Upload
ferdinand-griffin
View
215
Download
1
Tags:
Embed Size (px)
Citation preview
1Copyright © 2015 ADP, LLC
Technical Assistance
If you encounter problems during this Live Meeting, call Microsoft® Office Live Meeting support at 1-866-493-2825.
If you are unable to join the audio conference, call Level 3 Communications Ready-Access® audio conferencing at 1-800-788-6092.
To minimize background noise, use your phone’s mute function or on your phone’s keypad, press:
– *6 to mute the line
– *7 to unmute the line
State your name before speaking.
Do not place your phone on hold.
For audio, call 1-800-377-0237.Access code:
Welcome to Importing Data for ADP Workforce Now
W008_PPT_WFN80V01_0515
W008_PPT_WFN80V01_0515
PLEASE BE ADVISED THATTHIS MEETING WILL BE RECORDED.
Importing Data for ADP Workforce Now
Welcometo...
3Copyright © 2015 ADP, LLC
Copyright and Trademarks
Copyright © 2015 ADP, LLC. All rights reserved.
These materials may not be reproduced in any format without the express written permission of ADP, LLC.
The ADP logo, ADP , and IN THE BUSINESS OF YOUR SUCCESS are registered trademarks of ADP, LLC. All other trademarks and service marks are the property of their respective owners.
4Copyright © 2015 ADP, LLC
Introductions and Expectations
Your name
Your location
Your role
5Copyright © 2015 ADP, LLC
Norms
Be responsible for your own learning.
Return promptly from breaks.
Participate. Ask any question that comes to mind.
Make mistakes. This is a safe environment.
6Copyright © 2015 ADP, LLC
Norms
Minimize distractions. Return promptly from breaks. Participate. Ask any question that comes to mind. Make mistakes. This is a safe environment. Put your phone on mute during the presentation.
– Press *6 to mute.
– Press *7 to unmute.
Do not place your phone on hold.
7Copyright © 2015 ADP, LLC
Course Purpose
This course has been designed to provide you with the knowledge and hands on experience required to be comfortable using the Importing Data for ADP Workforce Now®.
This course prepares you to update data in ADP Workforce Now® after your ADP Implementation team has completed the initial importing process (referred to as the data conversion process).
It describes the available methods for updating data, including importing in batch, focusing on employee and paydata.
8Copyright © 2015 ADP, LLC
Course Objectives
Upon completion of this course, participants will be able to:
Describe importing and the available import methods and data types at a high level
Prepare data import files
Import employee data
Import paydata
Troubleshoot and verify imported data
9Copyright © 2015 ADP, LLC
Course Agenda
Module 1: Importing Overview Module 2: Preparing the Data Import File Module 3: Importing Employee Data Module 4: Importing Paydata Module 5: Verifying Your Imported Data Module 6: Course Closing
Module 1: Importing Overview
11Copyright © 2015 ADP, LLC
Module 1 Introduction
Purpose This module prepares you to describe the importing process at
a high level, as well as the available data update methods and data import types.
12Copyright © 2015 ADP, LLC
Module 1 Introduction
Objectives
Upon completion of this module, you will be able to:
Describe the importing process at a high level Identify the available data update methods Identify the types of data that can be imported Explain the purpose of a Baseline Report Describe how to validate imported data Describe how to send notifications when a data import is
completed
13Copyright © 2015 ADP, LLC
The Initial Data Import Process
Overview
During your implementation, the Data Conversion team worked with you to map your employee data to the Workforce Now database. During this process, they ensured that all Validation tables were updated either:
During the I-Hub interview process
Manually
Through Import
14Copyright © 2015 ADP, LLC
What Is the Initial Data Import Process?
The Data Conversion/Implementation team uses the same process identified in the Data Import Process of this course. The same methodology is used for either an initial import, or updates to the data after the bulk of the data is set up.
15Copyright © 2015 ADP, LLC
Maintaining Data after the Initial Import
Available Data Update Methods
There are several methods available for maintaining data in ADP Workforce Now®. The following table describes all of the data update methods, as well as how to access them in the system:
Use This Data Update Method: When You Need to: By Accessing:
Importing Upload multiple types of data with different values
Process > Utilities > Import
Mass changeEnter the same field value for a group of employees
Process > HR > Mass Change
Manual data entry Change information for one employee at a time
Various options on the People menu
16Copyright © 2015 ADP, LLC
Importing Overview
Overview
ADP Workforce Now provides you with an automated mechanism for quickly and accurately updating your database with large quantities of data.
