Approval Process Basics for ADP Workforce Now Instructor Guide

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1 Approval Process Basics for ADP Workforce Now Instructor Guide W017_WFN13_ Copyright ã 2017 ADP, LLC

2 ADP Trademarks The ADP logo and ADP are registered trademarks of ADP, LLC. ADP Workforce Now is a registered trademark of ADP, LLC. The Bridge Sponsored by ADP & Bubble Talk Design is a registered trademark of ADP, LLC. ADP A more human resource. SM is a service mark of ADP, LLC. Third-Party Trademarks Global Crossing and Ready-Access are registered trademarks of Global Crossing Holdings, Ltd. in the United States and other countries. Microsoft and Excel are registered trademarks of Microsoft Corporation in the United States and/or other countries. WebEx is a registered trademark or trademark of Cisco Systems, Inc. and/or its affiliates in the U.S. and certain other countries. All other trademarks and service marks are the property of their respective owners. Copyright 2017 ADP, LLC. ADP Proprietary and Confidential All Rights Reserved. For Internal Use Only. These materials may not be reproduced in any format without the express written permission of ADP, LLC. Any repurposing, reposting, or other use of this content (including but not limited to YouTube or any other social media) is expressly prohibited. ADP provides this publication "as is" without warranty of any kind, either express or implied, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. ADP is not responsible for any technical inaccuracies or typographical errors which may be contained in this publication. Changes are periodically made to the information herein, and such changes will be incorporated in new editions of this publication. ADP may make improvements and/or changes in the product and/or programs described in this publication at any time without notice.

3 PREFACE Contents Course Introduction Welcome... 1 Navigating WebEx... 1 Feedback... 1 Chat... 1 Annotation Tools... 1 Norms... 1 Course Purpose... 2 Course Agenda... 2 TheBridge.adp.com... 2 Implementation Questions... 2 Estimated Time... 2 Understanding Approvals What Is an Approval Process?... 3 Explore: What Are the Possible Approval Actions for Requests?... 4 Learning Activity: Your Company s Approval Process Needs... 5 Setting Up Basic Approval Processes Approval Process Setup... 6 Guided Practice: Setting Up a Basic Approval Process Requiring Manager Approval... 7 Explore: Adding an Approval Path... 9 Guided Practice: Setting Up an Approval Process Requiring Practitioner Approval What Types of Notifications Are Available? Practice: Setting Up Approval Processes Debrief Copyright Ó 2017 ADP, LLC iii W017_WFN13_

4 PREFACE Course Closing Summary Demonstration: How to Access Support Demonstration: How to Access TheBridge.adp.com Help with Course Enrollments Continuing Education Credits Thank You! What Questions Do You Have? Training Evaluation Copyright Ó 2017 ADP, LLC iv W017_WFN13_

5 PREFACE This page is intentionally left blank. Copyright Ó 2017 ADP, LLC v W017_WFN13_

6 PREFACE Estimated Time Topic Course Introduction Understanding Approvals Setting Up Basic Approval Processes Course Closing Total Duration 10 minutes 15 minutes 30 minutes 5 minutes 1 hour Copyright Ó 2016 ADP, LLC v W017_WFN13_

7 Approval Process Basics for ADP Workforce Now Instructor Guide

8 Course Introduction Welcome Welcome to Approval Process Basics for ADP Workforce Now. Let me introduce myself. Does everyone have a copy of the handout manual? You'll refer to it throughout the course. To minimize background noise, use your phone's mute function or on your phone's keypad, press *6 to mute the line. Press *7 to unmute the line. Be sure to state your name before speaking. Do not place your phone on hold. Present the following information by referencing the slides and handout manual as indicated. Navigating WebEx Let's take a moment to ensure that all of the necessary elements appear in WebEx. To view the full screen, click the Full Screen icon in the lower-left corner of the window. Go to full screen view now. Pause for a few moments while participants change their view to full screen. To return to normal view, press Esc. Return to normal view now. Pause for a few moments while participants return to normal view. Let s review some other WebEx elements. Feedback Chat Review the slide contents. Review the slide contents Annotation Tools Review the slide contents. Norms Review the slide contents Copyright Ó 2017 ADP, LLC 1 W017_WFN13_

