Automatic Data Processing, Inc. ADP freedom. HR Import User Guide

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Automatic Data Processing, Inc.

ADP freedom

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Content

Content

Content... i

Preface...iii

What is HR Import? ...iii

What’s in this guide?...iii Chapter 1 – Preparing and Submitting HR Import Data...1-4 Basic steps to HR Import ...1-4 The HR ID field ...1-4 Definition page...1-7 To define a HR Import definition ...1-7 Definition page field descriptions ...1-8 Changing MS Excel column headers ...1-9 HR Import Column Definition Assistant ...1-10 Using the HR Import Column Definition Assistant ...1-11 HR Import Column Definition Assistant field descriptions ...1-13 Lookups page ...1-18 Lookups page field descriptions ...1-21 Using the Lookups page ...1-21 Submission page...1-22 Submission page field descriptions ...1-22 How to import a selected spreadsheet of data ...1-23 Chapter 2 – HR Import Templates and Processes ...2-1 HR Import rules...2-1 Template Required and Optional Fields...2-1 HR Import Templates and Associated Processes...2-3 Appointment template ...2-4 New appointments ...2-4 Appointment updates...2-5 Closing appointments ...2-5 Rejected appointment import rows...2-5 Importing the ezLaborManager indicator on Appointments ...2-5 Earnings and Deductions template...2-6 Employee template...2-7

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Content

New starter process...2-11 Re-hire process ...2-13 Rejected import rows...2-15 Leaver process ...2-15 Appointment transfer process...2-16 Payroll profile transfer process...2-16 Rejected payroll profile transfer import rows...2-17 P45/46 Tax Details Processing ...2-17 Labour Allocations template ...2-18 Creating new labour allocations ...2-18 Rejected labour allocation import rows...2-19 Rates template ...2-19 Rate updates...2-20 New rates ...2-20 Rejected rate change import rows ...2-20 Chapter 3 – Reviewing and Editing HR Import Data ...3-1 Overview ...3-1 Review Results page ...3-2 Review Results page field descriptions ...3-4 Viewing the Import Errors and Warnings – the HR Import Results page ...3-7 HR Import Results page field descriptions...3-8 Viewing the HR Import Results page...3-9 Exporting the Import Results to a File ...3-10 Editing Data using the Import Viewer ...3-11 Import Viewer field descriptions...3-14 Re-Submitting the Edited Data ...3-15 Exporting the Committed Data to a File ...3-17 History records ...3-18 Audit records ...3-20 Appendix A – Country Codes...A-1 Appendix B – United Kingdom County Codes ... B-1

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Preface

What is HR Import?

In earlier releases, import processing in ADP freedom involved using pre-installed templates that the user populated. Each template was targeted specifically to a single table on the database, i.e. data imported from the Person template would populate only the Person table. This is known as an import batch. Alternatively several templates could be grouped together to import data into multiple individual tables as an import schedule. This functionality is still available and is accessed on the System menu as System > Import.

Note: In this document, the original ADP freedom import process will be referred to as

narrow import.

HR Import allows users to import data from other database systems to ADP freedom, or

established users to perform mass updates using their own spreadsheets as templates. A series of pages and assistants within ADP freedom are then used to cross reference and import the data.

Unlike narrow import, one HR Import template can import data to multiple tables, working similarly to a narrow import schedule in that one HR Import template encompasses the equivalent of multiple narrow import templates. This solution simplifies updates and provides the user with the ability to complete processes such as appointment transfers and new starters using import.

Note 1: HR Import is subject to the user’s security permissions.

Note 2: When importing data, the import mechanism only recognises a single sheet

(template). In addition, lookup formulae, such as Vlookup, that reference other sheets cannot be used and will produce errors.

What’s in this guide?

Chapter 1 – Preparing and Submitting HR Import Data explains how to record and cross

reference data being imported to templates used for the HR Import process in ADP freedom.

Chapter 1 also details how to submit this cross-referenced data for import.

Chapter 2 – HR Import Templates and Processes provides information about the

templates that are available for use with HR Import and also what processes, such as employee transfers, can be conducted using the templates.

Chapter 3 – Reviewing and Editing HR Import Data explains how imported data is

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Chapter 1 – Preparing and Submitting HR Import Data

Basic steps to HR Import

Table 1 - 1 – Basic steps to HR Import

Step Task Page Required?

1 Identify HR Ids for employees. 1 - 4 Yes – unless

processing new starters, or using ADP freedom’s employee code. 2 Create spreadsheet/template according to the update

or process required.

2 - 1 Yes

3 Complete the HR Import Definition page. 1 - 7 Yes

4 Convert MS Excel column headers to numeric values. 1 - 9 5 Map source data to the HR Import template using the

HR Import Column Definition Assistant.

1 - 9 Yes

6 Map source data lookup values to ADP freedom lookup values using the HR Import Lookups page.

1 - 18 Yes – if lookup

values are being imported

7 Upload the source spreadsheet data for validation and commitment using the Submission page.

1 - 22 Yes

8 View and/or print validation results using Review Results page.

3 - 1 Yes

9 Edit the uploaded data from Review Results page. 3 - 10 Yes – if errors

exist for required records

10 Resubmit updated data using Review Results page. 3 - 5 Yes – if data was

edited 11 Set status of the import to complete using Review

Results page.

3 - 6 Yes

The HR ID field

The HR ID field is a unique identifying code for each employee. It is displayed on the

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Figure 1 - 1 – HR ID on Personal Details page

The HR ID field is used to cross reference imported employee data to ensure it is applied to the correct employee within ADP freedom.

ADP freedom allows HR Import to identify employee’s by either, their HR ID as matched to an external data source, or by the employee’s employee code as defined from within ADP freedom itself.

When using an HR ID, identification codes from other employee tables on the database, such as the Appointment No. or the Employment No., are cross-referenced to the HR ID eliminating the need to look up the identification fields for each table when completing a spreadsheet for HR Import. It is extremely important that HR IDs are carefully issued to avoid unintentionally overwriting records when updating or importing information. For existing ADP freedom users, the HR ID field will be system populated with the same code used for the Employee code.

The HR ID field will not be populated however for new starters created using the New

Starter or Quick Start assistants or the Starter page, but new starters created using HR

Import templates will have the HR ID field set automatically.

The value of the HR ID field, can be changed on the user interface on the Person page to any variable character combination (upper and lower case letters, numbers and special characters) up to 40 characters in length. The Person narrow import template can also be used to change the HR ID field.

