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Welcome to Importing Data for ADP Workforce Now

W008_PPT_WFN80V01_0515

W008_PPT_WFN80V01_0515

PLEASE BE ADVISED THATTHIS MEETING WILL BE RECORDED.

Importing Data for ADP Workforce Now

Welcometo...


Copyright and Trademarks

Copyright © 2015 ADP, LLC. All rights reserved.

These materials may not be reproduced in any format without the express written permission of ADP, LLC.

The ADP logo, ADP , and IN THE BUSINESS OF YOUR SUCCESS are registered trademarks of ADP, LLC. All other trademarks and service marks are the property of their respective owners.


Introductions and Expectations

Your name

Your location

Your role


Norms

Be responsible for your own learning.

Return promptly from breaks.

Participate. Ask any question that comes to mind.

Make mistakes. This is a safe environment.


Norms

Minimize distractions. Return promptly from breaks. Participate. Ask any question that comes to mind. Make mistakes. This is a safe environment. Put your phone on mute during the presentation.

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– Press *7 to unmute.

Do not place your phone on hold.


Course Purpose

This course has been designed to provide you with the knowledge and hands on experience required to be comfortable using the Importing Data for ADP Workforce Now®.

This course prepares you to update data in ADP Workforce Now® after your ADP Implementation team has completed the initial importing process (referred to as the data conversion process).

It describes the available methods for updating data, including importing in batch, focusing on employee and paydata.


Course Objectives

Upon completion of this course, participants will be able to:

Describe importing and the available import methods and data types at a high level

Prepare data import files

Import employee data

Import paydata

Troubleshoot and verify imported data


Course Agenda

Module 1: Importing Overview Module 2: Preparing the Data Import File Module 3: Importing Employee Data Module 4: Importing Paydata Module 5: Verifying Your Imported Data Module 6: Course Closing

Module 1: Importing Overview


Module 1 Introduction

Purpose This module prepares you to describe the importing process at

a high level, as well as the available data update methods and data import types.



Objectives

Upon completion of this module, you will be able to:

Describe the importing process at a high level Identify the available data update methods Identify the types of data that can be imported Explain the purpose of a Baseline Report Describe how to validate imported data Describe how to send notifications when a data import is

completed


The Initial Data Import Process

Overview

During your implementation, the Data Conversion team worked with you to map your employee data to the Workforce Now database. During this process, they ensured that all Validation tables were updated either:

During the I-Hub interview process

Manually

Through Import


What Is the Initial Data Import Process?

The Data Conversion/Implementation team uses the same process identified in the Data Import Process of this course. The same methodology is used for either an initial import, or updates to the data after the bulk of the data is set up.


Maintaining Data after the Initial Import

Available Data Update Methods

There are several methods available for maintaining data in ADP Workforce Now®. The following table describes all of the data update methods, as well as how to access them in the system:

Use This Data Update Method: When You Need to: By Accessing:

Importing Upload multiple types of data with different values

Process > Utilities > Import

Mass changeEnter the same field value for a group of employees

Process > HR > Mass Change

Manual data entry Change information for one employee at a time

Various options on the People menu


Importing Overview

Overview

ADP Workforce Now provides you with an automated mechanism for quickly and accurately updating your database with large quantities of data.


Importing Overview

What Is Data Import?

Data import is a process that loads data from a source file into your ADP Workforce Now database. Because it eliminates the need to enter data manually, importing provides an easy way to transfer large amounts of data from another source or to make multiple corrections.


Importing Overview

Importing versus Mass Change

Importing is useful when you need to upload multiple types of data with different values. If you need to update the same field value for a group of employees, the Mass Change feature is the more suitable option.


Importing Overview

What Is Mass Change?

Mass change involves entering the same field value for group of employees.

Refer to your Handout Manuals for a list of the available fields for mass change in ADP Workforce Now:


What Data Can Be Imported?

Overview

In ADP Workforce Now, you can import five types of data:

Validation table data

Applicants data

Benefits data

Paydata

Employee data

Time Off accruals data

Time and attendance data (if your company uses ADP Workforce Now Time & Attendance)


Data Types and Descriptions

Refer to your Handout Manual for a description of the Data Types that you can import.


