Winshuttle
Procedure Updated:
Thursday, April 11, 2024
Winshuttle is a data movement tool that enables OFM to upload data from Excel to HRMS through a pre-built Excel file. We call these Excel files Winshuttle scripts.
Who can use Winshuttle?
HRMS users assigned the Personnel Administration Processor role, Payroll Processor role, or Organizational Management Processor role can contact OFM to request a Winshuttle upload to HRMS.
What is the Process for me to Request a Winshuttle Script Upload?
- Download the spreadsheet for the desired script.
- Save the spreadsheet with the following naming convention for the spreadsheet is required: agency code followed by the original Winshuttle spreadsheet name. File names should not contain spaces, rather an underscore to separate the title name. It is okay to put dates or unique identifier after the original spreadsheet name. Example: OFM_PA30_IT0001_Personnel_Subarea_Update-1_01152024.xlsx
Note: OFM does not validate your data before or after running the updates. Prior to sending in your request, verify the personnel numbers, position numbers, and organizational unit numbers belong to your agency on the effective date for the update.
- Send the completed spreadsheet to HeretoHelp@ofm.wa.gov outlining in the request:
- The reason for the mass updates.
- The approximate number of records.
- Your preferred upload goal date. Note: OFM cannot guarantee same day processing.
After OFM completes the upload, they will send you the completed spreadsheet to validate. If there are errors, manual updates may be necessary.
If you do not see the Winshuttle Script you need, please follow the HRMS Standard Change Request process to request a new Winshuttle script creation.
Which Winshuttle Scripts are Available?
If your agency has 30 or more data updates to process, one of the following scripts may be used:
| Transaction | Infotype | Script Name | Use | Spreadsheet |
|---|---|---|---|---|
| PA30 | 0001 | Organizational Assignment Create | Use this script when you need to update the employee Organizational Assignment Infotype 0001 to display the correct Position, Job, Organizational Unit data when updates the Position, Job, Organizational Unit Titles and relationships have been created on the Org Management Side. | PA30_IT0001_Create_Save.xlsx |
| PA30 | 0001 | Organizational Assignment Org Key Update | Use this script to update the Org. Key field on the Organizational Assignment Infotype 0001. | PA30_IT0001_OrgKey-1.xlsx |
| PA30 | 0001 | Organizational Assignment Personnel Subarea Update | Use this script to update the Personnel Subarea for an employee. | PA30_IT0001_Personnel_Subarea_Update-1.xlsx |
| PA30 | 0001 | Organizational Assignment Time Admin Code Update | Use this script to update the Time Administrator field on the Organizational Assignment Infotype. If the Administrator for Time Recording field is left blank the script will delete existing codes. | PA30_IT0001_Time_Admin_Code_Update-1.xlsx |
| PA30 | 0006 | Address – Create Out of State Work Location Subtype 9 | Use this script to create Address Subtype 9 - Out of State Work Location for addresses within the United States or Territories. This script will not work for foreign addresses. The script will override any existing Address Subtype 9-Out of State Work Location. | PA30_IT0006_Create_Out_of_State_Work_Location_Address.xlsx |
| PA30 | 0007 | Planned Working Time Update | Use this script to change the Work Schedule Rule in Planned Working Time IT0007. | PA30_IT0007_Copy_Update.xlsx |
| PA30 | 0007 | Planned Working Time-ACA Status Code Update | Use this script to copy a new Planned Working Time IT0007 record with ACA Status Code for several employees. NOTE: You will need to also include the employees current work schedule rule. When copying a planned working time record, the new record defaults to FULL |
PA30_IT0007_Copy_ACA_Status_Code-1.xlsx |
| PA30 | 0007 | Planned Working Time-EEPercentage Update | Use this script to update Employee Percentage in Planned Working Time IT0007. | PA30_IT0007_EEPercentage_Copy_Update.xlsx |
| PA30 | 0008 | Basic Pay - Next Increase Date Update | Use this script to copy the existing Basic Pay Infotype 0008 record and enter the next increase date | PA30_IT0008_NextIncrease-1.xlsx |
| PA30 | 0008 | Basic Pay- Additional Wage Types Delete | Please contact the OFM- Helpdesk if you want to use this script. Use this script to delete additional Wage Types from the Basic Pay Infotype 0008. This script will delete up to 4 additional Wage Types on Basic Pay. | PA30_IT0008_Delete_Additional_Wage_Types-ReasonCode.xlsx |