17Copyright © 2015 ADP, LLC
Importing Overview
What Is Data Import?
Data import is a process that loads data from a source file into your ADP Workforce Now database. Because it eliminates the need to enter data manually, importing provides an easy way to transfer large amounts of data from another source or to make multiple corrections.
18Copyright © 2015 ADP, LLC
Importing Overview
Importing versus Mass Change
Importing is useful when you need to upload multiple types of data with different values. If you need to update the same field value for a group of employees, the Mass Change feature is the more suitable option.
19Copyright © 2015 ADP, LLC
Importing Overview
What Is Mass Change?
Mass change involves entering the same field value for group of employees.
Refer to your Handout Manuals for a list of the available fields for mass change in ADP Workforce Now:
20Copyright © 2015 ADP, LLC
What Data Can Be Imported?
Overview
In ADP Workforce Now, you can import five types of data:
Validation table data
Applicants data
Benefits data
Paydata
Employee data
Time Off accruals data
Time and attendance data (if your company uses ADP Workforce Now Time & Attendance)
21Copyright © 2015 ADP, LLC
Data Types and Descriptions
Refer to your Handout Manual for a description of the Data Types that you can import.
22Copyright © 2015 ADP, LLC
The Data Import Process
Overview
Once you have determined that importing is the appropriate data update method, you will begin to follow the data import process.
23Copyright © 2015 ADP, LLC
Stages and Descriptions
The following stages make up the data import process:
1. Determine your data update type.
2. Determine the most appropriate data update method.
3. Prepare and test the data import file.
4. Run a baseline report.
5. Set up email notifications if required.
6. Import the data.
7. Troubleshoot and verify the imported data.
Refer to the table in your Handout Manual for the descriptions of these stages.
24Copyright © 2015 ADP, LLC
What Is a Baseline Report?
Overview
A baseline report is a snapshot of your data in its current state prior to the import. You can refer to this report to confirm that your data updated as expected. Running the baseline report represents the third stage of the data import process.
Depending on which type of information you are importing, you can run a standard report or create and run a custom report.
A baseline report is only required if you are updating existing records. It is not required if you are adding records.
25Copyright © 2015 ADP, LLC
Example Baseline Report
26Copyright © 2015 ADP, LLC
Validating the Imported Data
Overview
To validate the imported data, you can either run reports or view the data in ADP Workforce Now.
Additional Resources
For more information about standard reports, refer to WFN Support.
For more information about custom reports, refer to the Custom Reporting Basics for ADP Workforce Now course on Learn@ADP.
27Copyright © 2015 ADP, LLC
Validation Methods and Descriptions
You cause use one of the following validation methods depending on the type of data you are importing:
Run a report and compare it to the baseline report Review the import logs View the data on the appropriate page in ADP Workforce Now
Refer to the table in the Handout Manual for detailed descriptions.
28Copyright © 2015 ADP, LLC
Sending Notifications when a Data Import Is Completed
Overview
You can elect to send notifications when a data import is completed.
These notifications can be sent to both the Workforce Now Message Centre and an email address.
The process for setting up notifications is the same for all data types although you select a different template for the import preferences.
29Copyright © 2015 ADP, LLC
Module 1 Summary
In this module, you learned how to:
Describe the importing process at a high level
Identify the available data update methods
Identify the types of data that can be imported
Explain the purpose of a Baseline Report
Describe how to validate imported data
Describe how to send notifications when a data import is completed
Module 2: Preparing the Data Import File
31Copyright © 2015 ADP, LLC
Module 2 Introduction
Purpose This module helps you to prepare data import files depending
on the type of data you are importing.
32Copyright © 2015 ADP, LLC
Module 2 Introduction
Objectives
Upon completion of this module, you will be able to:
Prepare the data import file Prepare employee import files Prepare paydata import files Identify the other types of import files Use the Import Reference Guides to help you prepare data
import files
33Copyright © 2015 ADP, LLC
Preparing the Data Import File
Overview
Preparing for data import involves determining the type of data that you need to import, deciding on the most appropriate data update method based on the volume of data to be imported, preparing the data import file, running the baseline report, and setting your import preferences if notification when the importing process is finished is required.