If an HR ID that is already in use for another employee is entered on the user interface, upon selection of the Save button a message will appear as follows:

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Figure 1 - 2 – Duplicate HR ID message

If the HR ID Force checkbox is selected on the Personal Details page, the HR ID is removed from the employee that it was previously assigned to and re-assigned to the employee whose record has just been changed. The following message will appear:

Figure 1 - 3 –HR ID removed from employee message

In HR Import, if the wrong HR ID is assigned to the update for a record, the imported information will be interpreted by the system as an update to the existing information for the employee using the HR ID on the database.

If an HR ID that does not already exist on the database is assigned to the update for a record, the import row will fail. The only exception to this is when importing new starters using the

New starter process.

The New starter process, based on the Employee template, is the only time an HR ID that does not already exist on the database, is imported. In this case if an existing HR ID is erroneously assigned to a new starter, the imported information for the new starter will be interpreted by the system as updates to the existing information for the employee using the

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HR.NET Implications

If HR Import is being used to import new employees from the HR.NET application, the freedom Person ID is automatically set to the imported HR_ID value. This ensures that each employee has the same reference number in both ADP freedom and HR.NET to avoid confusion.

The Person ID in Freedom is limited to 10 characters while the HR_ID allows up to 40 characters. So, when importing new employees from HR.NET the following additional validation applies and an import record will be rejected if it fails these checks:

• the HR_ID import value must not contain more than 10 characters

• an employee must not already exist in ADP freedom with a Person ID the same as the HR_ID import value.

Definition page

The Definition page is used to identify the type of spreadsheet file being imported, the template that identifies the set of ADP freedom tables that are to be updated, and the first row of source data to be imported from the spreadsheet. Once this information has been entered, the definition is saved on the Definition page.

The Definition page is used in conjunction with the HR Import Column Definition

Assistant to create a definition for HR Import. A definition is a defined subset of fields

taken from a specific HR Import template so is similar in concept to a pending batch in narrow import.

Figure 1 - 4 – Definition page

To define a HR Import definition

1. Go to the Definition page, accessed from System > Import > HR Import >

Definition.

2. Select the New Defn button on the lower toolbar or the New Definition button from the centre picklist.

3. In the HR Import code field enter a code that will be used by the system to identify the definition.

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5. In the Source field, choose the type of spreadsheet file the data is to be imported from. Two types are available:

• Microsoft Excel Spreadsheet (.XLS files) • Comma Separated Values (.CSV files)

6. From the Based on template dropdown box select the template type that the definition is based on e.g.:

• Appointment • Employee • Rates

• Earnings and Deductions • Labour Allocations.

7. From the Keyed on field, select either:

• HR ID – for imported data that is cross referenced to an external data source. • Employee code – for use when updating existing multiple records, such as

earnings and deductions after salary reviews.

8. Enter the row number where the data to be imported begins in the Data starts in

row field. This is usually row 2 as row 1 is normally used for column headers.

9. In the Notes field enter any notes that will benefit users in their understanding and recognition of the definition.

10. Click on the Save Defn button found on the lower toolbar.

Definition page field descriptions

Table 1 - 2 – Definition page field descriptions

Field Description

HR Import code This is a unique identifying code for the specific HR Import. The code can consist of alphabetic and numeric characters but cannot contain spaces or special characters.

Name This is a unique name for the specific HR Import definition.

Source This identifies the type of file the data is to be imported from. Two types are available:

Based on template Each template is responsible for populating different tables on a client’s ADP freedom database. The template named in this field is the template being used to populate the database tables for this import.

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Keyed on This identifies the key field in the HR Import spreadsheet. Two options are available:

• HR Id - used to identify employees being interfaced from a third party HR system via HR Import. In many cases this reference is the same as the employee code but has to be an independent field to allow for circumstances where either the two systems do not share the same employee numbering system or where there have been transferred or re-hired employees who have been allocated new employee codes. • Employee code – used for mass import of update

information for employees who already exist within ADP freedom.

Note: Once a HR Import definition has been created and used, the Keyed on field cannot be changed for use with further imports. If

similar imports require to be keyed on a different identification, then a new definition should be created.

Data starts in row Column headers and data not to be imported may be included on a spreadsheet. This value in this field indicates on what row the data that is to be imported starts.

Notes Comments or instructions to assist the user are entered here.

Pre-Supplied This identifies pre-defined templates that have been supplied with ADP freedom and cannot be changed.

Changing MS Excel column headers

Note: This only applies if you are importing data from a Microsoft Excel spreadsheet.

Before using the HR Import Column Definition Assistant a user can change settings in MS Excel to identify the columns numerically instead of alphabetically. Identifying the columns numerically is optional but may simplify and prevent errors when cross-referencing the Excel column numbers of the source data to HR Import Definition names when using the HR Import Column Definition Assistant.

Note: This document assumes that the Excel columns are identified numerically.

To do this:

1. Open MS Excel.

2. Go to Tools on the menu and select Options window.

3. Select the General tab. See Figure 1 - 5 – Changing to numeric column

headers in MS Excel.

4. On the General tab check the box R1C1 reference style.

Note: R1C1 stands for Row 1 Column 1.

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The column headings will change from A, B, C, etc. to 1, 2, 3, etc.

Note: The MS Excel shortcut keys to do this are Alt + TOC.

Figure 1 - 5 – Changing to numeric column headers in MS Excel Office 2003

HR Import Column Definition Assistant

The HR Import Column Definition Assistant is used to define mappings between the data to be imported from the user-provided source spreadsheet and the ADP freedom database table column to be updated.

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Figure 1 - 6 – HR Import Column Definition Assistant

Using the HR Import Column Definition Assistant

Note: If you are defining a large number of columns you should click the Save button

periodically to avoid any timeout issues that may arise. You can also undo any unsaved changes using the Cancel button.

1. Go to System > Import > HR Import > Columns.

2. From the centre picklist select a template from the list of those already defined on the Definition page.

3. The assistant will open. The HR Import name and Template will be populated. All required fields for that template will already appear in the Selected fields box.

In the example above, HR ID has been selected as the Keyed on field and is therefore a mandatory requirement. If Employee code had been selected as the keyed on field then this would have been the mandatory required field instead. To the right of the assistant in the Available fields box all of the other available fields (for each table included in the template) are provided as a selection list. From the Available fields box scroll through the lists of tables and fields and select the other fields that appear on the spreadsheet. To select a field, highlight the field in the Available fields box and click the < button. This will move the field across to the Selected fields box.

