Welcome to Importing Data for ADP Workforce Now

Welcome to Importing Data for ADP Workforce Now
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Importing Data for ADP Workforce Now
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Copyright and Trademarks
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Introductions and Expectations
Your name Your location Your role

Be responsible for your own learning. Return promptly from breaks.
[PRODUCT NAME (IF NOT IN COURSE TITLE)][COURSE TITLE] PART [#]: [PART NAME] MODULE [#]: [MODULE NAME] PART [#] > MODULE [#]: [MODULE NAME] 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. © 20XX ADP, Inc VMMDDYY[Course Code][Part #][Product Code][Version #]

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. Press *6 to mute. Press *7 to unmute. Do not place your phone on hold.

[PRODUCT NAME (IF NOT IN COURSE TITLE)][COURSE TITLE]
[PRODUCT NAME (IF NOT IN COURSE TITLE)][COURSE TITLE] PART [#]: [PART NAME] MODULE [#]: [MODULE NAME] PART [#] > MODULE [#]: [MODULE NAME] 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. © 20XX ADP, Inc VMMDDYY[Course Code][Part #][Product Code][Version #]

Upon completion of this course, participants will be able to:
[PRODUCT NAME (IF NOT IN COURSE TITLE)][COURSE TITLE] PART [#]: [PART NAME] MODULE [#]: [MODULE NAME] PART [#] > MODULE [#]: [MODULE NAME] 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 © 20XX ADP, Inc VMMDDYY[Course Code][Part #][Product Code][Version #]

Module 1: Importing Overview Module 2: Preparing the Data Import File
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 Both shows

Module 1: Importing Overview
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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. Both shows

Upon completion of this module, you will be able to:
Module 1 Introduction 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 Both shows

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 I-Hub provides a structured process for implementing ADP Clients. The ADP Implementation team uses I-Hub as a tool to input information about product setup, as well as validate and verify information input by clients

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 change Enter 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?
[PRODUCT NAME (IF NOT IN COURSE TITLE)][COURSE TITLE] PART [#]: [PART NAME] MODULE [#]: [MODULE NAME] PART [#] > MODULE [#]: [MODULE NAME] 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) © 20XX ADP, Inc VMMDDYY[Course Code][Part #][Product Code][Version #]

Data Types and Descriptions
[PRODUCT NAME (IF NOT IN COURSE TITLE)][COURSE TITLE] PART [#]: [PART NAME] MODULE [#]: [MODULE NAME] PART [#] > MODULE [#]: [MODULE NAME] Data Types and Descriptions Refer to your Handout Manual for a description of the Data Types that you can import. © 20XX ADP, Inc VMMDDYY[Course Code][Part #][Product Code][Version #]

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
[PRODUCT NAME (IF NOT IN COURSE TITLE)][COURSE TITLE] PART [#]: [PART NAME] MODULE [#]: [MODULE NAME] PART [#] > MODULE [#]: [MODULE NAME] Stages and Descriptions The following stages make up the data import process: Determine your data update type. Determine the most appropriate data update method. Prepare and test the data import file. Run a baseline report. Set up notifications if required. Import the data. Troubleshoot and verify the imported data. Refer to the table in your Handout Manual for the descriptions of these stages. © 20XX ADP, Inc VMMDDYY[Course Code][Part #][Product Code][Version #]

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

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

In this module, you learned how to:
[PRODUCT NAME (IF NOT IN COURSE TITLE)][COURSE TITLE] PART [#]: [PART NAME] MODULE [#]: [MODULE NAME] PART [#] > MODULE [#]: [MODULE NAME] 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 © 20XX ADP, Inc VMMDDYY[Course Code][Part #][Product Code][Version #]

Module 2: Preparing the Data Import File

This module helps you to prepare data import files depending on the type of data you are importing. Both shows

Module 2 Introduction Objectives Upon completion of this module, you will be able to: 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 Both shows

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. Both shows

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
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
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.

Importing Validation Table Data
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 Note: Check with you ADP Representative before importing Validation tables data that may impact other areas. Items such as Cost Centres, Department, Pay Division, Earnings, and deductions may impact the General Ledger or payroll. If you are unsure, please check with them.

Importing Time & Attendance Data
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. Note: Check with your ADP Representative before you import any Validation Table data in case it affects a calculation, the General Ledger (GL) or another item in the payroll system. For example, if you have to update Cost Centres, this change would impact your GL.

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 Note: Check with your ADP Representative before you import any Validation Table data in case it affects a calculation, the General Ledger (GL) or another item in the payroll system. For example, if you have to update Cost Centres, this change would impact your GL.

In this module, you learned how to: Prepare the data import file
Module 2: Summary In this module, you learned how to: 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 Both shows

End of Module 2 Slide placed here so that the English and the French text slides align; French text is about one third longer than the English text so there is an increase in the number of slide

Module 3: Importing Employee Data

This module prepares you to work with some common scenarios you will encounter when updating employee data. Both shows

Module 3 Introduction 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 Both shows

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 Both shows

Activity: Importing Employee Data for New Hires
[PRODUCT NAME (IF NOT IN COURSE TITLE)][COURSE TITLE] PART [#]: [PART NAME] MODULE [#]: [MODULE NAME] PART [#] > MODULE [#]: [MODULE NAME] Activity: Importing Employee Data for New Hires 51 51 © 2015 ADP, LLC Copyright © 2013 ADP, Inc. 51 © 20XX ADP, Inc VMMDDYY[Course Code][Part #][Product Code][Version #]