9 HANDOUT MANUAL Course Introduction Navigating WebEx Copyright Ó 2017 ADP, LLC 1 W017_WFN13_

10 Course Purpose The purpose of this class is to prepare you to begin using ADP Workforce Now to automate your company's approval and notification processing when requests are submitted through Self Service. During the class, you ll gain access to a number of resources that will support you once you return to your job. These resources, along with the experience that you ll gain as you work with your company s specific needs, will help you become more comfortable with your ADP solution. Course Agenda Present the agenda and ask participants if they have any expectations that are not listed on the slide. If so, ask them to either let you know or send you a message through Chat. TheBridge.adp.com Display the slide and refer participants to the handout manual. Before we begin, you might be wondering what you'll do if you have a question while back on the job. ADP has a number of resources for you, which we'll cover at the end of class. But I can't wait to tell you about The Bridge, an online community for payroll and HR professionals where you can ask questions, share knowledge, make connections, and learn how professionals like yourself are getting more from their ADP solutions. I'll show you how to access The Bridge at the end of class. Poll: Self Service What Self Service options does your company use? A. Employee Self Service B. Manager Self Service C. Both Employee and Manager Self Service D. Neither Employee nor Manager Self Service Take a minute to answer this question. Instruct participants to use the annotation tools to answer the question. This course assumes that your company uses Employee Self Service or Manager Self Service or both. If a participant chooses Neither, inform the participant that he or she doesn t need to take this course but can stay if they are interested in using Self Service in the future. Implementation Questions Refer participants to the handout manual. Use this section to write down any questions that you have about your company s implementation. Estimated Time 1 hour Copyright Ó 2017 ADP, LLC 2 W017_WFN13_

11 HANDOUT MANUAL Course Purpose This course prepares you to use the features of ADP Workforce Now to automate your company's approval and notification processing when requests are submitted through Self Service. Course Agenda Understanding Approvals Setting Up Basic Approval Processes TheBridge.adp.com is an online community for payroll and HR professionals where you can ask questions, share knowledge, make connections, and learn from industry experts and peers about a broad range of human capital management topics. You can access TheBridge.adp.com to do the following and more: Learn how other professionals are getting more from their ADP solutions with timesaving resources and helpful features. Join community spaces or topics of interest, including tax, payroll, HR and benefits, and time and labor management. Connect with other payroll practitioners, HR professionals, featured industry representatives, and ADP subject matter experts. Share your experiences. Check the Frequently Asked Questions or ask the community. Implementation Questions List any follow-up items that you may need to discuss with your implementation consultant (IC) or implementation specialist (IS): Copyright Ó 2017 ADP, LLC 2 W017_WFN13_

12 Understanding Approvals What Is an Approval Process? Review the information in the handout manual. You may hear the term "workflow" instead of "approval process." The terms mean the same thing: a process that allows for approval and/or notification of a change made in either Employee Self Service or Manager Self Service. Examples Review the information in the handout manual. Copyright Ó 2017 ADP, LLC 3 W017_WFN13_

13 HANDOUT MANUAL Understanding Approvals What Is an Approval Process? Changes to an employee s information may require approval. You can create approval processes in ADP Workforce Now to automate your company's approval practices when an employee or manager makes a change in Employee Self Service or Manager Self Service. You can define an approval process that identifies the following: Who should be notified when a change is made Which changes require approval Who would approve the change What happens if the approver is unavailable This automation helps ensure that all of the steps in your company's review, approval, and notification processes are completed within the time frames that your company requires. Approval processes enable you to control the changes made by your employees and managers. Examples At Loft Enterprises, employees can update their emergency contact information at any time. Their updates are automatically saved to their records, and the HR department is notified of the change. At Service Assistance Inc., a manager can submit a salary increase for an employee but that increase must be approved first by the payroll practitioner and then by the finance officer before it can go into effect. Krista Volker added her bachelor's degree in Employee Self Service. Geneva Entertainment requires that education changes be approved by the employee's manager. The approval process for this type of request sends an approval task through the Message Center to Krista's manager, James Townsend. When James approves the request, Krista's education is updated in her employee record. Copyright Ó 2017 ADP, LLC 3 W017_WFN13_

14 Explore: What Are the Possible Approval Actions for Requests? You can customize your company's approval processes to meet your business needs. And you can use different types of approvals for different types of changes. Overview Review the information in the handout manual. Actions and Descriptions Review the information in the handout manual. Important Information Review the information in the handout manual. Copyright Ó 2017 ADP, LLC 4 W017_WFN13_

15 HANDOUT MANUAL Explore: What Are the Possible Approval Actions for Requests? Overview When a request is entered in either Employee Self Service or Manager Self Service, one of four actions can be taken depending on your company's setup. Actions and Descriptions Action Nothing Notification only Approval only Approval and notification Description When a request is entered in either Employee Self Service or Manager Self Service, it is saved to the application automatically. When a request is entered in either Employee Self Service or Manager Self Service, a notification is sent through the Message Center to the people defined in the approval process. The request is then saved to the application. When a request is entered in either Employee Self Service or Manager Self Service, an approval task is sent through the Message Center to the people defined in the approval process. Once the request is approved, it is saved to the application. When a request is entered in either Employee Self Service or Manager Self Service, an approval task is sent through the Message Center to the people defined in the approval process. Once the request is approved, a notification is sent to the people defined in the approval process and it is saved to the application. Important Information Employees do not have approval privileges; they can only receive notifications. If your company has an administrator who is not set up as a supervisor, manager, or practitioner, but you would like that administrator to be involved in approval processes, you can use delegations to grant that employee the ability to approve requests. For information about delegating activities, review the following learning bytes on the Support Center: Delegating Activities Performing Delegated Activities Copyright Ó 2017 ADP, LLC 4 W017_WFN13_

