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Parklane

The Parklane System is an occupational health and safety software. This functionality applies only to Ontario and for clients using Advanced Position Management. It is designed to generate information that is based on changes in employees’ information or position during a specified period of time.

The next sections of the document describe how NAV should be configured to ensure collecting the proper information and generating a file that can be imported to the 3rd party.

NOTE: Any field, except Social Insurance Number/Social Security Number and Record Identifier may be left blank.

Setup Steps

For this integration to work the application consultants should ensure that the following are configured:

  • Change Log Setup

  • Integration Setup

  • HR Department

  • HR Position

  • HR Employee

  • Payroll Controls

  • Payroll Control Group

Change Log Setup

The changes in employees’ information and position are tracked through the Change Log.

Tables

The following tables need to be added to the Change Log.

ID

Name of Table

5200

Employee

23020262

HR Position Ledger Entry

Table Fields

The report is checking for changes in specific fields per table. If some fields are selected and a field value is not configured, the system considers that no change has been done for that field. If All Fields are selected, the report checks for changes in all of the fields specified below.

Table: Employee

Field No.

Field Name

1

No.

2

First Name

4

Last Name

8

Address

10

City

11

Post Code

12

County

13

Phone No.

15

E-Mail

20

Birth Date

21

Social Security No.

24

Gender

25

Country/Region Code

29

Employment Date

34

Termination Date

23020100

Seniority Date

23020107

Emergency 1 Contact Name

23020109

Emergency 1 Home Phone No.

23020110

Emergency 1 Work Phone No.

23020111

Emergency 1 Mobile Phone No.

23020112

Emergency 2 Contact Name

37032364

Marital Status

37032318

Social Insurance No.

23032220

Parklane Status

Table: HR Position Ledger Entries

Field No.

Field Name

1

Entry No.

3

HR Position Code

4

HR Position Name

8

Calculation Start Date

9

Calculation End Date

144

Amount

147

Hours/Week

148

Hours/Day

166

HR Position Rank

306

Cause of Inactivity Code

310

Assignment Start Date

311

Assignment End Date

320

Termination Date

602

HR Department

604

Assignment Type

Configuring the Integration Setup

The Parklane report needs additional setup to identify causes of inactivity codes and payroll controls. This is done by configuring this information in the Integration Setup.

1. In the Search box, enter Integration Setup and choose the related link.

2. In the Integration Setup page, click the small arrow on the far right of the band to expand the ON-Parklane FastTab and select values for:

  • PKL Long Term Disability - choose the cause of inactivity code used to specify long term disability.

  • PKL Maternity Leave - choose the cause of inactivity code used to specify maternity leave.

  • PKL Earnings Payroll Ctrl. Grp - choose a payroll control group that contains the payroll controls used for calculating earnings on weekly basis for the purpose of reporting to Parklane.

3. Click OK.

HR Position

The HR Position is configured as part of the normal configuration. Two fields have been added to support the integration to Parklane.

  • Default Start Time,
  • Default End Time.

Payroll Controls

The consultant(s) working on the integration need to configure payroll control(s) that calculate weekly salary amounts per type of pay to be used for the report. They should have G/L Post Type: Do not post to G/L.

The screenshots below show a sample Pay Control for weekly Pay Period.

Method Steps:

The payroll control needs to be able to calculate what the weekly salary would be based on the employee current pay structure or rate of pay. The Method steps need to ensure the calculation yields the right weekly value.

Payroll Control Group

The payroll controls as described in the section above should then be added to the Payroll Control Group to be used for Parklane and attached to the Integration Setup.

Creating a Report

1. In the Search box, enter Parklane Integration, then choose the related link.

2. Open the Parklane Integration report.

3. Open the Options FastTab. In the From Date field enter the start date; in the To Date field enter the end date.

4. Apply other filters if applicable.

5. Click OK to generate the Parklane file.

Data Format and Mapping

This section shows the required data format for the integration and how it is mapped to the data within NAV.