(If all fields in the Available fields box for that template are to be used, you can click select the << button).

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Note: It might be faster or less confusing to select the Show fields from table

dropdown box and select one table from the template at a time and then the desired fields in that table.

Ultimately, the Selected fields box should list all of the fields that exist in the user-defined spreadsheet to be imported by the definition.

Note: It is acceptable for a spreadsheet to have columns of data that are not

contained on the template. These columns, which cannot be mapped on the HR Import Column Definition Assistant will be ignored during the import process.

4. Once the Selected fields box contains all of the fields on the spreadsheet to be imported, you must define the import rules for each of these fields. So, you will need to repeat the following steps for each field in the Selected fields box. First highlight a field in the Selected fields box.

5. Complete the Excel column field by entering the column number from the spreadsheet (Excel or CSV) that contains the data that corresponds to the field selected. When another Column Name in the Selected fields box is selected, the number entered in the Excel column field will appear to the left of the Column

Name previously selected.

Note: If Excel columns are identified alphabetically on the spreadsheet, enter

the number which would logically correspond to the letter. For example, Excel column A would equate to the number 1.

One source data value can be imported into more than one ADP freedom field. For example data exported from one system may not include a field equivalent to the ADP freedom Preferred name field so a user may opt to import the First

name value from the spreadsheet into the First name and the Preferred name

fields in ADP freedom. Column 5 on the spreadsheet could hold one value, for both of these fields. The number 5 would be entered in the Excel column field for FIRST_NAME. The number 5 would also be entered in the Excel column field for PREFERRED_NAME.

The same validation rules that apply to narrow import are used with HR Import therefore the row will fail if fields of different types are assigned to the same column in the spreadsheet (a date field and a text field for example).

6. View the Data type, Length and Target table fields that are populated with the requirements and restrictions of the selected field. The corresponding data on the spreadsheet being imported must be within these parameters. See Table 1 - 3 –

HR Import Column Definition Assistant field descriptions for information

regarding data types.

7. If the selected field within ADP freedom has a Data type of Date, the

Transform date dropdown box is enabled. From the dropdown box, the date

format used in the source data is selected. When imported the date will be converted to the ADP freedom date format of dd/mm/yyyy.

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8. If the Use lookup checkbox is enabled in the Processing rules on import box, the selected field is a lookup and the value for this field must exist on the database prior to import or it must be cross-referenced to an existing lookup value. For more information on lookups, see the Lookups page.

9. If the source data exceeds the accepted character length as shown in the Length field, a substring of the source data can be used. Check the Select substring box in the Processing rules on import box. This will enable the Start character

position and Length fields. Then select the start character of the substring and

enter that position in the Start character position field. In the Length field enter the number of characters from the start character that are to be included in the import for that field.

The Select substring is also used when data being imported contains

unnecessary characters or characters considered invalid for a field within ADP freedom. For example, the EE_PAYRATE field in ADP freedom does not accommodate the ‘£’ sign, so, if employee pay rate values appeared on the spreadsheet as £24.61, the Select substring box would be checked, the Start

character position would be 2 and the Length would be 4. Once imported the

rate would appear as 24.61 eliminating the ‘£’ sign.

For more information on substrings, see the Select substring field in Table 1 - 3

– HR Import Column Definition Assistant field descriptions below.

10. If the column in the target table of the ADP freedom database has a Data type of

Decimal the Implied decimal places field is enabled. If no decimal place has

been set in the source data, enter the number of decimal places in this field. 11. It is possible to create a default value for all instances of a field without actually

having a column on the spreadsheet for the field. Select the Column Name from the Selected fields box. The Excel column does not need to be completed but the Default value must contain a value that falls within Data type, Length and

Target table restrictions.

12. When all HR Import columns have been defined, select the Save button a final time.

HR Import Column Definition Assistant field descriptions

Table 1 - 3 – HR Import Column Definition Assistant field descriptions

HR Import name This is a unique name for the specific HR Import spreadsheet/template.

Template There are five available HR Import templates. Each template is responsible for populating different database tables and

performing different processes. Available templates include:

Appointment, Employee, Rates, Earnings and Deductions and Labour Allocations. Every spreadsheet imported using HR

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Import is based on one of these templates.

Selected fields

Column The number showing in this field is entered in the Excel column field of the HR Import Column Definition Assistant. It

identifies the column on the spreadsheet that contains the data for the field highlighted in the Selected fields box.

Column Name The name of the column selected from the ADP freedom database table that also identifies a field on the spreadsheet.

Target Table The name of the table from the ADP freedom database which contains the column named in the Column Name field.

Sort Fields Clicking this button will re-order the Selected fields in ascending order by column number.

Move Up Each click of this button will move the highlighted column name into the column number position above it. In Figure 1 - 7 –

Example 1 of Selected fields the HR ID field is in Column 3.

If the Move Up button is selected twice, the HR ID field moves into the Column 1 position as shown in Figure 1 - 8 – Example

2 of Selected fields.

Figure 1 - 7 – Example 1 of Selected fields

Figure 1 - 8 – Example 2 of Selected fields

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into the column number position below it. See the examples as shown for the Move Up button above. In Figure 1 - 8 –

Example 2 of Selected fields the HR ID field is in Column 1.

If the Move Down button is selected twice, the HR ID field moves into the Column 3 position as shown in Figure 1 - 7 –

Example 1 of Selected fields .

< Selection of this button will move the selected row from the

Available fields grid into the Selected fields grid positioning the

moved field below the selected row in the Selected fields grid.

<< Selection of this button will move all the rows from the

Available fields grid into the Selected fields grid positioning the

moved fields below the selected row in the Selected fields grid.

> Selection of this button will return the selected row from the

Selected fields grid into the Available fields grid positioning the

moved field in database sequence in the Available fields grid.

Note: Depending on the template used required fields may not be

moved.

>> Selection of this button will return all the rows from the Selected

fields grid into the Available fields grid positioning the moved

fields in database sequence in the Available fields grid.

Note: Depending on the template used required fields may not

be moved.

Available fields Target

Table/Column Name

The name of the ADP freedom database table contained within the template and the column(s) used in that table that will be updated by imported data. Column names are indented and show beneath the name of the target table.

