AsureForce/HCM ADI Integration Setup

Transcription

1 AsureForce/HCM ADI Integration Setup Updated 5/2017

2 Contents STEP 1: Setup in HCM... 2 Log into the Web Administrator or Administrator Security Role... 2 System Settings... 2 Validation Code Setup... 3 Earning Codes Table... 3 Map Import Pay Code to HR20 Earning Code... 3 Workgroups/Labor Segments/Hierarchy/Supervisors in the HCM... 3 Benefit Codes Table... 4 STEP 2: Setup in Force... 5 Default hierarchy... 5 Add Employee Status Codes... 5 Add supervisor... 6 Setup Points groups (if needed) in the TLM Implementation... 6 Pay Types... 7 Setup Accrual types & groups... 8 Setup pay calendars for the pay groups that were imported from the system sync STEP 3: Final Setup & System Sync from HCM to Force Log into the Web Administrator or Administrator Security Role > Validation Tables Setup ADI Points groups Setup ADI Accrual groups Setup ADI Pay groups In HCM, Validation Table: Time System Product Codes Verification the systems are syncing From HCM, Time Import Configurations (Prior to Employee Sync) Employees Sync Verification STEP 4: Initial Force Insert of Employees & Supervisors In HCM, Running Supervisor Sync (Force insert all Supervisors the first time) In HCM, Now that all Supervisors are Sent > Sync Employees (Force insert all EEs the first time) In Force, Confirm Hierarchy, Pay Groups, Accrual Groups, Point Groups Step 5: Single Sign On (SSO) MANUAL SYNCs In order to force insert an employee from HCM into Force In order to force insert ALL employees from HCM into Force In order to sync an employee from HCM into Force In order to sync ALL employees from HCM into Force Common Syncing Issues Required Field not Populated Exportable to Time System not Checked Common Errors on the Sync Log To Pull Time in from Force for Payroll P a g e

3 In order for the integration to get rolling, Asure must run the Force Integration Scripts to add required logic to the system. This will activate the communication between our Time Force and HCM Systems. Additionally, it will activate particular headers, triggers, automated communication and indicators throughout the HCM system. STEP 1: Setup in HCM Log into the Web Administrator or Administrator Security Role System Settings Web Service Credentials o Navigate to System Settings, then search for export o Set the Show exportable on compensation tab setting to YES o Then search for reduce o Set the Show not reducible on benefits codes screen setting to YES o o Then search for points (If the client is using points) Set the ADI Use Points Group setting to YES Just like other Time and Attendance (TNA) integrations, username, password and URL are required to communicate with Asure Implementation. Unlike other integrations, the domain is left blank. o Time System Web Service Username needs a valid username (provided by the TLM team) o Time System Web Service Password needs a valid password (provided by the TLM team) o Time System Web Service URL needs a valid API URL - add /api/api.asmx to the end o 2 P a g e

4 Validation Code Setup Earning Codes Table Create your standard Earning Codes (These can be sent to TLM to build into Force s Pay Codes) Map Import Pay Code to HR20 Earning Code Use our new Earning Codes to Map 1 for 1 with what will be created in Force Make sure there is a pay code for each earning code that is mapped to a benefit code o If there are multiple benefit codes that have the same earning codes (in the HCM), then a pay code needs created for each benefit that maps to the same earning code. Workgroups/Labor Segments/Hierarchy/Supervisors in the HCM Passing information between the TLM and HCM portions of Asure will be defined the in the Time Import Product Table(in step 3). Typically, this includes Labor 1-4, Position Code, Supervisor Code and **IMPORTANT** All employees must have the Work Groups assigned to them on their Position Detail (EE Master > Assignment tab > Position Detail) for each Work Group Definition that is to be defined in the Time Import Product Table. Typically, this includes Labor 1-4, Position Code, Supervisor Code and ADI **In order to handle this, create a code NA Not Assigned in each of the labor segments 3 P a g e