  • Mandatory: the application will not create a record if one of these fields is missing.
  • High: Required for government legislative forms.
  • Medium: Required for effective statistical reporting.
  • Low: Has no effect on forms or reporting.

 

No.

Field Requirements
Yes= Mandatory; High;
Med= Medium & Low

Field
Description

Pos.

Size

Alpha
/Numeric

Remarks

  Yes High Med Low  

1

Yes

     

S.I.N./S.S.N.

1

9

A/N

Enter the S.I.N. /S.S.N. number. (Table 5200)

NOTE: This field must be completed.

2

Yes

     

Record Identifier

10

1

A/N

Must be # (special character number sign).

3

Yes

     

Department Code

11

10

A/N

Should match the system.

Picks up the Department Code from the current active HR Position, The Department Code is one of the Dimensions selected for the employee assignments and can be found in the HR Position Ledger Entries table.

If an employee has two active positions with the same rank, the report will use the first record found. The report first checks for positions where Ranking = 1. If no position has Ranking = 1, the report checks if a position has Ranking = 2, and so on.

The active positions will be determined by the From and To dates defined before running the report.

4

Yes

     

Surname

21

25

A

Displays the Last Name; last name must be completed for a new employee. (Table 5200)

NOTE: The Last Name is limited to 25 characters.

5

 

High

   

Given Name

46

20

A

Displays the First Name, this field must be completed. (Table 5200)

NOTE: The First Name is limited to 20 char.

6

 

High

   

Address

66

30

A/N

Displays the address. (Table 5200)

NOTE: The Address is limited to 30 char.

7

 

High

   

City & Province

96

30

A

Displays City and Province (check sample file for format). (Table 5200)

If required, country may be entered into Field No. 44

NOTE: The country field is limited to 30 char.

8

 

High or N/A

   

Postal Code

126

7

A/N

Populate this field with the content of field #45 in Nav. table 5200 – Employee.

NOTE: If field country is blank or first two letters of the COUNTRY code are CA or Ca or ca (case insensitive), then, the value in field 45 will be a Canadian Postal Code

9

 

High

   

Area Code

133

3

N

Displays the first 3 digits from Phone No.  (Table 5200)

10

 

High

   

Phone Number

136

7

N

Displays the Phone No. (Table 5200)

If applicable, foreign telephone numbers may be entered into Field No.46.

NOTE: spaces and dashes are not allowed as part of the numbers. The field should be able to display seven digit numbers, excluding the extension.

11

 

High

   

Birth Date

143

8

N

Displays the date in the following format: ddmmyyyy (Table 5200).

12

   

Med

 

Marital Status

151

1

A

Displays the marital status using the symbols below (Table 5200).

S = Single

M = Married

D = Divorced

W= Widowed

X = Separated

C = Common-law

13

 

High

   

Gender

152

1

A

Displays the gender (Table 5200)

F=Female;  M=Male

14

Yes

     

Position

(effective date is field #50)

153

24

A

Displays the employee position where the current HR Position Code is Primary and the Ranking =1.

If there is no position with Ranking= 1, displays the position with ranking= 2, and so on. If the employee has two active positions with the same rank, displays the first record found.

The active positions displayed on the list will be filtered by the From/To dates selected in the report.

NOTE displays HR position code due to the 24 char limit for this field.

15

Yes

     

Status

177

1

A

Displays the Parklane status (Cause of Inactivity) from the HR Position Ledger Entries table.

A= Leave of Absence

B= Lay-off

C= Casual Help

D= Deceased

E= Temporary Help

F= Full Time

G= Recall

H= On Hold

I= Job Share

J= Student

K= Restrictions Apply

L= Long Term Disability

M= Maternity Leave

N = On Call

P = Part-time

Q = Quit

R = Retired

S = Classified

T = Terminated

U = Unclassified

V = Volunteer

W = On WCB

X = Contractor

Y= Crown

Z = Seasonal Help

16

 

High

   

Employment Date

178

8

N

Displays the Employment Date in the ddmmyyyy format. (Table 5200)

17

 

High

   

Start of Shift

186

4

N

Displays the Default Start Time from the HR Position.

