Knowledge Base > KB10802 - System Data Update Schedule

Contributor: Steve Andrew
Last Updated: Dec 07, 2023 5:00pm

In HRMS, there are several data updates/refreshes of data that occur overnight and during the day.
Below is a list of data updates.

Employment Status/Staff Actions

7:30 AM - The Employment status of any staff member with "Pending (Active) Status Changes", is updated.
8:00 PM - The Employment status of any staff member with "Pending (Inactive) Status Changes", is updated.
8:15 PM - All Separations with an effective date less than or equal to the current date are archived.
- If staff who are separating have any active Leaves or Suspensions, they are also ended.
- New Hire and Assignment Action records with an effective date less than or equal to the current date are archived.
Every hour, data available in the "Staff Action Search" is refreshed. If you attempt to search for a staff action just submitted, it may not be available. It will be available within an hour.

Positions and Assignments

8:30 PM - Any assignments with an end date less than or equal to the current date are archived and position status is updated.
7:00 AM - Any future assignments with a start date less than or equal to the current date become current assignments and the position status is updated.

Payroll/UID Information

7:30 AM - A program runs to import current Salary Schedules, Grades and Steps from the LEA payroll system into HRMS.
- This process can sometimes fail if payoll has files locked or is undergoing some type of maintenance.
- If you find this data is missing, see Salary Schedules, Grades and Steps are missing in HRMS? for information on how to repopulate.
- Note: If you are using "LINQ/ISIS Web" payroll system, this program pulls Salary Schedules, Grades and Steps from the interface files created/updated when data is exported to HRMS from ISIS. You may want to export the Salary Schedule, Grade and Step data to HRMS either late in the day, or before 7:30AM in the morning to make sure HRMS has the most recent data.
Every hour Payroll Assignment Records are refreshed in HRMS.
- Note: If you are using "LINQ/ISIS Web" payroll system, this "refresh" program pulls Payroll Assignment Records from the interface files created/updated when data is exported to HRMS from LINQ/ISIS. Once you export the Payroll Assignment records to HRMS from ISIS, it could be up to an hour until you see new/updated data in HRMS.
6:00AM, 9:00AM, Noon, 3:00PM, 6:00PM - A program runs to import UIDs from the LEA payroll system into HRMS.
- Note: If you are using "LINQ/ISIS Web" payroll system, this program pulls UIDs from the interface files created/updated when data is exported to HRMS from ISIS. You may want to export the "Employee" data to HRMS either late in the day, or before 6:00AM in the morning to make sure HRMS has the most recent data.

Licensure Data

7:00 AM Licensure data on the LEA AS400 is updated to reflect all updates made at DPI as of the day before.
4:00 PM - Any License Change Messages over 90 days old are deleted.

Old HRMS to Payroll and Payroll to HRMS interface

On the LEA Configuration screen, there is "Payroll Information" section with options for the transfer of HRMS and Payroll information to one another. This is very limited and rarely used, but there are some LEAs still using this to transfer HRMS Staff Demographices to Payroll and/or Payroll Absences or Leave Balances to HRMS.
8:00 PM - If the option "HRMS To Payroll" is selected on the LEA Configuration screen, HRMS data is dumped into an Interface file which is available for payroll to import if desired.
9:15 PM - If the option "Payroll To HRMS" is selected on the LEA Configuration screen, and exports of Payroll data for HRMS that were performed that day are imported into HRMS.

CEU Import from Vendor

CEU Vendors provide a method for LEAs to send CEU information to DPI.
Every 2 hours, between the hours of 8:00AM and 6:00PM, CEU data is transferred to the LEAs.
11:00 AM - A program runs that imports CEU information from this transferred file into your HRMS system.
- Note: any CEU data submitted to the webservice after 10:00AM is not posted to HRMS until 11:00AM the next day.