The Data Import Process

Overview

Once you have determined that importing is the appropriate data update method, you will begin to follow the data import process.


Stages and Descriptions

The following stages make up the data import process:

1. Determine your data update type.

2. Determine the most appropriate data update method.

3. Prepare and test the data import file.

4. Run a baseline report.

5. Set up email notifications if required.

6. Import the data.

7. Troubleshoot and verify the imported data.

Refer to the table in your Handout Manual for the descriptions of these stages.


What Is a Baseline Report?

Overview

A baseline report is a snapshot of your data in its current state prior to the import. You can refer to this report to confirm that your data updated as expected. Running the baseline report represents the third stage of the data import process.

Depending on which type of information you are importing, you can run a standard report or create and run a custom report.

A baseline report is only required if you are updating existing records. It is not required if you are adding records.


Example Baseline Report


Validating the Imported Data

Overview

To validate the imported data, you can either run reports or view the data in ADP Workforce Now.

Additional Resources

For more information about standard reports, refer to WFN Support.

For more information about custom reports, refer to the Custom Reporting Basics for ADP Workforce Now course on Learn@ADP.


Validation Methods and Descriptions

You cause use one of the following validation methods depending on the type of data you are importing:

Run a report and compare it to the baseline report Review the import logs View the data on the appropriate page in ADP Workforce Now

Refer to the table in the Handout Manual for detailed descriptions.


Sending Notifications when a Data Import Is Completed

Overview

You can elect to send notifications when a data import is completed.

These notifications can be sent to both the Workforce Now Message Centre and an email address.

The process for setting up notifications is the same for all data types although you select a different template for the import preferences.


Module 1 Summary

In this module, you learned how to:

Describe the importing process at a high level

Identify the available data update methods

Identify the types of data that can be imported

Explain the purpose of a Baseline Report

Describe how to validate imported data

Describe how to send notifications when a data import is completed

Module 2: Preparing the Data Import File



Purpose This module helps you to prepare data import files depending

on the type of data you are importing.



Objectives


Prepare the data import file Prepare employee import files Prepare paydata import files Identify the other types of import files Use the Import Reference Guides to help you prepare data

import files


Preparing the Data Import File

Overview

Preparing for data import involves determining the type of data that you need to import, deciding on the most appropriate data update method based on the volume of data to be imported, preparing the data import file, running the baseline report, and setting your import preferences if notification when the importing process is finished is required.


Impacts of Effective Dating on Data Import Files

Some import files will require the Change Effective On field to be included in the data import file header. Effective dating means that ADP Workforce Now holds multiple records:

Historical

Current

Future

Refer to the Handout Manual for additional details.


What Is Preparing a Data Import File?

Overview

Requirements differ depending on the type of data that you are importing.

Each import file consists of a header that specifies the data to be imported.

Headers for each data type differ depending on the importing task, and the data that is important to your organization.

The best practice for creating import files is to specify the header information in a Microsoft Excel spreadsheet, which is much easier to read than a comma-separated values (CSV) file in Notepad.

Once you are sure that the headers in the import file are correct, then save the file to CSV format.


Requirements for the Data Import File

Requirements for each data import file include:

Include all required fields Ensure that all field headings are correct Ensure that fields are in the correct sequence Ensure that all data values are valid Save the file using the correct filenaming convention Save the file in the correct format

Refer to your Handout Manual for details.


The Employee Import File

Overview

To import employee data, users require Practitioner access to Workforce Now. You can use the employee import file to both change and delete employee data. You can use importing to update both current year, and year end data. The way you set up the employee import file determines whether current year or year-end data is imported.

When you import employee data, the requirements for the data import file vary depending on the following factors:

If the import is for new hires

If the import involves changes to existing employee data

If you are setting up new entries in the Validation Tables in Workforce Now, such as awards, memberships, license and certifications


Requirements for an Employee Import File

Requirement Description

Include all required fields

You must include Position ID in order for the records to be properly indexed.

Note: If you are importing additional positions for employees, you must also include the Associate ID field.

Ensure that all field headings are correct

Each field heading must match the requirements specified in the Importing Employee Data guide.