16 Learning Activity: Your Company s Approval Process Needs Scenario Because many capabilities are available to you in ADP Workforce Now, it's important that you plan your approval process needs before creating them. If you skip the planning phase before you set up an automated approval process, you might find that the wrong people are asked to approve a request. Or, you might find that a request is automatically saved to the application without approval or notification. Planning reduces that risk. This activity is separated into two tables - one for some common Employee Self Service changes, and another for some common Manager Self Service changes. You can complete one or both tables, based on which Self Service features your company will use. There are no right or wrong answers. This activity just helps the learners think about the times they might need notifications or approvals, to prepare them for setting up those processes. Instructions: Employee Self Service Give participants a few minutes to document the types of approval processes they would need for each example. Instructions: Manager Self Service Give participants a few minutes to document the types of approval processes they would need for each example. Debrief Ask for volunteers to share a couple of their answers for some of the changes listed in the table. Keep this debrief short; do not call on all participants to share all answers, just spotlight a couple of examples. Copyright Ó 2017 ADP, LLC 5 W017_WFN13_

17 HANDOUT MANUAL Learning Activity: Your Company s Approval Process Needs Scenario It is important to think through your company's processes for various types of changes before setting up your company's approval processes. Instructions: Employee Self Service Document the approval process that your company may set up for the following examples. If your company does not require notification or approval for a particular change, enter N/A. When an Employee Updates to personal information The Following People Should Be Notified The Following People Should Approve the Change Enters prior education information Updates direct deposit information Requests time off Instructions: Manager Self Service Document the approval process that your company may set up for the following examples. If your company does not require notification or approval for a particular change, enter N/A. When a Manager Submits a pay increase request The Following People Should Be Notified The Following People Should Approve the Change Submits an employee's performance review Submits a time off request on behalf of an employee Enters an employee's promotion Copyright Ó 2017 ADP, LLC 5 W017_WFN13_

18 Setting Up Basic Approval Processes Approval Process Setup Overview Review the information in the handout manual. Description Review the information in the handout manual. Instruct participants to use the annotation tools to indicate which stages their company will likely need when configuring their approval processes. In today's class, we're going to focus on the first three stages. We'll review how to create an approval path, and how to create work groups for an approval path and determine which employees are part of that work group. Most approval paths utilize these first three stages. Important Information Review the information in the handout manual. Additional Resources We offer learning bytes and courses that will prepare you to set up the additional, optional portions of approval processes. You can complete these resources as needed, based on your company's needs. Review the information in the handout manual. Copyright Ó 2017 ADP, LLC 6 W017_WFN13_

19 HANDOUT MANUAL Setting Up Basic Approval Processes Approval Process Setup Overview You set up approval processes for different types of activities. For example, you can set up an approval process for pay changes and an approval process for promotions. The steps to set up an approval process vary based on how simple or complex you want the process to be. Description Based on its needs, you can set up your company's approval processes to include some or all of these stages. If You Need to Determine Whether a change requires notification or approval. Whether a group of supervisors, managers, or practitioners would all be notified, any of whom can approve the change. Whether supervisors, managers, or practitioners with a particular job title, location, etc. should be part of a work group. What messages employees, requestors, and approvers should receive when a change is submitted. What happens to a change if the request isn't completed (either approved or rejected) in a specified timeframe. Whether certain individuals or groups are exempt from the defined approval process, or need to follow a different approval path. Then Set Up Approval path Work group Membership rule notification Escalation Exceptions and business rules Important Information The only required stage when setting up an approval process is the first stage, setting up an approval path. All other stages are optional based on your company's needs. Additional Resources For more information about each of these stages, refer to the learning bytes available on the Support Center. For information about configuring messages related to an approval process, complete the Setting Up Approval Process Notifications for ADP Workforce Now self-study course. For information about setting up escalations, complete the Setting Up Approval Process Escalations for ADP Workforce Now self-study course. For information on setting up exceptions and business rules, complete the Setting Up Approval Process Exceptions for ADP Workforce Now self-study course. Copyright Ó 2017 ADP, LLC 6 W017_WFN13_