34Copyright © 2015 ADP, LLC
Impacts of Effective Dating on Data Import Files
Some import files will require the Change Effective On field to be included in the data import file header. Effective dating means that ADP Workforce Now holds multiple records:
Historical
Current
Future
Refer to the Handout Manual for additional details.
35Copyright © 2015 ADP, LLC
What Is Preparing a Data Import File?
Overview
Requirements differ depending on the type of data that you are importing.
Each import file consists of a header that specifies the data to be imported.
Headers for each data type differ depending on the importing task, and the data that is important to your organization.
The best practice for creating import files is to specify the header information in a Microsoft Excel spreadsheet, which is much easier to read than a comma-separated values (CSV) file in Notepad.
Once you are sure that the headers in the import file are correct, then save the file to CSV format.
36Copyright © 2015 ADP, LLC
Requirements for the Data Import File
Requirements for each data import file include:
Include all required fields Ensure that all field headings are correct Ensure that fields are in the correct sequence Ensure that all data values are valid Save the file using the correct filenaming convention Save the file in the correct format
Refer to your Handout Manual for details.
37Copyright © 2015 ADP, LLC
The Employee Import File
Overview
To import employee data, users require Practitioner access to Workforce Now. You can use the employee import file to both change and delete employee data. You can use importing to update both current year, and year end data. The way you set up the employee import file determines whether current year or year-end data is imported.
When you import employee data, the requirements for the data import file vary depending on the following factors:
If the import is for new hires
If the import involves changes to existing employee data
If you are setting up new entries in the Validation Tables in Workforce Now, such as awards, memberships, license and certifications
38Copyright © 2015 ADP, LLC
Requirements for an Employee Import File
Requirement Description
Include all required fields
You must include Position ID in order for the records to be properly indexed.
Note: If you are importing additional positions for employees, you must also include the Associate ID field.
Ensure that all field headings are correct
Each field heading must match the requirements specified in the Importing Employee Data guide.
Ensure that fields are in the correct sequence
Your employee data import file must use one of the following sequences:• Position ID must be the first field.• If required, Associate ID must be the first field, and
Position ID must be the second field.
All other fields you are importing may be listed to the right in any sequence.
Ensure that all data values are valid
Ensure that you enter and format the data correctly. For example, enter Social Security numbers as nine digits with or without dashes and without spaces.
Save the file using the correct filenaming convention
You may use almost any filenaming convention for employee data import files. Restrictions are listed in the Importing Employee Data guide.
Note: If you want to import records from multiple company codes within the same file or positions that are not associated with a company code, you must use the filenaming convention EMP____.CSV.
Save the file in the correct format Save the file as a CSV or TXT file.
39Copyright © 2015 ADP, LLC
Data Import File Field Requirements for a New Hire
Overview
When you import new hires, different field requirements apply.
Refer to the table in your handout manual that lists the basic requirements and the order of fields for new hires.
40Copyright © 2015 ADP, LLC
The Paydata Import File
Overview
Only Practitioners with the correct access permission to the paydata import function can import paydata. Access to importing paydata is controlled by your profile memberships and access permissions. These are set up for you by your company administrator. You can import both current year and year-end paydata.
41Copyright © 2015 ADP, LLC
Requirements for the Paydata Import File
Requirement Description
Include all required fields
You must include Position ID, Payment and Description. If Position ID is not included, then Company Code and File Number must be the first two fields. Additional fields are required and vary depending on the type of paydata you are importing. These requirements are specified in the Importing Paydata guide.
Ensure that all field headings are correct
Each field heading must match the requirements specified in the Importing Paydata guide.
Ensure that fields are in the correct sequence
Your paydata import file must use the following sequence:
Position ID
Note: If Position ID is not used, then Co Code, Description, File # and the other fields.
Co Code must be the first field - not required if Position ID is used.
Description must be the second field - not required if Position ID is used.
File # must be the third field.
The other fields you are importing are listed to the right.
Ensure that all data values are valid
Ensure that you enter and format the data correctly. For example, enter file numbers with no more than nine digits.
Save the file using the correct filenaming convention
Use the filenaming convention EPIccccAA.CSV, where "cccc" represents the company code.
