Data Integration Specification V3

Data Imports Integration Requirement
Reflexis Workforce Scheduler (RWS) Version v4.0
ABSTRACT
Data Integration with Reflexis
Reflexis Systems Incorporated Data Imports
Integration Requirement
Copyright Information
All information in this document is the Intellectual Property of Reflexis Systems, Inc. and all its
subsidiaries.
No part of this document will be reproduced by electronic, manual, mechanical, optical or otherwise,
or transmitted, published or disclosed in whole or in part in any form or by any means without the
prior written permission of Reflexis Systems, Inc. and/or any of its subsidiaries
Reflexis Systems, Inc. claims copyright in this documentation as an unpublished work, revisions of
which are licensed on the date indicated in the notices served from time to time. Claim of copyright
does not imply waiver of other rights of Reflexis Systems, Inc. and its subsidiaries.
All trademarks and/or other product names or brand names mentioned in this document, other than
those specified by Reflexis Systems, Inc. are individual properties of their respective owners. This
includes all other trademarks.
Copyright 2004-2016 Reflexis Systems Incorporated. All rights reserved.
Revision Date Version No. Page

March 1,2017 RWS V 4.0a 2 of 78
Record of Revisions
The following table contains a list of the revisions made to this document.
Page Revie Modifications

Ver Date Author s wer
4.0 October 17, Karuna.Ball All Initial Document for Version 4.0
2016 a
4.0a January 24, Victor Page Added types of Volume Driver Data and
2017 Galvez 28 additional details and rules for how the Driver
Data is used by Reflexis
4.0a March 1, 2017 Stan Conten
Hawkins ts

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Table of Contents
Chapter 1. Introduction to Data Integration with Reflexis.....................................................................6
1.1 PURPOSE OF THE DOCUMENT................................................................................................ 6
1.2 Data Interface Types.............................................................................................................. 6
1.4 Details of All Data Imports with Sample Records:................................................................11
Chapter 2. Organization Data Loads................................................................................................... 16
1. Unit Load................................................................................................................................ 16
1.1 Error Logging for Unit Load.................................................................................................. 18
2. UNIT Status Load.................................................................................................................... 19
2.1 Error logging for Unit Status Load........................................................................................ 20
3. Store to Department mapping Load....................................................................................... 20
3.1 Error Logging for Store to Department Load........................................................................21
4. Store-Department-Merchandise Division mapping Load.........................................................21
5. Store Timings Load................................................................................................................. 22
5.1 Error Logging for Store Timings Load...................................................................................23
6. Unit/ Department Attribute Load............................................................................................ 24
6.1 Error Logging for Unit/ Department Attribute Load..............................................................26
7. Job Code Load......................................................................................................................... 27
Chapter 3. VOLUME DRIVER DATA....................................................................................................... 28
8. Volume Driver Data Periodic Level Feed............................................................................... 29
8.1 Error Logging for Periodic Level Volume Driver Data (VDP Data Files).................................31
9. Volume Driver Data Interval Level Feed...............................................................................32
9.1 Error Logging for Interval Level Volume Driver Data (VDI Data Files)...................................36
Chapter 4. Associate/HR Data Loads.................................................................................................. 38
10. HR Associate Basic Details Import HRBA...........................................................................38
10.1 Sample Formats for Hire and Rehire through HRBA Load:.................................................42
10.2 Error Logging for Associate Basic Details Import HRBA Load..........................................43
11. HR Associate Corrections Import HRCI...............................................................................45

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11.1 Transaction type-EMP_BASIC_CHANGE..............................................................................47

11.2 Transaction type-STORE_XFER.......................................................................................... 49
11.3 Transaction type-JOB_CHANGE.......................................................................................... 50
11.4 Transaction type-DEPT_XFER............................................................................................. 52
11.5 Transaction type-FT_PT_CHANGE...................................................................................... 53
11.6 Transaction type-SAL_HOUR_CHANGE...............................................................................54
11.7 Transaction type-STATUS_CHANGE....................................................................................54
11.8 Transaction type-RATE_CHANGE........................................................................................ 55
11.9 Transaction type-TERM_DATE_CHANGE.............................................................................56
11.10 Transaction type-TRANSFER_DATE_CHANGE......................................................................57
11.11 Transaction type-REHIRE_DATE_CHANGE..........................................................................58
11.12 Transaction type-STATUS_DATE_CHANGE..........................................................................58
11.13 Transaction type-JOB_DATE_CHANGE................................................................................59
11.14 Transaction type-WAGE_DATE_CHANGE............................................................................ 59
11.15 Transaction type-DEPT_DATE_CHANGE.............................................................................60
11.16 Transaction type-HIRE_DATE_CHANGE.............................................................................. 60
11.17 Transaction type- CERTIFICATION_CHANGE.......................................................................61
11.18 Transaction type- EMP_ATTR............................................................................................. 61
11.19 Error Logging for HR Associate Corrections Import HRCI Load.....................................62
12. HR Associate Leave Accrual Details........................................................................................ 63
Chapter 5. User Load.......................................................................................................................... 65
13. User Load................................................................................................................................ 65
13.1 Error Logging for User Load.............................................................................................. 67
Chapter 6. APPENDIX.......................................................................................................................... 69
14. APPENDIX-1: EVENTS & FREQUENCIES.................................................................................... 69
14.1 OVERVIEW......................................................................................................................... 69
14.2 Operating Hours usage..................................................................................................... 70

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Chapter 1. Introduction to Data Integration with Reflexis
1.1 PURPOSE OF THE DOCUMENT

1. To document clearly and unambiguously the exact new/amended functionality being
requested
2. To form the basis for sign off from the customer and act as the reference point for all future
discussions with the customer
3. To form the basis for handover between the implementation and development teams and
act as the point of reference for all future discussions and verification
4. To be used by the development team to prepare detailed system specifications for
development work
5. To act as the point of reference for QA, release management and all associated activities to
be carried out after development is complete, before release to the customer
1.2Data Interface Types

Data import files are used to load and populate client data into the Reflexis applications. This
chapter includes format, file naming conventions and common rules that apply to the different types
of data interfaces supported by Reflexis Workforce Scheduler.
File Naming Convention:

All File Names should follow the following format:
ClientId_RecordId_YYYYMMDDHHmm.FileExtension
Basic Initial Loads Applies to all Reflexis products: RWS, RTA

and RTM
OM Imports:
1. Unit Import
2. Unit/Department Attributes Import
3. Store Department Import
4. User Import
Additional Data Loads required for RWS

OM Imports:
5. Unit Status Import
6. Store Timings Import
HR Imports:
7. HR Basic Details Import
8. HR Changes Import
9. HR Leave accruals Import
VD Imports:
10.Volume Driver Period Import

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11.Volume Driver Interval Import
Note:
1. Batch Ids are used internally by Reflexis Systems.
2. Logs will be generated in the directory corresponding to each File Extension.
Processing Data Loads
Common Rules
Format:
1. Data loads are done using comma separated flat files.
2. The column values for ALL data types on a record have to be enclosed in double quotes.
3. The fields that can be left empty have to be enclosed in double quotes. E.g. ,,
4. There should not be any spaces between two fields.
o a,b,c VALID
o a, b, c INVALID
o a ,b ,c - INVALID
5. The length of the field does not include double quotes.
o a,b,c VALID
o a,b,c - INVALID
Processing:
1. Successful error free records are updated in the table.
2. System rejects the all erroneous records in a file. The errors are recorded in the log file by
line number, with distinct error codes and error messages.
3. The file itself is not rejected if an error is encountered; only erroneous records are
rejected. The errors are logged and the rest of the records are processed.
4. Logs of data loads will be maintained. End users will have access to the log files online.
Tracking:
1. A common audit trail will be maintained to indicate the status of data loads performed.
2. Automation for data loads via batch execution will be configured to minimize any manual
intervention.
3. A common alert email notification mechanism will be adopted. Alerts with log details will
be mailed to a recipient mail id. Email recipients will need to be identified email addresses
will be configured in the system in order for notifications to be sent out.
4. Retention and archiving of data files and log files will be discussed.

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Data Types
1. DATE: DATE format Only YYYYMMDD format supported.
2. TIME: TIME format Hh:mm (24 HR Military time format).
3. NUM: NUMERIC Integer or Decimal. E.g. Employee Id can be a number without
decimals, whereas Wage Rate will typically be with decimals.
4. CHAR: Character - Any string with all numbers or all letters or a combination of letters
and numbers; EXCLUDING all special characters.
5. ALPHA (Restricted): Alphanumeric (Restricted) - Any string with all numbers or all letters
or a combination of letters and numbers; INCLUDING only the special characters listed
below: E.g. Unit Id / Location Id, Zip, SSN, etc,
o Hyphen (-)
o Underscore (_).
o Comma (,)
o Apostrophe ()
6. ALPHA: Alphanumeric - Any string with all numbers or all letters or a combination of
letters and numbers; INCLUDING ALL the special characters. E.g. Address, name etc,
Header
This is the common header for all the data feeds.
1. All columns are delimited by comma (,).

2. Double quotes are not mandatory for the Header
No. Field Type Len Req (Y/N) Value Comments
1 Record Type Char 2 Y HH File header record
2 Timestamp Num 14 Y File creation Date time Format: YYYY
MMDDHHmmss
3 Filename Char 35 Y This should be the same as the actual file
name. E.g.
ClientID_VDI_201012312210.OM03
4 File Sequence Num 10 N 1 Default to 1 always.
Num
Footer
The common footer applies to all data feeds.
All columns are delimited by comma (,).

Double quotes are not mandatory for the Footer

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No. Field Typ Le Req Valu Comments

e n (Y/N) e
1 Record Type Char 2 Y TT File Trailer record
2 Record count Num 6 Y This is the total number of records in the file
excluding the file header and footer records.
This record count is used to validate the
number of record included in each file, If
validation is not successful, the file will be
rejected and the information will not be
processed
3 Total Record Num 6 N This is the total number of records in the file
Count including the header and the footer records.
This record count is used to validate the
number of record included in each file, If
validation is not successful, the file will be
rejected and the information will not be
processed
Not Used columns

The value for the columns that indicate (Not Used) should be sent as blank. These columns are
built into the formats to accommodate for additional functionality that is in our future product
roadmap. These columns are not used in the current application functionality.
It is critical to send these as blanks instead of ignoring these columns, to maintain the integrity of
the column count on the file. If the column count on every record for each of these loads is not
correct, the process will reject the record.
Data Import Process Flow

Client-specific information is loaded into the Reflexis system via a set of batch jobs, the information
is validated and processed or rejected using internal Reflexis processes, and finally, the results of
the import process and error logs are emailed out to System Administrators:
Any file with more than 30 records should be processed through set of Batch Jobs Only.
1. Client-specific files are generated outside of Reflexis and loaded into a Secure FTP location
2. Reflexis copies the files into a temporary directory inside the application
3. For each file, the footer is validated in two steps:
a. The system validates whether a footer record is present in the file
i. If the footer is not present, the file is rejected back to the Rejected directory in
SFTP and an email is sent out to inform of the rejected file. No records in the file
are processed.
b. If there is a footer record, the system checks the Records/Total Records count in the
footer of the file

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i. If the Record/Total Record count does not match the actual number of records in
the file, the file is rejected back to the Rejected directory in SFTP and an email is
sent out to inform of the rejected file. No records in the file are processed.
ii. If the Record/Total Record count matches the number of actual records in the file,
the records in the file are processed and the system database is updated with
the data. Any errors found against particular records in the file are logged in a
separate log file, but the system continues to process all records in file until the
file is complete.
4. An email notification is sent out to the system administrators with the results and logs of the
import process for each file.
a. If the entire process was successful, an email indicating successful completion is sent
out with a summary of the number of records process.
b. For files with errors, a log file with errors against each faulty record is attached to the
email sent out.
c. If the footer record validation failed, the email sent out will be the same indicated in
step #3(a)(i) and #3(b)(i).
5. The initial load of the data files must be done in a specific order so that the buildup of the
data layers in the Reflexis application is done properly. This document has been laid out so
that the chapter order follows the loading order for each of the 13 data load file described in
this document. Specifically the load order for the data files is given in the table below:
Load Data Data Load Name
Order Load
1 OM01 Unit Import
2 OM12 Unit Rollout / Status Import
3 OM03 Store to Department Mapping Import
4 OM07 Store-Department-Merchandising Area Mapping
Load
5 OM04 Store Timings Load
6 OM06 Unit Attribute Load
7 OM09 Job Codes Load
8 VD01 Volume Driver Data Periodic Level Feed
9 VD02 Volume Driver Data Interval Level Feed
10 HR03 HR Associate Basic Details Import (HRBA)
11 HR12 HR Associate Corrections/Changes Import
(HRCI)
12 HR02 HR Associate Leave Accrual Details (HRAC)
13 OM08 User Import