20 Guided Practice: Setting Up a Basic Approval Process Requiring Manager Approval Introduction to the Training Environment Before beginning the guided practice, explain that all guided practices and practices in this course are in a training environment. The training environment is a safe environment in which to learn. If you need help while in the training environment, click anywhere on the screen and feedback will appear describing the action that you should take. If you make a mistake while in the training environment, corrective feedback will appear. If you would like to review something, click the Back button in the lower-left corner of the page. Although the training environment closely mirrors the ADP Workforce Now environment, you should keep one difference in mind: In the live ADP Workforce Now environment, you enter information such as dates and names. However, in the training environment, you are instructed to click to display that information. Scenario Refer participants to the handout manual. Instructions, Part 1: Editing an Activity Select Setup > Approval Process > Enhanced Activity Configuration. ADP Workforce Now provides a number of standard activities, or actions, that employees and managers can perform in Self Service. Right now we're viewing the standard activities available to employees. Use the Role field to view manager activities instead. Some actions that you can permit your employees to perform in Employee Self Service include adding a new child or enrolling a spouse in benefits coverage. All available activities are represented on these cards. In the upper right corner of this page, you can see the different stages of an approval process that you can choose to configure. You can also access these stages directly from the cards. In our scenario, we need to set up the approval process when an employee submits education information. Let's take a look at how easy it is to do that. Scroll down. If you are unsure of what change an employee would make to trigger this approval process, point to or click the activity's name to see a description. Click Education. This is the activity we want to update, so let's click Edit. Click (edit). Copyright Ó 2017 ADP, LLC 7 W017_WFN13_

21 HANDOUT MANUAL Activity: Setting Up a Basic Approval Process Requiring Manager Approval Scenario Donald East of Geneva Entertainment wants to create an approval process for prior education. In his company, when an employee enters prior education, the employee's manager must approve the entry. Instructions, Part 1: Editing an Activity Starting Point: Setup > Approval Process > Enhanced Activity Configuration Step Action 1 Scroll down and locate the Education standard activity. 2 Click (edit). Copyright Ó 2017 ADP, LLC 7 W017_WFN13_

22 Instructions, Part 2: Creating an Approval Path Here, you can quickly indicate whether anyone should be notified or who is an approver. That is the approval path. You can indicate if particular people should not be set up as approvers, or if requests received from particular people would bypass the approval process. You can also indicate what escalation would happen if the original approver doesn't take action on the request. In the Approval Path field, click the down arrow. Approval paths determine who is notified, and who can approve a request. You can create an approval path and use that approval path for multiple activities. In this example, we need to create an approval path where the manager approves the request. That path does not yet exist, so we will add it. Click Add Approval Path. Click in the Path Name field and in the Description field. In the Assignee Type field, select Up Affected Employee Manager Hierarchy. In the Assignee field, select One Level. In the Step Type field, select Approval. In the Action field, click the down arrow. Use the Action field to add other steps to this approval path. For instance, you can add another row to indicate that someone should be notified. Or you can add another row to indicate that after the manager approves the request, the HR practitioner must also approve it. In this example, though, we have only this one level so we will leave the Action field blank. In the Action field, click the down arrow again. Click Save. Click Back to Standard Activities. Click Save and then scroll down. The card for the Education activity lists the approval path that we created. We can reuse this approval path for other activities. In the Emergency Contact card, click (edit). In the Approval Path field, click the down arrow and scroll down through the list. We could assign the same approval path to this activity. Important Information Review the information in the handout manual. Additional Resources Refer participants to the handout manual. We'll be focusing on standard activities in this class, which are ongoing, day-today activities that are triggered by employees or managers. You can also create custom, one-time activities that you set up and assign to your employees or new hires. Refer to Using Employee Activities for ADP Workforce Now to learn how you can do that. Copyright Ó 2017 ADP, LLC 8 W017_WFN13_

23 HANDOUT MANUAL Instructions, Part 2: Creating an Approval Path Step Action 1 Click Add Approval Path. 2 In the Path Name field, enter Mgr Approval Required. 3 In the Description field, enter Manager Must Approve Request/Change. 4 Make the following selections: Assignee Type: Up Affected Employee Manager Hierarchy Assignee: One Level Step Type: Approval Action: Leave blank 5 Click Save. 6 Click Back to Standard Activities. 7 Click Save. Important Information ADP Workforce Now provides you with a set of standard Self Service activities that you can set up for your company in order to meet your business needs. Standard activities are ongoing, day-to-day activities that are triggered by employees or managers. You cannot delete or create a new standard activity, but you can modify any of the provided activities. You can also create custom activities, which are one-time activities that you set up and assign to employees or new hires. Additional Resources For more information about creating a basic approval path, refer to online Help or the Setting Up Approval Paths learning byte, available on the Support Center. For information about custom activities, including how to set them up, refer to the Using Employee Activities in ADP Workforce Now. Copyright Ó 2017 ADP, LLC 8 W017_WFN13_

24 Explore: Adding an Approval Path Refer participants to the handout manual. Assignee Types and Descriptions Refer participants to the handout manual. Difference between Up Affected Employee and Up Submitter Let me discuss the difference between Up Affected Employee and Up Submitter a bit. When you're setting up an approval process for an employee activity, these two options do the same thing. Up Affected Employee means that notification or approval will go to the employee's manager, the employee's manager's manager, and so on. Since the employee is the one submitting the request for the employee activity, Up Submitter acts the same way. But when you're configuring a manager activity, these two options can behave differently. Review the slide contents. Background Information: Associates often use Up Submitter when setting up approval paths for clients because they are familiar with it; Up Affected Employee was not always an available option. Participants need to understand how the two options differ for manager activities, so that they can ensure they are selecting the correct option for their needs. 1. Suppose you wanted the employee's manager's manager to be notified of a change, regardless of who submitted it. Which assignee type would you select? Answer: Up Affected Employee Manager Hierarchy 2. Which option would you select in the Assignee field? Answer: Two levels Copyright Ó 2017 ADP, LLC 9 W017_WFN13_