Note: It is not possible to exclude columns from this list that should only be imported when a particular ADP freedom component is enabled. For example, the Employee and

Appointments tables include an ezLM Indicator that should only be selected for import if the ezLaborManager component is enabled.

Show fields from table

All tables for the HR Import template named in the Template field at the top of the assistant will appear in this dropdown box. The default setting is ALL which will show all fields from all tables for that template. When a specific table is selected from the Show fields from table dropdown box, only fields for that table will appear.

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Excel column The value entered in this field is used to identify the column on the source MS Excel or CSV spreadsheet that contains the data for the field highlighted in the Selected fields box.

Note: See Changing MS Excel column headers for more

information on columns in MS Excel when using ADP freedom.

freedom Column name

The name of the column in the ADP freedom database table. This column name is usually, but not always, the same as the field name on the user interface.

Data type This field identifies the type of data accepted in the column noted in the freedom Column name field. Examples include Text,

Decimal, Yes/No and Date/Time.

Length The maximum field length for the column showing in the

freedom Column name field.

Target table This is the table that will be updated by the data imported to the column named in the freedom Column name field.

Processing rules on import

Transform date If the selected field within ADP freedom has a Data type of

Date, the Transform date dropdown box is enabled. From the

dropdown box, the date format used in the source data is selected. Option include:

• ddmmyyyy • mmddyyyy • yyyymmdd • d/m/yyyy • m/d/yyyy • yyyy/m/d

Note: Two characters are also accepted for month and day in

d/m/yyyy, m/d/yyyy and yyyy/m/d formats.

Delimiters / or - are accepted. Imported date source data is then converted to the ADP freedom format of dd/mm/yyyy.

Delimiter This dropdown list is disabled unless a value is selected from the

Transform date field. Delimiters are used to separate the day,

month and year values in a date field. Delimiters accepted for use on the HR Import Column Definition Assistant are ‘-’ and ‘/’.

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Use lookup If a lookup table populates the selected field, the Use lookup checkbox is enabled. If the source data value is to be cross-referenced to an existing value for that lookup table on the database using the Lookups page, check the Use lookup box. For more information on lookups see Lookups page on page 1 - 18.

Select substring If a column in the spreadsheet contains source data that exceeds the allowed field length for the column in the ADP freedom database table, this indicator can be selected to abbreviate the source data without having to modify the spreadsheet. If selected, the Start character position and Length fields in the

Processing rules on import box are enabled. The user must

complete these fields so that a sub-string of the source data is selected. For example, if business unit codes for the source data were ‘LintonRemovalsBUCode1’, ‘LintonRemovalsBUCode2’, etc., and the Start character position field contained the number 15 and the Length field was defined as 7, only ‘BUCode1’, ‘BUCode2’, etc. would be imported for that column.

Start character position

This field determines the position of the character that will be the start of a substring for a source data column to be imported. See

Select substring above for more information.

Length This field determines the length of a substring for a source data column to be imported. See Select substring above for more information.

Implied decimal places

If the column in the target table of the ADP freedom database has a Data type of Decimal this field is enabled. Most systems export data without decimal places, for example a rate of £12.57/hour would probably be exported as 1257 and would appear in that format in a spreadsheet for import. In this instance the Implied decimal places field is used to establish the position of the decimal place. If the number 2 was entered in this field, the imported value would appear on the user interface as 12.57. If the decimal place already exists in the source data, the Implied

decimal places field is not used and the imported value would

appear on the user interface the same as it appears in the source data.

Note: This field is disabled if the Transform date field is

populated.

Default value Defaults values are used only when importing information into new records.

To create a default value for all instances of a field from the

Selected fields box, the Column Name for that field is selected.

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HR Import Column Definition Assistant nor does a column

need to exist for the field on the spreadsheet if all imported rows are to take on the same default value for that field however the

Default value field must contain a value.

If the default value is not intended to be used for that field for all imported rows, the Excel column field must be completed on the

HR Import Column Definition Assistant and a column must

exist for the field on the spreadsheet.

For example, when importing new starter records a default value could be used for the Title field. If most of the new starters are men, the Title column on the spreadsheet could be left blank for all men. The Excel column field would be completed, the

Default value field on the HR Import Column Definition Assistant for the Title field could show the value MR but, for

the new starters who are women, the Title column of the

spreadsheet could specify MRS, MISS or MS where appropriate for women’s import rows. The import process would substitute

MR for all blank fields provided in the Title column of the

spreadsheet but would import MRS, MISS or MS instead of MR where it had been specified on the spreadsheet.

Once a default value has been established for a field on a template it will be in effect for all instances of that

field/definition combination unless changed using the HR

Import Column Definition Assistant.

Save This button saves the changes you have made to the column definitions.

Cancel This button removes any changes you have made since the last time you clicked Save.

Close This button closes the dialog. It only becomes available once you have clicked the Save button to save your changes.

Lookups page

A lookup field is created on one page, either the lookup page or the actual page, and made accessible on other pages via a dropdown selection box.

For example a new business unit can be created on the Business Code lookup page accessed from Company > Company Setup > Lookups > Enterprise Lookups > Business Units or it can be created on the Business Unit Details page accessed from Company > Company

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Figure 1 - 9 – HR Import Lookups page

ADP freedom uses lookup tables to ensure that only valid and consistent data is entered into specific fields on various pages. Lookups also reduce the need to re-enter data that is common to multiple pages. See Figure 1 - 10 – Lookup field example below.

Figure 1 - 10 – Lookup field example

When using HR Import, values being imported to lookup fields on the database must: • already exist on the database. For example, for the Person Details > Title code the

source data and the database both use codes of MR, MS, MRS, MISS, etc. so these codes would be recognised and accepted during the validation of data being imported, or

• be added to the database through ADP freedom. For example, a Marital status code on the Person Details page could be added to the lookup table either by selecting the double arrow button next to the lookup field or by going directly to the lookup page accessible by selecting Company > Company Setup > Lookups > Enterprise

Lookups > Marital Status,

or

• be mapped to existing database values in the particular lookup table(s) using the

Lookups page.

If the value does not exist on the database or is not added or mapped to the database, the import row will fail.

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The Use lookup checkbox is enabled when a selected field exists as a lookup on the ADP freedom database. If the Use lookup checkbox is selected for columns on the template on the HR Import Column Definition Assistant, the user must cross-reference the source data value to the equivalent existing database value using the Lookups page.

