Odyssey Release Notes

Transcription

1 Odyssey Release Notes SP-ODY-ODY-RN DODY.00

2 Sage All rights reserved. This document contains information proprietary to Sage and may not be reproduced, disclosed, or used in whole or in part without the written permission of Sage. Software, including but not limited to the code, user interface, structure, sequence, and organization, and documentation are protected by national copyright laws and international treaty provisions. This document is subject to U.S. and other national export regulations. Sage takes care to ensure that the information in this document is accurate, but Sage does not guarantee the accuracy of the information or that use of the information will ensure correct and faultless operation of the service to which it relates. Sage, its agents and employees, shall not be held liable to or through any user for any loss or damage whatsoever resulting from reliance on the information contained in this document. Nothing in this document alters the legal obligations, responsibilities or relationship between you and Sage as set out in the contract existing between us. This document may contain screenshots captured from a standard Sage system populated with fictional characters and using licensed personal images. Any resemblance to real people is coincidental and unintended. All trademarks and service marks mentioned in this document belong to their corresponding owners. SP-ODY-ODY-RN DODY.00 Sage

3 Contents Contents About these Release Notes 4 Related Information 5 Release Summary 7 Release Content 9 Enhanced Onboarding 10 Configure Page Settings: Pre Boarding 11 Policy Options: Pre-boarding 12 Editing the Employment Status Picklist 13 Pre Boarder View of WX 15 Timesheet Comments now Enabled 19 Setting up a Timesheet Pattern 20 Timesheets: Common Elements 23 Adding Comments to Timesheets in WX 25 Viewing, Editing, and Adding Timesheet Comments in the HR Manager Portal 31 Translation Workbench: Timesheet Comments 32 Combo Box Support for HR Requests in WX 33 Converting Additional Information Picklists to Combo Boxes and Text Fields to Picklists 35 Enhanced HCM Field Coverage 36 Enhanced Validation for Social Security Number 37 The Work Location Library 39 Manual Batches now Accessible from Configure Page 42 Glossary of Terms 43 Index 44 Sage

4 Welcome to the Sage People Odyssey Release! Odyssey delivers new versions of the following packages: Data Loader: version Human Capital Management (HCM): version Payflow: version Recruit: version Resource Manager: version Time: version About these Release Notes These are the initial Odyssey production releases. Any further minor releases increment the number after the decimal point. The following packages are not updated by Odyssey: Async Reporting: latest version Mobile Android: latest version Mobile ios: latest version1.0.9 Recruit Enterprise: latest version 9.04 These Release Notes provide full information on what has changed in this release: A brief, high level summary of the functionality. Step by step set up and usage information: indicates a completely new feature for this release. indicates a significantly enhanced feature for this release. Highlighted text indicates other enhancements. To make it easier for you to find enhancements to the parts of Sage People that you use most often, information is ordered by product area. Select the links in the Release Summary, use the bookmarks, or navigate using the contents list. Sage

5 About these Release Notes Related Information The Odyssey, an epic poem ascribed to Homer and probably composed in the eighth century BC, describes the 10 year voyage home to Ithaca of its hero, Odysseus, after the Trojan war. Odysseus is a master of disguise, cunning, and story telling, and the Odyssey recounts his adventures and those of his son, Telemachus, and long suffering wife, Penelope. The Odyssey is regarded as one of the foundations of western literature and incorporates many elements seen in later works, including flashbacks to describe preceding events, and the way the decisions made by minor characters can influence events. The Odyssey has been translated into many languages and into English by many authors from at least the 17th century onwards. Odyssey has become synonymous with epic journey, and has been chosen as a name for diverse entities including companies, computer games, music albums, novels, fictional and real spacecraft, such as the Mars Odyssey orbiter, a continuing NASA mission launched in The Sage People Odyssey release, March 2018, includes: An enhanced onboarding process, enabling easy identification and controlled visibility for Pre Boarders. The ability to add comments to Timesheets. Extended and enhanced field coverage to support US Payroll requirements, including: o New fields on Salary and Absence objects for Pay Code o New fields on the Benefit Plan to hold Employer Match and Employer Match Limit percentages. o Enhanced validation for the Social Security Number field, now linked to Work Location. Related Information Full documentation supporting Sage People Odyssey is available in the following guides: HCM Configuration Guide Coverage summary How to set up, manage, and maintain the Sage People HCM system. Includes detailed configuration information. Typical target audience You have overall responsibility for the content of the Sage People system within your organization and provide first line support for HR Managers. HCM: Guide for HR Managers Coverage summary How to use the Sage People HR Manager's Portal to enter and maintain employment details, including salary, salary related, and benefits information. How to use the libraries supplied with HCM, and how to use reports and dashboards to extract and view information held in the system. Typical target audience You have responsibility for the HR records of a number of employees and provide first line support on the HR system for them. Sage