25 HANDOUT MANUAL Explore: Adding an Approval Path Assignee Types and Descriptions Assignee Type Specific User Up Affected Employee Manager Hierarchy Up Submitter Manager Hierarchy Work Group Description Select this assignee type if a specific individual in your organization needs to be notified or needs to be the approver. Select this assignee type if the person who needs to be notified or will be the approver is one to ten levels up the reporting structure of the affected employee. Select this assignee type if the person who needs to be notified or will be the approver is one to ten levels up the reporting structure of the person who submitted the request. The submitter may or may not be the affected employee. Select this assignee type if the assignee is one of a group of people. Copyright Ó 2017 ADP, LLC 9 W017_WFN13_

26 Guided Practice: Setting Up an Approval Process Requiring Practitioner Approval Scenario Refer participants to the handout manual. This approval process is a little more involved than the one we had done previously. Salary changes are sent to a group of practitioners, any one of whom could approve the request. That is called a work group. Work Groups Review the slide contents. Suppose you create a work group with three practitioners. Then one of your practitioners gets promoted and you hire a replacement. What would you need to create the work group? Answer: You would need to remove the prior practitioner from the work group and add the new practitioner to the work group as an approver. Instead of manually adding names to a work group, you can have them automatically added. Work Groups and Membership Rules Review the slide contents. Sequence to Create and Use a New Work Group When you create a work group, you must perform the following tasks: Review the slide contents. Instructions, Part 1: Creating a Membership Rule Open the Setting Up an Approval Process Requiring Practitioner Approval file. In the Manage Workflow section, click Membership Rules. Click Add Membership Rule. Click in the Rule Name field and click Done. In the Attribute field, select Department. In the Operator field, select = (equal to). Click in the Value field. In the Action field, select Add Row Below. To the left is an And to combine the two criteria. Only people who meet both criteria will be included in this rule. Click And to change it to Or as needed. In the Attribute field, select Job Code. In the Operator field, select = (equal to). Click in the Value field and then click Save. Click Back to Membership Rules, and then click Back to Standard Activities. We can use the membership rule any time we want to include HR practitioners in a work group for an approval process. Membership rules are reusable. Best Practices Review the information in the handout manual. Copyright Ó 2017 ADP, LLC 10 W017_WFN13_

27 HANDOUT MANUAL Activity: Setting Up an Approval Process Requiring Practitioner Approval Scenario At Go Green, when a manager submits a salary change for an employee, an HR practitioner must approve the request. A group of HR practitioners is responsible for monitoring and processing these requests. Sequence to Create and Use a New Work Group A work group is a set of people who would receive notifications or approve or reject requests. You can manually add individuals to a work group. You can also use membership rules to automatically select individuals according to criterial. To create a work group, you would do the following: 1. Create a membership rule (if desired). 2. Create the work group. 3. Edit an activity to include the work group in the approval path. Instructions, Part 1: Creating a Membership Rule Starting Point: Setup > Approval Process > Enhanced Activity Configuration Step Action 1 In the Manage Workflow section, click Membership Rules. 2 Click Add Membership Rule. 3 Enter Salary Change for the Rule Name, Salary Change requires HR Practitioner approval for the Description, and click Done. 4 Enter the following values: Attribute: Department Operator: = (equal to) Value: In the Action field, select Add Row Below. 6 Enter the following values: Attribute: Job Code Operator: = (equal to) Value: MGR 7 Click Save. 8 Click Back to Membership Rules. 9 Click Back to Standard Activities. Best Practices To ensure that you have the correct value for an attribute, look up the value in the validation table before setting up the membership rule. Validation tables are set up under Setup > Tools > Validation Tables. Copyright Ó 2017 ADP, LLC 10 W017_WFN13_

28 Instructions, Part 2: Creating a Work Group Now that we have our membership rule, we can create a work group. Remember, you don t need to create a membership rule for a work group. Instead, you can manually add names to a work group. In the Manage Workflow section, click Work Groups. We have a work group set up already for all practitioners, but for this approval process, we want a work group of just the HR practitioners. Click Add Work Group. Click in the Name field and click Save. In the Available Rules list, select Salary Change. Click Click Save. (move selected right). Why are we getting a message that we have not selected any members for this work group? Answer: The rule has not processed in the application yet. Rules are processed upon saving. Click Yes. Now let's see who is in this group that we just created. Click Members. Scroll down. Our company has two individuals who are managers in the Human Resources department. Their records matched the membership rule we created and applied to this work group, so they are automatically added. If needed, we could also manually add members by clicking Available for Membership and selecting those individuals we would like to also include in this work group. Scroll up. Click Back to Work Groups. Click Back to Standard Activities. Caution Review the information in the handout manual. Copyright Ó 2017 ADP, LLC 11 W017_WFN13_