Ensure that fields are in the correct sequence

Your employee data import file must use one of the following sequences:• Position ID must be the first field.• If required, Associate ID must be the first field, and

Position ID must be the second field.

All other fields you are importing may be listed to the right in any sequence.

Ensure that all data values are valid

Ensure that you enter and format the data correctly. For example, enter Social Security numbers as nine digits with or without dashes and without spaces.

Save the file using the correct filenaming convention

You may use almost any filenaming convention for employee data import files. Restrictions are listed in the Importing Employee Data guide.

Note: If you want to import records from multiple company codes within the same file or positions that are not associated with a company code, you must use the filenaming convention EMP____.CSV.

Save the file in the correct format Save the file as a CSV or TXT file.


Data Import File Field Requirements for a New Hire

Overview

When you import new hires, different field requirements apply.

Refer to the table in your handout manual that lists the basic requirements and the order of fields for new hires.


The Paydata Import File

Overview

Only Practitioners with the correct access permission to the paydata import function can import paydata. Access to importing paydata is controlled by your profile memberships and access permissions. These are set up for you by your company administrator. You can import both current year and year-end paydata.


Requirements for the Paydata Import File

Requirement Description

Include all required fields

You must include Position ID, Payment and Description. If Position ID is not included, then Company Code and File Number must be the first two fields. Additional fields are required and vary depending on the type of paydata you are importing. These requirements are specified in the Importing Paydata guide.

Ensure that all field headings are correct

Each field heading must match the requirements specified in the Importing Paydata guide.

Ensure that fields are in the correct sequence

Your paydata import file must use the following sequence:

Position ID

Note: If Position ID is not used, then Co Code, Description, File # and the other fields.

Co Code must be the first field - not required if Position ID is used.

Description must be the second field - not required if Position ID is used.

File # must be the third field.

The other fields you are importing are listed to the right.

Ensure that all data values are valid

Ensure that you enter and format the data correctly. For example, enter file numbers with no more than nine digits.

Save the file using the correct filenaming convention

Use the filenaming convention EPIccccAA.CSV, where "cccc" represents the company code.

Save the file in the correct format Save the file as a CSV file.


Other Types of Imports

Importing Validation Table Data

Validation tables contain the data that make up the selection lists for many of the fields in ADP's Workforce Now. For example, the Department table contains the codes displayed in the Home Department field on the Position page, and the Temporary Department column on the Paydata Entry Batch page.

Most of the validation tables for your company are set up by ADP during the initial import process. After the initial setup, you may need to add more entries, or records, to a validation table.

There are two options available for updating Validation Table data: Through the Workforce Now menu – Setup > Tools >

Validation Table Using an import file


Other Types of Imports

Importing Time & Attendance Data

Typical Time & Attendance data are things like schedules or major changes to Labour Charge fields. For example, if you have a complete reorganization, an import field can be used to import employee level Labour Charge fields.


Using the Import Reference Guides

The Import Reference Guides contain useful information on how to structure your import file for the various import types. The best practice for preparing an import file is to use the corresponding import guide while you are creating the data import file.

For more detailed information about preparing your data import files, refer to the following ADP Workforce Now guides on the Support Center:

Importing Applicant Data Importing Employee Data Importing Paydata Importing Validation Table Data Importing and Exporting Time and Attendance Data

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Module 2: Summary


Prepare the data import file Prepare employee import files Prepare paydata import files Identify the other types of import files Use the Import Reference Guides to help you prepare data

import files


End of Module 2

Module 3: Importing Employee Data



Purpose This module prepares you to work with some common

scenarios you will encounter when updating employee data.



Objectives

Upon completion of this module, you will be able to: Use the Importing Employee Data guide to help you prepare an

employee data import file Prepare an employee data import file for newly hired

employees Validate imported data for newly hired employees Prepare an employee data import files for employees with

salary increases Validate imported data for employees with salary increases


Module 3 Introduction (continued)

Prepare an employee data import file when reporting structure changes

Validate imported data when reporting structure changes Use the Mass Change feature in ADP Workforce Now to

update reporting structure changes

5151 Copyright © 2013 ADP, Inc.

Activity: Importing Employee Data for New Hires

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Activity: Importing Employees with Salary Increases

© 2015 ADP, LLC 52


Activity: Handling Reporting Structure Changes

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Module 3: Summary


Use the Importing Employee Data guide to help you prepare an employee data import file

Prepare an employee data import file for newly hired employees

Validate imported data for newly hired employees Prepare an employee data import file for employees with salary

increases Validate imported data for employees with salary increases


Module 3: Summary (continued)

Prepare an employee data import file when reporting structure changes

Validate imported data when reporting structure changes Use the Mass Change feature to update reporting structure

changes

Module 4: Importing Paydata



Purpose This module prepares you to work with some common

scenarios you will encounter when updating paydata.



