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SmartFindExpress and PowerSchool ERP Integration

The SmartFindExpress (SFE) integration with PowerSchool ERP allows you to:

  • Update Pay Codes, Location Codes, and Assignment Codes tables in PowerSchool ERP and transfer those updates to SFE.

  • Create Absence rules in PowerSchool ERP to use for processing substitutes sent from SFE.

  • Track the status of all data transfer updates between PowerSchool ERP and SFE.

Requirements

  • Users must be on at least version 20.11 of PowerSchool ERP and 21.4.0 of SFE.

  • Verify SFE and PowerSchool ERP tables are aligned before using the integration. The codes must be manually aligned from SFE to match the PowerSchool ERP tables:

SFE Table

PowerSchool ERP Table

Absence Reason Code

Pay Code

Location Code

Location Code

Classification Code

Assignment/Position Code

Reason Balance

Leave Bank

Setup

You must complete several setups before you can activate the SFE integration:

  • Integration Setup

  • SFE Employees and Substitute Identifier

  • SFE Classification Codes Mapping

  • Absence and Substitutes Payment Rules

Integration Setup

Menu Path

From the System Administration menu, select Administration. From the Integration menu, select Integration Setup.

Verify the following settings:

Field

Description

SFE Integration

Select this checkbox to turn on the SFE Integration feature.

You must sync the pay codes, assignment codes, and location codes between PowerSchool ERP and SFE before turning on this feature.


Send Pay Code Updates to Unified Talent

Select this checkbox to have PowerSchool ERP send pay code updates to Unified Talent in near real-time.

Send Location Updates to Unified Talent

Select this checkbox to have PowerSchool ERP send location updates to Unified Talent in near real-time.

Receive Location Updates from Unified Talent

Select this checkbox to have PowerSchool ERP receive location updates from Unified Talent in near real-time.

Receive Location Updates from Unified Talent in bulk

Select this checkbox to have PowerSchool ERP receive location updates from Unified Talent in near real-time in bulk.

Sync Leave Codes with Unified Talent

Select this checkbox to have PowerSchool ERP receive leave code updates from Unified Talent in near real-time.

Sync Leave Banks with Unified Talent

Select this checkbox to have PowerSchool ERP receive leave bank updates from Unified Talent in near real-time.

Sync Assignment Codes or Position Codes to Unified Talent in bulk

Select to sync one of the following:

  • Assignment Codes

  • Position Codes

The option to select Position Codes is only available if using Position Control.

If a District does not use Assignment/Position Control codes, the integration between PowerSchool ERP and SFE will still work without the assignment codes or position control codes. However, in such a case:

  • The sync to SFE classification codes will not work and the district needs to manually add/update SFE classification codes.

  • The assignment code must not be used as a parameter while defining the business rules. 

SFE Employees and Substitute Identifier

Menu Path

From the System Administration menu, select Administration. From the Integration menu, select SFE Employees and Substitute Identifier.

Use this page to enter the Job Classes and Pay Codes that identify SFE employees and substitutes. These identifiers are used when sending employee and substitute profiles from PowerSchool ERP to SFE. Employees can be part of both profiles based on the Pay Code identifiers selected.

The system creates a profile:

  • SFE Employee

  • Substitute

Employees who do not meet any of the criteria for a SFE Employee or Substitute do not integrate with SFE.

To create profiles:

  1. Open the SFE Employees and Substitute Identifier page.

  2. Click Edit Set Up.

  3. Select SFE Employee.

  4. Select the Job Classes and Pay Codes to identify a SFE Employee.

  5. Click Save.

  6. Select Substitute.

  7. Select the Job Classes and Pay Codes to identify a Substitute.

  8. Click Save.

SFE Classification Codes Mapping

Menu Path

From the System Administration menu, select Administration. From the Integration menu, select SFE Classification Codes Mapping.

Use this page to map SFE Classification Codes to the following PowerSchool ERP tables:

  • Job Class (employee and substitute)

  • Pay Code

These mappings help identify the correct job class, pay code, and pay rates to use for incoming absence records. This setup is optional. If a mapping is not present for an SFE Classification, the primary pay rate of the employee and substitute is used for processing and selecting the absence and payment rules.

To create a mapping:

  1. Open the SFE Classification Codes Mapping page.

  2. Click Create New Mapping.

  3. Enter the SFE Classification Code and a Description.

  4. Select the PowerSchool ERP table data to map with the Classification Code:

    • PowerSchool ERP Employee Job Class

    • PowerSchool ERP Substitute Job Class

    • PowerSchool ERP Substitute Pay Code

  5. Click Save. You may also click Save and Create New to create another mapping.

Absences and Substitutes Payment Rules

Menu Path

From the System Administration menu, select Administration. From the Integration menu, select Absences and Substitute Payment Rules.