6 About these Release Notes Related Information Payflow Implementer's Guide Coverage summary How to set up, manage, and maintain data flows between Sage People and other systems, typically for data related to compensation and benefits. The guide includes sections on setting up a benefit selection system on Sage People. Typical target audience You have responsibility for implementing an interface between Sage People and one or more external services. Time: A Complete Guide Coverage summary How to set up and use Timesheets on Sage People. Covers Timesheet completion and approval through WX, and maintenance through the HR Manager's Portal. Includes step by step guidance for setting up Pay Codes, Overtime Rules, Timesheet Patterns, and Work Allocations, and reference tables of field names and profile settings. Typical target audience You have responsibility for supporting Sage People Time within your organization. WX Configuration Guide Coverage summary How to set up, manage, and maintain the extra functionality delivered with Sage People WX. Includes detailed configuration information. The information builds on the HCM Configuration Guide. Typical target audience You have overall responsibility for the content of the Sage People system within your organization and provide first line support for HR Managers. WX: Guide for Users Coverage summary How to use Sage People WX for all day to day HR processes, such as booking vacation and recording absence, setting and checking objectives, and recording changes to your personal circumstances. Typical target audience You are an employee with no special HR duties, though you may run a team and have operational responsibility for them. You want quick and easy self service access to the information your organization asks you to maintain about yourself and your direct reports. Sage

7 Release Summary Feature Select the link to jump to a full description. No setup WX HR/Recruit Manager Portal HR/Recruit Admin. Contact Sage People See the guide for related information. Switchable Setup Setup Note 1 Note 2 Note 3 Note 4 Note 5 Major functional enhancements Enhanced Onboarding Support for Pre Boarding, helping accelerate the onboarding process (see page 10). HCM Configuration Guide WX Configuration Guide WX Guide for Users Timesheet Comments Add comments to Timesheets through WX, manage Timesheet Comments through the HR Manager portal (see page 19). Time: A Complete Guide HCM: Guide for HR Managers WX Guide for Users Combo Box functionality for HR Requests Use combo boxes in place of picklists for Lookup fields in WX new HR Requests (see page 33). WX Configuration Guide HCM Configuration Guide Other enhancements Enhanced Field Coverage New fields offer closer compatibility with US payroll requirements (see page 36). HCM Configuration Guide Payflow Implementer's Guide Enhanced Social Security Number Validation Format validation at point of entry in WX and the HR Manager portal (see page 37). HCM: Guide for HR Managers Run manual batches from HCM Configure page Form Reminder and Benefit Enrollment batches now have Run Now buttons (see page 42). HCM Configuration Guide Sage

8 Release Summary Related Information Notes 1. Features are present and require no setup to use. 2. Features appear in WX and can be switched on or off using a Policy or Configure page setting. 3. Features appear in the HR Manager Portal or the HR Recruit Portal and can be configured. 4. Features are available to the HR or Recruit Administrator and require configuration. 5. Contact Sage People if you wish to use these features. No new features force you to use them. Choosing to use the new features can greatly enhance your Sage People experience, but you can continue to use your existing system in its current form. None of your customizations are affected. Sage

9 Release Content The following pages provide full information on what has changed in this release, arranged by feature as listed in the Release Summary. Sage

10 Enhanced Onboarding Enhanced Onboarding New options enable you to create an enhanced experience for new hires by giving them controlled, limited access to WX services and processes before their start dates. Access for Pre Boarders can also include or exclude the org chart and Team Member contact details displayed on the People Bar. Pre-boarders are visible to their managers but hidden from other Team Members. To set up Pre Boarding: 1. Add one or more Pre Boarding options to the Team Member Employment Status picklist (see page 13). Employment Status enables Pre Boarders to be identified by Sage People processes and access permitted or excluded. 2. On the HCM Configure page: a. Add Pre Boarding status values to the WX Setup, WX Hidden Employment Statuses field (see page 11). Team Members with Hidden Employment Statuses are hidden in WX from other employees except their managers. b. Add Pre Boarding status values to the Pre Boarders section, Is Pre Boarder field (see page 11). Values entered must exactly correspond with the Pre Boarder values you have defined in the Team Member Employment Status picklist. 3. Create a Policy to assign to Pre Boarders, setting the options you want. Typically, copy an existing Policy and edit it to create the levels of process visibility and access you want to grant Pre Boarders. 4. Assign to the Pre Boarder Policy any Internal Communications you want to make available to them. 5. Assign Pre Boarders to the Pre Boarder Policy. 6. If you do not assign a dedicated Policy to all Pre Boarders but allocate Pre Boarders to Policies used by Team Members with other employment statuses, you can take advantage of the Hide Contact Details From Pre Boarders checkbox. If checked, contact details for all Team Members assigned to the Policy are hidden from Team Members with Employment Status set to one of the Pre Boarding values you have defined. Sage