Objectives


Use the Importing Paydata guide to help you prepare a paydata import file

Prepare a paydata import file for bonus payout in the current paycycle

Validate imported data for bonus payouts in the current paycycle

Prepare a paydata import file for employees with vacation time remaining to be paid out at the end of the year

Validate imported data for employees with vacation time remaining to be paid out at the end of the year

Identify the options for structuring a paydata import file


Activity: Confirming Codes for Earnings in the Validation Tables

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Activity: Importing Bonuses

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Activity: Importing Vacation Pay

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Options for Structuring a Paydata Import File

When you structure a paydata import file, these are the available options.

Use a single Payment Type in the import file Combine various payment types in a single file

The following graphic shows a sample Bonus Pay import file:


Options for Structuring a Paydata Import File (continued)

The following graphic shows a sample Vacation Pay import file, which is designated as a Current Pay payment type:

The Current Pay payment type requires the fields Earnings Code and Earnings Value in the header.


Options for Structuring a Paydata Import File (continued)

If you were to combine both of these payment types in a single paydata import file, you would need to leave the field for Earnings Value blank for Bonus Pay, and leave the field for Earnings Amount blank for Vacation Pay, as shown in the following graphic:

Always refer to the Importing Paydata Guide for information on the fields required in the import file header.


Module 4: Summary


Use the Importing Paydata guide to help you prepare a paydata import file

Prepare a paydata import file for bonus payouts Validate imported data for bonus payouts in the current

paycycle Prepare a paydata import file for employees with vacation time

remaining to be paid out at the end of the year Validate imported data for employees with vacation time

remaining to be paid out at the end of the year

Module 5: Validating the Imported Data



Purpose This module shows you how to troubleshoot common problems

you may find with employee and paydata import files



Objectives


Use the import log files for troubleshooting Correct some common problems you may find with data import

files


Verifying Your Imported Data

Overview

After the import, you verify that the data imported as expected. You may also need to troubleshoot any errors or warnings that occurred. Verifying data is the final stage of the data import process.


Troubleshooting Errors and Warnings

Overview

Errors and warnings are generated when data is incomplete or invalid. If errors occurred, the import file status will display as Completed with Errors. The following example shows this status:


Import Error Example


Types and Descriptions

Type Description Impact Example

Error Occurs when data is incomplete or invalid

The record that caused the error is rejected, and none of the data in that record is imported.

A digit is missing from an employee's Position ID.

Warning Occurs when data that is being imported may impact other areas in ADP Workforce Now

The record is imported, but your follow-up is required.

An employee is moving to another province. Because the move may have tax implications, you will need to perform an employee transfer.


Activity: Correcting Importing Errors

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Module 5: Summary


Interpret information in the import log files Identify and resolve issues with a data import file

75Copyright © 2014 ADP, Inc.

Course Objectives

Now that you have completed this course, you are prepared to do the following: Describe importing and the available import methods and

types at a high level Prepare the Data Import File Import Employee Data ImportPaydata Troubleshoot and verify imported Data

Course Closing


Support after Class

Overview

Various options are available for training the users in your organization:

ADP Workforce Now Support Centre ADP Client Service Centre

Learning bytes The Bridge

Online Help


www.adp.com/mobilesolutions/

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Thank you!

78

It was my pleasure to work with you today!

Class name:

Name and title:

Email address:

Copyright © 2012–2014 ADP, Inc.

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What Questions Do You Have?

79Copyright © 2012–2014 ADP, Inc.


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1 Copyright © 2015 ADP, LLC Technical Assistance If you encounter problems during this Live Meeting, call Microsoft ® Office Live Meeting support at.

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