Etivity - Internal Use Only

Three new types of interface files have been created from Preceda to be uploaded to Etivity. These files contain:

  1. Employee masterfile information
  2. Competency Information
  3. Training Dates Information

 

This will also include corresponding files for New Zealand databases.

File Content Filename Service
Employee Masterfile information - Australia Employee<date><time>.csv IHG_EMPMAST
Employee Masterfile information - New Zealand EmployeeNZ<date>time.csv IHG_EMPMAST
Competency information - Australia Competency<date><time>.csv IHG_EMPCOM
Competency information - New Zealand CompetencyNZ<date><time>.csv IHG_EMPCOM
Training Dates - Australia Training<date><time>.csv IHG_EMPTRNG
Training Dates New Zealand TrainingNZ<date><time>.csv IHG_EMPTRNG

 

The date and time is the file creation date and time

 

Single Sign On (SSO) - Etivity to Preceda

  1. Encryption Key
    An Encryption Key generated is provided to Positive IT, which is applicable for all clients using a SSO from Etivity to Preceda.
  2. Setup PREVAR setting *PP_KEY_ETIVITY with Encryption Key. The value for this encryption key will be stored in HEX as there may be non-typeable characters. This is used for decrypting the sign on.

 

 

Etivity to perform the following

  1. Build a Token for each employee with ESS access based on the following format:
    2. Current Date (GMT) 10A ccyy-mm-dd
    Current Time (GMT) 8A HH:MM:SS
    Employee Id 26A Blank filled
    Client ID 10A Supplied
    Filler 2A ID

     

  2. Encrypt the Token

  3. Encode the Token as a Base64
  4. Use the Token as part of the URL to access Preceda from Etivity
    src=etivity+token=bbbbbbbb

    Example
    http://www.preceda.comau/tokenlogon?IHA+selfserv+src=etivity+token=<token>

    The client name will change in the URL
    The Source field can be used to get a key from PREVAR that can be used to decrypt the token.

 

Interface from Preceda to Etivity

Hosted Administrator to create PREVAR in PPF27 file with a profile USERID & Password that doesn't expire for each of the following Services:

 

Services:

  • IHG_EMPCOMP
  • IHG_EMPMAST
  • IHG_EMPTRNG

 

User: Provided by Hosted Administrator

Password: Provided by Hosted Administrator

Database: Bata base name

 

Etivity will need to be advised of the above detail together with the following for them to set up the web service interface at their end for the client.

  • URL: https://www.preceda.com.au/cgi-bin/precedawebservice

 

This information is controlled by Program Control Option ETIVI positions 14 and 15.

Employee masterfile information

  • The file standard is .csv format.
  • If a field is not required, it is to be left blank.
  • If the field contains a comma, it must be contained in double quotes (",").
  • Date fields are to be formatted as DD/MM/YYYY.
  • Field names will be provided in a Header record.
  • The fields must be extracted in the order specified below.

  • The following 3 fields in the Employee File are specific E-tivity fields which can be initially imported into the Preceda Data Extension file as a one off import via a mapper import. The intention is, that once imported, they are then maintained separately in Preceda. These fields, if updated in Preceda, will be imported back into E-tivity when the employee interface is processed. A separate reference table can be set up for each Data Extension field in order to validate the values when being maintained.

    Scheduling Rule Name Data Extensions, Field Number 201
    Work Rule Name Data Extensions, Field Number 202
    Paid Rate Rule Data Extensions, Field Number 203

 

 