| PA30 | 0008 | Basic Pay Create | Use this script to create a new basic pay record for an employee. All fields are required except the Next Increase Date. This script will will not work for Basic Pay records that are set up as pay grades (example: WMS). |
PA30_IT0008_Create-1.xlsx |
| PA30 | 0008 | Basic Pay Update | Use this script to update an existing basic pay record for employees that are on a payscale. This script will update the reason for changing master data, Pay Scale Type, Pay Scale Area, Pay Scale Group, Pay Scale Level. This script does not include the next increase date and will not work for Basic Pay records that are set up as pay grades (example: WMS). |
PA30_IT0008_Copy_Update_PSGROUP_PSLEVEL-1.xlsx |
| PA30 | 0008 | Basic Pay-Add Additional Wage Types Update | Use this script to add additional wage types to a basic pay record. This script copies the existing record inserts the new date, reason code, wage type and data saves the record. | PA30_IT0008_AssnPayFlex_ReasonCode.xlsx |
| PA30 | 0008 | Basic Pay-Directly Valued Employees Update |
Use this script to update Wage type 1003 (semi-monthly), 1001 (hourly) and 1006 (Daily) for Directly Valued employees ONLY. |
PA30_IT008_DirVal_WT_Update.xlsx |
| PA30 | 0008 | Basis Pay -Capacity Utilization Level and Working Hours per Payroll Period Update | Use this script to update the Capacity Utilization Level and Working Hours per Payroll Period on IT0008. The Working Hours per Payroll Period will need to be manually calculated. To calculate, Multiply 87 by the Capacity Utilization Level percentage. Example: 87.00 x 80% = 69.60 NOTE: Setting the Capacity Utilization Level below 100% may erroneously reduce the employee’s additional pay wage types. |
PA30_IT0008_CapacityUtilityLevel_and_WorkHours_Period_Copy_Update.xlsx |
| PA30 | 0014 | Recurring Payments/Deductions Change End Date | Please contact the OFM- Helpdesk if you want to use this script. Use this script to change the end date of a record. If there are multiple wage types, this script will select the most recent record and update the end date. | PA30_IT0014_Change-1.xlsx |
| PA30 | 0014 | Recurring Payments/Deductions Create | Use this script to create Recurring Payments/Deductions records for employees. The Assignment number field is not required. |
PA30_IT0014_Create-1.xlsx |
| PA30 | 0014 | Recurring Payments/Deductions with cost assignment | Use this script to create Recurring Payments/Deductions infotype 0014 with cost assignment. Note: The fields are not in the same order as the Cost Distribution infotype. |
PA30_IT0014_withCostAssignment.xlsx |
| PA30 | 0015 | Additional Payments Create | Use this script to Create an Additional Payments Infotype record. This script will only work for Wage Types that you have to enter an amount. It will not work for scripts that you enter hours. | PA30_IT0015_Create-1.xlsx |
| PA30 | 0015 | Additional Payments Create with Assignment | Use this script to Create an Additional Payments Infotype record to include an assignment number. This script will only work for Wage Types that you have to enter an amount. It will not work for scripts that you enter hours. NOTE: The Assignment Number field (Column E) is limited to 20 characters including spaces. | PA30_IT0015_Create_WithAssignment-1.xlsx |
| PA30 | 0015 | Additional Payments with cost assignment | Use this script to create Additional Payments infotype 0015 with cost assignment. Note: The fields are not in the same order as the Cost Distribution infotype. |
PA30_IT0015_withCostAssignment.xlsx |
| PA30 | 0015 | Additional Payments Delete | Use this script to delete wage types in IT15 within date range | PA30_IT15_Delete-1.xlsx |
| PA30 | 0019 | Monitoring of Task Update | Use this script to update the Monitoring of Task infotype 0019. This script uses the change functionality and will override existing data. Make sure the spreadsheet is correct prior to submitting. | PA30_IT0019_Update.xlsx |
| PA30 | 0019 | Monitoring of Task Update the Processing Indicator Status | Use this script to update the Processing Indicator Status on the Monitoring of Task Infotype 0019. | PA30_IT0019_Change_Processing_Indicator_Status-1.xlsx |
| PA30 | 0027 | Employee Cost Distibution Create | Use this script to create IT0027 records for employees. The end-date defaults to 12/31/9999 | PA30_IT0027_Update-1.xlsx |