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Error Reporting Format

Each of the data load processes that will be described in subsequent chapters has the ability to
report errors when a problem occurs with the data in the load file. The basic reporting syntax is the
same for each of the loads and is described below. Following is an example of a possible error and
its components:
Following is a table with the error message broken down by field:
2 Field 1 - Line number corresponding to the record in the Import File

DLUN003 Field 2 - Internal error code. This code is used internally by Reflexis for
debugging purposes
Description of Field 3 - Description of error
Error
12272 Field 4 - This is the incorrect/invalid value generating the error
Field 2: Reflexis
internal code. Used for
debugging purposes
1.3Details of All Data Imports with Sample Records:
No. Batch Data Record File File Formats and Sample Record (generic
Id Imports Id Ext. file names link to sample files)
/Interface
Name
Basic OM Loads
1 110011 Unit Import UNIT OM01 "Record ID, Client ID, Unit Id / Location Id,

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Default Unit Name, Parent ID, Unit category ,

Columns: Unit level , Location , Street, City,
26 State, Country, Zip code, Contact
person name, Job title , E-mail Id, Tel
No., Functional Parent ID, Unit Key,
County, Time Zone, Currency Code,
Language Code, Longitude, Latitude,
Status Code"
REFLEXIS_UNIT_201005012132.OM01 (REFLEXIS_UNIT_201005012132.O
2 120023 Unit Status USTS OM12 "Record ID, Client ID, Unit Id / Location Id,
Load Status Code, Effective Date, End Date,
User Fld1, User Fld2, Operation Code"
Default
Columns: 9
REFLEXIS_USTS_20160304120000.OM12
3 110012 Store DEPT OM03 "Record ID, Client ID, Unit Id / Location Id,
Departmen Department ID, Open Date, Close Date "
t Import
Default
REFLEXIS_DEPT_201005012132.OM03 (REFLEXIS_DEPT_2010050
Columns:
06
4 110019 Store- ULCT OM07 Record ID, Client ID, Unit Id / Location
Departmen Id, Effective Date, End Date, Selling
t-Selling Area ID, Selling Area Name, Department
area ID, User Fld1,User Fld2
mapping
Import
REFLEXIS_ULCT_201005012132.OM07 (REFLEXIS_ULCT_201005012132.OM
5 110015 Unit/ ATTR OM06 "Record ID, Client ID, Unit Id / Location Id,
Departmen Entity Type, Entity ID, Effective Date,

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t Attribute End Date, Attribute Code, Attribute Value

Load 1, Attribute Value 2, Attribute Value 3,
Default Attribute Value 4, Attribute Value 5,
Columns: Attribute Value 6, Attribute Value 7"
15
REFLEXIS_ATTR_201005012132.OM06 (REFLEXIS_ATTR_201005012132.OM
Store
6 110016 UTIM OM04 "Record ID, Client ID, Unit Id / Location Id,
Timings
Effective Date, End Date, Event Code,
Import
Frequency Code, Start Time, Duration,
Default Attribute1, Attribute2, Attribute3,
Columns: Attribute4, Attribute5, Attribute6,
19 Attribute7, Attribute8, Attribute9,
REFLEXIS_UTIM_201005012132.OM04 (REFLEXIS_UTIM_
Attribute10"
7 110010 User Import USER OM08 "Record ID, User ID, Action Flag, Client
Id, User Name, Unit Id / Location Id,
Default
Dept Code, Functional Group, Job Title,
Columns:
Profile Id, Email Id, Telephone No.,
14
Language Code, Primary Unit", Mobile
No, Delivery Preference, Carrier
REFLEXIS_USER_201005012132.OM08 (REFLEXIS_USER_201005012132.OM0
8 110020 Job Codes JOBS OM09 "Record ID, Client ID, Job Code ID, Job
Import Code Description"
REFLEXIS_JOBS_201005012132.OM09 (REFLEXIS_JOBS_201005012132.OM0
Basic HR Loads

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9 120010 HR Basic HRBA HR03 "Record ID, Client ID, Employee ID,
Details Record Effective From, Operation Code,
Import Last Name, First Name, Middle Name,
Short Name, Gender Code, SSN,
Default
Emancipated Minor Indicator, School
Columns:5
Calendar, Job Title, Position Code, Job
8
Effective Date, Date Of Birth, Seniority
Date, Seniority Rank, Date Of Hire ,
Date of Termination, Most Recent Rehire
Date, Company ID, Home Store ID,
Home Position Code, Home Department
ID, Home Department Effective Date, Full
time/Part Time Indicator, Regular / Temp,
Salaried / Hourly, Union Indicator,
Contract Group, Contract Effective Date,
Time Rule, Current Wage Step, Effective
Date, Address Line 1, Address Line 2,
City , State Code , Country Code, Zip
Code, Home Phone, Mobile Phone, Email
ID, Alternate Phone, Alternate Phone
Notes, Wage Frequency Type, Base Wage
Rate, Base Wage Effective Date, Badge
Number, Badge Effective Date,
Employment Status, Status Effective
Date, Full Time Date, Promotion Date,
Standard Hours worked daily, Supervisor
Employee ID", Delivery Preference,
Carrier
REFLEXIS_HRBA_201005012132.HR03 (REFLEXIS_HRBA_201005012132.HR
10 120026 HR HRCI HR12 "Record ID, Employee Id, Transaction

Changes Type, Effective Date, End Date, Field1,
Load Field2, Field3, Field4, Field5, Field6,
Field7, Field8, Field9, Field10,

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Field19, Field20",
REFLEXIS_HRCI_201005012132.HR12 (REFLEXIS_HRCI_201005012132.H
"Record ID, Client ID, Partner ID, Record

11 120012 HR HRAC HR02
Effective From, Operation Code, Accrual
Associate
Code, Days/Hours Accrued, Unit Of
Leave
Accrual, Next Award Date, Number of
Accrual
Weeks for Next Award"
Details
Import
Default
REFLEXIS_HRAC_201005012132.HR02 (REFLEXIS_HRAC_2010050121
Columns:1
0
Basic VD Loads
Volume
12 11001 VDI VD02 "Record ID, Client ID, Unit Id / Location Id,
Driver
7 Feed Level, Entity ID, Effective Date,
Interval
Metric Id, Metric Category, Value at
Import
00:00, Value At 00:15, Value At 00:30,
Default Value At 00:45, Value At 01:00, Value At
Columns: 01:15, Value At 01:30, Value At 01:45,
105 Value At 02:00, Value At 02:15, Value At
02:30, Value At 02:45, Value At 03:00,
Value At 03:15, Value At 03:30, Value At
03:45, Value At 04:00, Value At 04:15,
05:00, Value At 05:15, Value At 05:30,
06:15, Value At 06:30, Value At 06:45,
07:30, Value At 07:45, Value At 08:00,
08:45, Value At 09:00, Value At 09:15,
10:00, Value At 10:15, Value At 10:30,
11:15, Value At 11:30, Value At 11:45,

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12:30, Value At 12:45, Value At 13:00,
13:45, Value At 14:00, Value At 14:15,
15:00, Value At 15:15, Value At 15:30,
16:15, Value At 16:30, Value At 16:45,
17:30, Value At 17:45, Value At 18:00,
18:45, Value At 19:00, Value At 19:15,
20:00, Value At 20:15, Value At 20:30,
21:15, Value At 21:30, Value At 21:45,
22:30, Value At 22:45, Value At 23:00,
23:45, Operation Code"
REFLEXIS_VDI_201005012132.VD02 (REFLEXIS_VDI_201005012132.VD02.VD0
Volume
13 11001 VDP VD01 "Record ID, Client ID, Unit Id / Location Id,
Driver
8 Feed Level, Entity ID, Effective Date,
Period
Metric ID, Metric Category, Metric
Import
Granularity, Data Value-1, Data Value-2,
Default Data Value-3, Data Value-4, Data Value-
Columns:1 5, Data Value-6, Operation Code"
6
REFLEXIS_VDP_201005012132.VD01 (REFLEXIS_VDP_201005012132.VD01.VD

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Chapter 2. Organization Data Loads

1 Unit Load
The unit load file contains information to populate and maintain the organization setup in Reflexis.
A unit is an entity in the organization hierarchy, with Corporate being the highest level and Store
being the lowest level.
Given below are the features of the unit load:
1. The specific order of records on the Unit load based on the organization hierarchy should be
maintained.
a. The setup of corporate record is a one-time setup and is excluded from the unit load. It
will be a part of the base set up done by Reflexis.
b. The Field Units (with Unit category =F) will be loaded in the order of the hierarchy.
(E.g. 1. CORP, 2. DIVISION, 3. REGION, 4. DISTRICT, 5. STORE)
c. All Stores (with Unit category = S) will be loaded subsequently.
2. Organization hierarchy once loaded cannot be modified. Any changes to the organization
level have to be taken up as a change request, since it mandates an in-depth analysis and a
data conversion exercise.
3. Units cannot be closed using the unit load process. They can only be transferred or moved in
the hierarchy. Any status other than O will be handled as a custom enhancement/change
request.
4. Unit load can be a full load or an incremental load (Incremental load is recommended).
No. Field Type Le Possible Req Comments

Name n Values (Y/N)
1 Record Id Char 4 UNIT Y Indicates that the upload file is for the
Unit Load
2 Client ID Char 10 RFLX Y Client Identifier
3 Unit Id / Alpha 20 00385A Y Unique Unit /Location Identifier
Location Id (R)
4 Unit Name Char 128 Warehouse Y Name of the unit
5 Parent ID Alpha 20 C01 Y The Unit Id / Location Id of the parent for
(R) the unit being loaded. A parent is
typically one level above the unit in the
hierarchy.
6 Unit Char 1 F Y Unit categorization in the organization

Category S hierarchy. Valid values are:
F: Field
S: Store
7 Unit Level Num 1 2 Y Level of the unit in the organization
3 hierarchy.

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Name n Values (Y/N)
4 A sample hierarchy is as shown below:
5 Corporate ( not expected in the file)
2 Division
3 Region
4 District
5 Store
8 Location/M Char 40 N
arket
9 Street Alpha 60 646 S. Main Y
10 City Char 25 Houston Y
11 State Char 6 TX Y
12 Country Char 20 USA Y Country Code must be a three-letter
CAN alphabetic code. Example:
USA for USA
CAN for Canada
13 Zip Code Alpha 20 12348 N
(R)
14 Contact Alpha 100 N
Person
Name
15 Job Title Alpha 20 N
16 E- Mail Id Alpha 80 N
17 Telephone Alpha 25 N
Number
18 Functional Alpha 16 N Not used
Parent Id (R)
19 Unit Key Char 20 N System Reserved Field

20 County Char 30 N Not used
21 Time Zone Char 50 CST Y Valid Time Zone values:
GMT : Greenwich Mean Time (London)
PRT : Puerto Rico Standard Time
EST5EDT : US Eastern Standard/ Daylight
Time
CST : US Central Time
MST : US Mountain Time (Arizona)
MST7MDT : US Mountain Time (Non-
Arizona)
PST : US Pacific Time

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Name n Values (Y/N)
AST : Alaska Standard Time
HST : Hawaiian Standard Time
22 Currency Char 3 USD Y Currency Code must be a three-letter
Code alphabetic code. Example:
USD for US Dollar
CAD for Canada Dollar
23 Language Char 10 EN Y Language code must be a two-letter
Code alphabetic code. Example:
EN for English
FR for French
ES for Spanish
24 Longitude Num 16 N Not used
25 Latitude Num 16 N Not used
26 Status Char 8 O Y Always passed as O for Open.
1.4Error Logging for Unit Load