NOTE: the Start Time format = xx:xx (hours & min.) the maximum time being 23:59.

Use the same criteria for determining the position as for field 14.

18

 

High

   

End of Shift

190

4

N

Displays the Default End Time from the HR Position.

NOTE: the Start Time format = xx:xx (hours & min.) the maximum time being 23:59.

Use the same criteria for determining the position as for field 14.

19

     

Low

Long Term Disability Commencement Date

194

8

N

Displays the Long Term Disability Commencement Date from the active position in the following format: ddmmyyyy.

NOTE: Positions are filtered by the Long Term Disability configured in the Integration Setup.

20

     

Low

Leave of Absence Start Date

202

8

N

Displays the Leave of Absence Start Date from the active position with the following format: ddmmyyyy.

NOTE: Positions are filtered by the Leave of Absence configured in the active position which should be different from Long Term Disability in the Integration Setup and should not be blank.

21

     

Low

Leave of Absence End Date

210

8

N

Displays the Leave of Absence End Date from the active position in the following format: ddmmyyyy.

NOTE: Positions are filtered by the Leave of Absence configured in the active position which should be different from Long Term Disability from the Integration Setup and should not be blank.

22

     

Low

Maternity Estimated Delivery Date

218

8

N

This is not tracked – field is blank in the report.

23

     

Low

Maternity L.O.A. Start Date

226

8

N

The field displays the Maternity Leave of Absence Start Date in the following format: ddmmyyyy.

NOTE: The user should have an active position with Maternity LAO as the Cause of Absence.

24

     

Low

Maternity L.O.A. End Date

234

8

N

Displays the Maternity Leave of Absence End Date in the following format: ddmmyyyy.

NOTE: The user should have an active position with Maternity LAO as the Cause of Absence.

25

 

High

   

Employee  Number

242

9

A/N

Displays the employee number which has to be unique for each record. (Table 5200)

26

     

Low

Health

Insurance

Number

251

12

A/N

This field is not used.

27

 

High

   

Years’ Experience

263

2

N

This field is not used

28

 

High

   

Salary (access to view is determined in Security)

265

8

N

Displays the earnings from the latest payroll posting in the following format 999999.99

NOTE: the active position should have the Payroll Control Group with the earnings payroll controls. The Payroll Control Group is configured in the Integration Setup. The amount is the total from latest posted payroll ledger entries.

NOTE: Create payroll controls that will calculate the payroll for the employee.  It is advisable to have separate payroll controls called Parklane Weekly Salary to calculate the exact amount for the report. These payroll controls should not post to G/L.

29

 

High

   

Salary type

273

1

A

Displays the Salary type, the default value being weekly.

H = Per Hour           D = Per Day         W = Per Week

M = Per Month       A = Annual

30

 

High

   

Salary Date

274

8

N

Displays the Calculation Start Date for the primary position and based on position ranking in the following format: ddmmyyyy (Effective date of salary).

31

 

High

   

Language

282

1

A

E=English        F=French       B=Bilingual

Leave blank, information not maintained.

32

     

Low

Miscellaneous

283

25

A/N

Can be used for any miscellaneous information.  There are 2 additional miscellaneous fields below.

Leave blank

33

   

Med

 

Union

308

20

A

Employee Unions (23032200): Union Name, linked to table 5200, if more than 1 record retrieve the first one where membership start or end date is blank or the union is active within the selected date filter.

34

 

High

   

Termination Date

328

8

N

Format = ddmmyyyy

(Table 5200)

35

 

High

   

TD1 Exemption

Amount

(Federal)

336

5

N

Employee Tax Authority Table, code=Federal with the most current effective date as per the date you are running the report.

