Assignments Manage Data Requirements
Assignments Data Overview
Assignments are the connection between an Employee and a Position. When a position is filled by an employee, we have an Assignment record.
Assignments Data Elements
Element | Description | Example |
|---|---|---|
Employee Code | Unique identifier for an employee, typically the employee number. Should be a displayed value. | 1 |
Position Code | Unique identifier for a position, often a position control number or position number. | 4158 |
FTE | The FTE of the assignment—often the same as the position, but critical for cases where positions can have FTE of greater than 1.0. This is the amount of FTE “deducted” from the position FTE when this assignment is active. | 1.0 |
Start Date | The first date this employee is assigned to this position. | 2014-07-05 |
End Date | The last date this employee is assigned to this position. | 2019-06-30 |
Job Code | Unique identifier for the job this assignment is for. | 4321 |
Location Code | The work location/payroll location/home location of this position. | 106 |
The job_code and location_code are optional fields. These are required if it’s possible for an assignment to have a position_code that is not found in the Position data. Allovue has found that quite a few HR systems have more reliable data on assignments than on the approved/open/available position data. As a result, we are structured to always accept assignments as accurate even when the position does not yet exit. By providing a job_code and location_code, Allovue will produce a 0 FTE position with the position code provided in the assignment file when none is found.
Assignments are unique by employee_code, position_code, and start_date. Uploads and imports which match on these three fields will update the fte and end_date as necessary. The end_date can be NULL and is expected to be filled in when an employee no longer holds an assignment. The assignment FTE is critical for those districts with multi-tenant positions. If the Position matched has 3.0 FTE, Allovue needs to know how much FTE is occupied through this assignment. Most assignments will be 1.0 FTE or equivalent to the position FTE. Assignments must have a valid employee_code.
Assignment Funding Data Validations:
employee_code, position_code, fte, and start_date are not null.
employee_code, position_code and start_date are unique.
fte greater than or equal to 0.
start_date less than end_date OR end_date is NULL.
position_code matches an existing position OR (job_code and location_code exist and job_code matches an existing job).