The Reflexis RWS application will generate an error when invalid/incorrect/inconsistent Unit
information is loaded into the Reflexis RWS system. An error will be generated for each record
containing invalid data. Each error will include all the pertinent information to assist in the resolution
of such error. Anytime a record of a unit that is considered a parent unit includes errors, the error
will cascade down to the units subordinate units. For example, if the record for Region 1 is rejected
due to an error, the record for the subordinate unit (District 1) will also be rejected. And as a result,
the records for the subordinate units of District 1 (Store 1, Store 2, Store 3, etc) will also error out.
Please refer to section for the syntax of how errors are reported. Following is a list of common
errors that might be generated with possible suggested resolutions:
Description of Process
Error Reason for Error Result Possible resolution
Record contains an
Invalid Country All Required fields must
incorrect/invalid Country
and/or State Codes include a value
and/or State code
Use one of the following
Invalid Unit Record contains an invalid Record will be categories:
Category Unit Category rejected F = Field
S = Stores
Invalid parent unit Record contains a Parent ID Record will be Ensure the record contains

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Description of Process
Error Reason for Error Result Possible resolution
that either does not exist in
the correct Parent ID for the
system or is not above the rejected
unit in the record
unit in the record
Time zone in record is not
Ensure the time zone is in
Invalid Time zone in supported. See Unit Load for Record will be
the list of supported time
Input the list of Time Zones rejected
zones
supported,
Ensure one of the following
Invalid Currency in Currency in record is not Record will be currencies is used:
Input present in the system rejected CAD = Canadian Dollar
USD = US Dollar
Ensure one of the following
Invalid language in Language code in record is Record will be languages are used:
Input not present in the system rejected EN = English
FR - French
Invalid Number of
Record will be Ensure record includes 26
Fields provided in Record includes extra fields
rejected total fields
UNIT Import
Ensure the status code is O
Status code in record is not Record will be
Invalid status code (Open)
supported rejected
Ensure email follows the
Invalid email Record will be
Email format is incorrect correct format, i.e.,
address in Input rejected
systemuser@email.com
2. UNIT Status Load

1. The Unit Status Load is used to close a Unit permanently or temporarily.
2. Store may be reopened by utilizing field 9 (operation code).
3. If no status is loaded exclusively using this load, the unit is considered active.
4. To close a unit permanently, send a C status with an end date of 20991231.
5. Temporary unit closings can be achieved by sending a C status with a specific effective date
and end date.
6. To reopen a store, send an O status with an end date of 20991231.

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7. Forecast, Workload, Schedule will not be generated during the days when the store is closed
using the store status load. If the unit is partially inactive in a week, only for the active days
Forecast, Workload, Schedule will be generated.
8. Closing a store permanently or temporarily does not result in a deletion of the unit from the
system. It is generally not recommended to delete a unit from the system, but if this is
necessary, clients must work with their Reflexis support team contacts to accomplish this.
No. Field Name Type Len Possible Req(Y/ Comments

Values N)
1 Record ID Char 4 USTS Y System Usage
3 Unit Id / Alpha 20 S00001, Y Valid unit /location identifier. It should
Location Id (R) S00001A exist in the system.
4 Status Code Char 10 C or O Y C is passed to close a unit
O is passed to reopen a unit
5 Effective Date 8 Y Any date in the format yyyyMMdd
Date
6 End Date Date 8 Y Any date in the format yyyyMMdd
20991231 And should be greater than or equal
to effective date field.
7 User field 1 Char 20 N Not Used, just a placeholder
8 User field 2 Char 20 N Not used, just a placeholder
9 Operation Char 1 D, N D Delete the status record, Can be
code left blank otherwise The Unit Id /
Location Id, Effective Date and End
Dates are exactly matched for
deletion.
2.1Error logging for Unit Status Load

The Reflexis RWS application will generate an error when invalid/incorrect/inconsistent Unit Status
information is loaded to the system. An error will be generated for each record containing invalid
data, and each error will include all the pertinent information that to assist in the resolution of such
error.
errors that might be generated with possible suggested resolutions
Process
Description of Error Reason for Error Result Possible resolution
Record contains
Unit Id / Location Id Not Record will be Ensure Unit is present in the
Invalid Unit Id /
Found in the Unit Master List rejected system
Location Id

March 1,2017 RWS V 4.0a 21 of 78
Status Code Not Found in Record contains an See Field 4 of UNIT Status
Record will be
the Unit Plan Status Code invalid Unit Status Load for the supported
rejected
Set Code Status Codes
3. Store to Department mapping Load

The Store-Department load is used to populate the departments associated with each store in the
system. The first load will be a full load. All subsequent updates should be sent as an incremental
load.
No. Field Name Type Len Possible Req Comments

Values
(Y/N)
1 Record ID Char 4 DEPT
Y System usage
2 Client ID Char 10 RFLX
Y Client Identifier
3 Unit Id / Alpha 16 S00001,
Y Valid unit/location identifier. It should
Location Id (R) S00001A
(Store) exist in the system.
4 Department Alpha 16 D001,

Y Valid Department ID. It should exist in
ID (R) D0010A
the system.
5 Open Date Date 8 20000101
N Not Used
6 Close Date Date 8 20991231
N Not Used
3.1Error Logging for Store to Department Load

The Reflexis RWS application will generate an error when invalid/incorrect/inconsistent Store
Department Load information is loaded and processed by the system. An error will be generated for
each record containing invalid data, and
Following is a list of common errors that might be generated with possible suggested resolutions:
Process
DeptId not found in the Department ID is Record will be Ensure the department ID
Department Master List not present in the rejected in the record is present in

March 1,2017 RWS V 4.0a 22 of 78
Process
system the system
Unit Id / Location Id not Unit Id / Location Ensure the Unit Id /
Record will be
found in the Unit Master Id Is not present in Location Id in the record is
rejected
List the system present in the system
4. Store-Department-Merchandise Division mapping

Load
This load is used to establish a mapping between Department and Selling areas in the system.
No Field Name Type Le Possibl Req Comments

. n e
(Y/N)
Values
1 Record Type Char 4 ULCT Y Always passed as ULCT
2 Client Id Char 10 RFLX Y Client Identifier

3 Unit Id / Location Id Alpha 16 S0001 Y Valid unit/location identifier
(R)
4 Effective Date Date 8 N Not Used
5 End Date Date 8 N Not Used
6 Merchandising area Alpha 16 1 Y Merchandise Division Identifier
ID (R)
1-
Furniture
2 - Supplies
3-
Technology
& service
4 - Copy
and Print
Depot
5-
Cleaning /
Breakroom

March 1,2017 RWS V 4.0a 23 of 78
No Field Name Type Le Possibl Req Comments

. n e
(Y/N)
Values

7-
Peripherals
7 Merchandising area Char 40 N Not Used
Name
8 Department ID Alpha 16 43002 Y Department Identifier 43002 SALES
(R)
9 User Field 1 16 N Not Used
10 User Field 2 16 N Not Used
5. Store Timings Load

The Store Timings load is used to populate the business hours i.e., the Store Open and Store Close
events for each unit in the organization. For further details on how the operating hours are used in
the system, refer to APPENDIX.
The first load will be a full load. All subsequent updates should be sent as an incremental load.

Values
(Y/N)
1 Record ID Char 4 UTIM Y Indicates that the upload file is for Store
Timings
2 Client ID Char 10 RFLX Y Client identifier
3 Unit Id / Alpha 20 S00001, Y Valid unit/location identifier. It should
Location Id (R) S00001A exist in the system.
4 Effective Date 8 20000101 Y Always passed as 20000101
Date
5 End Date Date 8 20991231 Y Always passed as 20991231
6 Event Code Char 4 ST01 Y ST01 Store Open
ST02 ST02 Store Close

March 1,2017 RWS V 4.0a 24 of 78

Values
(Y/N)
7 Frequency Num 4 0 to 9 Y 0 Sunday
Code
1 Monday
2 Tuesday
3 Wednesday
4 Thursday
5 Friday
6 Saturday
7 Daily
8 Weekday (Mon thru Fri)
9 Weekend (Sat and Sun)
8 Time Time 5 Y Hh:mm (24 HR Military time format)
9 Duration Time 5 Y Hh:mm (24 HR Military time format)
10 Attribute1 Char 50 N Not Used
5.1Error Logging for Store Timings Load

The Reflexis RWS application will generate an error when invalid/incorrect/inconsistent Store Timing
information is loaded and processed by the system. An error will be generated for each record
containing invalid data, and each error will include all the pertinent information that to assist in the
resolution of such error.

March 1,2017 RWS V 4.0a 25 of 78
Process
Unable to load input
Invalid format Record will be
parameters in Store
used in the value rejected
Timings Import
Ensure the following codes
are used in the records:
Event code not Record will be
Invalid Event Code
supported rejected ST01 Store Open
ST02 Store Close
See Field 7 of Error:
Invalid Frequency Record will be Reference source not
Invalid frequency code
Code used rejected found for the supported
Frequency Codes
Unit Id / Location
Unit Id / Location Id Not
Id in the record is Record will be Ensure unit exists in the
Found in the Unit Master
not present in the rejected system
List
system
6. Unit/ Department Attribute Load

This load is used to populate the unit attributes or the store department attributes in the system.
Attributes can be defined as:
1. Specific characteristics that define certain aspects of a unit E.g. Store type, Square footage,
no. of entrances, no of registers. etc.
2. Labor Standards such as transaction times for various activities E.g. Register transaction time,
average cash transaction time, average scan time, etc.
No Field Name Type Le Possible Req Comments
. n Values
(Y/N)
1 Record Type Char 4 ATTR Y Indicates that the upload file is for
Unit/Department Attribute Load
3 Unit Id / Alpha 20 S0001 Y Valid unit/location identifier. It should
Location Id (R) exist in the system.

March 1,2017 RWS V 4.0a 26 of 78
No Field Name Type Le Possible Req Comments

. n Values
(Y/N)
4 Entity Type Char 1 U,C,D Y U for Store Attribute
C for Corporate Attribute
D for Department Attribute
5 Entity ID Alpha 20 N Department Identifier in case of
(Department ID) (R) Department level attributes
6 Effective Date Date 10 N Format: YYYYMMDD
7 End Date Date 10 N Format: YYYYMMDD
8 Attribute Code Alpha 80 STORE_SIZE Y Attribute Identifier
(R)
9 Attribute Value Alpha 80 Y The value corresponding to each
1 attribute.
In case of attributes which have a
specific value for each day of the
week, this column will hold the value
for the first day of the week.
E.g.
1. Truck delivery - If truck delivery
happens on days 1 and 5 of the
week, then this column will be set to
1.
Where, 1 indicates a truck delivery
and 0 indicates non-delivery
10 Attribute Value Alpha 100 N In case of attributes which have a
2, specific value for each day of the
week, this column will hold the value
Attribute Value
from the second day to the seventh
3,
day of the week.
Attribute Value
E.g. Truck delivery. If truck delivery
4,
happens on days 1 and 5 of the
Attribute Value week, then the values passed for this
5, column will be:
Attribute Value 0,0,0,1,0,0
6,
Where, 1 indicates a truck delivery
Attribute Value and 0 indicates non-delivery.
7

March 1,2017 RWS V 4.0a 27 of 78
6.1Error Logging for Unit/ Department Attribute Load

The Reflexis RWS application will generate an error when invalid/incorrect/inconsistent Attribute
Process
Attribute code does Ensure the attribute code in
Attribute 123ABC Not Found Record will be
not exist in the the record is present in the
in the Attributes Master List rejected
system system
Unit Id / Location Id 01201 Ensure the unit id/location
Invalid Unit in the Record will be
Not Found in the Unit Master id in the record is present in
record rejected
List the system
Use of the following entity
types:
Entity Id should not be Value for Entity Type Record will be
U for Store
empty for Entity Type is blank rejected
C for Corporate
D for Department
Use of the following entity
Entity type, 123ABC Not types:
Entity value is Record will be
Found in the Entity Type
incorrect rejected U for Store
Master List
C for Corporate
D for Department
No Data type is defined for Attribute is not
Record will be Ensure attribute exists in
the Attribute, ABC123 found present in the
rejected the system
in the Master List system
The attribute value
type in the record Ensure the attribute value
Attribute value , ABC123 is
does not match the Record will be type matches the value
not valid for Attribute of type
attribute type rejected type defined for the
Single/Multiple choice attribute
defined for the
attribute

March 1,2017 RWS V 4.0a 28 of 78
7. Job Code Load

This load is used to populate the master list of job codes in the system. During the HR associate
load, the employee job codes are validated against this master list in the system. Employee records
with job codes outside this list are rejected by the system.