For example, if a company’s previous software recognised gender categories as ‘Man’, ‘Woman’ and ‘Undetermined’, the Lookups page would be used to cross-reference all ‘Man’ references to the existing gender category of M (for male), ‘Woman’ to F (for female) and ‘Undetermined’ to U (for unknown) so that all genders, once the data was imported to ADP freedom, would show as either M, F or U.

Multiple source values can be mapped to the same ADP freedom lookup value. For example, if a company wanted to import their business unit codes North, South, East and West and ADP freedom already contained business unit codes BU01 and BU02, if it was appropriate, the source codes North and South could both be cross-referenced to BU01 and likewise with East and West for BU02.

The Lookups page is accessed from: System > Import >HR Import > Lookups.

The following fields from lookup tables are used in HR Import templates and are available for cross-referencing with source data fields:

• Address Type Code • BU Code

• Company Code • Correspondence Address

• Cost Centre Code • Country Code

• County Code • Deduction Code

• Earning Code • Employee Status Code

• Full/Part Time • Gender

• GL BU Code • Grade Code

• Interval Units • Job Code

• Location Code • Marital Status Code

• Pay Frequency Code • Pay Group Code

• Pay Method Code • Payroll Address

• Permanent/Temporary • Rate Change Reason Code

• Rate Code • Scheme Code

• Title Code • Work Hours Agreement Code

Note: Source data value(s) mapped to existing database lookup values will remain in effect

for that lookup field for all template imports unless the mapping between those two values has been deleted on the Lookups page.

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Lookups page field descriptions

Table 1 - 4 – Lookups page field descriptions

Source Value The value being imported must be entered in this field. To be cross-referenced with a value in the freedom Value field.

freedom Value This is the ADP freedom value that corresponds to the value in the

Source Value field which will be included in the import source. The

import process will substitute the source value with this value..

Using the Lookups page

1. Go to the Lookups page accessed from System > Import >HR Import >

Lookups.

2. From the centre pick list, select the ADP freedom lookup code that is to have a source data value mapped to it.

3. Select New Lookup from the lower toolbar.

4. In the Source value field enter the value for the lookup code from the import source spreadsheet.

5. In the freedom value field enter the equivalent value for that lookup code that already exists on the database.

6. Click on Save Lookup.

Note: Ensure that the freedom value was added verbatim on the Lookups page or the

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Submission page

The HR Import Submission page is used to initiate the import process for a source spreadsheet using a selected HR Import definition.

The Import process can be submitted as a test import which will validate all of the data in the import spreadsheet, without updating any ADP freedom data. You can then view, print and/or output the details of all of the errors and warnings found using the Review Results page. You can also use the Review Results page to correct all of the data errors and re-submit the import, either as another test import or as an update run.

Alternatively, the Import process can be submitted as an update run i.e. without the Test Import option set. In this mode each row of data is validated and, if correct, is used to update the appropriate ADP freedom details. If an error is found, the import process stops. You can then view, print and/or output the details of the errors and warnings found using the Review

Results page, correct the invalid data and re-submit the import as an update run. If further

errors are found the import will again stop and you will need to correct the data and continue.

The Submission page is accessed from System > Import > HR Import > Submission.

Figure 1 - 11 – Submission page

Submission page field descriptions

Table 1 - 5 – Submission page field descriptions

HR Import code This information is entered on the Definition page. When the definition is selected from the picklist on the Submission page, this information is populated by the system. For more

information see the Definition page on page 1 - 7.

Name This information is entered on the Definition page. When the definition is selected from the picklist on the Submission page, this information is populated by the system. For more information see the Definition page on page 1 - 7.

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Source The type of spreadsheet file the data is being imported from. Two types are available:

Based on template This information is entered on the Definition page. When the definition is selected from the picklist on the Submission page, this information is populated by the system. For more information see the Definition page on page 1 - 7.

Data starts in row Column headers and data not to be imported may be included on a spreadsheet. This value in this field indicates on what row the data that is to be imported starts.

Test Import If this option is ticked, the import is run as a trial run. The import data will be fully validated but the ADP freedom data will not be updated. This allows all of the errors and warnings produced by the import data to be viewed and corrected.

If this option is not ticked, the import process will both validate the import data and update ADP freedom if no errors are found.

Notes Comments or instructions to assist the user are entered here. This information is entered on the Definition page. When the definition is selected from the picklist on the Submission page, this

information is populated by the system. For more information see the Definition page on page 1 - 7.

Use compression for file uploads

The indicator would be selected when uploading large files to compress the files before uploading which saves bandwidth.

Enter path and file name of source file

If the location of the source file is known, it can be entered directly into this field.

Browse Selecting this button opens a Windows Choose file dialogue window that can be used to locate the source file.

Upload When this button is selected, .xls file is uploaded to a temporary working area on the ADP freedom server and validation and commitment of the data commences.

How to import a selected spreadsheet of data

1. Go to the Submission page accessed from System > Import > HR Import >

Submission.

2. From the centre picklist select the import definition that applies to the source spreadsheet. The HR Import code, Name, Based on template and Notes fields completed on the Definition page will be automatically populated on the

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3. Complete the Data starts in row field with the row number on the spreadsheet where the data for import begins. This number is usually 2 as row 1 is usually used for column headers. A user may also wish to only import part of the data on the spreadsheet, and for example, might enter 17 in the Data starts in row field. 4. To only validate the import data, tick the Test Import box. This will run the

import process as trial run which will validate the import data but not update the freedom database.

5. If the source spreadsheet being imported is large, select the Use compression for

file uploads checkbox.

Note: The maximum file size is about 2 MB.

6. Enter the path to the definition if it is known or select the Browse button which opens a Windows Choose file box allowing the user to select the file path from the list of available files and folders.

7. Select the Upload button. This will load the file and process it. If the Test Import option is set, it will validate all of the data but not update freedom. If the Test Import option is not set, it will validate the data and commit it to the database if no errors are present.

A message, see Figure 1 - 12 – Upload confirmation message will appear confirming that the file has been scheduled for processing and a message (see

Figure 1 - 13 – Unread processing complete message) will appear on the Home Page upon completion of the task.

Figure 1 - 12 – Upload confirmation message

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Figure 1 - 14 – Homepage message

7. The results of the import can be viewed on the Review Results page. See Chapter 3 – Reviewing and Editing HR Import Data.

