Hyperion Payroll Integration - Microsoft Payroll Integration . ... employees that have changed since the integration was last run. Data sets that are typically of interest on a payroll

Hyperion Payroll Integration

Table of Contents

PURPOSE .................................................................................................................................... 1

WORKDAY PAYROLL INTEGRATION FUNCTIONALITY .................................................................. 2

How Change Detection Works ............................................................................................................ 2

Managing Employees For Payroll ....................................................................................................... 3

Generated Output ............................................................................................................................... 3

PAYROLL INTEGRATION CONFIGURATION .................................................................................. 5

RUNNING THE PAYROLL INTEGRATION ....................................................................................... 6

Launching the Payroll Integration........................................................................................................ 6

Examining Payroll Integration Event ................................................................................................... 8

WORKDAY ® PROPRIETARY AND CONFIDENTIAL 1 PAYROLL INTEGRATIONS

PURPOSE

This document describes the Payroll Integration functionality within Workday and the configuration in the Hyperion

Workday implementation. It also includes instructions for running the integration and inspecting the output.

The document does not include any of the functional detail around configuration of pay companies and pay

groups or any compensation plans or earnings or deductions.


Workday Payroll Integration Functionality

Workday includes an ‘off the shelf’ connector designed to facilitate integration between Workday HCM and 3rd

Party Payroll systems. This connector works primarily on the basis of “Change Detection” and reports only

employees that have changed since the integration was last run. Data sets that are typically of interest on a

payroll integration are available through a set of standard services that can be configured. Each service ‘groups’

related data e.g. Personal Data, Status Data, Position Data, Pay Data.

The connector also includes the ability to extend the data sets available by adding an additional ‘Override Service’

where any data available on a worker can be configured and monitored for change and therefore inclusion in the

integration.

How Change Detection Works

Data changes are picked up for inclusion on the Payroll Integration based on effective date and entry moment.

The effective date is the point in time at which a change or new value becomes effective. The entry moment is

the point in time at which a change or new value is entered to the system. When a value is entered, it may have

an effective date in the past or in the future. Data items with effective dates in the future will not be picked up by

the change detection mechanism until the pay period in which they will become effective.

One of the parameters for the Payroll Integration is the “Last Successful Run” (Date and Time). The entry

moment and effective dates are evaluated against this date. The diagram below illustrates the decision process

for change detection and how data items get included in the output.


One important point to note based on this approach to change detection is that the integration will always output

the current value for any data item as of the payroll period end date and will only include one record per data item

on the integration output file. The impact of this is that if any data item changes twice since the last successful

run of the integration only the most recent change will be included in the file.

Two potential approaches to avoid this situation are;

Run more frequently

Understand which data items this is an issue for and implement a manual process to accommodate these

Managing Employees For Payroll

The standard connector supports the Workday concept of Pay Groups. A Pay Group (which is an organization

type) supports the grouping of employees on the same payroll with the same payroll schedule. When running the

integration the user can select which pay groups to run the integration for.

The integration also supports selecting specific members to run the integration for. This would typically only be

used for testing or for correction of errors on an ad-hoc basis that necessitate one off runs.

Generated Output

There are 2 main outputs generated as standard on the payroll integration connector. These are as follows;


DataChangesAudit.html – This is generated as part of every run and attached to the integration event. It

displays employees in collapsible sections. It can show prior and current values for data items and

indicates why an employee has been included in the output. It clearly indicates and distinguishes

between new and changed fields. Where a client manually inputs data to the downstream payroll system

this file can be used as the source for these updates.

PayrollExtract.xml – If configured the connector will generate a XML file that conforms to a defined

Workday schema. This can be transformed into a number of different output formats required by payroll

systems. This transformation would be typical as part of an automated feed between Workday and a 3rd

Party Payroll system.


Payroll Integration Configuration

“INT-Payroll” will gather the changes to worker data and produce the DataChangesAudit.html and Payroll.xml

files mentioned above.


Running the Payroll Integration

Launching the Payroll Integration

To launch the Payroll integration the user can execute the “Launch / Schedule Integration” task.

This will present the Launch/Schedule screen which allows the user to;

select to run the integration now or schedule it for future run

select the integration for a particular organization

run as the current user

The following table explains what each parameter is for and the values that can be used. (This detail can be

found here)

Parameter Value Type Value

Pay Group Specify Value Select one or more pay groups at the prompt if you want to:

Extract pay period data for all pay group members.

Extract member data based on Basic Staffing Transaction Log Types.

If you select multiple pay groups, the member data for all pay groups is combined into one output file. Each pay group has a separate header record, followed by its member data records.

Pay Period Selection Option

Specify Value Specify how to select the pay period:

Use Earliest Open Pay Period. Selects the first open pay period based on the pay group's period schedule and period calculation status.

Use Pay Period for Current Date. Selects the pay period for the current date.