Values
(Y/N)
1 Record ID Char 4 JOBS Y Indicates that the upload file is
for Job Code
3 Job Code Char 12 000455 Y Job code from the existing HRIS
4 Job Title Alpha 32 "Benefits Y Job code description from the
Manager" existing HRIS

March 1,2017 RWS V 4.0a 29 of 78
Chapter 3. VOLUME DRIVER DATA

Volume Driver Data is used by Reflexis Workforce Scheduler to populate historical driver actuals
(Store Transactions, Store Sales, etc) that are needed in order to generate driver forecasts for future
weeks based on trends from the historical actuals.
There are 2 types of Volume Driver Data Loads used by Reflexis:
1. Volume Driver Period Import:

a. This feed contains the driver data with period level granularity, i.e., granularity
higher than 15-min intervals.
b. Daily Drivers require an effective date and a driver value for each day.
i. If driver data does not exist for a specific day, a record for the day needs
to be sent along with the driver value of zero (0) to prevent future
forecasts from being skewed by the missing driver data.
c. Weekly Drivers require an effective date that corresponds with the weeks start
date and the driver value for each week.
i. If driver data does not exist for a specific week, a record for the week
needs to be sent along with the driver value of zero (0) to prevent future
forecasts from being skewed by the missing driver data.
2. Volume Driver Interval Import:

a. This feed contains the driver data at a 15-minute Interval granularity.
b. Interval-level Drivers require an effective date for each day, and the driver
values for each of the 96 15-minute intraday intervals.
i. If driver data does not exist for one of the 96 intraday intervals, a value of
zero (0) will be sent to prevent future forecasts from being skewed by the
missing driver data.
ii. If driver data does not exist for an entire day, a value of zero (0) will be
sent for each of the 96 intraday intervals to prevent future forecasts from
being skewed by the missing driver data.
The first load will be a full load with all historic data going back to at least 2 years. Subsequent
driver data should be sent as an incremental load.

March 1,2017 RWS V 4.0a 30 of 78
8. Volume Driver Data Periodic Level Feed

This feed contains the driver data with a period level granularity i.e. granularity higher than 15 min
intervals.

March 1,2017 RWS V 4.0a 31 of 78

Values
(Y/N)
1 Record ID Char 4 VDP Y
2 Client ID Char 16 RFLX Y
3 Unit Id / Alpha 20 0091 Y Valid unit/location identifier. It should
4 Feed Level Char 1 S, D Y S-Store; D-Department/ Selling area
5 Entity ID Alpha 20 N Department / Selling area
(R) If Feed Level = D then this column is
a required field.
6 Effective Date Date 8 Y Format: YYYYMMDD
Fiscal Week Start Date for weekly
drivers. Specific Day for Daily Driver
(interval drivers)
7 Metric ID Alpha 16 DAILY_SALES, Y Valid driver identifier
(R) CUST_COUNT
8 Metric Char 1 E, F, U, Y E: Annual - System Generated
Category P, R, S, F: Annual - Imported/Adjusted
A
U: Period - System Generated
P: Period - Imported/Adjusted
R: Weekly - System Generated

S: Weekly - Imported/Adjusted
A: Actual
9 Metric Char 1 A, P, W, Y A-Annual, P-Period, W-Weekly, D-Daily
Granularity D
10 Data Value - 1 Num 19, Y Driver value
4 Send 0 for no values
11 Data Value - 2 Num 19, N Not Used
4
4
4
4
4
16 Operation Char 1 , A N Null/blank value will insert/update the
Code record.
A will add the metric value to the

March 1,2017 RWS V 4.0a 32 of 78
8.1Error Logging for Periodic Level Volume Driver Data (VDP

Data Files)
The Reflexis RWS application will generate an error when invalid/incorrect/inconsistent Volume
Driver Data is loaded and processed by the system. An error will be generated for each record
resolution of such error. Following is a sample of an Interval Level Volume Driver Data error and its
components:
Process
Error Message Reason for Error Result Possible resolution
|1|DLVI1|No Data found in All Required fields must
Data field is blank
Data Field||| include a value
Ensure the Unit Id / Location Id
|1|DLVI1| Unit Id / Location Unit Id / Location Id
Record will be is present in Reflexis
Id is not found in the Unit not present in
ignored database. Otherwise, remove
Master List, 012009 ||| Reflexis database
Unit / Location from source.
|1|DLVI1|Invalid date format
Date format is Record will be Date format should be
in the effective date,
incorrect ignored Format: YYYYMMDD
01012010 |||
Entity IDs allowed are:
Entity ID is
S if the metric value is for
incorrect. See field
|1|DLVI1|Invalid Entity ID, X the entire store
5 of Volume Driver
||| D If the metric value is for a
Data Periodic
particular department in the
Level Feed
store.
The driver is not a
|1|DLVI1|The Driver is Period Lever driver. Correct format to load Periodic
Minute Level Driver, Use VDI to load Level Driver data must be
METRIC1 ||| Minute Level used
drivers
Ensure Merchandising
Store Department
|1|DLVI1|Invalid store Record will be Department is present in
not present in
department, 99||| ignored Reflexis. Otherwise, remove
Reflexis database.
department from source.
|1|DLVI1|Invalid Metric An invalid Metric Use a valid Metric Category.
Category |X ||| Category has been See field #8 of table Volume
used Driver Data Periodic Level

March 1,2017 RWS V 4.0a 33 of 78
Feed table
Use a valid Metric Granularity.
An invalid Metric
|1|DLVI1|Invalid Metric See field #9 of table Volume
Granularity has
Granularity|{2} ||| Driver Data Periodic Level
been used
Feed
Metric (Driver) ID Ensure Metric (Driver) ID
|1|DLVI1|Invalid metric, is incorrect, or not Record will be matches what has been
METRIC1||| present in Reflexis ignored defined in Reflexis database,
database or add Metric if not present
|1|DLVI1| Metric record with
same key exists in file. Will Duplicate records Record will be
Remove duplicate records
use the previous instance exist in file ignored
and ignore this record.|||
|1|DLVI1| Negative values
Record includes Record will be Negative values are not
for forecasted data cannot
negative values ignored allowed.
be imported.|||
|1|DLVI1|Invalid Operation Operation code not See field #16 of Volume Driver
CD|XXX||| supported or invalid Data Periodic Level Feed
Record includes an
|1|DLVI1|Entity type , X, incorrect/invalid
Record will be the entire store
invalid for Store level feed entity type.
ignored D If the metric value is for a
||| See field 5 of
particular department in the
store.
|1|DLVI1|Invalid data value Record includes Ensure the record include
in record.||| invalid data valid information.
9. Volume Driver Data Interval Level Feed

This feed contains the driver data with Interval level granularity.

Values (Y/N)
1 Record ID Char 4 VDI Y
3 Unit Id / Char 20 S00001, Y Valid unit/location identifier. It

March 1,2017 RWS V 4.0a 34 of 78

Values (Y/N)
Location Id S00001A should exist in the system.
4 Feed Level Char 1 S Y S-Store; D-Department/ Selling

D area
5 Entity ID Alpha 20 N Department ID/ Selling area ID
(R) If Feed Level = D then this
column is a required field.
6 Effective Date 8 Y Format: YYYYMMDD
Date Fiscal Week Start date for Weekly
Drivers
7 Metric ID Alpha 16 DAILY_SALES Y
(R) ,
CUST_COUN
T
8 Metric Char 1 E Y E: Annual - System Generated
Category F F: Annual - Adjusted
U
P U: Period - System Generated
R P: Period - Adjusted
S
A R: Weekly - System Generated
S: Weekly - Adjusted
A: Actual
9 Value At Num 19,4 Y Send 0 for no values
00:00
00:15
00:30
00:45
01:00
01:15
01:30

March 1,2017 RWS V 4.0a 35 of 78

Values (Y/N)
01:45
02:00
02:15
02:30
02:45
03:00
03:15
03:30
03:45
04:00
04:15
04:30
04:45
05:00
05:15
05:30
05:45
06:00
06:15

March 1,2017 RWS V 4.0a 36 of 78

Values (Y/N)
06:30
06:45
07:00
07:15
07:30
07:45
08:00
08:15
08:30
08:45
09:00
09:15
09:30
09:45
10:00
10:15
10:30
10:45
11:00
11:15

March 1,2017 RWS V 4.0a 37 of 78

Values (Y/N)
11:30
11:45
12:00
12:15
12:30
12:45
13:00
13:15
13:30
13:45
14:00
14:15
14:30
14:45
15:00
15:15
15:30
15:45
16:00

March 1,2017 RWS V 4.0a 38 of 78

Values (Y/N)
16:15
16:30
16:45
17:00
17:15
17:30
17:45
18:00
18:15
18:30
18:45
19:00
19:15
19:30
19:45
20:00
20:15
20:30
20:45
21:00

March 1,2017 RWS V 4.0a 39 of 78

Values (Y/N)
21:15
21:30
21:45
22:00
22:15
22:30
22:45
23:00
23:15
23:30
23:45
105 Operation Char 1 , A N Null/blank value will
Code insert/update the record.
A will add the metric value to
the existing record. If record
does not exist, then the process
will reject the record with this
value.
(i.e. For the first time, record can
be sent with null/blank value.
Subsequently, send with value =
A to append the metric data, if
needed).

March 1,2017 RWS V 4.0a 40 of 78
9.1Error Logging for Interval Level Volume Driver Data (VDI

Data Files)
The Reflexis RWS application will generate an error when invalid/incorrect/inconsistent Volume
Driver Data is loaded and processed by the system. An error will be generated for each record
resolution of such error. Following is a sample of an Interval Level Volume Driver Data error and its
components:
Process
Error Message Reason for Error Result Possible resolution
Ensure the location ID is
present in Reflexis
|1|DLVI1|Invalid Location ID, Location not present Record will be
database. Otherwise,
050834||| in Reflexis database ignored
remove Location from
source.
Effective date is not within
|1|DLVI2|Invalid effective Effective date is out Record will be
the range defined in
date, 20090101||| of range ignored
Reflexis database.
Ensure Merchandising
Store Department
|1|DLVI1|Invalid store Record will be Department is present in
not present in
department, 99||| ignored Reflexis. Otherwise, remove
Reflexis database.
department from source.
Ensure Metric (Driver) ID
Metric (Driver) ID is
matches what has been
|1|DLVI1|Invalid metric, incorrect, or not Record will be
defined in Reflexis
METRIC1||| present in Reflexis ignored
database, or add Metric if
database
not present
Correct the number of
intervals in the record. VDI
files will always include 96
Number of intervals fields each field is a
|1|DLVI1|Interval level data
does not match Record will be 15minute interval. 96 15min
not supported for this
granularity defined ignored intervals for in day.
metric|||
for the metric Metrics with intervals above
15 minutes should be
imported using VDP import
file, not VDI.
|1|DLVI1| Metric record with Duplicate records Record will be Remove duplicate records

March 1,2017 RWS V 4.0a 41 of 78
same key exists in file. Will

use the previous instance exist in VDI file ignored
and ignore this record.|||
|1|DLVI1| Negative values
Record includes Record will be Negative values are not
for forecasted data cannot
negative values ignored allowed.
be imported.|||
Record includes an
|1|DLVI1|Entity type , X, incorrect/invalid
Record will be the entire store
invalid for Store level feed entity type.
ignored D If the metric value is for
||| See field 5 of
a particular department in
the store.
|1|DLVI1|Invalid data value Record includes Ensure the record include
in record.||| invalid data valid information.