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Chapter 2 – HR Import Templates and Processes

Chapter 2 – HR Import Templates and Processes

HR Import rules

There are several rules that apply universally to definitions based on HR Import templates. 1. Spreadsheets that are password protected cannot be used to import data.

2. Single spreadsheets only can be used for each import and formula such as

Vlookup, that reference other spreadsheets, will produce errors and should not be used.

3. When importing an update an empty value for a field on the definition will not overwrite the existing values for that field in the database.

4. A single asterisk (*) used in a field on the HR Import definition is interpreted in all cases as ‘Update this field to empty’. If however this is set for a mandatory field, the row will be rejected.

Note: An asterisk cannot be used as the default value in the Default field.

5. ‘Current appointment’ means ‘current appointment for current employees’ or ‘appointment at termination date for terminated employees’.

6. All HR Import processes are identified by the data. There are no process specific fields on the templates.

7. Multiple HR Import definitions can be created with different defaults. For example, one definition could be created for weekly staff with a default pay group of “WKLY” and one for monthly staff with a default pay group of

“MNTHLY”. This would allow the import of weekly and monthly staff without actually supplying a pay group within the source spreadsheet.

8. Definitions must include all required fields for the template upon which the definition is based regardless of the nature of the process or update being performed by the import.

9. The same rules of validation for narrow import will apply to HR Import including referential integrity. For example, it is important that a new starter is processed using the Employee template before any further imports for that employee are imported and validated.

Template Required and Optional Fields

Definitions are based on HR Import templates. Each HR Import template contains ‘tables’ that equate to tables on the ADP freedom database. Each ‘table’ contains fields that equate to the fields in the tables on the database. Some tables are required. Some tables are optional. Required tables contain both required fields and optional fields. Optional tables

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Import rows will fail if:

• all of the required fields, for all required tables, are not completed for a definition. • all of the required fields are not completed for any optional tables being submitted for

import.

Figure 2 - 1 – Template diagram

Template

Required Table 1 Required Table 2 Optional Table 1 Optional Table 2 Required field 1 Required field 1 Required field 1 Required field 1 Required field 2 Optional field 1 Required field 2 Required field 2 Required field 3 Optional field 2 Required field 3 Optional field 1

Optional field 1 Optional field 1 Optional field 2

Optional field 2 Optional field 2 Optional field 3

Optional field 3 Optional field 3

For example, in the template diagram above:

• Required Table 1 and its Required fields 1, 2 and 3 as well as Required Table 2 and its Required field 1 must be completed.

• For Required Tables 1 and 2 the user can also submit any or all of the Optional

fields.

• The user may import Optional Table 1 and/or Optional Table 2.

• If the user decides to submit data for Optional Table 1, Required fields 1, 2 and 3 for that table must be completed and Optional fields 1, 2 and/or 3 may be completed. • If the user decides to submit data for Optional Table 2, Required fields 1 and 2 for

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HR Import Templates and Associated Processes

This table shows the HR Import templates that are available as column, and the different employee processes they can be used for on the left.

Table 2 - 1 – Templates and associated processes

Appointment Earnings & Deductions Employees Labour Allocation Rates Appointments - create, update or close √ Appointment transfers (primary appointments) √ Earnings and deductions updates √ Labour Allocations √ Leavers √ New starters √ Payroll profile transfer √ Rate changes (primary appointments only) √ √ Rehires √

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Appointment template

Definitions based on the Appointment template are used to: • create appointments.

• update appointments. • close appointments.

The Appointment HR Import template consists of the following tables and their associated fields:

Note: Fields showing in blue or with an asterisk (*) are required fields for the template. When creating or updating non-primary appointments, values for at least the required fields must be included on the definition.

Table 2 - 2 – Tables and fields in the Appointment template

Page/TABLE Field/COLUMN

HR ID (HR_ID)*

Appointment (APPOINTMENT) Business unit (BU_CODE)* Job (JOB_CODE)*

Start date (APPT_START_DATE)*

End date (APPT_END_DATE) Cost centre (COST_CENTRE_CODE) GL bus code (GL_BUS_CODE) Grade (GRADE_CODE) Location (LOC_CODE)

Primary appointment (PRIM_APPT_IND) Reports to (REPORTS_TO)

Use ezLaborManager flag (USE_EZLM_IND)

New appointments

If BU code, Job code and Appointment Start date are imported with an HR ID where an employment record exists but no appointment record exists, a new appointment is created. A new appointment will also be created if a new value is imported for any or all of the BU

code, Job code or Appointment Start date fields for an existing HR ID with an existing

employment record and additional existing appointment record(s).

At the time of import, if an existing payroll profile record is in effect as of the Appointment

Start date for a new appointment, the profile is associated with the appointment. If no

payroll profile exists at the time that the appointment is created, the appointment is not assigned to a payroll profile.

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If the position derived from the imported BU Code and Job Code for an appointment matches multiple positions created by that BU Code and Job Code combination already on the database, the position with the most recent start date will be used.

Appointment updates

If only one appointment exists for that HR ID, and the Person ID, Employment No., BU

Code, Job Code and Start date on the Appointment page matches the information being

imported, updates are made to the appointment using the imported information.

Closing appointments

If the HR ID, Appointment Start date, BU Code, Job Code and Appointment End date are imported for an appointment where no End date previously existed, the appointment is closed.

Rejected appointment import rows

If there are no employment records matching the HR ID used on the spreadsheet, the imported rows will be rejected.

If there are multiple matching employee records matching the HR ID used on the spreadsheet, the imported row(s) are rejected.

If the position derived from the imported BU Code and Job Code for an appointment do not match a position created by that BU Code and Job Code combination already on the

database, the imported row will be rejected.

Importing the ezLaborManager indicator on Appointments

The Appointments table includes an USE_EZLM_IND column that only applies when the ezLaborManager integration component is enabled in ADP freedom. It is used to identify employees for whom selected shared details are kept in sychronisation between freedom and the ezLaborManager application.

Regardless of the type of import used (narrow or wide), the following conditions apply whenever importing a value to the USE_EZLM_IND column:

• There is no way of hiding an import column based on a whether or not an ADP component is enabled, so if a value of ‘Yes’ exists on an import file for this column and the ezLaborManager integration component is not enabled, it will be rejected. • A ‘Yes’ will only be accepted in this column for an employee’s primary

Appointment.

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Earnings and Deductions template

Definitions based on this template are used to update employee earnings and deductions.

Note: Fields showing in blue or with an asterisk (*) are required fields for the template. When updating earnings and deductions, values for at least the required fields must be included on the definition.

