WPS Uae

Ministry of Labour
&
Central Bank of The United Arab Emirates

Wages Protection System

Company Validation Utility
Document Code WPS-CVU01 Version 3.1.0
Utility Version 10.0

Published: June 23
rd
2010
Valid From: July 1
st
2010

Wages Protection System (WPS)
Document Code: WPS-CVU01

Proprietary & Confidential Page 2 of 38

1. Table of Contents
1. Table of Contents ........................................................................ 2
2. Document Overview...................................................................... 4
2.1. Wages Protection System.......................................................... 4
3. System Requirements .................................................................... 5
4. Installation Instructions ................................................................. 6
4.1. Pre-requisites........................................................................ 6
4.2. Installing.............................................................................. 6
5. First Use of the Utility ................................................................. 12
6. Using the Utility ........................................................................ 15
6.1. Configuration Files................................................................ 15
6.2. Reference Data File............................................................... 15
6.3. Date specific directories......................................................... 15
7. File Menu................................................................................. 19
8. Wages Protection System ............................................................. 20
8.1. File Types .......................................................................... 20
8.2. Verify Files ......................................................................... 21
8.3. Bulk Verify Files ................................................................... 21
9. Additional Utilities ..................................................................... 23
9.1. Define Mapping .................................................................... 23
9.2. Convert to WPS Format .......................................................... 28
10. Verify&Forward Files................................................................ 32
11. Update Config Files.................................................................. 34
12. Maintain Reference Database...................................................... 35
13. Employers File Format .............................................................. 36
14. Employees File Format.............................................................. 37



15. Employee Account with Agent File Format ...................................... 38



2. Document Overview
This document provides the installation instructions and the usage guidance for
the Wage Protection System Company Validation Utility (WPSCVU). The
WPSCVU is a utility that can be safely used by companies to verify the formats
of the salary files that needs to be provided to their bankers for onward
delivery to the WPS.
2.1. Wages Protection System
Kindly refer to Wages Protection System Company Responsibility Guide
{Document reference: WPS-CRG01} that details the various responsibilities of
the companies, limited to the data to be provided to their bankers for onward
delivery and processing in the WPS.



3. System Requirements
The application can be installed on any Windows PC/Workstation. The
minimum configuration of the Windows PC/Workstation is as indicated below in
this section.
1 x Windows 2000/XP PC
2 GB Memory
100GB available HDD
CD ROM Drive



4. Installation Instructions
4.1. Pre-requisites
Have the following information handy:
Mandatory
The Drive & Directory, where you wish to install the application.
Your entity id as provided by the CBUAE
The name of you institution.
Optional
A TXT file containing the list of the PERSON-ID as provided by the
MOL to each and every one of the employees of the various
establishments. Note that this is only required if you want the utility to
validate the person ids contained in the files. The format of the file is
specified in Section 14
A TXT file containing the list of the ESTABLISHMENT-ID as provided
by the MOL to each and every one of the establishments. Note that this
is only required if you want the utility to validate the establishment ids
contained in the files. The format of the file is specified in Section 13
A TXT file containing the list of the ACCOUNT-NUMBERS as issued by
your institution (the entity) for each and every worker/employee. Note
that this is only required if you want the utility to validate the
establishment ids contained in the files. The format of the file is
specified in Section 15
4.2. Installing
The installation of the utility is simple and should not take more than a few
minutes if done properly. You would have received a compressed package
named WPSUTILS.ZIP. This is required for you to begin the installation
process. Have this ready and follow the instructions.
Copy the file WPSUTILS.ZIP into C:\TEMP
After copying open Windows Explorer
Navigate to C:\Temp. You should be able to see the file.
Select the file



Now press the Right Hand Side button on your pointing device (Mouse)

Highlight the Extract files option



And click once using the Left Hand Side button of the pointing device.
A dialogue box shall be presented to you and in the space provided, type
in the path where you want the utility to be installed. As an example
type in C:\WPSUTIL



Now press the OK button. Once all the files have been extracted the
WinZip utility window will close.
Navigate to C:\WPSUTIL. You should be able to see the following files.



Select and double-click the file EWPMS.INI
The file will be opened using NotePad and the contents will be presented
to you as depicted below.