5 Benefit Codes Table Create benefit codes that you will use for accruals. In Step 2, you will map the benefit code on this benefit codes table to the TLM Accrual Types. Uncheck the Accrue Hours checkbox and clear out the value that is in the dropdown to the right of that same checkbox. At the bottom of each benefit code record, check the do not reduce on time import checkbox. Confirm that there is an Earning Code in the Cost and Hours Posting Info section at the bottom of each benefit code. Take note of this earning code(and the benefit code it is assigned for), it will be used when mapping the Pay Code (Asure) with the Earnings Code (HCM). 4 P a g e

6 STEP 2: Setup in Force A Default Code must be set up for each of the hierarchy levels and the additional setup. CODE: DEFAUL Default hierarchy (there is a template for new installs) must be added to allow for addition of a default employee and supervisor. Clients already setup with v10, should be coordinated between HCM Implementation and Force implementation to confirm all required defaults have been added. Configurations > User Parameters > Hierarchy Manager ***Add Code at each level: DEFAUL Add Employee Status Codes Configuration>User Parameters>Codes>Employee Status Codes 0 for ACTIVE 2 for INACTIVE 3 for TERMINATED 4 for LEAVE OF ABSENCE with a Status Class of INACTIVE 5 P a g e

7 Add supervisor (User Manager) User ID = 1 User Name Supervisor. This supervisor should be set with assignable hierarchies set to All. Configuration>Administration>User Manager>Supervisor Create a Default Supervisor: User Id: 1 Name: Supervisor ID: 1 Web Enabled: Login: super Password: super Access Tab: All Create a Default API user: User Id: api Name: api ID: api Web Enabled: api system administrator Login: system Password: jovi Access Tab: All Setup Points groups (if needed) in the TLM Implementation The points groups are a grouping of the points types that would map to an employee that uses only those points types, so in the HCM, it would be the group of benefit codes that an employee would have in one time. Configurations > Rules > Points > Points Group Click Points Group and create a new points group. ****A Default must be added: Points Group: DEFAUL 6 P a g e

8 Pay Types Pay Types in TLM Force are equivalent to Pay Codes in the HCM system. Configurations > Rules > Pay Types Create a new Pay Type by selecting New Pay Type. o On the General tab, the Pay Type Id that is created needs to be the same as the HCM Pay Code. o Set the Payroll Class as Other. o Check the Allow Accruals checkbox on the bottom of the page. o Then click on the Miscellaneous tab and check both Allow Regular Hours and Allow Miscellaneous Hours checkboxes. 7 P a g e

9 Setup Accrual types Accrual types need to be equivalent to accruing benefit codes in the HCM and mapped through earning codes Configurations > Rules > Accruals > Accrual Types Create a new accrual type and name it the same the accruing benefit code from the HCM. Do this for each accruing benefit code that is present in the HCM. ****A Default must be added: default accrual type = AccDflt Examples: TLM Force Accrual Type: SICKADI = SICKADI :Benefit Code (HCM) TLM Force Accrual Type: VACADI = VACADI :Benefit Code (HCM) For each benefit code in the HCM, check what the earnings code was, then assign a pay code (of that earning code) to the accrual type that matches the benefit code as follows: Go to the Consuming Pay Types tab > Click Manage Pay Types Select the correct pay type Setup accrual groups in the TLM Implementation The accrual groups are a grouping of the accrual types that would map to an employee that uses only those accrual types, so in the HCM, it would be the group of benefit codes that an employee would have in one time. Configurations > Rules > Accruals > Accrual Group Once saved, you will be able to see the Accrual Types tab for the accrual group that was created. Click on the tab Check the accrual types that you would like to be part of this group and save. ****A Default must be added: Accrual Group: DEFAUL 8 P a g e