11 Enhanced Onboarding Configure Page Settings: Pre Boarding Configure Page Settings: Pre Boarding Setting Description WX Setup section WX Hidden Employment Statuses Text. Team Members with any of these Employment Status values are hidden in WX from all other Team Members except their managers, their manager's manager, and so on up the management hierarchy. Employment Status values are recorded in the Team Member Employment Status picklist field. Values you enter in WX Hidden Employment Statuses must exactly match the values in the picklist. Typically used to hide new hires who have been added to your org as Pre Boarders before their start dates. Enter values separated by commas. Pre Boarders section Is Pre Boarder Text. Values recorded in the Team Member Employment Status picklist field used to indicate a Team Member is a new hire who has not yet started with your organization: a Pre Boarder. If left blank, only Team Members with Employment Status set explicitly to Pre Boarder are identified as Pre Boarders. If you enter values in this field you must include Pre Boarder as one of those values. Enter values one per line. Sage

12 Enhanced Onboarding Policy Options: Pre-boarding Policy Options: Pre-boarding Option Hide Contact Details From Pre Boarders Description Checkbox. If checked, the Contact Details displayed for each Team Member in the WX People Bar and Org Chart are hidden from all Team Members with Employment Status set to one of the values you have defined for Pre Boarders. Sage

13 Enhanced Onboarding Editing the Employment Status Picklist Editing the Employment Status Picklist The Employment Status picklist stores values you can assign to an employee, such as Active, Contractor, Future Leaver, Left. The assigned value can be used to control Team Member visibility and access to processes. Values can be translated into other languages. The Employment Status picklist is a field on the Team Member object. With Administrator access you can edit the values in the picklist, changing names, adding or deleting values, changing the display order and setting a default value. To edit the picklist: 1. Go to Setup > App Setup > Create > Objects. 2. In the list of objects, select the Team Member Label. 3. In the list of Team Member Custom Fields, select the Employment Status Field Label. 4. Scroll down to the Values Related List and select New to add a new value to the picklist. 5. Sage People displays the Add Picklist Values page. 6. In the text box add the values you want, one per line. For example, to add a status value for Pre Boarders, enter: Pre Boarder 7. Select Save. The Values Related List is redisplayed with the new value(s) added to the end of the list. The order of values in the list is the order used when the picklist is displayed. To change the order: a. Select Reorder. Sage People displays the Picklist Edit page Sage

14 Enhanced Onboarding Editing the Employment Status Picklist b. Select a Value or Values you want to reorder and use the Top, Up, Down, and Bottom buttons to move them. You can also set the Value to appear as the default in the picklist, and choose to display all Values alphabetically. c. When you have finished reordering the list, select Save. The Values Related List is redisplayed with the Values reordered. Sage

15 Enhanced Onboarding Pre Boarder View of WX Pre Boarder View of WX A Pre Boarder is a new hire who has not yet started with your organization. WX can be configured to display a controlled set of processes giving a constrained view to the Pre Boarder, typically intended to enable them to view key onboarding Internal Communications and enter limited information about themselves before their formal start dates. For example: All processes can be disabled apart from those you want to make visible to the Pre Boarder, typically those where information can be entered to accelerate the onboarding process such as Personal Details, Passport information, Education, and Work History, along with targeted Internal Communications you may want the Pre Boarder to read. Sage

16 Enhanced Onboarding Pre Boarder View of WX The People Bar can be configured to display the Pre Boarder's immediate team, with no option to expnand the view to show contact details: By default the People Bar search feature is not available to Pre Boarders: Sage

17 Enhanced Onboarding Pre Boarder View of WX The organization chart can be configured to show summary information about the Pre Boarder's immediate team, with no access to more detail about team members or to the wider organization: The organization chart can also be switched off completely. Actions are displayed as usual: Sage