Use this page to customize processing rules for the absence and substitute work details sent from SFE. You can create rules for SFE Employees and Substitutes.

The system looks for the selected criteria in the SFE work details:

Field

Description

Employee/Substitute Rule

Select whether the rule is for SFE Employees or Substitutes.

Rule Start/End Date

Select the date range for which the rule applies.

Rule Criteria Tables

Select from the following tables:

  • Job Class

  • Location

  • Employee Type

  • Bargaining Unit

  • Pay Code

  • Absence Budget Code

  • Absence Reason Code

  • Assignment Code

Based on the criteria you select, the system then overrides the records from SFE according to the following actions you define:

  • Rules to Convert Hours

  • Substitute Rules

  • Process Long Term Substitutes

Fields

Description

Units to Pay

Select one of the following to override the incoming work details:

  • Hours

  • Days

For example, if the absence record sends over time in Hours, you can select to convert it to Days.

Time Card Hours/Days Equivalent

The options change depending on the selection for Units to Pay.

  • If you select Hours, choose Total Hours Worked or Custom Time.

  • If you select Days, choose Percentage Time or Custom Time.

Custom Time

These options are only available if you select Custom Time for the Time Card Hours/Days Equivalent. Use these fields to create intervals for the system to process. You may create as many intervals as you need:

  1. Define the intervals using the Custom-From and Custom-To fields.

  2. Define the converted hours/days using the Hours/Days for Timecard field.

For example, let's say you choose Hours for the Units to Pay field. You then enter the following intervals:

  • Custom-From = 0, Custom-To = 2, Hours/Days for Timecard = 2

  • Custom-From = 2.001, Custom-To = 4, Hours/Days for Timecard = 4

In this scenario, timecards convert as follows in PowerSchool ERP:

  • Reported hours 0-2 in SFE convert to 2 hours.

  • Reported hours 2.001-4 in SFE convert to 4 hours.

Custom Time for Vacancy

These options are only available if you select Days for Units to Pay, and then select Custom Time for Vacancy for the Time Card Hours/Days Equivalent. Use these fields to create intervals for the system to process. You may create as many intervals as you need:

  1. Enter the Total Number of Hours Per Day for the vacancy. The format is HH:MM and hours must be greater than zero.

  2. Define the intervals using the Custom-From and Custom-To fields.

  3. Define the converted hours/days using the Hours/Days for Timecard field.

The reported hours from SFE are converted and calculated against the total number of hours per day when running payroll.

Create Time Card

Select this checkbox to create a time card automatically. This is only available for Substitute Rules.

Account Mask

Enter the mask format for the account. This is only available for Substitute Rules.

Process Long Term Substitutes

Select this checkbox to process long-term substitutes. If you select this, define the additional criteria:

  • Consecutive Days - Enter the number of days to qualify as a long-term substitute. These consecutive days must be for the same job.

  • Job Class - Select the Job Class associated with a long-term substitute.

  • Pay Code - Optionally, you may select the Pay Code to associate with the long-term substitute.

  • Pay Rate - Optionally, you may enter the Pay Rate for the long-term substitute.

This is only available for Substitute Rules.

Create a Rule

  1. Open the Absences and Substitute Payment Rules page.

  2. Click Create New Rule.

  3. Enter a Rule Title and select if the rule is for an Employee or Substitute.

  4. Select the Rule Start Date and Rule End Date for the date range the rule applies.

  5. Select the Rule Criteria.

  6. Select the Units to Pay and applicable Time Card Hours/Days Equivalent.

  7. If you select Custom Time, enter the intervals to process.

  8. If you are creating a Substitute Rule, complete the Substitute Rules fields:

    • Create Timecard

    • Account Mask

    • Process Long Term Substitutes

  9. Click Save.

Location Mapping

Menu Path

From the System Administration menu, select Administration. From the Integration menu, select Location Mapping.

Use this page to map Base Locations with Personnel Locations, which is used in processing long-term substitutes.

To create a mapping:

  1. Open the Location Mapping page.

  2. Click Create New Mapping.

  3. Select the Base Location and Personnel Location for the mapping.

  4. Click Save. You may also click Save and Create New to create another mapping.

Activate the Integration

After you complete all the setup steps, you can activate the integration.

  1. Open the Sync Data to Unified Talent page.

  2. Select the checkboxes for:

    • Job Classes

    • Locations

    • Pay Codes

    • Assignment Codes or Position Codes

  3. Click Sync Data to Unified Talent.

  4. Open the Integration Setup page.

  5. Select SFE Integration.

  6. Click Save.

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