| PA30 | 0027 | Employee Cost Distibution Create with End Dates | Use this script to create IT0027 with end date records for employees. | PA30_IT0027_Update_End_Date-1.xlsx |
| PA30 | 0040 | Objects on Loan Create | Use this script to create the Object on Loans (IT0040). | PA30_IT0040_Create-1.xlsx |
| PA30 | 0041 | Date Specifications Update | The start date on the spreadsheet needs to be the same for every record. Use a date in the current pay period. If you have need to use a different start date, ask in your ticket.” |
PA30_IT0041_Update-1.xlsx |
| PA30 | 0077 | Additional Personal Data – Public Service Loan Forgiveness Status Update | Use this script to update the PSLF Status and PSLF Date on the Additional Personal Data infotype 0077. | PA30_IT0077_PSLF_Status_Update.xlsx |
| PA30 | 0081 | Military Service Create | Use this script to create a Military Status Infotype IT0081 Record. After this record is saved, there is a dynamic action to create a Time Specification/Employ. Period Infotype IT0552 record. If you have the Start Date of IT0552 and End Date of IT0552 but no Duration of imputation in years, months and Days, enter the start and end dates and leave the Duration of imputation in years, months and Days columns blank. You will need to manually complete the Time Specification/Employ. Period Infotype IT0552 record at another time. If there are no Start Date of IT0552, End Date of IT0552, Duration of imputation in years, months and Days, leave the coulmn blank. You will get a error message to "Fill out all required entry fields" but the IT0081 record will be created. You will need to manually complete the Time Specification/Employ. Period Infotype IT0552 record at another time |
PA30_IT0081_Create.xlsx |
| PA30 | 0094 | Residence Status Commercial Driver's License (CDL) Create | Use this script to create Resident Status Records IT0094 for agencies that have employees who have a Commercial Driver's License (CDL). The use of the ID type BA - U.S. Drivers License w/photo has been approved to store this data in HRMS to be compliance with U.S. Department of Transportation, Federal Motor Carrier Safety Administration regulations effective January 6, 2020. | PA30_IT0094_Create_Drivers_License.xlsx |
| PA30 | 0105 | Email Address Update | Use this script to update employee email addresses on the Communications Infotype 0105, Subtype 0010. | PA30_IT0105_SType_0010_Update-1.xlsx |
| PA30 | 0105 | Email Address - End Date | Use this script to end date employee email addresses. | PA30_IT0105_SType_0010_EndDate.xlsx |
| PA30 | 0105 | WD1A Update |
Use this script to add Communication Subtype WD1A to the Communications Infotype 0105. Enter the personnel number in the Communication Identification/Number column. |
PA30_IT0105_SType_WD1A_Update.xlsx |
| PA30 | 0234 | Add. Withh. Info. US Update | Use this script to update Add. Withh. Info. US Infotype 0234 records with L&I Code for employees that already have a valid IT0234 record. The script defaults the end date to 12/31/9999. | PA30_IT0234_Copy_Update-1.xlsx |
| PA30 | 0235 | LTSS WA Cares Fund EE Exemption tax type 113. |
Use this script to exempt an employee from the LTSS/Washington Care Fund Tax Type 113. NOTE: If there is a current IT0235 exempting the employee for any other tax types (i.e. LNI Medical Aid Rates),this WinShuttle script should not be used. The current IT0235 record will need to be copied and updated manually to include the LTSS exemption. Other Taxes US Infotype 0235 reads what is active on the pay date. |
PA30_IT0235_LTSS-WACaresFund_EE_Exemption_Tax_Type_113.xlsx |
| PA30 | 0416 | Time Quota Compensation Create | Use this script to create a Time Quota Compensation record for an employee. | PA30_IT0416_Create_Quota_Compensation-1.xlsx |
| PA30 | 2006 | Absence Quotas Change | Use this script to change the Quota Deduction Date for mass updates when adding a specific quota type. It should not be used to update multiple quota types. | PA2006_Change.xlsx |
| PA30 | 2010 | Employee Remuneration Info Create | Use this script to create Employee Remuneration Info IT 2010. | PA30_Create_Employee_Remuneration-1.xlsx |
| PA30 | 2010 | Employee Remuneration Info Create Wage Type Amounts with Cost Coding | Use this script to create Employee Remuneration Infotype for wage types that you enter payment amounts and cost coding. | PA30_IT2010_WTAmount_CostCoding.xlsx |