18 Enhanced Onboarding Sage

19 Timesheet Comments now Enabled Timesheet Comments now Enabled You can enable Timesheet Comments in WX for a Timesheet Pattern so that all Team Members assigned to the Pattern can add comments to their Timesheets. Comments can be enabled at two levels: Day Comments apply to time entries made for a specific day. Summary Comments apply to a complete Timesheet period. Comments are added as text fields for a time entry, attached to the Timesheet and submitted with the sheet for approval. Typically used to add a note on work completed or in progress, explain or clarify exceptional time entries, or to provide brief information on a sickness or other absence. Comments are visible in WX, in the HR Manager portal through the Timesheet Comments Related List for the Timesheet, and can be included in reports. Timesheet Comments in WX are enabled through Timesheet Pastterns (see page 20) using two checkboxes: Enable Day Comments Enable Summary Comments If these checkboxes are not displayed by default on the Timesheet Pattern Edit page you can add them to the page layout: 1. Go to Setup > App Setup > Create > Objects. 2. In the list of Custom Objects, select the Label for Timesheet Pattern. 3. In the Timesheet Pattern Custom Object Definition Detail page go to the Page Layouts Related List and select Edit for the Timesheet Pattern Layout. 4. Drag and drop either or both of the fields onto the page layout: o Enable Day Comments o Enable Summary Comments 5. Select Save. You can also view, enter and edit Timesheet Comments through the HR Manager Portal (see page 31). Sage

20 Timesheet Comments now Enabled Setting up a Timesheet Pattern Setting up a Timesheet Pattern A Timesheet Pattern defines the period covered by each Timesheet, and the type of entry to request on timesheets - total time, start and end time, pay code, or work allocation. Each Pattern has an associated Overtime Rule and can be assigned to: A Policy to apply to all Team Members using that Policy. Individual Team Members. 1. Select the Timesheet Patterns tab. Sage People displays the Timesheet Patterns Home page. 2. Select New. Sage People displays the Timesheet Pattern Edit page: 3. Complete the fields as follows: Field Timesheet Pattern Timespan Description The name for this Timesheet Pattern. The period covered by each timesheet based on this Pattern. Select the picklist and select from: Week Biweek Semimonth Base Date Month A date in the past to act as the starting point for timesheets based on this Pattern. Timesheet start dates are calculated to be a whole number of Timespans after the Base Date. Sage

21 Timesheet Comments now Enabled Setting up a Timesheet Pattern Field Entry Type Description The type of entry to request on timesheets using this Pattern. Select the picklist and select from: Pay Code The Timesheet displays columns for each Pay Code hosted by the Overtime Rule associated with this Pattern. Team Members enter their time against Pay Code. Total Time The Timesheet displays a column for the Total Time worked each day. Time is then automatically allocated to the Pay Codes hosted by the Overtime Rule associated with this Pattern. Team Members enter their total time. Start-End Time The Timesheet displays entry fields for the start and end times for each period. Typically used for shift working. Use Time Periods to define the number of shifts you want to appear on Timesheets based on this Pattern. Work Allocation Work Allocations can be assigned to Team Members by HR, or the Timesheet can display selection boxes containing the active Work Allocation hierarchy defined for this org. Team Members can select from the available Work Allocations and then enter their time against each. Layout The position of the calendar on the Timesheet. Select the picklist and select from: Left Each day covered by the Timesheet forms a row, with the Pay Codes, Start-End Times, or Work Allocations forming the columns. Top Each day covered by the Timesheet forms a column, with the Pay Codes, Start-End Times, or Work Allocations forming the rows. Overtime Rule The Overtime Rule containing the Overtime Conditions to be implemented for this Timesheet Pattern. You can use the same Overtime Rule for multiple Timesheet Patterns. Select Overtime Rule lookup, find and select the Overtime Rule you want. Snap To Step Time Checkbox. If checked, time entries are automatically set to the nearest Step Time. For example, when Start Time is set to 08:00 and Step Time Minutes is set to 15: A time entry of 08:03 automatically snaps to 08:00 A time entry of 08:08 automatically snaps to 08:15. If unchecked, time entries are left as entered. Step Time Minutes Time Periods Show Active Work Allocation For the Start-End Time Entry Type, the number of minutes between steps when entering time. For example, if Step Time Minutes is set to 15, the Start and End time boxes present picklists with the time in 15 minute segments: 00:00, 00:15, 00:30 and so on. Ignored when Entry Type is not Start-End Time. For the Start-End Time Entry Type, the number of time periods to display on Timesheets. Ignored when Entry Type is not Start-End Time. Use when Entry Type is set to Work Allocation. Checkbox. If checked, all active Work Allocations are available for selection and adding to the Timesheet by the Team Member or manager. If unchecked, the Timesheet displays assigned Work Allocations only. Sage