Field in Interface File Format/Type

Preceda field

to include in Interface

 Preceda Format Comments
Org Unit Name Varchar(50) <blank>    
Org Unit Code Numeric According to setting of program control position 14.   Default is Level 1 Code + Department Code Option is Account Code
Cost Centre Code Free Text Varchar (15) <blank> Alphanumeric (8)  
Scheduling Rule Name Varchar (64) Data Extensions, Field Number 201    
Work Rule Name Varchar (64) Data Extension, Field Number 202    
Hourly Rate Numeric currency $$.CCCCC Where employee does not have a salary code, pass the employee's hourly base rate (Where Rate Frequency <> H this will need to be calculated)   Do not pass hourly rate if employee has a salary code
Paid Rate Rule Varchar (64) Data Extensions, Field Number 203    
Employee first name Varchar (20) First Name Alphanumeric (15)  
Employee last name Varchar (20) Surname (*first 20 chars only) Alphanumeric (25) Pass first 20 characters only in interface
Employee middle initial Varchar (1) Middle name (*first character only) Alphanumeric (15) Pass first character only in interface
Employee No Numeric Employee ID Alphanumeric (6) Current employee ID (not Original ID)
Employee badge number Varchar (10) Employee ID Alphanumeric (6) Current employee ID (not Original ID)
Employee Sex Varchar (1) Gender Alphanumeric (1) M = Male
F = Female
In both systems, therefore no mapping required
Employee Date of Birth DD/MM/YYYY Date of Birth DD/MM/YYYY  
Employee Nickname Varchar (15) Preferred Name Alphanumeric (12)  
Employee Marital Status Varchar (10) Marital Status Alphanumeric (1) Mapping (Preceda to Etivity)
S or W = S (Single)
M = M (Married
F = F (De Facto)
D or P = D (Separated / Divorced)
No of dependents Numeric <blank>    
Employee Home address Line 1 Varchar (50) Home Address Line 1 Alphanumeric (30)  
Employee Home Address Line 2 Varchar (50) Home Address Line 2 Alphanumeric (25)  
Employee Home Address Suburb Varchar (20) Home Address Line 3 Alphanumeric (25)  
Employee home address state Varchar (20) State Alphanumeric (40) Pass first 20 characters only in interface
Employee home address postcode Varchar (10) Postcode Alphanumeric (6)  
Employee home address country Varchar (20) Country Code Description. If blank, assume either Australia or New Zealand based on Operating Country setting. Pass first 20 characters only Alphanumeric (35)  
Employee day phone no Varchar (20) Home Telephone Alphanumeric (15)  
Employee night phone no Varchar (20) <blank> Alphanumeric (15)  
Employee mobile phone no Varchar (20) Mobile phone Alphanumeric (15) Pass first 12 characters only - IHG to note business practice should be to ensure format of mobile phone number entered is within first 12 characters of field.
Employee email address (personal) Varchar (50) Personal email address Alphanumeric (70) Pass first 50 characters only
Employee fax number (personal) Varchar (20) Fax number Alphanumeric (15) Pass first 12 characters only - IHG to note business practice should be to ensure format of fax number entered is within first 12 characters of field.
Next of kin person name for employee Varchar (30) Emergency Contact First name, <space> and Surname - remove spaces from end of first name field Alphanumeric (15) + (20) Remove spaces from end of first name, <space> <surname> - pass total of up to 30 characters
Next of kin phone no Varchar (20) Emergency contact home phone Alphanumeric (15) Remove spaces from end of first name, <space> <surname> - pass total of up to 30 characters
Next of kin phone no Varchar (20) Emergency contact home phone Alphanumeric (15)  
Employee grade Varchar (100) Salary Code    
Start Date Datetime
DD/MM/YYYY		 Transfer Effective Date   This is the employee's start date in their current ABN. Where an employee has not transferred between ABN's this will be their original Hire Date with IHG.
Termination Date Datetime
DD/MM/YYYY		 Termination Date, if populated    
Employment basis code Varchar Employment Type    
Contracted Hours Decimal Base Hours Amount (note - base hours amount, not base hours code)    
Annual leave balance Decimal Total Entitlement field where Leave Classification = V. Transfer balance in hours.   Total entitlement includes pro rata leave
Compassionate Leave balance Decimal <blank> - not required in interface    
Jury leave balance Decimal <blank>    
Leave in lieu balance Decimal <blank>    
LWOP leave balance Decimal <blank>    
Long Service leave balance Decimal      
Maternity leave balance Decimal <blank>    
Other leave balance Decimal <blank>    
Parental leave balance Decimal <blank>    
PSE leave balance Decimal <blank>    
RDO leave balance Decimal <blank>    
Sick leave balance Decimal Total Entitlement, field where Leave Classification = S. Transfer balance in hours.   Total entitlement includes pro rata leave
On cost group name Varchar (64) Level 2    
Pay group   Payrun Group Code    
Miscellaneous field 1 Data type to be defined <blank>    
Miscellaneous field 2 Data type to be defined <blank>    
Miscellaneous field 3 Data type to be defined <blank>    
Miscellaneous field 4 Data type to be defined <blank>    
Miscellaneous field 5 Data type to be defined <blank>    