Save the file in the correct format Save the file as a CSV file.
42Copyright © 2015 ADP, LLC
Other Types of Imports
Importing Validation Table Data
Validation tables contain the data that make up the selection lists for many of the fields in ADP's Workforce Now. For example, the Department table contains the codes displayed in the Home Department field on the Position page, and the Temporary Department column on the Paydata Entry Batch page.
Most of the validation tables for your company are set up by ADP during the initial import process. After the initial setup, you may need to add more entries, or records, to a validation table.
There are two options available for updating Validation Table data: Through the Workforce Now menu – Setup > Tools >
Validation Table Using an import file
43Copyright © 2015 ADP, LLC
Other Types of Imports
Importing Time & Attendance Data
Typical Time & Attendance data are things like schedules or major changes to Labour Charge fields. For example, if you have a complete reorganization, an import field can be used to import employee level Labour Charge fields.
44Copyright © 2015 ADP, LLC
Using the Import Reference Guides
The Import Reference Guides contain useful information on how to structure your import file for the various import types. The best practice for preparing an import file is to use the corresponding import guide while you are creating the data import file.
For more detailed information about preparing your data import files, refer to the following ADP Workforce Now guides on the Support Center:
Importing Applicant Data Importing Employee Data Importing Paydata Importing Validation Table Data Importing and Exporting Time and Attendance Data
44
45Copyright © 2015 ADP, LLC
Module 2: Summary
In this module, you learned how to:
Prepare the data import file Prepare employee import files Prepare paydata import files Identify the other types of import files Use the Import Reference Guides to help you prepare data
import files
46Copyright © 2015 ADP, LLC
End of Module 2
Module 3: Importing Employee Data
48Copyright © 2015 ADP, LLC
Module 3 Introduction
Purpose This module prepares you to work with some common
scenarios you will encounter when updating employee data.
49Copyright © 2015 ADP, LLC
Module 3 Introduction
Objectives
Upon completion of this module, you will be able to: Use the Importing Employee Data guide to help you prepare an
employee data import file Prepare an employee data import file for newly hired
employees Validate imported data for newly hired employees Prepare an employee data import files for employees with
salary increases Validate imported data for employees with salary increases
50Copyright © 2015 ADP, LLC
Module 3 Introduction (continued)
Prepare an employee data import file when reporting structure changes
Validate imported data when reporting structure changes Use the Mass Change feature in ADP Workforce Now to
update reporting structure changes
5151 Copyright © 2013 ADP, Inc.
Activity: Importing Employee Data for New Hires
© 2015 ADP, LLC 51
5252 Copyright © 2013 ADP, Inc.
Activity: Importing Employees with Salary Increases
© 2015 ADP, LLC 52
5353 Copyright © 2013 ADP, Inc.
Activity: Handling Reporting Structure Changes
© 2015 ADP, LLC 53
54Copyright © 2015 ADP, LLC
Module 3: Summary
In this module, you learned how to:
Use the Importing Employee Data guide to help you prepare an employee data import file
Prepare an employee data import file for newly hired employees
Validate imported data for newly hired employees Prepare an employee data import file for employees with salary
increases Validate imported data for employees with salary increases
55Copyright © 2015 ADP, LLC
Module 3: Summary (continued)
Prepare an employee data import file when reporting structure changes
Validate imported data when reporting structure changes Use the Mass Change feature to update reporting structure
changes
Module 4: Importing Paydata
57Copyright © 2015 ADP, LLC
Module 4 Introduction
Purpose This module prepares you to work with some common
scenarios you will encounter when updating paydata.
58Copyright © 2015 ADP, LLC
Module 4 Introduction
Objectives
Upon completion of this module, you will be able to:
Use the Importing Paydata guide to help you prepare a paydata import file
Prepare a paydata import file for bonus payout in the current paycycle
Validate imported data for bonus payouts in the current paycycle
Prepare a paydata import file for employees with vacation time remaining to be paid out at the end of the year
Validate imported data for employees with vacation time remaining to be paid out at the end of the year
Identify the options for structuring a paydata import file
5959 Copyright © 2013 ADP, Inc.
Activity: Confirming Codes for Earnings in the Validation Tables
© 2015 ADP, LLC 59
6060 Copyright © 2013 ADP, Inc.
Activity: Importing Bonuses
© 2015 ADP, LLC 60
6161 Copyright © 2013 ADP, Inc.
Activity: Importing Vacation Pay
© 2015 ADP, LLC 61
62Copyright © 2015 ADP, LLC
Options for Structuring a Paydata Import File
When you structure a paydata import file, these are the available options.