10 Setup pay calendars for the pay groups that were imported from the system sync. Configurations > Rules > Pay Calendar Create a new pay calendar, make sure that the calendar type is the correct frequency (weekly, biweekly, etc.) Pick the start day, pay week day and year start to match what the HCM currently has for the first pay calendar of that pay calendar type for the pay group. Once saved, the calendar periods tab will display, click it. Click Build for the specific year that the pay calendar starts in the HCM for the specific pay group. o Assign the pay calendar to the pay group o Navigate to Configurations > Rules > Pay Group o When a pay group is created, the default pay calendar it is set to, is the weekly default pay calendar that is in the template system. This will need to be changed to the correct pay calendar that was created in previous steps by doing the following o Select the pay group that needs to be modified o Change the pay calendar to the correct pay calendar by clicking the magnifying glass icon next to the pay calendar and selecting the correct one, then save. 9 P a g e

11 STEP 3: Final Setup & System Sync from HCM to Force Log into the Web Administrator or Administrator Security Role > Validation Tables Setup ADI Points groups Simply mirror the codes and descriptions that were created in Force. Setup ADI Accrual groups Simply mirror the codes and descriptions that were created in Force. Adi Accrual Group Codes Table Setup ADI Pay groups Simply mirror the codes and descriptions that were created in Force. Adi Pay Group Codes Table ***It is important to stress to the client, after hiring an employee through the HCM New Hire Wizard, to immediately go into the ADI Pay Group Detail Screen and assign a Paygroup (Payroll & HR Role > Under Employee Header> HR Details> ADI Pay Group). ---Additionally, assign both ADI Points Group & ADI Accrual Group if need be to the employee as well. 10 P a g e

12 In HCM, Validation Table: Time System Product Codes IMPORTANT: Once the initial setup below is completed and the initial system-sync has taken place, the selections should not change unless absolutely necessary. General Selection Vendor ADITIME Work Group Mapping Work Group 1 Selection Any Work Group Definition (Prefer Labor3) Work Group 2 Work Group 3 Work Group 4 Work Group 5 Work Group 6 Work Group 7 Work Group 7 Any Work Group Definition (Prefer Labor1 Want Location to filter properly) Any Work Group Definition (Prefer Labor4) Any Work Group Definition (Prefer Labor2 Want Dept to filter properly) MUST BE A POSITION CODE (POSITION) ADIPAYGRP POINTSGRP ACCRUALGRP Labor Segment Mapping Labor Segment 1 Labor Segment 2 Labor Segment 3 Selection Any Labor Code Definition (Prefer WG2) Any Work Group Definition (Prefer WG4) Any Work Group Definition (Prefer WG1) Labor Segment 4 Any Work Group Definition (Prefer WG3) Once you hit save, the Pre-System Sync: Setup Implementation for initial System Sync. Additionally, you will have the option to manually sync the systems - A system sync is triggered with the sync systems button 11 P a g e

13 Verification the systems are syncing Confirm that the system synced correctly by checking in two places on TLM Force website. Configurations > User Parameters > Hierarchy Manager and go through each hierarchy level to make sure the system sync was successful. **If you would like to change any label names you can do so by clicking on Configurations > User Parameters > Hierarchy ***Keep in mind, Department is hardcoded in what is coming in from HCM as well as the reports in Force. For Pay Groups, confirm they were synced accurately by going to Configurations > Rules > Pay Groups. 12 P a g e