29 HANDOUT MANUAL Instructions, Part 2: Creating a Work Group Step Action 1 In the Manage Workflow section, click Work Groups. 2 Click Add Work Group. 3 Enter HR Approvers for the work group name and click Save. 4 In the Available Rules list, select Salary Change and click (move selected right). 5 Click Save. 6 In the Confirm Action dialog box, click Yes. 7 Click Members. 8 Click Available for Membership. 9 Enter in Department, and click Filter. 10 Select David Cormier and Eve Gardin, and click Save. 11 Click Back to Work Groups. 12 Click Back to Standard Activities. The group name must be unique for both work groups and security profiles. You cannot have a work group and security profile with the same name or you will get an error message. Security profiles are set up under Setup > Security > Access Permissions. Copyright Ó 2017 ADP, LLC 11 W017_WFN13_

30 Instructions, Part 3: Editing the Activity So we've created a work group that includes HR practitioners. We can now use that work group when we set up the approval path for salary changes. Right now, we've viewing all the activities that employees can perform in Employee Self Service. We want to set up the approval process for when a manager submits a salary change in Manager Self Service. How can we view the manager activities? Answer: In the Role field, select Manager. In the Role field, select Manager. Scroll down. In the Pay Rates card, click (edit). In the Approval Path field, click Add Approval Path. Click in the Path Name field. In the Assignee Type field, select Work Group. In the Assignee field, select HR Approvers(2). In the Step Type field, select Approval. What would you do if you wanted to also notify your company's financial officer of the salary change? Answer: In the Action field, select Add Row Below and set up the row with a step type of Notification. You can use a work group or select an individual in the Assignee Type field. Click Save. Click Back to Standard Activities. Click Save. The approval process for pay rates is saved. Everything we've created - membership rules, work groups, and approval paths - is reusable. We can use that earlier membership rule for another work group, we can use the work group for multiple approval paths, and we can use the approval path I just created for other activities. Scroll down. In the Job Change card, click (edit). In the Approval Path field, click the down arrow. Scroll down. Notice that the HR Approval Path is available. You don't need to create membership rules, work groups, or approval paths over and over again, you can use what you've set up. Do you think your company will be using membership rules and work groups in its approval process configuration? Important Information Review the information in the handout manual. Additional Resources Review the information in the handout manual. Copyright Ó 2017 ADP, LLC 12 W017_WFN13_

31 HANDOUT MANUAL Instructions, Part 3: Editing the Activity Step Action 1 In the Role field, select Manager. 2 In the Pay Rates card, click (edit). 3 In the Approval Path field, select Add Approval Path. 4 Enter HR Approval Required. 5 Make the following selections: Assignee Type: Work Group Assignee: HR Approvers Step Type: Approval Action: Leave blank 6 Click Save. 7 Click Back to Standard Activities. 8 Click Save. Important Information Because employees do not have approval privileges, work groups cannot include an employee. However, approval paths can include an employee as a specific user to receive notifications. Additional Resources For more information about creating membership rules and work groups, refer to online Help, or the Setting Up Work Groups learning byte on the Support Center. Copyright Ó 2017 ADP, LLC 12 W017_WFN13_

32 What Types of Notifications Are Available? Review the information in the handout manual. There are two slides in this sequence. Example Review the information in the handout manual. Types and Descriptions Briefly review the information in the handout manual. Copyright Ó 2017 ADP, LLC 13 W017_WFN13_

33 HANDOUT MANUAL What Types of Notifications Are Available? Alerts that require notification or approval are sent through the Message Center to the people defined in the approval process. ADP Workforce Now also provides the option to automatically send notification messages to the appropriate users. Some reasons that messages are useful include the following: The user does not have to be in ADP Workforce Now to know that an update was made in Employee Self Service or Manager Self Service. Because some users do not log on ADP Workforce Now regularly, notifications ensure that they address approval requests in a timely fashion. Because users may not review all of the various types of messages that they receive in the Message Center, notifications ensure that users notice an approval process request. ADP Workforce Now provides you with templates that you can set up to meet your business needs. You can choose global templates or templates that can be customized for specific activities. Example Your approvers receive approval tasks in the Message Center. They also receive an message notifying them that action is required for an activity. Types and Descriptions Type Message Center notification Global notification Activity-specific notification Description Notifications and tasks are automatically sent to the affected parties through the Message Center whenever an activity triggers an approval process workflow. An is sent to the affected parties whenever an activity triggers an approval process workflow. Global templates are available for actions such as the following: An activity is submitted requiring approval Reminders when an action is not taken Notices when a submitted change is rejected. Global s must be activated and customized before they can start to be sent. An is sent to the affected employees whenever a specific activity triggers an approval process workflow. These s can be customized for each activity, rather than using a global that applies to all activities. Activity-specific s are available for actions such as the following: An activity is submitted requiring approval Reminders when an action is not taken Notices when a submitted change is rejected. Activity-specific s must be activated and customized before they can start to be sent. Copyright Ó 2017 ADP, LLC 13 W017_WFN13_