March 1,2017 RWS V 4.0a 42 of 78
Chapter 4. Associate/HR Data Loads

10. HR Associate Basic Details Import HRBA
HRBA is used to populate new hires, rehires and any employment changes in the system. The first
load will be a full load. All subsequent updates should be sent as an incremental load.
New Hire: If an associate record exists in the file and does not already exist in the system, then the
process will insert the record. All the effective dates in this file can be past/future dated.
Rehire: If an associate record exists in the file with an active status but exists in the system with a
terminated status, then the system will process it as a rehire transaction. All the effective dates in
this file can be past/future dated. In addition to an Active status a Rehire date is mandatory.
IMPORTANT NOTE: The system does not allow deletion of records.
The data elements will adhere to the following file format:

Values
(Y/N)
1 Record ID Char 4 HRBA Y
3 Employee ID Num 16 EMP001 Y
4 Record Effective Date 8 20160310 Y Format: YYYYMMDD
From Date when the record is extracted
from the source.
5 Operation Code Char 1 N Not Used
6 Last Name Alpha 80 Y
7 First Name Alpha 30 Y
8 Middle Name Alpha 30 N

9 Short Name Alpha 30 N Not Used
10 Gender Code Char 1 F, M, N F Female
M Male
11 SSN Alpha 11 N
(R)
12 Emancipated Minor Char 1 Y, N Y Y Yes,
Ind N No
13 School Calendar Char 12 N Not Used
14 Job Title Alpha 50 Y Title corresponding to the Position

March 1,2017 RWS V 4.0a 43 of 78

Values
(Y/N)
Code.
15 Job Code Char 50 Y
16 Job Effective Date Date 8 Y Format: YYYYMMDD
17 Date Of Birth Date 8 Y Format: YYYYMMDD
This date is used for identifying
minors. A dummy date can be
used if the actual value cannot be
sent.
Impact:
1. Until an update to this dummy
date is explicitly sent, the
associate will continue to be
treated as a minor.
2. The scheduling sort order relies
on this date if sorting on seniority
is expected.
18 Seniority Date Date 8 N Not Used
19 Seniority Rank Num 3 N Not Used

20 Date Of Hire Date 8 20000101 Y Format: YYYYMMDD
21 Date of Termination Date 8 Y Format: YYYYMMDD
Only if The Employee is/has
terminated.
22 Most Recent Rehire Date 8 20150404 Y Format: YYYYMMDD
Date Terminated employees will be
rehired if this date is present in
the feed.
For Active employees and New
Hires this field should be blank.
Otherwise the employee record
will be rejected.
23 Company ID Char 16 N Not Used
24 Home Store ID Alpha 16 S001 Y Store ID of the primary store
(R) where the employee works
25 Home Position Code Alpha 50 LG0001 Y Home Position Code (Primary
(R) Position Code) of the employee.
Send Staff group Id if Position
codes are not applicable

March 1,2017 RWS V 4.0a 44 of 78

Values
(Y/N)
26 Home Department Alpha 16 DEPT001 Y ID of the primary department that
ID (R) the employee belongs to.
27 Home Department Date 8 20150404 Y Format: YYYYMMDD
Effective Date
28 Full time/Part Time Char 2 F, P Y F FT, P PT
Indicator
29 Regular / Temp Char 1 N Not Used
R Regular, T-Temp
30 Salaried / Hourly Char 1 S, H Y S Salaried, H Hourly
31 Union Indicator Char 1 N Not Used
Y if the employee belongs to a
Union.
32 Contract Group Alpha 20 Default Y Contract Group as defined in
People-soft (Time rule level)
33 Contract Effective Date 8 Y Format: YYYYMMDD
Date
34 Time Rule Char 20 N Not Used
35 Current Wage Step Char 4 N Not Used
37 Address Line 1 Alpha 80 N
39 City Char 50 N
40 State Code Char 6 Y Code Only State Code for Store
41 Country Code Char 3 USA, Y Country code must be a three-
CAN letter alphabetic code. Country
code must be the same code
used for the Unit Load. Example:
USA for US employees
CAN for Canada employees
42 Zip Code Alpha 15 Y Store Zip Code
(R)
43 Home Phone Num 15 N
44 Mobile Phone Num 15 N For Push notifications, if
(Optio being fed to Reflexis from an
nal) outside system. Will be required if
sms/email push notifications
required.
45 Email ID Alpha 80 N Used for Schedule
(Optio Notification

March 1,2017 RWS V 4.0a 45 of 78

Values
(Y/N)
nal) For Push notifications, if being fed
to Reflexis from an outside
system.
Will be required if sms/email push
notifications required.
46 Alternate Phone Num 15 N
47 Alternate Phone Num 20 N Not Used
Notes
48 Wage Frequency Char 1 H, M, Y H-Hourly
Type B, A M-Monthly
B-Bi-weekly
A-Annual
49 Base Wage Rate Num 9, Y It has to be always Hourly rate of
2 the Employee.
System will only process x.xx (two

decimal precision) for the Wage
fields in both HRBA and HRCI.
If system receives any value as

.xxxxx we will round this value
to .XX where .xx5 rounds UP
and .xx4 rounds down.
50 Base Wage Date 8 Y Format: YYYYMMDD
Effective Date
51 Badge Number Num 16 N
52 Badge Effective Date 8 N Format: YYYYMMDD
Date
53 Employment Status Char 1 A, I, Y A-Active, I-Inactive, T-Terminated,
T, L L- Leave
54 Status Effective Date 8 Y Format: YYYYMMDD
Date
55 Full Time Date Date 8 N Format: YYYYMMDD
56 Promotion Date Date 8 N Format: YYYYMMDD
57 Standard Hours Num 2 N Not Used
worked daily
58 Supervisor Char 30 N Not Used
Employee ID

March 1,2017 RWS V 4.0a 46 of 78

Values
(Y/N)
59 Delivery Preference Char 1 B,E,S N B Both Email and SMS
(Optio E Email only
nal) S SMS only
For Push notifications, if being fed
system.
60 Carrier Char 30 AT&T, N Will be required if SMS/email push
Boost (Optio notifications used. Must be one of
Mobile, nal) the preconfigured carriers in the
Metro system.
PCS,
Sprint,
T-Mobile,
TracFone
10.1 Sample Formats for Hire and Rehire through HRBA

Load:
New Hire Upload:
HRBA,RFLX,EMP001,20100415,,"Alan","Smith",,,M,,N,,"Checker",
011128,20090831,19851009,,,20100515, , ,,00425A,08,08,20100515,P,,H,,,,,,,"5813 English
", ,"Corpus Christi",TX,US,78414,3619850856,,,,,H,11.29536,20100515,,,A,20100515,,,,,PTH,APR
"Record ID, Client ID, Employee ID, Record Effective From, Operation Code, Last Name, First
Name, Middle Name, Short Name, Gender Code, SSN, Emancipated Minor Indicator, School
Calendar, Job Title, Job Code, Job Effective Date, Date Of Birth, Seniority Date, Seniority Rank,
Date Of Hire , Date of Termination, Most Recent Rehire Date, Company ID, Home Store ID,
Home Position Code/Staff Group Id, Home Department ID, Home Department Effective Date, Full
time/Part Time Indicator, Regular / Temp, Salaried / Hourly, Union Indicator, Contract Group,
Contract Effective Date, Time Rule, Current Wage Step, Effective Date, Address Line 1, Address
Line 2, City , State Code , Country Code, Zip Code, Home Phone, Mobile Phone, Email ID,
Alternate Phone, Alternate Phone Notes, Wage Frequency Type, Base Wage, Base Wage Effective
Date, Badge Number, Badge Effective Date, Employment Status, Status Effective Date, Full Time
Date, Promotion Date, Standard Hours worked daily, Supervisor Employee ID"

March 1,2017 RWS V 4.0a 47 of 78
Re Hire Upload: (Do termination first and then Rehire Employee again)
HRBA,RFLX,EMP001,20100415,,"Alan","Smith",,,M,,N,,"Checker",
011128,20090831,19851009,,,20100515, ,20100915,,00425A,08,08,20100515,P,,H,,,,,,,"5813
English ", ,"Corpus
Christi",TX,US,78414,3619850856,,,,,H,11.29536,20100515,,,A,20100515,,,,,PTH,APR
"Record ID, Client ID, Employee ID, Record Effective From, Operation Code, Last Name, First
Name, Middle Name, Short Name, Gender Code, SSN, Emancipated Minor Indicator, School
Calendar, Job Title, Job Code, Job Effective Date, Date Of Birth, Seniority Date, Seniority Rank,
Date Of Hire , Date of Termination, Most Recent Rehire Date, Company ID, Home Store ID,
Home Position Code/Staff Group Id, Home Department ID, Home Department Effective Date, Full
time/Part Time Indicator, Regular / Temp, Salaried / Hourly, Union Indicator, Contract Group,
Contract Effective Date, Time Rule, Current Wage Step, Effective Date, Address Line 1, Address
Line 2, City , State Code , Country Code, Zip Code, Home Phone, Mobile Phone, Email ID,
Alternate Phone, Alternate Phone Notes, Wage Frequency Type, Base Wage, Base Wage Effective
Date, Badge Number, Badge Effective Date, Employment Status, Status Effective Date, Full Time
Date, Promotion Date, Standard Hours worked daily, Supervisor Employee ID"
10.2 Error Logging for Associate Basic Details Import

HRBA Load
The Reflexis RWS application will generate an error when invalid/incorrect/inconsistent HR
information is loaded into the system. An error will be generated for each record containing invalid
data, and each error will include all the pertinent information that to assist in the resolution of such
error.
Process
Status Effective Date
Status Effective Record will be Ensure an effective date is
cannot be empty for
date is blank rejected present in record
<Employee>
Record contains
Invalid Date Of Hire for invalid/incorrect Record will be Ensure the format of Date of
<Employee> Date of hire for the rejected Hire is correct and valid
employee
While hiring New Employee, Date of Rehire is Record will be
Date of Rehire should be
Date of Rehire provided equal or before rejected
greater than the original Hire
should be greater than or original Hire Date
Date

March 1,2017 RWS V 4.0a 48 of 78
Process
equal to Date of Hire
Department
While hiring New Employee,
Effective Date is Department Effective Date
Home Department Effective Record will be
before the must be equal or after the
Date should be greater than rejected
Employees Date of employees hire date
or equal to Date of Hire
Hire
Base Wage
While hiring New Employee,
Effective Date is Base Wage Effective Date
Base Wage Effective Date Record will be
less than the must be equal or after the
should be greater than or rejected employees hire date
Employees Date of
equal to Date of Hire
Hire
Termination Date (If
employee has been
While hiring New Employee, Termination Date (If employee
previously
Termination Date should be has been previously
terminated Record will be
greater than or equal to terminated previously) must
previously) is less rejected
Employment Status be equal or after the
than the
Effective Date employees hire date
Employees Date of
Hire
employee has been
Termination Date (If employee
While hiring New Employee, previously
has been previously
Termination Date should be terminated
Record will be terminated previously) must
greater than or equal to previously) is less
rejected be equal or after the
Home Department Effective than the
Employees Home Department
Date Employees Home
Effective Date
Department
Effective Date
employee has been
Termination Date (If employee
previously
While hiring New Employee, has been previously
terminated
Termination Date should be Record will be terminated previously) must
previously) is less
greater than or equal to rejected be equal or after the
than the
Base Wage Effective Date Employees Base Wage
Employees Base
Effective Date
Wage Effective
Date
Unable to terminate. Date Termination is Record will be Ensure the employee is active
Employee Status details not not within the rejected in the system before

March 1,2017 RWS V 4.0a 49 of 78
Process
present for given employees
terminating, or employee is
termination date for an Effective Date
already terminated
employee Range
A termination for the
Failed to update. A termination for
Record will be employee has already
Termination is already the employee has
rejected occurred, so this record is
executed for employee already occurred
redundant
Unable to update. Status Employees Status
Effective Date provided is in record is not Ensure the employee status is
Record will be
greater than termination consistent with the active before trying to
rejected
date. Employee should be status currently in terminate employee
rehired first the system
Employees Status
While Updating Employee Ensure the employees status
in record is not
Details, Status Effective Record will be in the system is consistent
consistent with the
Date should be greater than rejected with the operation that is
status currently in
or equal to Date of Hire being executed
the system
Unable to update. Home Employees Status
Ensure the employees status
Department Effective Date in record is not
Record will be in the system is consistent
provided is greater than consistent with the
rejected with the operation that is
termination date. Employee status currently in
being executed
should be rehired first the system
While Updating Employee Home Department
Ensure the Home Department
Details, Home Department Effective Date is
Record will be Effective Date is equal or
Effective Date should be less than the
rejected greater than the employees
greater than or equal to employees Date of
Date of hire
Date of Hire Hire
Home Staff Group Ensure the employees Home
Please provide Home Staff Record will be
in the record is Staff Group is present in the
Group Id rejected
blank record
11. HR Associate Corrections Import HRCI

HRCI is used to update the changes or corrections to existing associates in the system. Any
corrections to associate HR information, other than rehire transactions are handled by this load.