Last Successful Run Specify Value or Determine Value at Runtime

Specify the start date and time for the payroll extract process to search for changes: To enter a specific date and time if you are launching

manually, set the Value Type to Specify Value and enter the last date and time the integration was run for the selected pay group.

To have Workday calculate the value at run time in a scheduled integration, set the Value Type to Determine Value at Runtime. At the prompt, select the Integration category and then select a date field, such as DateTime of Last Successful Integration Event.


Parameter Value Type Value

This field is required and defaults to the last time the integration was successfully completed.

Basic Staffing Transaction Log

Specify Value To extract pay group member data for specific staffing events, select one or more transaction types at the prompt.

Leave this field blank to extract all changes to payroll data for the specified pay group and pay period.

Change Detection Specify Value Specify how to search for changes to payroll data:

Automatically select appropriate behavior based on date of last successful run. If the date of the last successful run was before the current period start date, this option includes all changes to employee data that are effective in the pay period. If the date of the last successful run was after the current period start date, this option only includes changes entered since the last successful run. This option is not valid when you create an extract for a pay period after the period end date.

Include all changes effective in the pay period. Selects all changes to employee data for the specified pay period, including any changes entered before the last successful run that are effective in the current period. This option is recommended when you run the first integration of the pay period or if you only create a single extract per pay period.

Include only changes entered since the last successful run. Selects only changes to employee data that were made after the last successful run that are effective in the current pay period or a prior pay period. Select this method for incremental runs during the pay period, but not the first run.

If the integration is configured for a full extract, the change detection method determines which changes are highlighted in audit reports but does not affect the output file.

See Concept: Payroll Interface Change Detection.

Each pay group can have only one currently active pay period.

The current pay period is defined in one of two ways dependent on the value of the “Pay Period Selection Option”.

“Use Pay Period for Current Date” means use the period in which today falls.

“Use Earliest Open Pay Period” means use the earliest non completed period. You can check which period this is

by running “View Pay Group”. After selecting the pay group, click on “Pay Group” and scroll to the bottom of the

screen where you will see the pay periods.

For testing, you will normally only set values for Pay Group and Last Successful Run.


Examining Payroll Integration Event

Once the user has entered the parameters and click “OK” they are presented with the screen showing the details

of the Payroll Integration Process.

This screen does not refresh itself so the user must click the “Refresh” button until the status shows one of the

finished states e.g. successfully completed, completed with errors/warnings, failed etc..

Once the integration has completed, the “Output Files” tab will list all documents produced by the integration.


File Type Description

Messages Audit These files contain internal communications between the integration and the

Workday application. The contents of these files are purely for diagnostic

purposes and would normally only be used by Workday support in order to

help diagnose issues with the integration. There can be multiples of these

files depending on the number of employees included in the output file.

Data Changes Audit The Data Changes Audit is a readable version of the integration output file.

This report has two components:

Extract Summary

Shows the selection criteria for the payroll extract, the pay group name, the

payroll company name, and the period start and end dates.

Payee Details

Provides summarized and detailed views of employee data changes, and

displays the payee count. The summarized view shows employee names,

IDs, and the categories of changed data. The detailed view displays current

field values, prior values if the data has changed, and transaction log details

with effective dates and entry dates. New records are highlighted in green


File Type Description

and deleted records are highlighted in gray.

Click Show or Hide to toggle between views for all employees, or select an

employee in the summary list to view his or her details.

Diagnostic Audit The Diagnostic Audit is designed to help you troubleshoot integration errors.

The report includes details on all employees that the integration processed

when creating the payroll extract. You can view each employee's processing

details, validation messages, current properties, and transaction log details

to determine why the payroll extract included or excluded the employees. In

some cases, employees had transactions that did not affect the set of data

configured in the payroll extract. In other cases, the integration encountered

an error while processing these employees.

You can also use the Diagnostic Audit to tune the performance of a payroll

integration. The audit lists the transaction log entries that the integration

processed for each employee. If a large number of employees in the

diagnostic audit file do not have relevant data changes, you might consider

reconfiguring the integration transaction log service to exclude certain

transaction types.

Payroll .xml The Payroll Extract file is an XML file that includes all the changes identified

for this integration run. This file is typically transformed in cases where an

automated process is in place to directly send the output file to the

downstream payroll system.

PICommonOutputFile.xsd An xsd file describing the format of the PayrollExtract.xml file

CorrectionsAndRescindsReport.html This file will be created if there is at least one rescinded or corrected

business process detected by the integration. It will list each worker and the

name of the affected process.

NOTE: The files generated on each integration event have an expiry date that is determined by the document

retention policy value set on the integration. It is recommended that files that should be kept for any lengthy

period of time should be managed outside of the Workday tenant in a secure and managed location within the

client network.

Documents

Hyperion Payroll Integration - Microsoft Payroll Integration . ... employees that have changed since the integration was last run. Data sets that are typically of interest on a payroll