ease onboarding tool quick start guide V0.1 July 2015

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1 ease onboarding tool quick start guide V0.1 July 2015

2 Page 2 of 2227 Contents 1 Summary 3 2 Adding a new case Case Securities Error! Bookmark not defined Adding a new role Standard ease User Roles Case Specific Roles 76 3 Onboarding tool Employer Setup Payroll Setup Scheme Setup Communications Setup Add user account Setting up Pension Scheme provider export reports 1715

3 Page 3 of Summary The purpose of this guide is to step you through the process required to set up a new case on ease using the onboarding tool. The onboarding tool is designed to be a faster way of setting up a new employer on the system. It is aimed at the simpler employers with only one payroll and one pension scheme. For more complex cases or where you wish to use functionality not provided for within the onboarding tool, the menu driven set up is still available and the existing user guide is still applicable for these cases. There is a separate guide that will step through the process of loading opt-in, opt-out and payroll files.

4 Page 4 of Adding a new case To begin the creation of a new employer you need to add a new case. When you create a new case you will also need to set up Case Securities and create User Roles. Click on the Administration tab, user setup, Add/amend cases Clicking on Add/amend cases opens the screen below. Click on Add Clicking on Add opens the screen below Type in the client s name and select the Database Server from the drop down list Click Update Once the case is setup you will need to add a new role and then add this role to case securities.

5 Page 5 of Adding a new role To add a new case specific role follow these steps Click Administration, User Set up, Add/amend roles 1 Clicking Add/amend roles will open the screen below: Click Add to add a new role Type in your new role best practice is Name of case e.g. Test01 click Update Note: Do not tick the New User Default check box, if you do, this role will be the default for all new users. Once you have the role saved, you need to go back to the case and add this role into the case securities tab. 2.2 Case Securities Case securities need to be set up to ensure that the case is accessible only to users with ease Admin, ease client or case specific role you have created. Best Practice is that you will always add a case specific role to the new case at this stage.

6 Page 6 of 2227 Click on the Administration tab, user setup, Add/amend cases Search for your case by name in case reference To add Case Securities click on + next to your new case. The ease Client and ease Admin roles will already have been populated here. Click Add Select the role(s) you want to add. Once you have selected the role you require click Update.

7 Page 7 of Standard ease User Roles ease Admin has access to all menus (Auto-enrolment, Members, Contributions, Documents, Employer Setup and Administration) in ease, can see all cases and also can add new contribution/postponement rules (this requires some SQL knowledge) ease Client has access to all menus and cases but cannot add new rules. ease Case has access to 3 menus, Auto Enrolment, Documents and Members. 2.4 Case Specific Roles This role is assigned to users who you want to have specific user access level to a specific case or cases.

8 Page 8 of Onboarding tool Once your case and case specific role have been set up you need to select your employer from the menu on the right hand side of the screen under Payroll Selection. Select Employer Setup tab Employer Setup ease onboarding tool The tool will open in a new window, the name of your employer will be displayed on the left hand side of the screen, if you are not in the correct employer, close this window and select the correct one from the Employer list.

9 Page 9 of Employer Setup Follow the on screen prompts and complete the fields with the relevant details. As you complete each page click Next There is a help panel at the right hand side of the screen and also so help text as you go through each page

10 Page 10 of 2227 When you reach screen 4 you will still be able to return to previous screens but if all the data is entered correctly click

11 Page 11 of Payroll Setup A single page of information is required Click when complete. A green tick will appear on the Payroll Setup icon which shows this section is complete.

12 Page 12 of Scheme Setup In this section you will be able to set up any existing qualifying scheme that the employer already has, and also the auto enrolment scheme. If you have an existing scheme, work through the 4 set up screens using the Next button, once complete click Next add your AE scheme, again complete the 4 screens, working through them using the Next button, once complete click

13 Page 13 of Communications Setup The new simplified TPR letters are set in the system as defaults. Under this section you can upload a signature and logo that will be inserted into the letters when they are produced at the relevant times in the AE process.

14 Page 14 of 2227 The letter samples can be viewed by clicking on the document title. Once complete click 3.5 Add user account Click Add user account

15 Page 15 of 2227 Once complete click. An will be sent to the user automatically from the system with their login name, password and PIN, as well as the URL into the site. Once all data has been entered you should click Close this window and then Click refresh on the front screen. The employer record will then be saved. To find out what employer, payroll and scheme codes have been automatically assigned to your employer go to the left hand side of the screen and expand the employer list.

16 Page 16 of 2227 Hover over the name of your employer (which will be greyed out if you have submitted it) and the codes will be displayed. The example below shows the codes for test case. The employer code will be needed if you are going to be uploading a file for the payroll not using the editable grid.

17 Page 17 of Setting up Pension Scheme provider export reports There is a standard payroll export report that will be automatically generated from the system once the payroll file has been run. However, if you want to produce a report to return to your Pension Scheme Provider you will need to set up a further link in the system, which as present is not configured through the onboarding tool. Go to the Employer Setup tab Payroll Setup Add/Amend payroll details Click on the + to expand the record. Select Payroll Template Selector tab and click Add. In Template type select Pension Provider Reports. In Template Name select the template name that is associated to your scheme provider. Click update

18 Page 18 of 2227 Once the payroll file has been processed through ease you will be able to view the export that you have just set up.

19 Page 19 of Using editable grid When a new employer is set up the system will automatically default the payroll upload to using the ITM worker details file as your payroll file template. However, there is an alternative in the form of an editable grid that can be used instead. This has to be switched on and the following steps show you how. (This can be done before the first payroll period, or once the first payroll file has been loaded) Set up your employer as per the instructions above. Once you have done this you need to go to Employer set up tab Payroll set Add/Amend payroll details Click on+ next to your payroll name and select the Add/amend system links tab Click Edit next to Check the box and click update Close the window and refresh the screen. Now when you open the Payroll Load Widget and click Load Payroll File instead of being given a browse option you will be given an editable grid, which can then be populated with member data. IF you have previously loaded a file but have then changed the setting the data from the previous payroll period will show in the grid as below, but will be editable. Once changes have been made click submit data and the details will be loaded.

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21 Page 21 of 2227 Version control Date Created Version Classification By Whom Reason 28/07/ External Sally Cuthbert Creation of document 30/07/ External Rob Barksfield Review of document 31/07/ External Sally Cuthbert Update to document

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