In the second line below [APPSDATA], the default value will be
AppsDir=C:\ EWPMS READER\. Change this to the path you had
indicated for the installation. In this document the path used was
C:\WPSUTIL.

Now close the file after saving the changes made.





5. First Use of the Utility
The utility can be invoked using the EWPMS.EXE. The very first time the
application is invoked, the user will be solicited for a few details as explained
below.
When the EWPMS.EXE is invoked, a screen as depicted below will
appear.

Choose the Corporate option by clicking on the RADIO BUTTON.
Have employer data file and will use to validate If you have the
establishment id file in the format specified in Section 13 then indicate
so by clicking the check-box. The file name for upload will be solicited
later.
Have employee data file and will use to validate If you have the
employee id file in the format specified in Section 13 then indicate so by
clicking the check-box. The file name for upload will be solicited later.
Have employee account data file and will use to validate If you have
the employee account file in the format specified in Section 13 then
indicate so by clicking the check-box. The file name for upload will be
solicited later.
Once you have keyed in all the details, click the Create Data Store
button.
If you checked off the Have employer data file and will use to
validate, then at this time, the installer will solicit the user to select
the file containing the list of the establishment ids.



Select the file and hit the Open button. The installer will verify the
data.
The same applies to the files required for the other two check-boxes.
Files will be loaded and stored for validation when the utility is used.

Press OK. This will exit the installer.
When the utility has been successfully installed, you can observer that the
following directories as depicted have been created for use.





6. Using the Utility
The utility can be invoked using the EWPMS.EXE. You may want to create a
Shortcut on your desktop for ease of access.
6.1. Configuration Files
The entity specific configuration files are all required to be available under the
CONFIGS folder of the main application directory. Ensure that you secure a
copy of these immediately post installation and after every update.

Whilst the WPSDATASTORE.INI is a configuration file that stores your
installation specific parameters, the other configuration files are standard as
provided by CBUAE. Updates as and deemed necessary will be provided to all
the entities.
6.2. Reference Data File
The following data files (if chosen during installation) are stored for reference
purposes. Ensure that you secure a copy of these immediately post installation
and after every update.

6.3. Date specific directories
When the utility is invoked, there are date specific directories that created for
ease of storing file as per processing date.



6.3.1. WPS Usage Notice
Every time the application is invoked, the following window shall pop-up and
solicit an appropriate



response.

Choose between I agree and I disagree.
If you have chosen I disagree the Abort button will be displayed.
Click the same to abort.
If you have chosen I agree the Proceed button will be displayed.
Click on the same to continue.
6.3.2. Main Menu
When the application is invoked the main window is presented as depicted
below.





7. File Menu
The following functions are available under this menu

Set Printer
Allows the users to select a printer for the session.
Exit
Allows the users to exit the utility.



8. Wages Protection System

8.1. File Types
This function allows the user to select a specific file type and provides the
following information pertinent to the chosen file type.
The File Type
The file name suffix
The file name prefix length and parts
The record types allowed in the file
Description of the records in the file.



8.2. Verify Files
This function allows the user to search for a specific data file and validate the
contents of the data file. The user will need to choose the file type prior to
selecting the data file for validating.

Once a file has been selected for verification, then the system records all the
errors it finds in the chosen file in the Results window.
8.3. Bulk Verify Files
The following functions are available under this menu



Auto Validate SIF.
Allows the user to bulk verify all the SIF files placed in the
C:\WPSUTIL\WPSDB\SOURCE\ path. All the files that are found to be
OK are moved to the C:\WPSUTIL\WPSDB\GOOD\yyyymmdd\ folder
whilst those that fail the validation are moved to C:\WPSUTIL\WPSDB
\BAD\yyyymmdd\
The same is applicable for all the other file types.



9. Additional Utilities

9.1. Define Mapping

This function allows the user to define either a generic or customer specific XLS
to SIF field mapping. Once a generic or customer specific mapping has been
defined and stored, the same will be used by the system to convert XLS files
into SIF.
The initial screen as displayed is shown below:



The only available option is to define the mapping for SIF. Click on the drop-
down-list-box and select SIF. The system will fetch the default and display the
details as depicted below.

The EDR record in the SIF file has 10 fields and each of these fields can be mapped
to a different field in the source XLS. If the record type EDR is not available in
the XLS file then you will need to indicate the XLS column as 0. This is the case
in the example used in this document.