22 Timesheet Comments now Enabled Setting up a Timesheet Pattern Field Show Overtime Calculations Description The lowest level able to view the overtime calculation results on the Timesheet. Picklist. Select from: Team Member Can be viewed by all. Manager Can be viewed by manager or HR. HR Can be viewed by HR only. Show Overtime Rates The lowest level able to view the overtime rates used to calculate overtime payments. Overtime Rates can be displayed on Timesheets if Show Overtime Calculations is also enabled. Picklist. Select from: Team Member Can be viewed by all. Manager Can be viewed by manager or HR. HR Can be viewed by HR only. Enable Day Comments Enable Summary Comments Checkbox. If checked, Team Members assigned to this Timesheet Pattern can add and edit comments for Timesheet entries for each day in WX. Checkbox. If checked, Team Members assigned to this Timesheet Pattern can add and edit comments for complete Timesheet periods in WX. 4. Select: o Save to save the Pattern and return to the Timesheet Pattern Detail page. o Save & New to save the Pattern and enter another. o Cancel to discard your changes. Sage

23 Timesheet Comments now Enabled Timesheets: Common Elements Timesheets: Common Elements Icons are defined at the bottom of the Timesheet: Sage

24 Timesheet Comments now Enabled Timesheets: Common Elements Use the time period scroll buttons to navigate to any Timesheet from your Employment Start Date onwards: When you complete each time entry select to confirm or to clear it: Timesheets include a status indicator - Draft, Submitted, or Approved - on the period total line: Sage

25 Timesheet Comments now Enabled Adding Comments to Timesheets in WX Adding Comments to Timesheets in WX When configured, you can add comments to time entries on Timesheets before the Timesheet is submitted for approval. Comments can be added to specific days - Day Comments - and to an overall Timesheet period - Summary Comments. You can continue to edit the comments until you submit the Timesheet. If your manager adds a further comment and rejects a Timesheet, the Timesheet returns to your Not Submitted tab and you can reopen it for further editing. To add a comment to a Timesheet: In the Service Bar, select the Timesheets process: OR In the Navigation Bar, select the Timesheets process: OR Sage

26 Timesheet Comments now Enabled Adding Comments to Timesheets in WX On the Timesheet Tile, select View Details: WX displays the Timesheet Detail view, defaulting to the Not Submitted tab: If the Timesheet you want is listed on the Not Submitted tab, select Edit to open it: If the Timesheet you want is not listed, select Edit to open any Timesheet, then use the scroll buttons to select the time period: Sage

27 Timesheet Comments now Enabled Adding Comments to Timesheets in WX To enter a comment on a time entry for a specific day, open the day and type your comment in the Comments field: You can enter up to 255 characters. When you have finished, select to confirm your entry or to clear it. Confirmed day comments display a Sent Comment icon next to the day: Sage

28 Timesheet Comments now Enabled Adding Comments to Timesheets in WX To enter a comment for a complete Timesheet period, open the period summary and type your comment in the Comments field: You can enter up to 255 characters. When you have finished, select to confirm your entry or to clear it. Confirmed Summary Comments display a Sent Comment icon next to period total: You can continue to edit your comments until you submit the Timesheet for approval. When you have completed the Timesheet and added the comments you want, select Submit: You cannot edit comments after you have submitted the Timesheet. As a manager, Team Member Timesheets with comments submitted for approval are displayed with Received Comment icon: Sage

29 Timesheet Comments now Enabled Adding Comments to Timesheets in WX To view comments or add your own, select the day or summary to expand it: To add your own comments, enter them in the Comments field: Team Member comments are displayed as read only: Sage

30 Timesheet Comments now Enabled Adding Comments to Timesheets in WX As a manager, you can continue to edit your comments until you Approve or Reject the Timesheet. Rejected Timesheets are returned to the Team Member Not Submitted folder for further editing. Team Members can change time entries and add further comments before re-submitting. Approved Timesheets are added to the Team Member Approved folder as read only. Sage

31 Timesheet Comments now Enabled Viewing, Editing, and Adding Timesheet Comments in the HR Manager Portal Viewing, Editing, and Adding Timesheet Comments in the HR Manager Portal As an HR Manager or HR Administrator you have access to Timesheet Comments added to your Team Member's Timesheets. You can also add new comments. To access Timesheet Comments: If you know the Timesheet code Select the Timesheets tab. Select the Timesheet. If you do not know the Timesheet code Select the Employment Record for the Team Member. Go to the Timesheets Related List. Select the Timesheet you want to view. Use the Start Date or Submitted Date to help identify the right Timesheet Sage People displays the Timesheet Detail page. On the Timesheet Detail pages scroll down to the Timesheet Comments Related List: Timesheet Comments are numbered and listed in date and time order. If the Timesheet Comments Related List is not displayed by default you can add it to the page layout: a. Select Edit Layout at the top of the page. a. On the Timesheet Layout page in the left panel select Related Lists. b. In the list of Related Lists drag and drop Timesheet Comments into the Related Lists section of the page layout. c. To make it easier to identify comments, select Properties for the Related List and add fields for Author, Comment Date, and Comment Text. d. Select Save. 6. Select: Edit to change the Author or text of the comment. Delete to remove a comment. You are asked to confirm. New Timesheet Comment to add a comment. Sage