Activity: Importing Employees with Salary Increases
[PRODUCT NAME (IF NOT IN COURSE TITLE)][COURSE TITLE] PART [#]: [PART NAME] MODULE [#]: [MODULE NAME] PART [#] > MODULE [#]: [MODULE NAME] Activity: Importing Employees with Salary Increases 52 52 © 2015 ADP, LLC Copyright © 2013 ADP, Inc. 52 © 20XX ADP, Inc VMMDDYY[Course Code][Part #][Product Code][Version #]

Activity: Handling Reporting Structure Changes
[PRODUCT NAME (IF NOT IN COURSE TITLE)][COURSE TITLE] PART [#]: [PART NAME] MODULE [#]: [MODULE NAME] PART [#] > MODULE [#]: [MODULE NAME] Activity: Handling Reporting Structure Changes 53 53 © 2015 ADP, LLC Copyright © 2013 ADP, Inc. 53 © 20XX ADP, Inc VMMDDYY[Course Code][Part #][Product Code][Version #]

Module 3: Summary In this module, you learned how 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 file for employees with salary increases Validate imported data for employees with salary increases Both shows

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 Both shows

Module 4: Importing Paydata

This module prepares you to work with some common scenarios you will encounter when updating paydata. Both shows

Module 4 Introduction Objectives Upon completion of this module, you will be able to: 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 Both shows

Activity: Confirming Codes for Earnings in the Validation Tables
[PRODUCT NAME (IF NOT IN COURSE TITLE)][COURSE TITLE] PART [#]: [PART NAME] MODULE [#]: [MODULE NAME] PART [#] > MODULE [#]: [MODULE NAME] Activity: Confirming Codes for Earnings in the Validation Tables 59 59 © 2015 ADP, LLC Copyright © 2013 ADP, Inc. 59 © 20XX ADP, Inc VMMDDYY[Course Code][Part #][Product Code][Version #]

Activity: Importing Bonuses
[PRODUCT NAME (IF NOT IN COURSE TITLE)][COURSE TITLE] PART [#]: [PART NAME] MODULE [#]: [MODULE NAME] PART [#] > MODULE [#]: [MODULE NAME] Activity: Importing Bonuses 60 60 © 2015 ADP, LLC Copyright © 2013 ADP, Inc. 60 © 20XX ADP, Inc VMMDDYY[Course Code][Part #][Product Code][Version #]

Activity: Importing Vacation Pay
[PRODUCT NAME (IF NOT IN COURSE TITLE)][COURSE TITLE] PART [#]: [PART NAME] MODULE [#]: [MODULE NAME] PART [#] > MODULE [#]: [MODULE NAME] Activity: Importing Vacation Pay 61 61 © 2015 ADP, LLC Copyright © 2013 ADP, Inc. 61 © 20XX ADP, Inc VMMDDYY[Course Code][Part #][Product Code][Version #]

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: When using the Bonus Pay payment type, the fields Earnings Code and Earnings Amount are required in the header.

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. When using the Bonus Pay payment type, the fields Earnings Code and Earnings Amount are required 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. When using the Bonus Pay payment type, the fields Earnings Code and Earnings Amount are required in the header.

Module 4: Summary In this module, you learned how to: 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 Both shows

Module 5: Validating the Imported Data

This module shows you how to troubleshoot common problems you may find with employee and paydata import files Both shows

Module 5 Introduction Objectives Upon completion of this module, you will be able to: Use the import log files for troubleshooting Correct some common problems you may find with data import files Both shows

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. Both shows

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: Both shows

Import Error Example Both shows

Types and Descriptions
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. Both shows

Activity: Correcting Importing Errors
[PRODUCT NAME (IF NOT IN COURSE TITLE)][COURSE TITLE] PART [#]: [PART NAME] MODULE [#]: [MODULE NAME] PART [#] > MODULE [#]: [MODULE NAME] Activity: Correcting Importing Errors 73 73 © 2015 ADP, LLC Copyright © 2013 ADP, Inc. 73 © 20XX ADP, Inc VMMDDYY[Course Code][Part #][Product Code][Version #]

Module 5: Summary In this module, you learned how to: Interpret information in the import log files Identify and resolve issues with a data import file Both shows

Course Closing 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

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

It was my pleasure to work with you today!
Thank you! It was my pleasure to work with you today! Class name: Name and title: address: I’ll now accept your questions about the key points we’ve just discussed. If you’d like to ask a question and have muted your phone, unmute it now. You’ll need to press *7 on your telephone keypad to unmute your line. What questions do you have? Accept questions. At the end of the Q&A session, press ## to mute the conference call again. [Developer: If the webinar continues, include the following text and follow this slide with a topic overview slide.] In the next topic, we’ll talk about [insert topic]. 78 Copyright © 2012–2014 ADP, Inc. 78

What Questions Do You Have?
I’ll now accept your questions about the key points we’ve just discussed. If you’d like to ask a question and have muted your phone, unmute it now. You’ll need to press *7 on your telephone keypad to unmute your line. What questions do you have? Accept questions. At the end of the Q&A session, press ## to mute the conference call again. [Developer: If the webinar continues, include the following text and follow this slide with a topic overview slide.] In the next topic, we’ll talk about [insert topic]. 79 Copyright © 2012–2014 ADP, Inc. 79

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Welcome to Importing Data for ADP Workforce Now

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