Table 2 - 3 – Tables and fields in the Earnings and Deductions template

HR ID (HR_ID)*

Earnings (EE_EARNINGS) Earnings (EARN_CODE)

Table search value (EARN_TABSRCH_CODE) Amount (EE_EARN_DFLT_AMT)

Quantity (EE_EARN_DFLT_QTY) Rate (EE_EARN_DFLT_RATE) Effective from (EE_EARN_ST_DATE) Effective to (EE_EARN_END_DATE)

Earnings Status Code (EE_EARNSTATUS_CODE)

Deductions & ER Contrib (EE_DEDUCTION)

Deduction (DED_CODE)

Table search value (DED_TABSRCH_CODE)

Amount (EE_DED_DFLT_AMT) Percentage (EE_DED_DFLT_RATE) Effective to (EE_DED_END_DATE) Goal (EE_DED_GOAL)

Goal to date (EE_DED_GOAL_TO_D) Max. limit (EE_DED_LIMIT)

Print balance on payslip (EE_DED_PRINT_BAL) Effective from (EE_DED_ST_DATE)

Recover deduction goal balance from leaver (EE_RECOVER_BALANCE_IND)

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Employee template

Definitions based upon the Employee template can be used to create new employees and update a basic set of employee detail records.

In addition, the following processes can also be performed using the Employee template: • New starters

• Rehires

• Leavers

• Appointment updates (for primary appointments only) • Pay group transfers (for primary appointments only) • Payroll profile transfers

• P45/P46 additions or updates

Note: One definition based on the Employee template can contain rows for multiple

processes as long as the requirements of each process are met.

The Employee HR Import template consists of the following tables and their associated fields:

Note: Fields showing in blue or with an asterisk (*) are required fields for the template. When performing any of the updates or processes associated with the Employee template, values for at least the required fields must be included on the definition.

Table 2 - 4 – Tables and fields in the Employee template

HR ID (HR_ID)*

Effective date (EFFECTIVE_DATE)*

Appointment (APPOINTMENT) Appointment FTE (APPT_FTE) Business unit (BU_CODE)

Cost centre (COST_CENTRE_CODE) GL bus code (GL_BUS_CODE) Grade (GRADE_CODE) Job (JOB_CODE) Location (LOC_CODE) Reports to (REPORTS_TO)

Use ezLaborManager flag (USE_EZLM_IND) (see note on page 2-5)

Appointment Working Hours (APPT_WORK_HOURS)

Weekly hours worked

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(Primary appointment only) Hours employee is contracted to work

(CONTRACTED_HOURS)

Number of ‘Periods’ in which hours must be worked

(INTERVAL_AMOUNT)

Period of time hours must be worked – Weeks (W), Months (M), Years (Y) only

(INTERVAL_UNITS)

Shift pattern (if applicable for agreement) (SHIFT_PATTERN_CODE)

Working Hours Agreement – Terms of Contract (WORK_HRS_AGREEMENT_CODE) see Note 3

Employee ID Documents (EE_ID_DOCUMENTS)

Employee passport number (ID_DOCUMENT_REFNO)

Note: When importing a passport number, a

passport entry is added to the

EE_ID_DOCUMENT table for the passport number provided. The document type is set to the type for which the

DEFAULT_FPS_PASSPORT_IND is set in the ID Document codes.

Payment Method (see Note 1)

(EE_NET_DISBURSEMENT_RULE)

Account name (BANK_ACCT_NAME) Account no (BANK_ACCT_NO) Sort code (BANK_SORT_CODE) Pay method (PAY_METHOD_CODE) Building society roll no (ROLL_NO)

Payroll Profile (EE_PAYROLL_PROFILE) Current Payroll Company (COMPANY_CODE)

Automatic Standard Pay (EE_AUTOGEN_REG_IND) Pay group (PAY_GROUP_CODE)

Pay point for payslips (PAY_POINT_CODE)

Rate Details (EE_RATE)

(Note: BASE rate changes only)

Base pay rate (EE_PAYRATE)

Employee Standard Hours (EE_STD_HRS) Pay Frequency (PAY_FREQ_CODE) Rate Effective Date (RATE_EFF_FROM) –

defaults to EFFECTIVE_DATE

Rate Change Reason

(EE_RATE_CHANGE_REASON)

Reason for Rate Change

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Statutory Detail (EE_STATUTORY) Employee code (EMPLOYEE_CODE)

Tax Details (P45 and P46 only) (EE_TAX_DETAIL)

Date of Leaving (DATE_OF_LEAVING) Employers Pay Reference

(EERS_PAYREF_NO) Employers Tax District

(EERS_TAX_DISTRICT_NO)

Source of the change (P45 or P46 only) (EMP_CHANGE_SOURCE)

Previous Pay (EMP_PREV_PAY) Previous Tax (EMP_PREV_TAX) Tax Basis (EMP_TAX_BASIS) Tax Code (EMP_TAX_CODE) Frequency (FREQUENCY) P46 Statement Code (A, B, C or N) (P46_STATEMENT_CODE) Period (PERIOD_NO)

Student Loan (STUDENT_LOAN)

Employer Tax District (USER_DISTRICT)

Employment Details (EMPLOYMENT) Continuous service date (CONT_SERV_DATE) Normal hours worked

(CONTRACTUAL_HOURS_BAND_CODE) Employee status code (EE_STATUS_CODE) Termination Date (EMPL_TERM_DATE) Full time/Part time (FULL_PART_TIME) Irregular payment pattern

(IRREGULAR_PAY_PATTERN_IND) Leaving Reason Code

(LEAVING_REASON_CODE) Override Shift Indicator

(OVERRIDE_SHIFT_IND) Permanent/Temporary

(PERMANENT_TEMPORARY)

Employment User Defined Fields (EMPLOYMENT_USER)

Dates 1 to 6 (DATE1 to DATE6)

Numbers 1 to 6 (NUMBER1 To NUMBER6) Text 1 to 8 (TEXT1 to TEXT8)

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Pension Enrolment

(PENSION_SCHEME_MEMBERSHIP)

Workplace Pension Opt Out Date (OPT_OUT_DATE)

Workplace Pension Opt Out Period End date (OPTOUT_PERIOD_END_DATE)

Date of joining scheme (PENMEM_DOJ) Date of leaving scheme (PENMEM_DOL) Stakeholder policy no

(PENMEM_STKPOLICY_NO) Scheme code (SCHEME_CODE)

Note: The Opt Out Date and Opt Out Period End Date should only be entered in the Workplace Pension Reform component is enabled.