32 Timesheet Comments now Enabled Translation Workbench: Timesheet Comments Translation Workbench: Timesheet Comments Timesheet Comment Object (HCM) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Author Lookup (Team Member) Comment Text Text Area (255) Time Report Timesheet Lookup (Time Report) Master-Detail (Timesheet) Sage

33 Combo Box Support for HR Requests in WX Combo Box Support for HR Requests in WX You can now display Lookup fields in the WX New Employment Details Changes - HR Request - page as combo boxes rather than picklists. You can also convert picklists included in the HR Request Additional Information Field Set to combo boxes, and display text fields included in the HR Request Additional Information Field Set as picklists (see page 35). Fields must be defined as Lookup fields and be related to one of these objects: Employment Record Team Member Bonus Salary To define a new Lookup field as a combo box: 1. Go to Setup > App Setup > Create > Objects. 2. In the list of Custom Objects, scroll to the Related Object to host the new field. Choose from Employment Record, Team Member, Bonus, and Salary objects. Select the object Label. 3. Go to the Custom Fields and Relationships Related List and select New. 4. Create the new field with the following settings: Related To Field Label Field Name Field-Level Security for Profile Page Layout and Related List Select the object to act as the target for the Lookup field. The label you want to display for the field on the WX New Employment Details Change page. Automatically created. Leave the default value unless you have a good reason for changing it. Set the field permissions to make the field Visible, Read-Only, or hidden - by unchecking both Visible and Read-Only checkboxes - for each of the listed Profiles. Set as required to define the visibility you want. 5. Select Save to create the new Lookup field and return to the Custom Object Definition Detail page. 6. Go to the Field Sets Related List. 7. For the HR Request Field Set, select Edit. 8. Drag and drop the new field into the Field Set. 9. Select Save. 10. Go to Setup > App Setup > Create > Objects 11. In the list of Custom Objects, scroll to the HR Request object and select Edit. 12. Go to the Custom Fields and Relationships Related List and select New. Sage

34 Combo Box Support for HR Requests in WX 13. Create the new field with the following settings: Related To Field Label Field Name Field-Level Security for Profile Page Layout and Related List Select the same object as the Related To object selected above. Enter the same label as that used for the host object field you have just created. Automatically created. Leave the default value and add a prefix to indicate the host object for the field you have just created: E_ for Employment Record T_ for Team Member B_ for Bonus S_ for Salary For example, if the automatically created Field Name is: New_Team and New_team is related to the Team Member object, add the prefix T_ to create the Field Name: T_New_Team Set the field permissions to make the field Visible, Read-Only, or hidden - by unchecking both Visible and Read-Only checkboxes - for each of the listed Profiles. Set as required to define the visibility you want. 14. Select Save to create the new Lookup field and return to the Custom Object Definition Detail page. 15. Go to the Field Sets Related List. 16. For the Combo Fields Field Set, select Edit. 17. Drag and drop the new field into the Field Set. 18. Select Save. Next time you create a new HR Request in WX the new field is included as a combo box. Sage

35 Combo Box Support for HR Requests in WX Converting Additional Information Picklists to Combo Boxes and Text Fields to Picklists Converting Additional Information Picklists to Combo Boxes and Text Fields to Picklists The HR Request Additional Information Field Set contains fields displayed at the bottom of the Details section of the WX New Employment Details Change page. By default, Lookup fields included in the Additional Information Field Set display as picklists. You can convert these fields to use combo box functionality by adding them to the HR Request Combo Box Field Set. You can also display text fields included in the Additional Information Field Set as picklists - add the text field to the HR Request Pick Lists Field Set. Sage