In this document the mapping is being defined for the source XLS as depicted
below and this mapping is customer specific for company 473858

The XLS fields are as below
Employee ID Col D Col 4
Agent Routing Code Col E Col 5
Employee Account Col F Col 6
Pay Start Date Col G Col 7
Pay End Date Col H Col 8
Days in Period Col I Col 9
Fixed Income Col J Col 10
Variable Income Col N Col 14
Days on Leave Col O Col 15
This information has to be keyed in using the facility provided. Once the
columns are mapped, then the user must validate the mapping by clicking on the
button. At this time errors if any in the mapping will be
reported.



Fix the errors and click on the button again. If the mapping
is fine then the will be enabled.



At this time, the user will need to click on the button.
The following message box will be displayed and a response solicited from the
user.

As we plan to store this mapping specific to a company 473858 we will click
on YES. If the need is to store it as a generic mapping then click on No
The establishment id will need to keyed in the provided field and the system
would save this mapping as specific to this company.



9.2. Convert to WPS Format
Once a generic or specific mapping has been defined and ready for use, XLS
files from companies can be converted into SIF using the below identified
function.

The default screen is as depicted below



Enter the employer id
Enter the bank through which the SIF will be sent out to WPS
Select SIF from the drop-down-list-box
The system will now solicit the user to identify the XLS file to be
converted.



Navigate and select the file

Now click on Open. The XLS file will be converted into a SIF file

The SIF file is then placed in a pre-defined folder for further processing.
?:\???\ \WPSDB\SIFFILES\*.SIF. The screen print of the generated SIF is as



below



10. Verify&Forward Files

Files generated by application, must be verified and forwarded for further
processing. A sample screen shot is provided below for SIF.
Files are placed in the root directory meant for the file type.

The function is invoked. This allows for the files to be validated and processed.



Upon completion of the process, the SIF files that can be forwarded to the WPS
@CBUAE is placed in the directory FORWPS under the root directory for a file
type.



11. Update Config Files



12. Maintain Reference Database



13. Employers File Format
ID Field
Label
Max
Size
Type Use Mandated contents / Remarks
01 Employer
ID
13 AN M The unique id for the employer as assigned by MOL.
This field will have to be padded with leading zeros if
the length is less than the maximum specified length of
13.
02 Employer
Name
35 AN O Only English, Documentary
03 Employer
PO BOX
8 N O Documentary
04 Employer
Emirate
Code
1 N O If present, then must be a valid emirate ID
1 Abu Dhabi
2 Dubai
3 Sharjah
4 Ajman
5 Ras Al Khaimah
6 Umm Al Qaiwan
7 Fujeirah
05 Primary
Economic
Activity
ID
2 N O Refer to Section Error! Reference source not found. for
the list of valid codes against which the provide data
will be validated if provided.
06 Company
Active
1 A O Yes / No
07 Trade
License
Number
20 AN O Documentary
08 Trade
License
Expiry
Date
10 D O Must be a valid date as YYYY-MM-DD if the data is
present



14. Employees File Format
The employee file may contain the following information.
ID Field Label Max
Size
01 Employee
ID
14 A M Person Id as assigned by MOL. This field will have to be
padded with leading zeros if the length is less than the
maximum specified length of 14.
02 Employee
Name
100 A O Can be left blank if information not available.
03 Employee
Nationality
3 A O Can be left blank if information not available. If data
is present then it should conform to ISO 3166-1-alpha
country codes.
04 Employer
ID
13 N O If left blank the system will fill in the value as keyed in
during the installation
05 Employee
Passport
Number
15 AN O Documentary
06 Employee
Residence
Visa
Number
15 AN O Documentary
07 Employee
Labour
Card
Number
15 AN O Documentary
08 Employee
Emirates
ID
15 AN O Documentary
09 LC Active 1 A O Yes or No



15. Employee Account with Agent File Format
ID Field Label Max
Size
01 Employee
ID
14 A M Person Id as assigned by MOL. This field will have to be
padded with leading zeros if the length is less than the
maximum specified length of 14.
02 Account
Number
30 AN M The account as held in the books of the bank for the
customer (employee)
03 Account
Title
50 AN O Can be left blank if information not available.

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