Person (PERSON) Date of birth (BIRTH_DATE)

Place of birth (BIRTH_PLACE) Date of death (DEATH_DATE)

Died in service indicator (DIED_IN_SERVICE) First name (FIRST_NAME)

Gender (GENDER)

Last name (LAST_NAME)

Marital status (MARITAL_STATUS_CODE) Middle name(s) (MIDDLE_NAME)

NI number (NATIONAL_INSURANCE_ NUMBER)

Preferred name (PREFERRED_NAME) Title (TITLE_CODE)

Addresses (PERSON_ADDRESS) Address (line 1) (ADDRESS_LINE_1) Address (line 2) (ADDRESS_LINE_2) Address (line 3) (ADDRESS_LINE_3) Address type (ADDRESS_TYPE_CODE) Correspondence address

(CORRESPONDENCE_ADDRESS_IND) Country (COUNTRY_CODE)

County (COUNTY_CODE)

Payroll address (PAYROLL_ADDRESS_IND) Postcode (POSTCODE)

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Town/City (TOWN)

Note: See Appendix A – Country Codes and

Appendix B – United Kingdom County Codes for the import codes used for countries and

counties.

Note 1: By default the HR Import process will reject changes to an employee's payment method details if the employee has more than one Payment Method defined. However, this can be overridden, by a client implementation option, which will allow HR Import changes to the employee's payment details that are flagged as Remainder as long as there is no value or percentage set for that payment method.

Note 2: The following codes identifying the working hours agreed: P = Always works the same Shift Pattern

F = Has a Shift Pattern but may sometimes deviate from it C = Contracted hours

Z = Zero hours or casual worker

Note 3: SSP Qualifying Days cannot be populated using HR Import. For employees being started or updated via HR Import the employee’s Qualifying Days is set to the working days defined in the Shift Pattern. For employees who do not have a Shift Pattern, e.g. employees working a contracted hours or zero hours agreement, a 7-day Qualifying Day pattern is set.

New starter process

If the HR ID, or Employee code, does not already exist on the database and the

combinations of either date of birth and NI number or date of birth, gender and name do not match a person already in the database, the New starter process is invoked.

A definition based on the Employee template must be completed with at least the following fields from the database tables representing the Person, Employment, Statutory Detail, Payroll Profile and Appointment pages to satisfy the mandatory fields of these database

tables/pages when processing new starters:

• HR_ID – This field is supplied by the user and must be an identifier unique from all other HR IDs in use on the database for the system to recognise the person as a new starter. Upon import, if the HR ID is unique, no cross-reference will be performed to check whether the supplied NI number or any other information for an employee already exists on the database with a different HR ID. It is therefore important that the user carefully controls the issuing of HR IDs.

Note 1: If a definition based on any HR Import template other than the Employee

template is supplied with an unknown HR ID, then that row will be rejected. It is therefore important that the Employee template is imported and committed to the database for new starters before any further imports for that employee are validated.

Note 2: If the source of the new employee import details is the HR.Net application,

the HR_ID is used to populate the PERSON_ID. In this case, additional validation ensures that the HR_ID value is limited to 10 characters, and that an employee doesn’t already exist in freedom with this PERSON_ID.

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Note: This date is used as the default for the EMPL_HIRE_DATE, the

EE_STATUTORY_FROM, the EE_PAYROLL_FROM, the APPT_START_DATE, and the SPLIT_FROM_DATE for the Employee template. Values entered on the definition in these fields will be ignored.

• EMPLOYEE_CODE – This mandatory field must be an identifier unique from all other Employee codes and is supplied either by:

• data provided in the source spreadsheet by the user, or

• system generated data unique from the Person ID as determined by the settings on the Auto ID Manager, or

• system generated data which defaults to the Person ID as determined by the settings on the Auto ID Manager.

Notes:

1. For more information on the Auto ID Manager see the On-line Help. 2. If Auto ID is turned off and the EMPLOYEE_CODE is not supplied on the HR Import definition, the import row will be rejected.

• PERSON_ID • LAST_NAME • FIRST_NAME • TITLE_CODE • GENDER • BIRTH_DATE • EE_STATUS_CODE • FULL_PART_TIME • PERMANENT_TEMPORARY • COMPANY_CODE • PAY_GROUP_CODE • BU_CODE • JOB_CODE

In addition, other columns for the database tables representing the Person, Employment, Statutory Detail, Payroll Profile and Appointment pages can be completed on the spreadsheet and imported.

Note: If the Workplace Pension Reform component is enabled, the Postponement Rule (POSTPONE_RULE_CODE) and Enrol Eligible Job Holders indicator

(ENROL_ELIGIBLE_JH_IND) in the Payroll Profile are set to the defaults for the pay group.

Optionally, data can also be entered on the Employee template based definition for the database tables representing the Addresses, Payment Method, Rate, Tax and Pension Enrolment pages when importing information for a new starter. Each table has required

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fields that must be completed if any data is being imported to that table. At least the following columns must be completed for each selected optional database table/page: For Addresses:

• ADDRESS_TYPE_CODE • ADDRESS_LINE_1 • TOWN

• COUNTRY_CODE For Payment Method:

• PAY_METHOD_CODE • BANK_ACCT_NO • BANK_AC_TYPE_CODE • BANK_SORT_CODE • BANK_ACCT_NAME • ROLL_NO

For Pension Enrolment: • SCHEME_CODE • PENMEM_DOJ

Note: If an employee is successfully enrolled in a pension scheme using HR Import the

associated deductions required for both employee and employer contributions are system generated.

For Rate:

• EE_PAYRATE

Note: This updates the BASE rate for the employee’s effective appointment. See the Rate updates and New Rates sections on page 20 for further information.

For Tax Details:

See the P45/46 Tax Details Processing section on page 17.

Re-hire process

If an employment termination date for an HR ID exists on the database and an employment start date that is more recent than the termination date exists on the HR Import definition, the re-hire process is initiated.

A definition based on the Employee template must be completed with at least the following columns to satisfy the mandatory fields of these tables when processing re-hires:

• HR_ID – This mandatory field is found on the Personal Details page. • EFFECTIVE_DATE

Note: This date is used as the default for the EMPL_HIRE_DATE.