34 Additional Resources Review the information in the handout manual. Copyright Ó 2017 ADP, LLC 14 W017_WFN13_

35 HANDOUT MANUAL Additional Resources For information about defining global or activity-specific notifications for your approval processes, complete the Setting Up Approval Process Notifications for ADP Workforce Now self-study course. For more information about notifications, including how to set them up, refer to the following: Online Help The Setting Up Workflow in ADP Workforce Now guide on the Support Center The following learning bytes on the Support Center: Setting Up Activity-Specific Notifications Setting Up Global Notifications Copyright Ó 2017 ADP, LLC 14 W017_WFN13_

36 Practice: Setting Up Approval Processes Introduction to the Training Environment Before beginning the practice, remind participants that all demonstrations, guided practices, and practices in this course are in a training environment. Remind participants that although the training environment closely mirrors the ADP Workforce Now environment, there are differences in the training environment. Overview Refer participants to the handout manual. The activities available are listed on the preceding slide. You will have approximately 10 minutes to complete this practice. You can complete as many activities as you would like in the time permitted. If you are delivering this course to associates and time is limited, recommend that participants focus on the first practice scenario (Creating a Membership Rule and a Work Group) and the third practice scenario (Setting Up Notifications and Approvals for Performance Reviews). This allows them to practice all the tasks performed in class today. The second practice scenario (Sending Notifications for Direct Deposit Updates) focuses only on notifications, while the third practice focuses on both notifications and approvals. Scenario: Creating a Membership Rule and a Work Group Refer participants to the handout manual. Instructions: Creating a Membership Rule and a Work Group The following steps are for your reference, to assist participants as needed. Navigate to Setup > Approval Process > Enhanced Activity Configuration. In the Manage Workflow section, click Membership Rules. Click Add Membership Rule. Click in the Rule Name or Description field and click Done. In the Attribute field, select Department Code. In the Operator field, select = (equal to). Click in the Value field and click Save. Click Back to Membership Rules. Click Back to Standard Activities. In the Manage Workflow section, click Work Groups. Click Add Work Group. Click in the Name field and click Save. Select Payroll. Click Click Save. Click Yes. Click Members. Scroll down. (move selected right). Copyright Ó 2017 ADP, LLC 15 W017_WFN13_

37 HANDOUT MANUAL Practice: Setting Up Approval Processes Overview To provide you with a customized training experience, this practice includes several scenarios. Complete the scenarios and activities that most closely align with your organization's needs. Scenario: Creating a Membership Rule and a Work Group Your company has its Payroll practitioners monitor and take action on activities that affect employees' payroll. You decide to create a membership rule for those practitioners, and assign that rule to a work group, to help you more easily assign the Payroll practitioners to various approval process activities. Instructions: Creating a Membership Rule and a Work Group Starting Point: Setup > Approval Process > Enhanced Activity Configuration Step Action 1 Create a Payroll Department membership rule that includes any users whose department is equal to (Payroll). 2 Create a work group that uses the Payroll Department membership rule. 3 Review the list of users who were added to the work group due to the membership rule. Copyright Ó 2017 ADP, LLC 15 W017_WFN13_

38 Scenario: Sending Notifications for Address Updates Refer participants to the handout manual. Instructions: Sending Notifications for Address Updates The following steps are for your reference, to assist participants as needed. Navigate to Setup > Approval Process > Enhanced Activity Configuration. Scroll down. In the Address card, click (edit). In the Approval Path field, click Add Approval Path. Click in the Path Name or Description field. In the Assignee Type field, select Work Group. In the Assignee field, select PR Practitioners. In the Step Type field, select Notification. Click Save. Click Back to Standard Activities. Click Save. Copyright Ó 2017 ADP, LLC 16 W017_WFN13_

39 HANDOUT MANUAL Scenario: Sending Notifications for Address Changes When employees update their address information in Employee Self Service, your company's policies require that Payroll practitioners be notified. The Payroll practitioners do not need to take any action. Instructions: Sending Notifications for Address Updates Starting Point: Setup > Approval Process > Enhanced Activity Configuration Step Action 1 Edit the Employee standard activity for address. 2 Add a new approval path to notify members of the PR Practitioners work group when an employee changes address information. Note: The PR Practitioners work group has been created. Copyright Ó 2017 ADP, LLC 16 W017_WFN13_