36 Enhanced HCM Field Coverage Enhanced HCM Field Coverage New fields have been added to HCM and Payflow enabling more detailed recording of employee data and closer compatibility with US payroll requirements. Field Description HCM: Employment Record object Home Based Checkbox. If checked, the Team Member's Work Location is blocked for extraction by Payroll. If Home Based is not displayed by default you can add it to the Employment Record Detail page using the Edit Layout link at the top of the page. HCM: Absence object Pay Code Picklist. The Pay Code you want to apply to Absences. Overridden by Absence Accrual Rule Pay Code. Select the picklist and choose the Pay Code you want to use. HCM: Absence Accrual Rule object Pay Code Picklist. The Pay Code you want to apply to absences of the type defined by this Absence Accrual Rule. Pay Code values can be passed to payroll. Select the picklist and choose the Pay Code you want to use. If blank, the Pay Code for this Absence Accrual Rule defaults to the Absence Pay Code. HCM: Salary object Pay Code Picklist. The Pay Code you want to apply to this Salary record. Pay Code values can be passed to payroll. Select the picklist and choose the Pay Code you want to use. Payflow: Benefit Plan object Employer Match Employer Match Limit Percentage. The employer's 401K plan contribution as a percentage of the employee's contribution. Use Employer Match Limit to provide a maximum value. Percentage. The maximum the employer will contribute to the employee's 401K plan as a percentage of the employee's salary. Acts as a cap to the Employer Match value. For example, an employer matching 50% of an employee's contributions for the first 8% of salary contributed by the employee: Set Employer Match = 50 Set Employer Match Limit = 8 The employer contributes a maximum of 4% of the employee's salary, regardless of the level of the employee's contribution. Sage

37 Enhanced Validation for Social Security Number Enhanced Validation for Social Security Number The Social Security Number (SSN) field on the Team Member object can be validated at the point of entry in WX and the HR Manager portal. Validation is applied when the Team Member's Work Location is set to a value with the Country set to United States. Validation checks for the correct number format: [3 numeric characters]-[2 numeric characters]-[3 numeric characters] It does not check that the number is the Team Member's genuine SSN. To set up validation: 1. Go to Setup > App Setup > Installed Packages. 2. For the Human Capital Management package select Configure. 3. On the HCM Configure page scroll to the bottom of the Setup section and check Enforce SSN Validation: 4. Select Save. 5. Ensure Team Members have a Work Location set with Country = United States (see page 39). Validation in WX: In the Personal Details, Social Security Number field, entering a value that does not conform to the correct number format results in an error message when you select Save: You cannot save your entry - correct the format or delete your entry and select Save. Sage

38 Enhanced Validation for Social Security Number Validation in the HR Manager portal: In the Team Member Details, Social Security Number field, entering a value that does not conform to the correct number format results in a popup warning message when you select Save: Select: o Cancel to return to the Team Member Details page and correct the format. o Yes to save the Team Member with an incorrectly formatted Social Security Number. In Team Member Details, leaving the Social Security Number field blank results in a popup warning message when you select Save: Select: o Cancel to return to the Team Member Details page and enter a value. o Yes to save the Team Member with a blank Social Security Number. When using the Team Member New Hire process, leaving Work Location blank, then entering a Social Security Number results in a banner warning message when you select Save: Select: o Save to save the Team Member with the Social Security Number value you entered. o Delete to delete the Team Member. You are asked to confirm. When using the Team Member New Hire process, setting Work Location to a value with the Country set to United States, then entering a Social Security Number that does not conform to the correct number format results in a banner warning message when you select Save: Select: o Confirm to save the Team Member with an incorrectly formatted Social Security Number. o Delete to delete the Team Member. You are asked to confirm. When using the Team Member New Hire process, setting Work Location to a value with the Country set to United States, then leaving the Social Security Number field blank results in a banner warning message when you select Save: Sage

39 Enhanced Validation for Social Security Number The Work Location Library The Work Location Library The Work Location Library stores data fields associated with defined locations. Each work location stored in the Work Location Library acts as an active template, enabling standard values to be set and maintained for Team Members who are assigned to one of the stored work locations. When you select a location from the Work Location Library for a Team Member, all the fields stored in the library for that location are copied to the Team Member. Any changes you make in the Work Location Library to values stored for a location are automatically applied to all Team Members linked to that Work Location. Work Location is also used to control Social Security Number (SSN) validation for Team Members with United States SSNs. The Work Location library typically stores values for: Country Address Zip or postal code Work Location manager Action Roles You can also store latitude and longitude for use with Check In/Check Out. You can extend this list with more fields if you need to apply them consistently to Team Member and Employment records. The Work Location Library is particularly useful: To apply consistent address details for multiple locations. Each Work Location record acts as the definitive source of address details for each location. When moving office locations. Change the Work Location details once and have them automatically applied to all Team Members linked to that work location. To create a new Work Location: 1. Select the Work Locations tab. Sage People displays the Work Locations Home page. 2. Select New Work Location: Sage

