Conversion funktion, a table may
be created for matching correct function names.
Absence: Absence may be imported directly by using the fields Absence code, Absence start,
Absence end and Absence all day. Each record can contain up to 3 different. Under
Conversion, a conversion table may be created for matching correct types of absence and the
value for a full day of absence. To specify the value for full days, the True or False conversion
may be used.
Set up a True or False conversion with values for the import file, and add a conversion rule for the
current fields.
In the External data column, enter the value to be included in the import file.
USER DATA
Used to import/delete users. The file must contain the fields:
• UserID,
• Department no.
• Rights profile
• Create/Delete.
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
Page 35 of 47
MANUAL VERSION 7
In order to create or delete the user in question. In the file to be imported, enter Delete or Create
for the Create/Delete field.
DEPARTMENT NO.
From here, new departments or new information on existing departments can be imported into
TimePlan.
For the Department type, choose either Planning or Statistics, but for this purpose, it is also
possible to make a conversion for the department type where e.g. 1 and 2 could be used for the
two types of department.
Page 36 of 47
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
IMPORT - TERMINAL DATA
TERMINAL DATA
Via the option to import to terminal data, TimePlan makes it possible to import term record
information from other systems into TimePlan.
The first term record will be considered an IN record, and the next record will be considered an
OUT record if an IN record already exists.
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
Page 37 of 47
MANUAL VERSION 7
For instance, if you use capkey devices for Moxa boxes, TimePlan must be able to determine
whether a term record is of the type IN / DETAIL / OUT, and it is possible to define settings for this.
The check field If you make two term records in the same department, the latter must be the
clock-out time.
This field means that if there are two term records in the same department, the second record will
be considered an OUT record.
Example: In the course of a day, an employee works in three departments, departments A, B and
C.
He starts by clocking into department A. He later leaves department A and clocks into department
C. He then clocks into department B and finally clocks out again from department B.
The term record in department A is the IN type.
The term record in department C is the DETAIL type.
Term record 1 in department B is the DETAIL type.
Term record 2 in department B is the OUT type.
IMPORTING PERSONAL BONUSES FOR AN EMPLOYEE
TimePlan can import personal wage supplements, for instance bonuses, for employees.
Choose Employee personal bonus under Import data to in the import window.
Page 38 of 47
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
IMPORT - IMPORTING PERSONAL BONUSES FOR AN EMPLOYEE
Under Selected fields on the left:
• National Insurance No.: The employee's identification number. This field must contain data
in the import file.
The following errors may be reported in the log file:
CRN No. missing from file.
Employee not found in the database.
• Bonus code: Wage code for the bonus.
This field must contain data in the import file.
The codes are the wage codes defined in the wage batch run under Bonus.
The following errors may be reported in the log file:
Bonus code not found in the database.
ID No. could not be assigned to medatill.dbf
• Number: Number of bonuses. This field must contain data in the import file.
The number may be an integer or a decimal number.
The number must be greater than zero
The following errors may be reported in the log file:
Number of bonuses is not defined.
• Date: The date when the bonus is to be paid out. This field must contain data in the import
file.
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
Page 39 of 47
MANUAL VERSION 7
The following errors may be reported in the log file:
The date is invalid.
The date is within a registered period for the department.
• Department:
The department with which the bonus is associated. This field need not contain any data.
If a department has not been defined here, the department will be set to the employee's
primary department.
The following errors may be reported in the log file:
Employee is not assigned to selected department.
Department not found
To the right in the window there are two settings:
• Import must be made to a registered plan: If this option is checked, the system will not
check if the specified date is within a registered period for the selected department.
• Employee must be assigned to the department: If this option is checked, the system will
check whether the specified department is the employee's primary or secondary department.
It will, however, always be checked that the department exists.
IMPORTING HOLIDAY BALANCES
Under Import it is possible also to import to Holiday balances, which makes it possible to import
data to fields related to holidays (with and without pay) and special holidays.
It is possible to specify whether the imported data constitute the holiday balance itself or are
adjustments to the balance.
Page 40 of 47
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
IMPORT - KEY FIGURES
The following fields may be imported to holiday balances.
• ID/Staff no.: Specifies for which employee the change should be made, based on the ID
number.
• Wage code: Specifies for which employee the change should be made, based on the wage
code.
• Date: The effective date for the change.
For both holidays and special holidays, the imported data could cover weeks, days or hours.
• Note: Any note concerning the change of the holiday balance.