 

 

  • The file standard is .csv format
  • If the field contains a comma, it must be contained in double quotes (",").
  • Date fields are to be formatted as DD/MM/YYYY.
  • Field names will be provided in a 'Header' record
  • The fields must be extracted in the order specified below.
  • Information is to be extracted from the 'People Competencies' window and the 'Compliance Details' window for each employee
  • Each employee may appear multiple times in the file with EITHER Competency code / Proficiency completed OR the Compliance fields. No record will contain both competency / proficiency information AND Compliance information.

 

Field in interface file Format / Type Preceda field to include in interface Preceda field to include in interface Preceda field to include in interface
Employee ID number   Employee ID Number Alphanumeric (6)  
Competency code   Competency Code (from 'People Competencies') Alphanumeric (15)  
Proficiency   Proficiency Alphanumeric (40) Current use at IHG would be 1-10 'Level' rating.
Event Type   Compulsory / Optional flag Alphanumeric (1)

Valid values are:

  • C - Compulsory
  • O - Optional
Event   Event Alphanumeric (4)  
Event Description   Event Description Alphanumeric (35)

 
Status   Status Alphanumeric (35) User Defined prompt list
Event date Date Event Date DD/MM/YYYY  
Expiry Date Date Expiry Date DD/MM/YYYY  

 

There may be multiple records for the same employee in this interface file, according to the number of Competencies / Compliance records that are attached to the employee record.

  • Pick up any information from the 'Enrolments' file where Session Start Date >= 'Today' (system date) - i.e. course session is today or in the future
  • Include any employees held in the 'Enrolments' file for the course, regardless of 'Status' - Etivity will program deletions based on 'Cancelled' status
  • The file standard is .csv format
  • If the field contains a comma, it must be contained in double quotes (",").
  • Date fields are to be formatted as DD/MM/YYYY.
  • Field names will be provided in a 'Header' record
  • The fields must be extracted in the order specified below.

 

Field in interface file Format / Type Preceda field to include in interface Preceda format Comments
Employee ID number   Employee ID Number Alphanumeric (6)  
Course code   Course Code Alphanumeric (6)  
Course Description   Course Full Title Alphanumeric (80)  
Session number   Session number Alphanumeric (4)

 
Start Date   Start Date for Course/ Session Combination DD/MM/YYYY  
Start Time   Start Time for Course/ Session Combination Time

 
End Date   End Date for Course/ Session Combination DD/MM/YYYY  
End Time   End Time for Course/ Session Combination Time  
Enrolment Status   Enrolment Status Alphanumeric (50)  

 

There may be multiple records for the same employee in this interface file, according to the number of training sessions that the employee is enrolled in.

Note that the details passed from Preceda to Etivity will be the actual training dates / times only, as entered / stored in Preceda. This will not take into account travel time for courses running for partial days, etc. and therefore may not be an accurate representation of the actual time the employee is unavailable for work.

 

 

This Setting can only be maintained by the Support Team. For inquiries or assistance, please contact Support.