Take it from the total credits claimed field

If no value leave the field blank

36

 

High

   

TD1 Exemption Code (Federal)

341

2

N

Leave blank

37

 

High

   

Hours Worked Per Day

343

4

N

Format = xx:xx (hours & Min.) (Colon is implied) (max 23:59)

Hours/Day field on HRPLE Line based on the current active position with the highest rank

38

 

High

   

Hours Worked Per Week

347

4

N

Format = xx:xx (hours & Min.) (Colon is implied)

Hours/Week field on HRPLE Line based on the current active position with the highest rank

39

 

High

   

Provincial TD1

Exemption Amount

351

5

N

You can take this from the Tax Authority Table, code<>Federal with the most current effective date as per the date you are running the report

Take it from the total credits claimed field

If no value leave the field blank

40

 

High

   

Provincial TD1 Exemption Code

356

2

N

Leave blank

41

     

Low

Multiple locations

358

1

A

Check for Multiple active HR PLEs and if the answer is positive, enter Y, otherwise leave blank.

42

     

Low

Alternate Location or Department or Position

359

25

A

Leave blank

NOTE: If employee works in multiple departments or positions, you may optionally enter the employee’s alternate department or position. This field is treated as a Comment field and is not validated.

43

     

Low

Second Alternate Location or Department or Position

384

25

A

Leave blank

NOTE: If employee works in multiple departments or positions, you may optionally enter the employee’s alternate department or position. This field is treated as a Comment field and is not validated.

44

     

Low

Country

409

30

A

Can be used as a third line of address or country, if employee works in a foreign country. (Table 5200)

45

Yes or N/A

   

Low

Zip Code

439

20

A/N

Leave blank, if # 8 populated, otherwise Table 5200, ZIP Code

46

     

Low

Cell, Pager or Foreign Telephone

459

25

AN

If employee has a foreign number exchange, use this field rather than Field No.10. (Table 5200)

47

     

Low

Miscellaneous Fields #2

484

30

AN

Leave blank

Can be used for any miscellaneous information.

48

     

Low

Miscellaneous Fields #3

514

30

AN

Leave blank

Can be used for any miscellaneous information.

49

   

Med

 

Seniority Date

544

8

N

Format = ddmmyyyy

(Table 5200)

50

   

Med

 

Effective date of Position

552

8

N

Format = ddmmyyyy

HR PLE Primary (position Ranking) Assignment Start Date

51

     

Low

Emergency

Contact

560

28

A/N

(Table 5200)

52

     

Low

Emergency

Contact#2

588

40

A/N

(Table 5200)

53

     

Low

Contact Area Code

628

3

N

(Table 5200). See as below.

54

     

Low

Contact

Telephone

631

7

N

(Table 5200), 3 tels, display first with value for contact 1

55

     

Low

Additional Contact Information

638

40

A/N

 

56

     

Low

Physician

678

28

A/N

Not tracked

57

     

Low

Physician Part 2

706

40

A/N

Not tracked

58

     

Low

Physician

Address 1

746

28

A/N

Not tracked

59

     

Low

Physician

City.Prov./State

774

28

A/N

Not tracked

60

     

Low

Postal/Zip Code

802

7

A/N

Not tracked

61

     

Low

Physician Area Code

809

3

N

Not tracked

62

     

Low

Physician Telephone

812

7

N

Not tracked

63

     

Low

Employment Status Type

819

1

A/N

HR PLE has an assignment Type. Mapped through hardcoding:

Type = Permanent = P, Type= Temporary = T, blank = N

64

     

Low

Email Address

820

50

A/N

If employee does not have an email account enter the two characters NA.  (Table 5200)

65

     

Low

Department Description

870

25

A/N

Leave blank.

NOTE: This field would normally be left blank and used with a departmental reorganization or, on an initial import. When completed, the department on this record will be added or, the description changed, in the Department Table.  For more information, see Point #4 under Departments above.  

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