March 1,2017 RWS V 4.0a 50 of 78
All effective dated changes are handled by this load. E.g. Staff Group, Department Id, Associate
Status (Active, Inactive, Leave, Terminated, etc.) and Associate Type (Full Time, Part Time).
This load will always be an incremental load.
IMPORTANT NOTE: The system does not allow deletion of records.
The number fields (Field 1, Field 2, etc) in this load will be varying based on the Transaction type.
The above-mentioned fields should be sent as comma separated values (CSV) to Reflexis.
Following is a list of all supported change/correction transaction types and the corresponding
fields for each transaction type.
1. For All Transaction first 5 fields are common Record Type*,Employee id*,Transaction
Type*,Effective Date, End Date
2. * indicates mandatory field.
3. Record Type*, Employee id*, Transaction Type* mandatory for any transaction.
4. For any transaction specify latest value in field which will be applicable for that employee
from the effective date provided in import.
5. Independent of Effective date is past/future values will be applicable from the given
effective date
6. Newly changed values (future dated or past dated) will be applicable from the given
effective date
7. End Date will be calculated by Reflexis internally. Any End Date provided in the record will
be ignored.
8. Provide Empty for all Non mandatory fields.
9. For All Date Change Transactions, Dates should be calculated properly in both RWS and RTA
tables. No overlapping of Dates should present in System.
10.If there is No Change in field value for given effective date then Records will be rejected with
appropriate error message.
11.To fetch all previously communicated transaction data, Reflexis will expose one Audit view to
Client through which client can track all changes communicated to Reflexis.
The layout of this load can be generalized as:
No Field Name Type Len Possibl Req Comments

. e
(Y/N)
Values
1 Record ID Char 4 HRCI Y
2 Employee ID Num 16 Y

March 1,2017 RWS V 4.0a 51 of 78

. e
(Y/N)
Values
3 Transaction Type Char - Y Transaction types:

1. EMP_BASIC_CHANGE
2. STORE_XFER
3. JOB_CHANGE
4. DEPT_XFER
5. FT_PT_CHANGE
6. SAL_HOUR_CHANGE
7. STATUS_CHANGE
8. RATE_CHANGE
9. TERM_DATE_CHANGE
10.TRANSFER_DATE_CHANGE
11.REHIRE_DATE_CHANGE
12.STATUS_DATE_CHANGE
13.JOB_DATE_CHANGE
14.WAGE_DATE_CHANGE
15.DEPT_DATE_CHANGE
16.HIRE_DATE_CHANGE
17.CERTIFICATION_CHANGE
18.EMP_ATTR
4 Column 4.. Layout from columns 4 onwards will

. depend upon the value provided in
Column N
..N the Transaction Type column. Refer
to following section for details.

March 1,2017 RWS V 4.0a 52 of 78
Business transactions Mappings between Actual and correction

Transactions:
Original Business Corrections (Prepone or

Transaction Postpone Transaction
Effectivity)
EMP_BASIC_CHANGE This transaction is independent of
Effectivity
STORE_XFER TRANSFER_DATE_CHANGE
JOB_CHANGE JOB_DATE_CHANGE
DEPT_XFER DEPT_DATE_CHANGE
RATE_CHANGE WAGE_DATE_CHANGE
STATUS_CHANGE TERM_DATE_CHANGE
With Status as T (For

Termination Employees)
STATUS_CHANGE STATUS_DATE_CHANGE
SAL_HOUR_CHANGE
FT_PT_CHANGE
Employee Will be Rehired REHIRE_DATE_CHANGE

from HRBA Systems
Employee Will be Hired from HIRE_DATE_CHANGE

HRBA Systems
CERTIFICATION_CHANGE Not Applicable
EMP_ATTR Not Applicable

March 1,2017 RWS V 4.0a 53 of 78
11.1 Transaction type-EMP_BASIC_CHANGE

This format supports any updates needed for the associate basic details. Every record on this file
will contain only the changed values. All other columns, which remain unchanged, can be sent as .
E.g. If the associates address needs to be corrected, then the record will look as shown below:
HRCI, EMP001, EMP_BASIC_CHANGE, ,, LN, FN, MN, SN, F, , , , , , , , , , , , ,

Values
(Y/N)
5 End Date Date 8 N Not Used. Give the field as Blank
6 Last Name Alpha 80 N
7 First Name Alpha 30 N
8 Middle Name Alpha 30 N
9 Short Name Alpha 30 N Not Used
10 Gender Code Char 1 F, N F Female
M M Male

11 SSN Alpha 11 N
(R)
12 Emancipated Char 1 Y N Y Yes,
Minor Ind N N No
13 Date Of Birth Date 8 N Format: YYYYMMDD
16 City Char 50 N
17 State Code Char 6 N Code Only
18 Country Code Char 3 USA, N Country code must be a three-
CAN letter alphabetic code. Country
code must be the same code used
for the Unit Load. Example:
USA for US employees
CAN for Canada employees
19 Zip Code Alpha 15 N
(R)
20 Home Phone Num 15 N
21 Mobile Phone Num 15 N
22 Email ID Alpha 80 N
23 Alternate Phone Num 15 N

March 1,2017 RWS V 4.0a 54 of 78

Values
(Y/N)
24 Delivery Char 1 B N B Both Email and SMS
Preference E (Option E Email only
S al) S SMS only
For Push notifications, if being fed
system.
25 Carrier Char 30 AT&T N Will be required if SMS/email push

Boost (Option notifications used. Must be one of
Mobile al) the preconfigured carriers in the
Metro system.
PCS
Sprint
T-
Mobile
TracFon
e
Verizon
Wireless
Virgin
Mobile
1. Upload File Format:

Record Type*" , "Employee Id*" , "Transaction Type*" , "Effective Date" , "End Date" , "Last
Name" , "First Name" , "Middle Name" , "Short Name" , "Gender Code" , "SSN, Minor
Indicator" , "Date Of Birth" , "Address Line 1" , "Address Line 2" , "City" , "State Code" ,
"Country Code" , "Zip Code" , "Home Phone" , "Mobile Phone" , "Email ID" , "Alternate Phone
2. Sample File:
HRCI,EMP001,EMP_BASIC_CHANGE,,LN,FN,MN,SN,F,,,,,,,,,,,,,
3. Details/Behavior of Transaction:
As there are no Effective Date and End Date fields for all these partner basic information,
latest values provided in import will be considered.
While Rehiring partner whatever information provided in HRBA import will be considered as
latest.

March 1,2017 RWS V 4.0a 55 of 78
Basic Details/Contact details will be updated if the value is provided.
4. RTA impact: Not Applicable
11.2 Transaction type-STORE_XFER

This format supports any updates needed for the associate being transferred from one store to
another.

Values
(Y/N)
4 Effective Date Date 8 Y Transfer date of the associate to the
new store
6 Unit Id / Location Alpha 16 Y Unit/location Identifier of the store

Id (R) associate is being transferred to
7 Home Alpha 16 Y Department Identifier that the
Department Id (R) associate is being transferred to
8 Home Position Alpha 50 Y Home Position Code (Primary Position
Code (R) Code) of the employee. Send Staff
group Id if Position codes are not
applicable
Record Type*" , "Employee Id*" , "Transaction Type*" , "Effective Date*" , "End Date" , Unit
Id / Location Id*, Home Department Id*, Home Position Code *
2. Sample File:
HRCI,EMP001, STORE_XFER,20101010,, 000385A,41,41
While doing Store Transfer, first employee will be terminated to given effective date-1 and
employee will be effective in new store from given effective date till 20991231.
RTA handling:
RTA tables to be correctly updated to indicate the partner termination and rehire date.
If the department is also changed during store transfer then the device group would also
change for the partner. Accordingly the clock permissions would change for the partner.
Partner timecard should reflect the partner home store as per the store transfer date.
No pay recalculations for previous week
HR data to be verified in Employment Status, Badge and Device group Information etc.

March 1,2017 RWS V 4.0a 56 of 78
Unresolved punches and current week pay re-calculations to be discussed with team once?
11.3 Transaction type-JOB_CHANGE

This format supports any updates needed for an associates job change.

. e
(Y/N)
Values
4 Effective Date Date 8 Y Date from which the new job is
effective
6 Job code Char 50 Y New job code of the associate
7 Job title Alpha 50 Y Job title corresponding the job code

of the associate
8 Wage Rate Num 9,2 N Wage rate corresponding to the job
code of the associate
It has to be always Hourly rate of the

Employee.

decimal precision) for the Wage fields
in both HRBA and HRCI.

.xxxxx we will round this value to .XX
where .xx5 rounds UP and .xx4
rounds down
9 Wage Frequency Char 1 H, N H-Hourly(RTA Only supports Hourly)
M, M-Monthly
B, A B-Bi-weekly

March 1,2017 RWS V 4.0a 57 of 78

. e
(Y/N)
Values
A-Annual
10 Home Alpha 16 N Department Identifier that the

Department Id (R) (Opti associate is being transferred to
onal)
** Include Department ID when
processing Job and Position Code
changes simultaneously
11 Home Position Alpha 50 N Home Position Code (Primary Position
Code (R) (Opti Code) of the employee that the
onal) associate is being transferred to.
Send Staff group Id if Position codes
are not applicable.
** Include Staff Group ID when


Record Type*" , "Employee Id*" , "Transaction Type*" , "Effective Date*" , "End Date" , Job
Code*, Job Title*, Wage Rate, Wage Frequency, Home Department Id, Home Position
Code
2. Sample File:
HRCI,EMP001, JOB_CHANGE,20101010,,JCNEW,Checker,,,,
New Job Code, Job Title, Wage Rate, Wage Frequency, Home Department Id and Home Position
Code will be applicable from Effective date.
Existing values communicated by client will be retained in system (will not be override).
This New value will be applicable till next change in value communicated by client. It can be
same transaction type or different transaction type.
11.4 Transaction type-DEPT_XFER

This format supports any updates required if the associate is transferred to a different department.

March 1,2017 RWS V 4.0a 58 of 78

Values
(Y/N)
4 Effective Date Date 8 Y Date from which the new department
transfer is effective
6 Home Alpha 16 Y Department Identifier that the

Department Id (R) associate is being transferred to
** Include Department ID when

7 Home Position Alpha 50 Y Home Position Code (Primary Position
Code (R) Code) of the employee that the
associate is being transferred to.
Send Staff group Id if Position codes
are not applicable.
** Include Staff Group ID when


Record Type*" , "Employee Id*" , "Transaction Type*" , "Effective Date*" , "End Date" , Home
Department Id*, Home Position Code*
2. Sample File:
HRCI,EMP001, DEPT_XFER ,20101010,,08,08
New Department Id and Position Code will be applicable from Effective date.
4. RTA handling:
Partner device group to be correctly updated if the department changes from this transaction
type
No RTA impact from changes in any other fields

March 1,2017 RWS V 4.0a 59 of 78
11.5 Transaction type-FT_PT_CHANGE

This format supports any updates required if the associate status changes from a full time to a part
time or vice versa.

Values
(Y/N)
4 Effective Date
Date 8 Y Date from which the new status is
effective
5 End Date
Date 8 N Not Used. Give the field as Blank
6 Full time/Part
Char 2 F, P Y New Employment type of the
Time Indicator
associate
Record Type*" , "Employee Id*" , "Transaction Type*" , "Effective Date*" , "End Date" ,
Employee type Indicator*
2. Sample File:
HRCI,EMP001, FT_PT_CHANGE,20101010,,F
New Contract change (Full Time/Part Time/..) will be applicable from Effective date.
11.6 Transaction type-SAL_HOUR_CHANGE

This format supports any updates required if the associate status changes from a salaried to hourly
or vice versa.

Values
(Y/N)
4 Effective Date Date 8 Y Date from which the new status is
effective

March 1,2017 RWS V 4.0a 60 of 78

Values
(Y/N)
6 Salaried / Hourly Char 1 S Y New salaried/hourly indicator for
H the associate

Sal/Hourly Indicator*
2. Sample File:
HRCI,EMP001, SAL_HOUR_CHANGE,20101010,,H
New Contract change (Salary/Hourly) will be applicable from Effective date.
11.7 Transaction type-STATUS_CHANGE

This format supports any updates required for the associate status changes.
To terminate an associate, provide the Employment Status as T with the termination date in the
Effective date column.
This format can be used to cancel or undo the any previously communicated status records. For e.g.
to undo the previously communicated termination, send Employment Status as H.
No. Field Name Type Len Possible Values Req Comments

(Y/N)
4 Effective Date Date 8 Y Date from which the new employment
status is effective
6 Employment Char 1 A Y New employment status for the

Status I associate
T
L
H

March 1,2017 RWS V 4.0a 61 of 78

Employee Status*
2. Sample File:
HRCI,EMP001, STATUS_CHANGE,20101010,,I
New Contract change (A/I/L/..) will be applicable from Effective date.
Termination:
o Provide Employee Status as T.
o HRCI,EMP001, STATUS_CHANGE,20101010,,T
o Delete whole data present after termination date from both RWS and RTA tables
Correction of Termination/Cancel Termination:
o Provide Employee Status as H.
o HRCI,EMP001, STATUS_CHANGE,,,H
o After Termination if Client communicated this record undo the last termination of that
employee.
o Extend his period from termination date to 20991231.
4. RTA impact: Same functionality of RWS will be applicable for Termination and Cancel
termination in RTA also.
11.8 Transaction type-RATE_CHANGE

This format supports any updates required for the wage rate for the associate.