All the above can be specified also as decimal numbers. Note, however, that decimal numbers are
specified in 1/100s.
KEY FIGURES
Data on turnover and other commercial information, such as item units, number of customers, etc.,
can be illustrated graphically as key figures in the Planning functions.
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
Page 41 of 47
MANUAL VERSION 7
The names of the key figures – which are the names of the individual elements to be displayed –
are defined under Administration > Valideringstabeller > Nøgletal.
It is possible to import both to the budget and to actuals.
The timestamp must include the date and time of day.
A budget number must be specified if several budgets have been created for the relevant key
figure. 0 is the original budget, 1. is the first revision, etc.
When the import (shown here for budget figures only) has been executed, this is what it will look
like for the calendar day after double-clicking the day.
Page 42 of 47
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
IMPORT - POSTAL CODES
This is what it will look like in the Planning window.
POSTAL CODES
This makes it possible to import data into the Postal codes table set up under Administration >
Validation tables.
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
Page 43 of 47
MANUAL VERSION 7
When setting up the file for importing postal codes, you can specify that the import should delete all
existing postal codes in the Postal codes table set up under validation tables, by checking the
Delete existing entries before the import option. Choosing to delete existing entries like this will
not affect the contents of the postal code field on the employees' master cards. The entries in this
field will still be there after the import.
You can import data to:
• Postal code: The city's postal code
• City: The name of the city associated with the postal code.
• Municipality no.: This field is intended to hold a municipality number, if any, but since it is a
text field, it can be used for other purposes as well.
Page 44 of 47
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
IMPORT - BANK REGISTRATION NUMBERS
BANK REGISTRATION NUMBERS
From here, data can be imported to the Bank registration numbers table set up under
Administration > Valideringstabeller. These numbers must be unique in TimePlan.
When setting up the file for importing Bank registration numbers, you can specify that the import
should delete all existing registration numbers in the Bank registration numbers table set up under
validation tables, by checking the Delete existing entries before the import option. Choosing to
delete existing entries like this will not affect the contents of the Bank registration number field on
the employees' master cards. The entries in this field will still be there after the import.
You can import data to:
• Reg.no..: The bank's registration number
• Bank name: The name of the bank.
FLEX TIME BALANCES
It is possible to adjust employees' flex time balance via imports, and if flex time handling has not
been enabled in the employees' master cards, it will be enabled for the date imported.
It is possible to import directly to the Flex time balance or to import adjustment hours to the flex
time balance.
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
Page 45 of 47
MANUAL VERSION 7
Imports may be made to the following fields:
• ID/Staff no.: The employee's CRN number; used to identify the individual whom the import
applies to.
• Wage code: The employee's wage code; used to identify the individual whom the import
applies to.
• Date: The date which the import relates to. If flex time has not been enabled for the
employee on that date, flex time will be enabled for the date used in the import.
• Flex time balance (hours): Specifies the balance for the day the import relates to. Must
follow the time format specified on the field settings tab.
• Flex time adjustment (hours): Specifies whether the imported data consists of adjustments
to the flex time. Must follow the time format specified on the field settings tab.
• Note: Any comments to be added to the import. May also be included, and a fixed value may
be entered under field properties.
The file set-up must include either the ID/staff no. or wage code, the date, and the hours, either as
balance data or as adjustment data.
TIME OFF IN LIEU BALANCE
It is possible to adjust the employee’s Toil balance.
Page 46 of 47
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
IMPORT - TIME OFF IN LIEU BALANCE
You can import the balance to the Time off in lieu and you can import corrections hours to Time off
in lieu.
You can import at following fields:
• National Insurance No..: The employee’s national insurance no. used to identify to which
employee you import the hours to.
• Wage code: The employees wage code used to identify to which employee you import the
hours to.
• Date: The date you import the balance/correction to be effective at.
• Toil balance hours: Indicates the balance for the day that the import is set to import at. Must
follow the time format from the tab Field settings.
• Toil. correction (hours): Indicates that it is a correction at the Toil balance that is imported.
Must follow the time format from the tab Field settings.
• Note: Eventual notes that must be at the transfer can be included. From Field properties, you
can enter a fixed value.
The file setup must contain:
• Either National Insurance No. or Wage code
• Date
• Hours either as balance or correction.
TimePlan Software A/S
Vandmanden 10C, DK-9200 Aalborg SV | CVR 25281462
www.timeplan-software.com | info@timeplan-software.com | +45 9840 2020
Page 47 of 47
Download PDF
Similar pages