14 From HCM, Time Import Configurations (Prior to Employee Sync) Setup Time Import Configuration for each Pay Group that is in Asure Implementation Navigate to Company > Validation Tables > Time System Product Codes > Time Import Config All Force time records imported into the HCM system, whether pay codes or deduction codes, must be properly mapped in the HCM system prior to processing time imports. The code mapping tables tell HCM how to create individual earning and deduction records in our time file for payroll processing based on Create a new record for each Pay Group and toggle the following options defined HCM payroll o Time Import Period: Current Time Period validation records. o Time Import Records: Period EE Hours If proper time import code mapping is not completed, Force time records will not be imported into HCM for payroll processing. These exceptions will be included in the HCM time import log (Time Import Activity and Exception Report), so please review this report following each time import. o Benefit Configurations: Import Employees Sync Verification One last thing to check in the HCM is whether each employee will be included in the sync or not. Locate your employee in the drop down then find them in the HR EE Master Employee > EE HR Master > Compensation tab Mid-way down the Employee Master Screen, there is a checkbox labeled Exportable to Time System If this checkbox is NOT checked, the employee will not be included in the syncs. Make sure this is checked for each employee you want to include in the TLM/HCM Integration syncs or unchecked if you want that employee excluded. (Default is set to checked) 13 P a g e

15 STEP 4: Initial Force Insert of Employees & Supervisors In HCM, Running Supervisor Sync (Force insert all Supervisors the first time) Navigate to the Employee Sync screen in the HR & Payroll Role (Timekeeping > EE Data Sync), Check Sync Insert Supervisors Only Click Begin Employee Sync ***Note: Employee Syncs can take up to 10 minutes, depending on the amount of employees. If errors are received in regards to Supervisor Codes not found, do the following. Go to the Force system and navigate to Configurations > Administration > User Management o You should see that supervisors were synced over from the HCM. o Select a supervisor then click the select button next to the select assignable hierarchies text. o Check all the top hierarchy (usually Companies) then click OK, the number next to the text will show the amount selected rather than 0. o Click the Access tab and select all the radio buttons, then save it. o Do the same to all users who are supervisor types, then try the employee sync again. ****This may take several repeats of this step to sync over and configure all the supervisors. Expect duplicate errors though, since you are trying to sync all employees including ones that have already been synced. In HCM, Now that all Supervisors are Sent > Sync Employees (Force insert all EEs the first time) Navigate to the Employee Sync screen in the HR & Payroll Role (Timekeeping > EE Data Sync), Check Sync All Employees & Force Insert of Employee(s) ***Note: Employee Syncs can take up to 30 minutes, depending on the amount of employees. 1. Initializes individual employee sync between HCM and Force 2. Sync All Employees when checked ***All Employees must have workgroups defined with some value in all fields in order to sync, a card #, & supervisor 14 P a g e

16 In Force, Confirm Hierarchy, Pay Groups, Accrual Groups, Point Groups Step 5: Single Sign On (SSO) While logged in as Admin Security role o Navigate to System Settings, then search for SSO Use the URL for Login then add?sessionid= after. This will open up the links in the HCM to enter directly into Force (one system). In the Payroll & HR Role, MSS, ESS and custom roles. If the SSO is not added to the role you are looking for: log into the PODS Administrator Create a Time Keeping Menu in Pods Administrator. Note: Please review with Client their preference of description being used prior to setup. Go to PODS Administrator>Administration>Menu Setup. Add Manager SSO (Single Sign On) to all applicable Manager Levels as designated by the Client. PODS Administrator 15 P a g e

17 MANUAL SYNCs In order to force insert an employee from HCM into Force Navigate to the Employee Sync screen (Timekeeping > EE Data Sync) Check Force Insert of Employee(s) Click Begin Employee Sync ***This should only take a couple of minutes, as it is only force inserting the 1 selected employee in the drop down In order to force insert ALL employees from HCM into Force Navigate to the Employee Sync screen (Timekeeping > EE Data Sync) Check Sync all Employees Force Insert of Employee(s) Click Begin Employee Sync (This should only take a couple of minutes, as it is only force inserting the 1 selected employee in the drop down) ***Note: Employee Syncs can take up to 30 minutes, depending on the amount of employees. In order to sync an employee from HCM into Force Navigate to the Employee Sync screen (Timekeeping > EE Data Sync) Click Begin Employee Sync ***This should only take a couple of minutes, as it is only force inserting the 1 selected employee in the drop down In order to sync ALL employees from HCM into Force Navigate to the Employee Sync screen (Timekeeping > EE Data Sync) Check Sync All Employee(s) Click Begin Employee Sync ****Note: Employee Syncs can take up to 30 minutes, depending on the amount of employees. 16 P a g e