40 Enhanced Validation for Social Security Number The Work Location Library Sage People displays the New Work Location page: 3. Complete the fields as follows: Work Location Name Address (multiple fields) Text, mandatory. The name you want to use for location. Work Location Name is displayed in picklists for selection in WX and the HR Manager portal. Text. Complete the address fields you want to store for the work location. Address Postal Code Text. The postal or zip code for the work location. Country Latitude Longitude Work Location Manager Picklist. Select the picklist and choose the country name. To use Social Security Number validation, Country must be set to United States. Number. Enter the latitude of the work location as a decimal with up to 5 digits after the decimal point. Latitude can be used for Check In/Out functionality. Number. Enter the longitude of the work location as a decimal with up to 5 digits after the decimal point. Longitude can be used for Check In/Out functionality. The name of the user designated to receive Action Events as the Work Location Manager. Select Work Location Manager Lookup to find and select the user by name. You can subsequently change the values entered here, but remember that any changes you make are automatically copied to all Team Member records linked to the Work Location. 4. Select: o Save to save and close the New Work Location Edit page and display the Work Location Detail page for the location you have entered. o Save & New to save the Work Location details and enter another. o Cancel to discard your changes and return to the Work Location Home page. Sage

41 Enhanced Validation for Social Security Number The Detail page for the new Work Location confirms your entry together with its empty related lists, typically including: Action Roles Action Roles added for this Work Location receive Action Events set up with matching Action Roles. For example, an Action Event set up with recipients including Finance and IT Action Roles will be sent to the defined User or associated address for all Work Locations that include Finance and IT in their lists of Action Roles. Check Ins Check In records for Team Members using this Work Location. Each Check In provides a link to the Team Member's Employment Record. Sage

42 Manual Batches now Accessible from Configure Page Manual Batches now Accessible from Configure Page Two widely used manual batches can now be triggered from the HCM Configure page: Form Reminder Batch Run Now Button. Select to run the Form Reminders Batch. The batch sends reminders to Form responders if: The Form Definition includes a Form with: o When Sent set to Reminder. o Reminder Days set to a number of days. If the Close Date for the Form has not been set, Reminder Days specifies the number of days between reminders if the Form has not been modified since the last Reminder. If the Close Date has been set, Reminder Days sets the number of days after the Close Date to send a reminder. o A Template selected. A workflow is set up to populate the Reminder Date field on the Form. Benefit Enrollment Run Now button. Select to run the Benefit Enrollment batch to assign default benefits to eligible Team Members who are assigned to a specific Benefit Set but who have not yet submitted their preferences. If default Options are not defined, no selection is made. You can choose: o To include or exclude Team Members who have not yet reached the enrollment close date. o To commit the changes identified or not. Typically, run the batch without committing changes until you have cleared any identified errors, then run the batch again to commit the changes. Sage

43 Glossary of Terms Onboarding The process or processes through which a new employee acquires the knowledge, skills and behaviors to become an effective member of your organization. Sage People supports effective onboarding through automated workflows, close integration of underlying information, and general ease of use encouraging effective maintenance of that information. Onboarding can be accelerated by using Sage People to identify Pre Boarders and enable early exposure to selected processes. Pre Boarder A new hire who has accepted a job offer from your organization but has not yet started work. Sage People enables you to assign one or more employment statuses to Pre Boarders and give them controlled access to a chosen subset of processes through WX, effectively accelerating new hire onboarding. Sage

44 Index A About these Release Notes 4 Adding Comments to Timesheets in WX 25 C Combo Box Support for HR Requests in WX 7, 33 Configure Page Settings Pre Boarding 10, 11 Converting Additional Information Picklists to Combo Boxes and Text Fields to Picklists 33, 35 E Editing the Employment Status Picklist 10, 13 Enhanced HCM Field Coverage 7, 36 Enhanced Onboarding 7, 10 Enhanced Validation for Social Security Number 7, 37 H HCM Guide for HR Managers 5 HCM Configuration Guide 5 M Manual Batches now Accessible from Configure Page 7, 42 O Onboarding 43 P Payflow Implementer's Guide 6 Policy Options Pre-boarding 12 Pre Boarder 43 Pre Boarder View of WX 15 R Related Information 5 Release Content 9 Release Summary 7 S Setting up a Timesheet Pattern 19, 20 T The Work Location Library 37, 39 Time A Complete Guide 6 Timesheet Comments now Enabled 7, 19 Timesheets Common Elements 23 Translation Workbench Timesheet Comments 32 V Viewing, Editing, and Adding Timesheet Comments in the HR Manager Portal 19, 31 W WX Guide for Users 6 WX Configuration Guide 6 Sage