What is it
This task will take a TAB Delimited file that contains year to date history of substitutes subbing for teachers and/or vacancies.
File Format
TAB Delimited File in UTF-8 encoding.
The first row contains headers.
| Column | Sample Data | Description |
|---|---|---|
| Staff ID | 1234 | Local Staff Id of the Substitute |
Substitute Full Name | Mouse, Mickey | The last name, first name of the Substitute. This field is used only to log the name if the employee cannot be found in the system by their Staff ID. |
SubType Code | TRSUB | The Sub Type used to pay this substitute as found on the Personnel - Substitutes - Types screen. |
| Date | Date of the attendance transaction | |
Subbed for Employee | 5678 | Local Staff Id of the Teacher being subbed for. |
Subbed for Employee Name | Duck, Donald or Vacancy: Elementary | The last name, first of the Teacher being subbed for. This field is used only to log the name if the employee cannot be found in the system by their Staff ID. If this value starts with "Vacancy: " AND the Subbed for Employee field is blank, this row will be considered a vacancy and not a substitute record. |
| Units | .5 | Values of 1 and .5 are accepted. This is used to match the daily attendance record. See below. |
| Unit Type | D | This should always be D (Daily). |
| Date Verified | 9/11/2024 8:25 AM | Date and time this record was verified. This is the result of a verification process in Red Rover. This value is stored on the StaffVacancy or StaffAttendanceDaily record. |
File Processing Logic
The file is first retrieved from the SFTP Server or by manually uploading it from the Modify System Task Configuration screen.
The contents of the file are read into memory.
Depending on the options checked, Vacancy and/or Substitute records will be processed.
Vacancy Record Processing
Vacancy records are rows in the file where the Subbed for Employee column is blank, and the Subbed for Employee Name starts with "Vacancy:".
The records will be imported to be used on the Personnel - Substitutes - Pay Vacancies screen.
The process starts by identifying the unique employees in the file, and then processing each employee one at a time
Existing StaffVacancy records are loaded into the memory for that employee
For Each Vacancy Row in the file for this employee...
Sub Type Code is determined from the SubType Code field in the row
If the row does not contain a value, the primary sub type code is used (Demographics page)
If no Sub Type is defined, an error is reported and this row is not imported.
If a StaffVacancy with the same Note Field (Subbed for Employee Name) and Vacancy Date does not exist...
A new StaffVacancy Record is created; setting the note to the Subbed for Employee Name, Attendance Date, Units, Sub Type Code and Date Verified.
Substitute Record Processing
Substitute records are rows in the file where there are values in the Staff Id and Subbed for Employee columns and the phrase Vacancy: does not exist in the Subbed for Employee Name column.
The records will be imported to be used on the Personnel - Substitutes - Pay Subs screen.
The process starts by identifying the unique employees in the file, and then processing each employee one at a time
For Each Substitute Row in the file for this employee...
Sub Type Code is determined from the SubType Code field in the row
If the row does not contain a value, the primary sub type code is used (Demographics page)
Attendance Dailies for the Attendance Date for the Subbed for Employee is loaded into memory
Look for an AttendanceDaily where the Date, Value (Units) match the file record AND the substitute field is blank.
If the above record exists, the substitute, subtype, verified datetime is set on the StaffAttendanceDaily record.
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