18 Common Syncing Issues Required Field not Populated Employee Number Card Number (must be numeric) Supervisor Assigned (Supervisor must be tied to an employee in the supervisor codes table) Exportable to Time System not Checked Employee > EE HR Master > Compensation tab Mid-way down the Employee Master Screen, there is a checkbox labeled Exportable to Time System If this checkbox is NOT checked, the employee will not be included in the syncs. Make sure this is checked for each employee you want to include in the TLM/HCM Integration syncs or unchecked if you want that employee excluded. (Default is set to checked) Common Errors on the Sync Log ERROR ON THE LOG supervisor: No Records Found userid: Duplicate records found. Unique constraints violated MEANING The supervisor tied to this employee either has not been inserted into Force and/or the supervisor codes table doesn t have an employee tied to that supervisor code This is not necessarily an error it is saying that there is a value (userid in this case) that is either incorrect (duplicated) or this employee has already been inserted and now you are trying to reinsert them. 17 P a g e

19 To Pull Time in from Force for Payroll 1 ST IMPORT TIME FROM FORCE UNDER THE TIMEKEEPING HEADER ON THE HEADER BAR >CLICK IMPORT TIME Select the Correct Pay Group Select the Correct Pay Calendar Select the Correct - Check Code Should be Reg when running off any standard biweekly payrolls User Group = your initials (to indicate who is importing the file) Only delete Previous Time Upload Data if you want to wipe out all previous data loaded into this payroll group and calendar This box should be checked when uploading FORCE, but not on your 1 times Click Import Time. 2 ND After FORCE time has been imported, print the time import log to see what has been brought in. UNDER THE TIME ENTRY HEADER ON THE HEADER BAR >CLICK TIME IMPORTLOG CHOOSE HOW YOU WOULD LIKE TO SEE THE REPORT POPULATED The time import log report is available from the Time Entry menu, from the Pay Run Workflow, and from the Report Navigator. Use this report to verify imported time information. 18 P a g e

20 APPENDIX API Methods RetrieveTableMangrove The RetrieveTableMangrove method retrieves all accessible hierarchies for the specified level types. Method returns the Level Code and description. Level types are as follows: Level Description 1 Company 2 Location 3 Division 4 Department 5 Position RetrieveAccrualBalance The RetrieveAccrualBalance returns the Accrual Type, Current Balance, Beginning Balance, Earned Hours, Used Hours, Expired Hours Ending Balance and future leave requests as found in ADI for a given date range. RequestPayrollData The RequestPayrollData method returns various payroll data related items for the Employees being processed. Data includes: PayType, Hours, Dollars and Rate of Pay. RetrieveTimePunchbyPeriodMangrove The RequestTimePunchbyPeriod retrieves punch entries for the employees for the entire pay period for which the date passed falls. Returned data includes: PunchIn and PunchOut data. UpdateAccrualBalance The UpdateAccrualBalance Method updates a specific employee accruals with the amount passed and a record date of date processed. CreateEmployee/Force Insert The CreateEmployee method creates/updates an employee record depending on the action type passed. For Update, the following fields are updated: EmployeeID, Clock Number, First Name, Last Name, Short Name, Middle Initial, Address Line 1, Address Line 2, City, state, Zip code, Home Phane, , Birthdate, Hire Date, Supervisor number, employee type, Company ID, Location ID, Division ID, Department ID, Position ID, PayGroup and Salaried employee indicator. For Create, the employee is created and the same fields as in the update Employee are populated. UpdateTable The UpdateTable method, creates Hierarchy and PayGroups. AutoGen values are created as default. 19 P a g e