Use a single Payment Type in the import file Combine various payment types in a single file
The following graphic shows a sample Bonus Pay import file:
63Copyright © 2015 ADP, LLC
Options for Structuring a Paydata Import File (continued)
The following graphic shows a sample Vacation Pay import file, which is designated as a Current Pay payment type:
The Current Pay payment type requires the fields Earnings Code and Earnings Value in the header.
64Copyright © 2015 ADP, LLC
Options for Structuring a Paydata Import File (continued)
If you were to combine both of these payment types in a single paydata import file, you would need to leave the field for Earnings Value blank for Bonus Pay, and leave the field for Earnings Amount blank for Vacation Pay, as shown in the following graphic:
Always refer to the Importing Paydata Guide for information on the fields required in the import file header.
65Copyright © 2015 ADP, LLC
Module 4: Summary
In this module, you learned how to:
Use the Importing Paydata guide to help you prepare a paydata import file
Prepare a paydata import file for bonus payouts Validate imported data for bonus payouts in the current
paycycle Prepare a paydata import file for employees with vacation time
remaining to be paid out at the end of the year Validate imported data for employees with vacation time
remaining to be paid out at the end of the year
Module 5: Validating the Imported Data
67Copyright © 2015 ADP, LLC
Module 5 Introduction
Purpose This module shows you how to troubleshoot common problems
you may find with employee and paydata import files
68Copyright © 2015 ADP, LLC
Module 5 Introduction
Objectives
Upon completion of this module, you will be able to:
Use the import log files for troubleshooting Correct some common problems you may find with data import
files
69Copyright © 2015 ADP, LLC
Verifying Your Imported Data
Overview
After the import, you verify that the data imported as expected. You may also need to troubleshoot any errors or warnings that occurred. Verifying data is the final stage of the data import process.
70Copyright © 2015 ADP, LLC
Troubleshooting Errors and Warnings
Overview
Errors and warnings are generated when data is incomplete or invalid. If errors occurred, the import file status will display as Completed with Errors. The following example shows this status:
71Copyright © 2015 ADP, LLC
Import Error Example
72Copyright © 2015 ADP, LLC
Types and Descriptions
Type Description Impact Example
Error Occurs when data is incomplete or invalid
The record that caused the error is rejected, and none of the data in that record is imported.
A digit is missing from an employee's Position ID.
Warning Occurs when data that is being imported may impact other areas in ADP Workforce Now
The record is imported, but your follow-up is required.
An employee is moving to another province. Because the move may have tax implications, you will need to perform an employee transfer.
7373 Copyright © 2013 ADP, Inc.
Activity: Correcting Importing Errors
© 2015 ADP, LLC 73
74Copyright © 2015 ADP, LLC
Module 5: Summary
In this module, you learned how to:
Interpret information in the import log files Identify and resolve issues with a data import file
75Copyright © 2014 ADP, Inc.
Course Objectives
Now that you have completed this course, you are prepared to do the following: Describe importing and the available import methods and
types at a high level Prepare the Data Import File Import Employee Data ImportPaydata Troubleshoot and verify imported Data
Course Closing
76Copyright © 2015 ADP, LLC
Support after Class
Overview
Various options are available for training the users in your organization:
ADP Workforce Now Support Centre ADP Client Service Centre
Learning bytes The Bridge
Online Help
77Copyright © 2015 ADP, LLC
www.adp.com/mobilesolutions/
78
Thank you!
78
It was my pleasure to work with you today!
Class name:
Name and title:
Email address:
Copyright © 2012–2014 ADP, Inc.
79
What Questions Do You Have?
79Copyright © 2012–2014 ADP, Inc.
80Copyright © 2015 ADP, LLC
Training Evaluation
Thank you for attending this course, we look forward to seeing you in the future.
Your feedback is vital to continuous improvement. Please take a moment to complete our short evaluation so that
we can continue to provide you with high quality training programs.