Timesheet Import Overview

The Timesheet Import module allows time and attendance information that is captured outside of the FastTrack360 system to be imported into the system so that electronic timesheets can be created, approved, paid and billed.
The Timesheet Import module imports timesheets via an import batch process, which groups together a collection of timesheet data that is processed together to create timesheets within the FastTrack360 Time and Attendance module. The timesheet import batch process consists of the following general steps:

1. Uploading the timesheet import file.

2. Defining the field mapping.

3. Queuing the timesheet import batch for processing. Each of these steps is described in more detail below.

In addition to the information provided in the following sections of the online help, you can download the following Timesheet Import User Guide for more information about using the Timesheet Import module (click on the icon below to download).

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Uploading the Timesheet Import File

The import batch process is initiated by uploading a timesheet import file, which contains the data that will be used to create timesheets and to populate information on each timesheet. The timesheet import file must be formatted such that Timesheet Import can read the import file and its content. For example, the first row of the import file must contain column headers that can be mapped to FastTrack timesheet fields. For more information, see Import File Format Validation.

Defining the Field Mapping

If the format of the import file format is valid the system will read and display the column headers from the import file. The column headers must be mapped to the corresponding Time and Attendance timesheet fields to inform the system what data is supplied in the import file and what that data corresponds to within the FastTrack system.

A set of field mappings that are configured when importing a timesheet import file can be saved as a template, which can be applied whenever an import file that originates from the same source is processed in the future. This prevents the need to manually configure the field mapping each time an import is processed. For more information, see Saving Field Mapping Templates.

Queuing the Import Batch for Processing

Once the field mapping has been configured it is possible to queue the timesheet import batch for processing. On attempting to queue an import batch for processing, the system performs field mapping and data type validation to ensure that timesheets and timesheet items can be theoretically created based on the mapping and types of data provided within the import file. For more information, see Field Mapping & Data Type Validation.

• If the validation succeeds the import batch is sent to the Process Queue, where the batch undergoes processing. The amount of time that it takes for a queued batch to complete processing depends on a number of factors such as the following:

• the number of prior import batches already queued for processing the number of individual rows within the import file.

When processing of an import batch is completed, the following occurs:

• any timesheets that can be successfully created based on the data in the import file are created in the Time and Attendance module and the status of the timesheets is set to Submitted

• the status of the batch is set to Completed or Completed with Exceptions.

• Notifications if applied to the related Timesheet Workflow will dispatch as follows:

  • Instant: will not dispatch as a mass trigger of notifications following import may compromise system performance for users.

  • Scheduled: will dispatch to ensure that where the imported timesheets have not yet been approved, reminders will be sent to the approver(s) allocated in the Timesheet Workflow.

Once the processing of an import batch is completed you can do the following:

• download the original import file

• download the exception report that identifies the rows from the import file that failed to import successfully and the exception reasons that explain why each exception row failed to import

• download the validation report that identifies all rows from the import file that imported successfully

• view the import batch audit information.

If a system error occurs when an import batch is queued for processing the status of the batch will be set to Failed and no timesheets will be created in Time and Attendance. If this occurs, you will need to process the original import file as part of a new timesheet import batch.