40 Scenario: Setting Up Notifications and Approvals for Performance Reviews Refer participants to the handout manual. Instructions: Setting Up Notifications and Approvals for Performance Reviews The following steps are for your reference, to assist participants as needed. Navigate to Setup > Approval Process > Enhanced Activity Configuration. In the Role field, select Manager. Scroll down. In the Performance Review card, click (edit). In the Approval Path field, click Add Approval Path. Click in the Path Name or Description field. In the Assignee Type field, select Up Affected Employee Manager Hierarchy. In the Assignee field, select Two Levels. In the Step Type field, select Notification. In the Action field, select Insert Below. In the Assignee Type field for the new row, select Work Group. In the Assignee field for the new row, select HR Approvers(2). In the Step Type field for the new row, select Approval. Click Save. Click Back to Standard Activities. Click Save. During the Practice (VC Only) Review the slide contents. In a moment, the practice menu will open in the WebEx window, allowing you to use the application on your own. Click the link for the scenario you would like to practice. Once done, close that practice and complete another, based on your needs and preferences. I will be available to answer any questions during the practice. To send me a question, use the Chat pane. Insert Web Pages (VC Only) Begin the practice. Debrief Ask participants what questions they have. Use SIGA (Share, Interpret, Generalize, and Apply) questions to reinforce what they've learned: What did you find easy or challenging about the practice activities? What have you learned about the process? What is important to remember about setting up approval processes? How will you remember this back on the job? Copyright Ó 2017 ADP, LLC 17 W017_WFN13_

41 HANDOUT MANUAL Scenario: Setting Up Notifications and Approvals for Performance Reviews When a manager submits an employee's performance review, your company would like the employee's manager's manager to be notified. In addition, an HR practitioner must approve the performance review. Instructions: Reviewing Notifications and Approvals for Performance Reviews Starting Point: Setup > Approval Process > Enhanced Activity Configuration Step Action 1 Edit the manager standard activity for Annual and New Hire: Review Approval. 2 Verify that the approval path Mgr;'s Mgr Notify, HR Approval is selected. This approval path does the following:: Notifies the employee's manager's manager (two levels up from the employee) that the performance review has been submitted Requires that members of the HR Approvers work group approves the performance review Copyright Ó 2017 ADP, LLC 17 W017_WFN13_

42 Course Closing Summary In this course, you reviewed many of the steps necessary to create basic approval processes. Demonstration: How to Access Support A great resource available to you when you are back at the job is ADP's support option. Refer participants to the handout manual. Instructions Refer participants to the handout manual. At the top of the page, click (support). For WFN only: The Support page displays online Help and training topics that are related to the page you are viewing. Demonstration: How to Access TheBridge.adp.com Remember at the beginning of class I told you about The Bridge, an online community to connect with other ADP solution users? Now I m going to show you how to access it. Instructions Refer participants to the handout manual. Your handout manual includes the direct URL for accessing The Bridge, yet you can simply click The Bridge icon at the top of any page within ADP Workforce Now. At the top of any page, click Select Groups > All Groups. Select ADP Workforce Now. (The Bridge). Copyright Ó 2017 ADP, LLC 18 W017_WFN13_

43 HANDOUT MANUAL Course Closing How to Access Support Job Aid ADP provides various resources to help you perform your tasks after class. Instructions Step Action 1 At the top of any page, click (support). 2 In the Search field, enter a topic and then click (search). Result: The available online Help and training are displayed. 3 Review the available resources. If You Want To Read online Help Access a learning byte Then Click the Documentation tab and select a topic. Click Training. 4 To close the Support page, click Back. How to Access TheBridge.adp.com Job Aid Join TheBridge.adp.com, an online community for payroll and HR professionals where you can ask questions, share knowledge, make connections, and learn from industry experts and peers about a broad range of human capital management topics. Instructions Step 1 Action If You Are Then Logged on to ADP Workforce Now At the top of any page, click (The Bridge) Not logged on to ADP Workforce Now 1. Access thebridge.adp.com/welcome 2. Log on using your ADP Workforce Now user name and password 2 Select Groups > All Groups. 3 Select ADP Workforce Now. Copyright Ó 2017 ADP, LLC 18 W017_WFN13_

44 Additional Training Refer participants to the handout manual. Help with Course Enrollments Review the slide contents. Continuing Education Credits Refer participants to the handout manual. Copyright Ó 2017 ADP, LLC 19 W017_WFN13_

45 HANDOUT MANUAL Additional Training To review the practice activities again, enroll in the Approval Process Basics for ADP Workforce Now Practice Activities course. For information about how to set up either global or activity-specific notifications, complete the Setting Up Approval Process Notifications for ADP Workforce Now self-study course. For information about how to set up an approval process so that a request is escalated to another individual if the original approver does not take action on it within a particular timeframe, complete the Setting Up Approval Process Escalations for ADP Workforce Now self-study course. For information about how to indicate that a particular approval process does not apply to specific individuals, or that some employees require a different approval path than other employees for a particular activity, complete the Setting Up Approval Process Exceptions for ADP Workforce Now self-study course. Copyright Ó 2017 ADP, LLC 19 W017_WFN13_

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