(Y/N)
Effective Date Date 8 Y Date from which the new wage rate is
4
effective
End Date Date 8 N Not Used. Give the field as Blank
5
Wage Rate Num 9,2 Y It has to be always Hourly rate of the

6
Employee.

March 1,2017 RWS V 4.0a 62 of 78

(Y/N)
decimal precision) for the Wage fields

in both HRBA and HRCI.

.xxxxx we will round this value to .XX
where .xx5 rounds UP and .xx4
rounds down
Wage Char 1 H N H-Hourly(RTA Only supports Hourly)
7
Frequency M M-Monthly
B B-Bi-weekly
A A-Annual

Record Type*" , "Employee Id*" , "Transaction Type*" , "Effective Date*" , "End Date" , Wage
Rate*, Wage Frequency
2. Sample File:
HRCI,EMP001,RATE_CHANGE,20101010,,12.567,H
New Wage Rate change and Wage Frequency will be applicable from Effective date.
4. RTA Impact: Not Applicable
11.9 Transaction type-TERM_DATE_CHANGE

This format supports any change required to the termination date change for the associate.

Values
(Y/N)
4 Effective Date Date 8 Y Corrected termination date

March 1,2017 RWS V 4.0a 63 of 78

Values
(Y/N)
6 Old Termination Date 8 Y Old termination date for the associate
Date

Old Termination Date*
2. Sample File:
HRCI,EMP001, TERM_DATE_CHANGE,20101010,, 20100615
While preponing Termination, terminate the partner to given Effective date. Only
restriction is employee has to be present in system for Effective Date. While postponing,
be sure that he was not rehired previously.
(No data should be present between old Termination date and Effective Date).
Any data previously present in between old term date and new term date will be deleted.
11.10 Transaction type-TRANSFER_DATE_CHANGE

This format supports any change required to the transfer effective date across stores for the
associate.

Values
(Y/N)
4 Effective Date Date 8 Y Corrected transfer effective date
6 Old Transfer Date 8 Y Old transfer date for the associate

Effective Date
Upload File Format:

Old Transfer Date*
Sample File:
HRCI,EMP001, TRANSFER_DATE_CHANGE,20101010,, 20100615
Details/Behavior of Transaction:
If there is any record present in Employment Status table with effective date same as that of prior
(old) Transfer Date then partner will be transferred.

March 1,2017 RWS V 4.0a 64 of 78
11.11 Transaction type-REHIRE_DATE_CHANGE

This format supports any update required to the rehire date for the associate. Rehires are accepted
only if a termination record exists in the system for the associate.

Values
(Y/N)
4 Effective Date Date 8 Y Corrected rehire effective date
6 Old Rehire Date Date 8 Y Old rehire date for the associate
Upload File Format:

Old Rehire Date*
Sample File:
HRCI,EMP001,REHIRE_DATE_CHANGE,20101010,, 20100615
This is just to correct existing date communicated by Client.
Date will be corrected only if there is No overlapping with other records in that table.
If there is any record present in Employment Status table with effective date same as that of
prior (old) Rehire Date then partner will be rehired.
11.12 Transaction type-STATUS_DATE_CHANGE

This format supports any changes required to the status effective date for the associate.

Values
(Y/N)
4 Effective Date Date 8 Y Corrected status effective date
5 End Date Date 8 N Not Used
6 Old Status Date 8 Y Old status effective date for the

Effective Date associate
Upload File Format:
Old Status Date*
Sample File:
HRCI,EMP001, STATUS_DATE_CHANGE,20101010,, 20100615
March 1,2017 RWS V 4.0a 65 of 78
11.13 Transaction type-JOB_DATE_CHANGE

This format supports any change required to the job effective date for the associate.

Values
(Y/N)
4 Effective Date Date 8 Y Corrected job code effective date
6 Old Job Effective Date 8 Y Old job code effective date for the
Date associate
Upload File Format:

Record Type*" , "Employee Id*" , "Transaction Type*" , "Effective Date*" , "End Date" , Old

Job Effective Date*
Sample File:
HRCI,EMP001, JOB_DATE_CHANGE,20101010,, 20100615
11.14 Transaction type-WAGE_DATE_CHANGE

This format supports any change required to the wage effective date for the associate.

Values
(Y/N)
4 Effective Date Date 8 Y Corrected wage rate effective date
6 Old Wage Rate Date 8 Y Old wage rate effective date for the
Effective Date associate
Upload File Format:
Wage Effective Date*
Sample File:
HRCI,EMP001, WAGE_DATE_CHANGE,20101010,, 20100615

March 1,2017 RWS V 4.0a 66 of 78
11.15 Transaction type-DEPT_DATE_CHANGE

This format supports any change required to the department effective date for the associate.

Values
(Y/N)
4 Effective Date Date 8 Y Corrected wage rate effective date
6 Old Dept Date Date 8 Y Old department effective date for the
associate
Upload File Format:
Old Department/Staff Group Date*
Sample File:
HRCI,EMP001, DEPT_DATE_CHANGE,20101010,, 20100615
11.16 Transaction type-HIRE_DATE_CHANGE

This format supports any change required to the hire date for the associate.

Values
(Y/N)
4 Effective Date Date 8 Y Corrected hire date
6 Old Hire Date Date 8 Y Old hire date for the associate

Hire Date*
2. Sample File:
HRCI,EMP001, HIRE_DATE_CHANGE,20101010,, 20100615
Update Hire Date in All Reflexis Tables

March 1,2017 RWS V 4.0a 67 of 78
11.17 Transaction type- CERTIFICATION_CHANGE

This format supports any change required to set the certifications for an associate.

. e
(Y/N)
Values
4 Effective Date Date 8 Y Effective Date from which the
certification is valid for this employee
5 End Date Date 8 Y Not Used. Give the field as Blank
6 Certification Type Char 20 Y Certification type that has to be

associated with the employee. The list
of certifications has to be setup in
Codeset / Codevalue
RWS_EMP_CER_CATEGORY
7 Additional Info Char 256 N Additional Information or remarks on
this certification for the employee
Note: This HRCI transaction will work in the system even when the HRBA load is used to
communicate all other HR changes.
11.18 Transaction type- EMP_ATTR

This format supports any change required to set the attributes for an associate.
No. Field Type Len Possible Req(Y/N Comments

Name Values )
4 Effective Date 8 YYYYMMDD Y Effective Date
Date
5 End Date Date 8 YYYYMMDD N Send Default Value as 20991231
6 Attribute Alpha 16 12 Y Attribute Id / Attribute Name Will

Code (R2) be decided based on Configuration
If it is going to be Attribute Name,
then length will be accepted to
possible system Attribute Name
length. ( It will be around 100)
7 Attribute Char 16 30 Y Attribute Value
Value

March 1,2017 RWS V 4.0a 68 of 78
Note: This HRCI transaction will work in the system even when the HRBA load is used to
communicate all other HR changes.
11.19 Error Logging for HR Associate Corrections Import

HRCI Load
The Reflexis RWS application will generate an error when invalid/incorrect/inconsistent Associate
Correction information is loaded and processed by the system. An error will be generated for each
record containing invalid data, and each error will include all the pertinent information that to assist
in the resolution of such error.
Process
Invalid/Incorrect
Failed: Invalid Effective
Employee Record will be Ensure effective dates in the
Date provided - Out of
effective date in rejected record are valid
Range
the record
Failed: Correction of date
Duplicate/Redunda Ensure the employee
not possible as Termination Record will be
nt Termination effective dates are valid and
Date is previously rejected
record that the employee status is a
communicated
Failed: Employee already
Duplicate/Redunda Record will be Employee has already been
rehired on given Rehire
nt Rehire record rejected rehired
date
Failed: Employee not Employees
Ensure Employees effective
available in system for the effective date is Record will be
is less than the original
Effective Date provided- not valid (Out of rejected
status effective date
Out of Range Range)
Employees
Certification date
Failed: Unable to find
is not consistent Ensure Certification Effective
Employee Status Record Record will be
with the effective Dates are consistent with the
while adding Certification rejected
dates for the employees Status
for Employee
employees States
Record
Failed: Employee Staff Employees Staff Record will be Ensure Employees Staff
Group Details are not Group Details are rejected Group Details are consistent
present for the Effective not consistent with with the Status Effective
Date provided. Please the Employees dates
change Staff Group Status Effective

March 1,2017 RWS V 4.0a 69 of 78
Process
Effective Date Dates
Employees Wage
Failed: Employee Wage
Effective Dates are Ensure Employees Wage
details are not present for
not consistent with Record will be Effective Dates are consistent
Effective Date provided.
the Employees rejected with the Status Effective
Please change Wage
Status Effective dates
Effective Date.
Dates
Home Staff Group Ensure the Employees Staff
Home Staff Group ID is not Record will be
is not present in Group is present in the
present in the System rejected
the system system
Record contains a
Job Code value does not Job Code that is Record will be Ensure the Job Code is
exist in System not present in the rejected present in the system
system
Record contains an
Number of Columns Record will be Ensure record includes the
invalid number of
Mismatch rejected correct number of columns
columns
Record contains a
Contract ID is not present Contract ID that is Record will be Ensure the Contract ID is
in the System not present in the rejected present in the system
system
Record contains a
Certification Type Id is not Certification Type Record will be Ensure the Certification Type
present in the System that is not present rejected is present in the system
in the system
Record contains a
Home Store ID is not Home Store ID Record will be Ensure the Home Store ID is
present in the System that is not present rejected present in the system
in the system
Record contains a
Home Department
Home Department ID is not Record will be Ensure the Home Department
ID that is not
present in the System rejected ID is present in the system
present in the
system
Record contains a
Home Department ID, is Home Department Ensure the Home Department
Record will be
not present for the Home ID that is not ID is mapped to the Home
rejected
Store ID, in the System mapped to the Store
Home Store

March 1,2017 RWS V 4.0a 70 of 78
Process
No Department Ensure the Home Store has
No Department is defined Record will be
has been defined the correct Departments
for Home Store ID rejected
for the Home Store defined
12. HR Associate Leave Accrual Details

The Associate leave accrual load is used to upload the leave accrual details for the associates in the
unit. The system only stores the data and cannot be used for leave accrual maintenance. All leave
accrual maintenance should be done outside of the Reflexis system.
NOTE: The system does not allow deletion of records.
No. Field Name Typ Le Possible Req Comments

e n Values
(Y/N)
1 Record ID Char 4 HRAC Y
3 Employee ID Num 16 Y
4 Record Effective From Date 8 Y Format:
YYYYMMDD
5 Operation Code Char 1 N Not Used
6 Accrual Code Char 10 PTO; SICK Y Leave Accrual
Code
Hours Accrued Num 16 N Format: hh:mm
7
8 Unit of Accrual Char 80 H N H-Hours
9 Next Award Date Date 8 N Not Used
10 Number of Weeks for Next Num 4 N Not Used
Award
Error Logging Information for Associate Leave Accrual

Details
The Reflexis RWS application will generate an error when invalid/incorrect/inconsistent Associate
Leave Accrual Details information is loaded and processed by the system. An error will be generated
for each record containing invalid data, and each error will include all the pertinent information that
to assist in the resolution of such error.