| PA30 | 2013 | Quota Corrections Create | Use This Script to create Quota Corrections. Default options are to Increase generated entitlement and Transfer collected entitlement immediately. | PA2013__Create.xlsx |
| PA30 | 9105 | Employee Duty Station Create | Use this script to create the employee Duty Station Infotype with the UFI code. This only needs to be created if there is a need to override the employee's position UFI code. |
PA30_IT9105_CREATE-1.xlsx |
| PA30 | 9105 | Empoyee Duty Station - End Date | Use this script to end date the Employee Duty Station Address (IT9105) override. | PA30_9105_EndDate.xlsx |
| PA30 | 9106 | Employee Telework/Flexible Work Create | Use this script to create an employee Telework/Flexible work status infotype 9106 record. NOTE: Do not leave the Flex work hours Start Time P9106-START_TIME and Flex work hours End Time P9106-END_TIME columns blank. If they are blank, it will cause issues in MyPortal. If Flex Hours are not needed for the employee enter 00:00:00 in the columns or use the script: Employee Telework/Flexible Work without Flex Hours. |
PA30_IT9106_Create-1.xlsx |
| PA30 | 9106 | Employee Telework/Flexible Work - End Date |
Use this script to end date the Telework/Flex Work (Employee) IT9106 Infotype. You will not be able to end date the employee's record until the employee is separated. |
PA30_IT9106_EndDate.xlsx |
| PA30 | 9106 | Employee Telework/Flexible Work without Flex Hours | Use this script to update an employee Telework/Flexible work status. This script does not include the Flex work hours fields. If Flex Hours are needed for the employee, use the script: Employee Telework/Flexible Work Create |
PA30_IT9106_Create_NoFlexHours-1.xlsx |
| PA40 | Appointment Change Action Update Employee Subgroup | Use this script to update the Employee Subgroup for an employee. Note: This script should only be used for employees that their current Employee Subgroup is remaining hourly or monthly. If the employee is currently monthly and the Employee Subgroup is changing to hourly or currently hourly and the Employee Subgroup is changing to monthly, the Planned Working Time (IT0007) and the Basic Pay (IT0008) will need to be manually updated. | PA40_Appointment_Change_Change_EE_Subgroup-1.xlsx | |
| PA40 | Separation_Action_Create (PA) | Use this script to perform part of the personnel administration processor portion of a PA40 separation action. This script will update the following infotypes: Action (0000) Organizational Assignment (0001) Employee Cost Distribution (0027) Date Specifications (0041) Position Relationship (1001) This script will not update the following Employee Master Data infotypes: Duty Station Address (9105) Telework/Flex Work (Employee) (9106) Communication - E-mail (0105 - subtype 0010) There are separate Winshuttle scripts that will update these infotypes. (OFM IT will run these scripts for agencies that submit the Separation_Action_Create Winshuttle Spreadsheet). This script will not update the Position Vacancy infotype (1007), see Position Vacancy script, if desired, for position vacancy clean-up. |
Separation_Action_Create (PA).xlsx | |
| PO10 | 1001 | Org Unit to Cost Center Relationships Create | Use this script to create org unit to cost center relationships. | PP01_Org_to_Cost_Center_Rel-1.xlsx |
| PO13 | 1001 | Position to Org Unit Relationship Update | Use this script to update Position to Org Unit Relationships. | PP01_IT1001_Position_To_ORG_REL-1.xlsx |
| PO13 | 1001 | Position to Position Relationship Update | Use this script to update Position to Position relationships | PP01_IT1001_Position_To_Position_REL-1.xlsx |
| PO13 | 1002 | Position Description Create | Use this Script to create Org Unit or Position Description Infotype IT0002. | PP02_IT1002_Create_Description-1.xlsx |
| PO13 | 1005 | Position Planned Compensation-Pay Grade Create | Use this script to create a Position Planned Compensation Infotype 1005 for positions that are related to job classes that are set up with a pay grade. | PP02_IT1005_Create_Position_PayGrade-1.xlsx |
| PO13 | 1005 | Position Planned Compensation-Pay Scale Create | Use this script to create a Position Planned Compensation Infotype 1005 for positions that are related to job classes that are set up with a pay scale. | PP02_IT005_Create_Position_PayScale-1.xlsx |
| PO13 | 1007 | Position Vacancy - Create | Use this script to create position vacancy infotype records. | PP02_IT1007_Create.xlsx |