March 1,2017 RWS V 4.0a 71 of 78
Process
Employee ID is
Ensure Employee ID is correct
Associate not present in incorrect or is not Record will be
and is present in the
the system present in the rejected
database
system
Invalid Client/Organization Incorrect Client ID Record will be Ensure the correct Client ID is
Name in record rejected being used
Accrual Code is
Ensure Accrual Code is
Accrual Code XXXX not incorrect or is not Record will be
correct and is present in the
valid present in the rejected
database
system
Unable to update the
Incorrect format in Record will be Format for Hours Accrued
record for Associate|Empty
Hours Accrued rejected must be Format: hh:mm
String|
Incorrect Unit of
Unit of Accrual X not valid Accrual code or is Record will be Ensure the Unit of Accrual is
for Accrual Code not present in the rejected H
system

March 1,2017 RWS V 4.0a 72 of 78
Chapter 5. User Load

13. User Load
User load is used to populate and map the users who will access the Reflexis system to the
appropriate profiles. Following are some of the key aspects of this interface:
A User is defined as a person who logs into the system either using the login screen or using
LDAP access mechanism.
This interface is different from the HR Associate Load. All associates are not required to be
loaded into the system as Users. Some scenarios are listed below:
o An associate who will be scheduled using RWS is not considered a User unless
he/she is required to access the system.
o An associate punching at the clock is not identified as a User unless he/she will be
accessing the system.
One profile can be mapped to multiple users. This is true for both Reflexis Task Management
(RTM) and Reflexis Workforce Scheduler (RWS).
An associate can be mapped to multiple units in the same hierarchical level. Scoping is based
on the profile tied to that user. For example,
a. John Smith is a District Manager and has 10 stores in his district.
b. Jane Smith is a Store Manager for 4 stores: Store-1, Store-2, Store-3 and Store-4 in
a district, with her primary store being Store-3.
John Smith will be tied to the District Manager profile and can access all stores under
the district level in the hierarchy. He can scope down to the store level and switch from
store to store for any of the 10 stores under his district. He will have only one record in
the load file indicating that he is a District Manager.
On the other hand, Jane Smith will be tied to the Store Manager profile and can scope
across the 4 stores she is associated with. She will have 4 records as a Store Manager
tied to the 4 stores. The record which is mapping Jane to Store-3 will have the value of
P for Primary Unit. Other three records will have an S.
The first load will be a full load. All subsequent updates should be sent as an incremental
load.
RTM Integration:
In Reflexis Workforce Scheduler (RWS), one user cannot be mapped to multiple profiles.
Whereas, in Reflexis Task Management (RTM), one user can be mapped to multiple profiles.

March 1,2017 RWS V 4.0a 73 of 78
NOTE: If it is required that one file is maintained for both RTM and RWS, then the Profile ID
column can have only one value. But if there is a need to send multiple profiles (comma
separated values) for the same user in a single record, then this interface should be treated
as two distinct loads for RTM and RWS.
No. Field Name Type Le Possible Req(Y/N Comments

n Values )
1 Record ID Char 4 USER Y Indicates that the upload file is for
the User interface.
2 User ID Char 20 ASMITH Y Valid user identifier. Will be Emp Id.
3 Action Flag Char 1 ; D N D can be used to delete the user
record.
5 User Name Alpha 50 Adam Y Valid User Name. First Name Last
Smith Name
6 Unit Id / Alpha 16 S0001 Y Valid unit/location identifier. It should
7 Department Char 255 N User Department In case of
Code multiple departments, comma
separated list of departments
8 Functional Char 16 N Not Used
Group
9 Job Title Alpha 30 N Job title description
10 Profile Id/Job Alpha 16 <Job Code> Y If Job Code is used, job code to
Code profile mapping needs to defined
within Reflexis.
Otherwise the system expects the
Profile ID on the record.
NOTE: If multiple profiles are sent as
comma separated values for a user
in RTM, then this will be a separate
load for RWS.
11 Email Id Alpha 80 user@comp N
any.com
12 Telephone No. Alpha 25 781-493- N

3400
13 Locale Code Num 10 N
(Optiona Not Used
***If multi-language is implemented,

March 1,2017 RWS V 4.0a 74 of 78
No. Field Name Type Le Possible Req(Y/N Comments

n Values )
l) use LOCALE_CODE defined by
Reflexis:
en_US for English

fr_CA for French Canadian
14 Primary Unit Char 1 P, S Y P Primary Unit of the user
S Secondary unit of the user
15 Mobile No Num 10 7814933400 N
16 Delivery Char 1 B,E,S N B Both Email and SMS
Preference E Email only
S SMS only
17 Carrier Char 30 AT&T N
Boost
Mobile
Metro PCS
Sprint
T-Mobile
TracFone
Verizon
Wireless
Virgin
Mobile
13.1 Error Logging for User Load

The Reflexis RWS application will generate an error when invalid/incorrect/inconsistent User
Process
Persons
Person belongs to unit Ensure the persons User
Employee Login Record will be
{A},but Login Details and Employee Login details
details are for a rejected
provided for Unit {B} match
different unit
Person is not active in any Persons Record will be Ensure the persons
Store for Current Day Employee details rejected Employee Details are

March 1,2017 RWS V 4.0a 75 of 78
Process
are inactive for the effective during the dates
dates in the record defined in the record
The Dept Code The department
communicated in the code in the record Record will be Ensure the department is
record does not belong to is not mapped to rejected mapped to the unit
the Unit the unit
Please use one of the
Value in Primary following values:
Primary Unit has to be Unit field is empty Record will be P Primary Unit of the
either P or S or empty. or includes an rejected user
invalid value
S Secondary unit of
the user
There is no Ensure a Primary record
No Primary Record found in Primary record for Record will be exists before loading a
the system for the User the user in the rejected Secondary unit record for the
system user
Unit Id / Location
Unit Id / Location Id is not Id in the record is Record will be Ensure the Users unit is
present in the System not present in the rejected present in the system
system
Invalid characters Use only the following
User ID should only contain Record will be
included in USER characters:
A-Z, a-z, 0-9, '-', '_' rejected
ID A-Z, a-z, 0-9, '-', '_'
Profile ID in the
Profile Id mapping is not record is not Record will be Ensure the Profile ID is
present in the System present in the rejected present in the system
system
Dept ID is not present for Department is not
Record will be Ensure the department is
the particular Unit in the mapped to the
rejected mapped to the users unit
System unit
Department is not
Dept ID is not present in Record will be Ensure the department is
present in the
the System rejected present in the system
system

March 1,2017 RWS V 4.0a 76 of 78
Chapter 6. APPENDIX
14. APPENDIX-1: EVENTS & FREQUENCIES
14.1 OVERVIEW
Reflexis Workforce Scheduler generates the workload demand based on certain business related
events, such as the operating hours, truck deliveries, armored truck pickup, cleaning hours, etc.
Each event is tied to a frequency. Examples of frequency are:

Monday, Tuesday, etc.
Weekday or Weekend
Weekly, Daily, etc.
Alternate Tuesdays, All Saturdays, 1st Monday of each month, etc.
Frequency once defined cannot be changed. If a change is necessary, then it will be treated as a
change request, since it mandates an in-depth impact analysis and a possible data conversion
exercise.
Frequency is classified as:
1. System defined frequency: These frequency definitions are used internally by the system and are critical to the
successful operation of the system. The setup for system defined frequencies is done during the initial stage of sandbox
creation. System defined frequency is classified further into 3 pattern types as shown below:
FREQUENCY PATTERNS
TYPE 1 TYPE 2 TYPE 3
Sunday(0) Weekday(8 Daily(7)
Monday(1) )
Tuesday(2) Weekend(9)
Wednesday(3)
Thursday(4)
Friday(5)
Saturday(6)
2. User defined frequency: These are custom frequency definitions based on the client requirements.
Some examples of user defined frequencies are:

a. Armored car pickup - occurs every 3rd Thursday of the week in Jan, Apr, Jul and Oct of the year.
b. Truck delivery - occurs every Friday of the week for the entire year.

March 1,2017 RWS V 4.0a 77 of 78
14.2 Operating Hours usage

Operating hours (also known as Business hours) is a set of pre-requisite events that need to be
defined in the system. This includes the Store Open and Store Close events. Operating hours, as
any other event in the system, are associated with a frequency.
Store Open and Close events can be added to the system using the Error: Reference source not foundError: Reference
source not found. All records for these events are effective dated.
If there are multiple Store open /Store close events effective for a given day and store, the system picks the most appropriate
Store open/Store close record for workload calculation based on the frequency pattern.
For example, if the workload is being generated for a Sunday, Monday and Tuesday. Then, the system will follow the
processing sequence for the scenarios listed below in order to identify the most eligible record:
Scenario 1: Events with distinct frequency patterns (i.e. no overlaps)
The system will pick the records with appropriate frequency patterns for both Store Open and Store Close events.
Effective Frequency Store Open Duration(in
Unit Date End Date Event Pattern Timing Hrs)
S702 12/31/20 Store
6 01/01/2000 99 Open Sunday 10:00 10:00
S702 12/31/20 Store
6 01/01/2000 99 Open Monday 08:00 10:00
S702 12/31/20 Store
6 01/01/2000 99 Open Tuesday 09:00 10:00
S702 12/31/20 Store
6 01/01/2000 99 Close Sunday 19:00 00:30
S702 12/31/20 Store
6 01/01/2000 99 Close Monday 17:00 00:30
S702 12/31/20 Store
6 01/01/2000 99 Close Tuesday 18:00 00:30
Scenario 2: Events with overlapping frequency patterns
Tuesday - The system will pick the record with frequency pattern Tuesday for both Store Open and Store Close events, which
is the most specific record among the three for the day which the workload is being generated.
Monday - The system will pick the record with frequency pattern Weekday for both Store Open and Store Close events,
which is the most specific record between daily and weekday.
Sunday - The system will pick the record with frequency pattern Daily for both Store Open and Store Close events, which is
the only applicable frequency for Sunday.
Effective Frequency Store Open Duration(in
Unit Date End Date Event Pattern Timing Hrs)
S702 12/31/20 Store
6 01/01/2000 99 Open Daily 10:00 09:00
S702 12/31/20 Store
6 01/01/2000 99 Open Weekday 08:00 09:00
S702 12/31/20 Store
6 01/01/2000 99 Open Tuesday 09:00 09:00
S702 12/31/20 Store Revision Date Version No. Page
6 01/01/2000 99 Close Daily
March 1,2017 19:00
RWS V 4.0a 7800:30
of 78
S702 12/31/20 Store
6 01/01/2000 99 Close Weekday 17:00 00:30
S702 12/31/20 Store
6 01/01/2000 99 Close Tuesday 18:00 00:30

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Data Integration Specification V3

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Data Imports Integration Requirement

Reflexis Workforce Scheduler (RWS) Version v4.0

Copyright 2004-2016 Reflexis Systems Incorporated. All rights reserved.

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Page Revie Modifications

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11.1 Transaction type-EMP_BASIC_CHANGE..............................................................................47

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Chapter 1. Introduction to Data Integration with Reflexis

1.1 PURPOSE OF THE DOCUMENT

1.2Data Interface Types

File Naming Convention:

Basic Initial Loads Applies to all Reflexis products: RWS, RTA

Additional Data Loads required for RWS

Revision Date Version No. Page

11.Volume Driver Interval Import

Processing Data Loads

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1. All columns are delimited by comma (,).

All columns are delimited by comma (,).

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No. Field Typ Le Req Valu Comments

Not Used columns

Data Import Process Flow

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Error Reporting Format

2 Field 1 - Line number corresponding to the record in the Import File

1.3Details of All Data Imports with Sample Records:

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Default Unit Name, Parent ID, Unit category ,

Revision Date Version No. Page

t Attribute End Date, Attribute Code, Attribute Value

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10 120026 HR HRCI HR12 "Record ID, Employee Id, Transaction

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"Record ID, Client ID, Partner ID, Record

Revision Date Version No. Page

Value At 12:00, Value At 12:15, Value At

Revision Date Version No. Page

Chapter 2. Organization Data Loads

No. Field Type Le Possible Req Comments

6 Unit Char 1 F Y Unit categorization in the organization

Revision Date Version No. Page

No. Field Type Le Possible Req Comments

19 Unit Key Char 20 N System Reserved Field

Revision Date Version No. Page

No. Field Type Le Possible Req Comments

1.4Error Logging for Unit Load

Revision Date Version No. Page

2. UNIT Status Load

Revision Date Version No. Page

No. Field Name Type Len Possible Req(Y/ Comments

2.1Error logging for Unit Status Load

Revision Date Version No. Page

3. Store to Department mapping Load

No. Field Name Type Len Possible Req Comments

4 Department Alpha 16 D001,

3.1Error Logging for Store to Department Load

Revision Date Version No. Page

4. Store-Department-Merchandise Division mapping

No Field Name Type Le Possibl Req Comments