| PO13 | 1008 | Position Account Assignment Features Update | Use this script to update the position Account Assignment Features. | PO13_IT1008_Copy-1.xlsx |
| PO13 | 1011 | Position Work Schedule- Percentage Update | Use this script to copy a positions current Work Schedule record and update the percentage on IT1011. | PP02_IT1011_WorkSchedule_Copy_Update_PositionPercentage.xlsx |
| PO13 | 1013 | Position Employee Group/Subgroup Update | Use this script to update position Employee Group and Employee Subgroup. | PP02_IT1013_Update-1.xlsx |
| PO13 | 1018 | Position Cost Distribution Create | Use this script to create cost distribution for positions. The end date defaults to 12/31/9999 | PP02_1018_Update-1.xlsx |
| PO13 | 1028 | Position Address UFI and Optional Fields Create | Use this script to create the position address Infotype with UFI code and other optional fields. | PP02_IT1028_Create_Address_All_Fields-1.xlsx |
| PO13 | 1028 | Position Address UFI and Optional Fields Update | Use this script to update the position address Infotype with UFI code and other optional fields. | PP02_IT1028_Copy_Address_All_Fields-1.xlsx |
| PO13 | 1028 | Position Address UFI Create | Use this script to update the position address Infotype with UFI code. | PP02_IT1028_Create_UFI-1.xlsx |
| PO13 | 1028 | Position Address UFI Update | Use this script to update the position address Infotype with UFI code. | PP02_IT1028_COPY_UFI-1.xlsx |
| PO13 | 1660 | Position Job Attributes - Duty Station County Code Create | Use this script to update the position Duty Station County Code on the Position Job Attributes Infotype IT1660. | PP02_IT1660_Create_Duty_Station_CountyCode.xlsx |
| PO13 | 1660 | Position Job Attributes – Position Sensitivity Update | Use this script to update the position sensitivity field on the position Job Attributes infotype 1660. | PP02_1660_Position_Sensitivity_Update.xls |
| PO13 | 1660 | Position Job Attributes – Security Clearance Update | Use this script to update the position Job Attributes infotype, Security Clearance Field. This will not delete existing data that is in the field. | PP02_IT1660_Security Clearance_Update.xlsx |
| PO13 | 9901 | Position Telework/Flexible Work Status Create | Use this script to create the Telework/Flexible Work status for a position. | PP02_IT9901_Create-1.xlsx |
| PP02 | 1000 | Organizational Management Object Name Only Update | Use this script to copy an Org Management Object and update the title. This script will not update the abbreviation. |
PP02_IT1000_Copy-1.xlsx |
| PP02 | 1000 | Organizational Management Object Update | Use this script to update the Object abbreviation and Object name for Organizational Management Object 1000 Infotype records. | PP02_1000_Create_Obejct.xlsx |
| PP02 | 1001 | Organizational Management Relationships Create | Use this script to create Org Management Relationships. | PP02_IT1001_Copy_ORG_Managment_Relationships-1.xlsx |
| PP03 | Position Create Pay Grade | Use this script to create new positions that have the planned compensation set up as Pay Grade (WMS, EMS). This script will not update the Position to Position relationship or the Description Infotype . These update will need to be made after the position is created. This script will only update one line of cost coding on the Cost Distribution Infotype . If there are multiple lines needed. Only enter the agency default coding and use the script Position Cost Distribution Create to update the multiple lines of cost coding after the position is created. After the position is created, the new Position object ID will display in the New Position Object ID PM0D1-SEARK column. |
PP03_Create_Position_PayGrade-1.xlsx | |
| PP03 | Position Create Pay Scale | Use this script to create new positions that have the planned compensation set up as Pay Scale. This script will not update the Position to Position relationship or the Description Infotypes. These update will need to be made after the position is created. This script will only update one line of cost coding on the Cost Distribution Infotype . If there are multiple lines needed. Only enter the agency default coding and use the script Position Cost Distribution Create to update the multiple lines of cost coding after the position is created. After the position is created, the new Position object ID will display in the New Position Object ID PM0D1-SEARK column |
PP03_Create_Position_PayScale-1.xlsx |